Heratio Help Center article. Category: Public Access.
Access Requests & Researcher Portal
A Guide for Researchers and Staff
What is the Researcher Portal?
The Researcher Portal is your gateway to accessing archival materials. It helps you:
- Register as a researcher
- Request access to restricted materials
- Book reading room visits
- Manage your research workspace
For Researchers
Registering as a Researcher
Registration Form
You'll need to provide:
| Field | Why We Need It |
|---|---|
| Full name | For identification |
| For communication | |
| Organisation | Your institution or affiliation |
| Research purpose | What you're researching |
| ID/Passport number | For access to restricted materials |
| Phone number | For urgent contact |
Requesting Access to Materials
Some materials have restrictions. To request access:
Request Types
| Type | Description |
|---|---|
| Clearance Request | Request higher security clearance |
| Material Access | Access to specific restricted item |
| Repository Access | Access to an entire collection |
| Researcher Registration | New researcher application |
Booking a Reading Room Visit
Your Workspace
Once registered, you have a personal workspace:
Generating Citations
Need to cite materials? Use the citation generator:
- Go to any record
- Click Cite
- Choose your style:
| Style | Example |
|---|---|
| Chicago | Smith Papers, Box 1, File 3. Provincial Archives... |
| MLA | "Letter to John." Smith Papers. Provincial Archives... |
| APA | Smith, J. (1920). Letter to John. Smith Papers... |
| Harvard/UNISA | Provincial Archives (1920) Smith Papers... |
For Archive Staff
Approving Researcher Registrations
Processing Access Requests
When someone requests access to restricted materials:
- Go to Admin → Access Requests
- Review the pending request
- Check:
- Is the researcher registered?
- Is their research purpose legitimate?
- Do they have appropriate clearance?
- Approve or decline with reason
The Approval Dashboard
Managing Reading Room Bookings
View and manage bookings:
- Go to Admin → Reading Room → Bookings
- See calendar view of all bookings
- Check in researchers when they arrive
- Record materials issued and returned
Access Levels Explained
| Level | Who Gets It | What They Can See |
|---|---|---|
| Public | Anyone | Published records, no restrictions |
| Registered | Approved researchers | + Some restricted materials |
| Researcher | Verified academics | + Research-restricted items |
| Staff | Archive employees | + Internal materials |
| Administrator | Senior staff | Everything |
Tips for Researchers
Before visiting:
- Book in advance (at least 24 hours)
- List specific materials you need
- Bring ID matching your registration
During your visit:
- Sign in at reception
- Handle materials carefully
- No pens (pencils only)
- Photography may require permission
After your visit:
- Return all materials
- Sign out
- Complete any feedback forms
Troubleshooting
| Problem | Solution |
|---|---|
| Can't register | Check all required fields are filled |
| Request rejected | Contact the archive for clarification |
| Booking not confirmed | Allow 24 hours for processing |
| Can't see materials | Check your access level |
| Forgot password | Use password reset link |
For assistance, contact the reading room staff.