For decades, the model for accessing sensitive audiovisual archival materials was simple: the researcher travels to the archive, sits in a supervised reading room, and is handed a physical film, tape, or disc.
But today, that model is breaking down. Physical audiovisual media is decaying and requires digitization for preservation. Yet, once digitized, these files often cannot be simply placed online for open access due to copyright restrictions, donor agreements, ethical concerns, or privacy issues.
This creates an access gap. Archivists have the digital files, and researchers have the need, but the mechanism to connect them securely over a distance is often missing. Sending hard drives via courier is slow and risky; emailing links to download massive files is clunky and loses institutional control.
The solution is the Virtual Reading Room.
A virtual reading room allows an archive to provide temporary, secure, online access to specific researchers for specific materials, mimicking the controlled environment of a physical reading room in a digital space.
Here is how easily and efficiently archives can establish a virtual reading room using the Aviary platform.
In Aviary, a virtual reading room isn't a separate product; it’s a workflow enabled by our robust permissions system. It allows you to keep content hidden from the public eye but instantly accessible to any approved user anywhere in the world, for a defined period, without the hassle of travel or awkward sharing procedures.
It transforms "We have this, but you have to come here to see it," into "We can grant you secure access until next Friday."
Setting up this workflow is surprisingly straightforward. Here is what it looks like in practice:
The foundation of a VRR is security. When you ingest sensitive audiovisual files into Aviary, their default visibility should be set to Private.
In this state, the content (and even its metadata, if you choose) is invisible to the general public and regular logged-in users. It exists safely in your repository, viewable only by repository administrators.
How does a researcher know the material exists? You might have metadata visible in a public finding aid (like ArchivesSpace or AtoM) that points to the restricted Aviary item, or perhaps they emailed an archivist directly based on a citation.
Aviary also offers a built-in "Request Access" button that can be enabled on restricted items. If a user stumbles across a record they cannot view, they can click the button, fill out a configurable form (explaining their research purpose), and you receive an immediate notification on your dashboard.
Once you receive a request and have verified the researcher's credentials (just as you would in a physical reading room), it’s time to grant access.
Instead of emailing a dangerous download link, you simply add the user to a Temporary Permission Group in Aviary.
The researcher receives an email notifying them that access has been granted. They log in to their standard Aviary account.
Suddenly, the content that was previously invisible or marked "Restricted" is now open to them. They can stream the video or audio in high quality, use transcripts to navigate the content, and view indices.
Security Note: They are streaming the content via a secure, encrypted HLS stream. There is no "download" button. They cannot easily save the file to their desktop to share with others.
This is where Aviary’s efficiency shines. When the expiration date arrives, the system automatically removes the user from the permission group.
If the researcher tries to access the material the next day, they will again see a "Restricted" message. The archivist does not need to remember to "close the virtual door"; Aviary handles it automatically.
While ad-hoc solutions like password-protected Vimeo links or private Google Drive folders exist, they lack the rigor required for archival custody. Aviary offers:
→ Custodial Control: The file never leaves your managed environment. Users stream it; they don’t possess it.
→ Granularity: You can grant access to an entire collection or a single, 5-minute oral history interview, depending on the researcher's needs.
→ Audit Trails: Aviary tracks who accessed what and when, providing necessary reporting for donors or administrative oversight.
→ Efficiency: The entire process—from receiving a request to granting temporary access—takes only a few clicks, freeing up archival staff for other tasks.
A Virtual Reading Room is no longer a luxury; it is an essential component of modern archival stewardship. It allows archives to honor their commitments to preservation and restriction while still fulfilling their ultimate mission: connecting people with history.
With Aviary, setting up that room is easier than you think.
For existing Aviary users, you can start building your own virtual reading room today by configuring permissions and access request workflows in your site settings. Our step-by-step Aviary User Documentation on Permissions and Access Requests walks you through exactly how to do this, including setting up temporary permission groups, enabling request forms, and managing expiration dates for access.
If you’re not yet using Aviary but are ready to close your access gap, we’d love to talk about how a Virtual Reading Room could work for your collections, policies, and researchers. Reach out to us to learn more, see a demo, or discuss your specific use case.