Heratio Help Center article. Category: Compliance.
Embargo System - User Guide
What is an Embargo?
An embargo restricts access to archival records for a specified period or indefinitely. This is used to protect sensitive materials, comply with donor agreements, or meet legal requirements.
Embargo Types
| Type | What Public Users See | Use Case |
|---|---|---|
| 🔒 Full | Nothing - Record completely hidden | Highly sensitive materials, legal holds |
| 📄 Metadata Only | Title and description visible, no images | Privacy concerns, pending clearance |
| 🖼️ Digital Object | Metadata + thumbnail visible, no downloads | Copyright restrictions |
| ⚙️ Partial | Customizable per field | Special arrangements |
Visual Guide: What Gets Blocked
How to Add an Embargo
Step 1: Navigate to Record
Go to the archival record you want to embargo.
Step 2: Click "Add Embargo"
In the sidebar under "Rights", click "Add embargo".
Step 3: Choose Settings
- Select embargo type (Full, Metadata Only, etc.)
- Set start date
- Set end date (or mark as perpetual)
- Add reason (Donor, Copyright, Privacy, etc.)
- Optional: Add public message
Step 4: Apply to Children (Optional)
☑️ Check "Apply to all descendants" to embargo all child records at once.
Step 5: Save
Click "Create Embargo" to apply.
Applying Embargo to Multiple Records
When you have a fonds or series with many items, you can apply the embargo to all descendants at once:
⚠️ Warning: Each child record gets its own embargo. To remove, you must lift each one individually or use bulk operations.
Managing Embargoes
View Active Embargoes
Navigate to: Rights → Embargo Management
Shows:
- All active embargoes
- Expiring soon (next 30 days)
- Embargo statistics
Edit an Embargo
- Go to the embargoed record
- Click "Manage embargo" in sidebar
- Modify settings
- Optionally apply changes to descendants
- Save
Lift an Embargo
- Go to the embargoed record
- Click "Manage embargo"
- Click "Lift Embargo"
- Provide a reason (optional)
- Confirm
Embargo Timeline
Who Can See Embargoed Records?
| User Type | Full | Metadata Only | Digital Object |
|---|---|---|---|
| Public (anonymous) | ❌ | ✓ Metadata | ✓ Metadata + Thumb |
| Registered researcher | ❌ | ✓ Metadata | ✓ Metadata + Thumb |
| Editor (with permission) | ✓ All | ✓ All | ✓ All |
| Administrator | ✓ All | ✓ All | ✓ All |
Note: Editors and administrators can always see embargoed content to manage it.
Common Reasons for Embargo
| Reason | Typical Duration | Type |
|---|---|---|
| Donor Restriction | 25-50 years | Full or Metadata Only |
| Privacy (living persons) | Until death + 20 years | Metadata Only |
| Copyright | Until cleared | Digital Object |
| Legal Hold | Until resolved | Full |
| Cultural Sensitivity | Indefinite | Full or Metadata Only |
| Research Embargo | 1-5 years | Metadata Only |
Quick Reference
| Action | Where to Find |
|---|---|
| Add embargo | Record page → Sidebar → "Add embargo" |
| Edit embargo | Record page → Sidebar → "Manage embargo" |
| Lift embargo | Embargo view → "Lift Embargo" button |
| View all embargoes | Rights → Embargo Management |
| Bulk apply | Add/Edit form → "Apply to all descendants" |
Screenshots
Embargo Blocked Page (Full Embargo)
When a public user tries to access a fully embargoed record:
Add Embargo Form
Embargo Status in Sidebar
Need Help?
Contact your system administrator if you:
- Need to embargo a large collection
- Require special access arrangements
- Have questions about embargo policies
- Need to lift multiple embargoes at once
Last updated: January 2026 Part of the AHG Extensions for Heratio 2.10