Introduction

In this article, you will find suggestions and resources to get you started on revising or implementing your own access protocols in an archive.

Access protocols are both a tool and example of Indigenous ways of knowing that help share and safeguard information. Different archives will have different protocols. Like Nations themselves, protocols can be unique depending on where they come from. 

Access protocols for archives may also reflect other protocols that exist in your community. 

Protocols around land use, storytelling, fishing, hunting etc. all might influence how you go about creating or using access protocols for language and culture. Many see these aspects as all related and part of Indigenous governance and self-determination.

Implementation

In general, access protocols are:

• shareable

• clear

• applied

When you make them, think about writing your access protocols in a way that is very understandable. If there is confusing or vague language, there is a higher chance of archive patrons not following them (sometimes by accident).

Making sure that people are fully aware of your access protocols (either in writing or verbally) also holds them accountable to follow them. If patrons can keep a copy of the protocols, then they can also review them on their own time.

Having a shareable copy of an access agreement adds an additional layer of accountability on the part of the patron to follow these practices.

The most important aspect of access protocols is that they are applied and upheld equitably.

Upholding access protocols equitably does not mean that everyone has the same permissions to access however.

Community members generally can access sensitive information or materials that should be kept in community hands. It does not mean that access protocols do not apply to community members, but there might be different permissions written in that allow access and distribution to certain individuals or families. These same permission might not apply to non-community members or guests without additional conversations and approvals.

If you are unsure of who should or should not access to certain materials or information in an archive, it is best to consult with Elders and other Knowledge Holders about traditional rights and permissions. These conversations can be ongoing. It is also important to listen to many voices and seek clarification if needed.

If you find yourself confused, then your access protocols will not be written as clear as they can be.

It is also recommended that you review your access protocols every so often. If they are deterring community members from appropriately engaging with your archival records, then they might need to be revised. Access protocols are not created with the sole intention to restrict people or the flow of knowledge, but to provide appropriate pathways for ethical engagement.

Foundations

In this section, you will find suggestions that can inform creating and implementing your own protocols for access and distribution.

Existing Protocols

Depending on the archive, there might already be protocols in place. It is recommended to do a review of these policies before making any changes.

Culture

If you are starting more from scratch or looking to modify your access protocols, starting close to home is a wise option.

Consider what cultural teachings you carry regarding sharing resources, storage and preservation, and even sometimes taboos:

• Are there times of the year where your community tends to practice certain customs?

• Are there customs that do not get talked about much outside of a Big House or feast?

• What naming traditions exist in your community?

• What are some of the first things you would share with someone who you want to teach about your community?

• Are there songs/dances that anyone can learn or are only taught privately?

These preliminary questions may not have clear-cut answers. However, they can begin to inform how broad or narrow your archival protocols might be.

If you are unsure or curious about cultural teachings (and knowledge sharing), it is best to consult with Elders and Knowledge Holders who can describe these important practices.

Community Consultation

Community consultation is at the heart of any language revitalization project.

Consulting with Elders and Knowledge Holders about their understandings on sharing materials is of the highest importance. In some cases, it is better to show than to tell.

Reviewing collections and documents with these folks and asking their opinions on them regarding access is an immersive, collaborative exercise to inform your archival practice. It may be that generally, information can be shared readily, but with certain stories, songs, and dances, there are stricter provisions. There is no one size fits all approach.

It will be good to ask about what to do if someone does not follow protocols and what appropriate recourses exist.

Consultation should also be done with the wider community. It is important to understand what barriers might exist for people who want to access archives and how they can be removed where appropriate.

Patrons may adhere to archival protocols more when they are easy to follow and do not seem arbitrary or like personal blocks. These changes build trust with patrons, which also can increase the observance of your access protocols through mutual respect and relationship building.

For more information and suggestions about community consultation, please see this article on the sister FirstVoices Knowledge Base: https://firstvoices.atlassian.net/wiki/spaces/FIR1/pages/1704534  

Resources

The following links and documents provide insights and models for access protocols and governance. These examples come from communities themselves, cultural centres, and museums/institutions.

OCAP® (Ownership Control Access and Possession)

OCAP® comes from the First Nations Information Governance Centre or FNIGC and is a registered trademark. It is a set of standards and principles designed to help communities establish, distribute, call back, and manage their information and intellectual belongings. For more information and to understand OCAP®, follow this link:https://fnigc.ca/ocap-training/.

For more information OCAP®, see the following links below:

• The First Nations Principles of OCAP® (PDF available at end of this article)

• Barriers and Levers for the Implementation of OCAP™ (PDF available at end of this article)

The Royal Museum of British Columbia: Indigenous Collections and Repatriation Policy

The Royal Museum of British Columbia has an Indigenous collections and repatriation policy for its commitment to collaborative work and relationships with Nations.

To read the museum's policy and its components in detail, see the following link below:

• The Royal Museum of British Columbia: Indigenous Collections and Repatriation Policy (PDF available at end of this article)

Digital Ethics and Reconciliation: Digital Ethics Report (University of Victoria) 

The Digital Ethics and Reconciliation: Digital Ethics Report by the University of Victoria (UVIC) Libraries provides various case studies of archives, information management, and protocol models. These examples come from Indigenous communities, between partnerships, and from other institutions, providing insights to each's guiding principles.  

• The Digital Ethics and Reconciliation: Digital Ethics Report (PDF available at end of this article)

Engagement Exercises

Access protocols rely on input and guidance. Conversations can be prolonged and require time to discuss amongst Elders, Knowledge Holders, community members, and archivists.

These exercises can help begin these conversations and identify trends, principles, and other aspects that can construct a rich, informed access policy to heritage and language archives in communities.

The exercises are outlined in steps in the following document:

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*Exercises can and should be modified to work within your own capacity and to better adhere to existing community protocols

The FPCC Language Revitalization Coaches can also help support community initiatives and offer access to FPCC resources, encouragement and experience from working with people across the province.

FPCC coaches are committed to continue supporting FPCC-funded community language programs.

Please note: As a result of COVID-19, the language coaches have adjusted their approach and can provide information about how to continue language revitalization work in a safe way during this time. FPCC coaches are available to connect virtually by phone, email, video chat, or other channels that work best for you.

To set up a virtual meeting, please contact: languagecoaches@fpcc.ca

PDF Versions of Resources

OCAP® Brochure

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Barriers and Levers for the Implementation of OCAP®

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Indigenous Collections Policy Example

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Digital Ethics & Reconciliation

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