Access Controls

We understand that the ability to control access to digital content is vitally important to our customers. Our approach to access controls in Tenejo takes into consideration what we’ve learned building digital repositories for many institutions over the years.

University and cultural heritage institutions have long embraced providing open access to research and culturally significant content and increasingly so by sharing that content on the public internet. Tenejo is aligned with that vision. We also know that content owners need to have the flexibility to restrict access to parts of their content when appropriate.

With Tenejo, repository managers can set their content to Public, Restricted or Private. And access can be controlled with more precision when needed. Access can be set at the highest level for an entire collection of works, at the work level and at the file level. For instance, a collection can be set to Public, while some works or files within that collection are restricted to logged in users or private and only available for administrative use.

USE CASE: Public Collection with a few sensitive (restricted or private) items

A donor gifted a collection of early American civil rights movement-related letters and photographs to a university library with the agreement that they become discoverable to researchers and the public. They want to restrict a small selection of photographs in the collection to institutional or logged in users, as there are some photos that contain sensitive or potentially triggering imagery.

One way to accomplish this is for the administrator to set the collection to Public but the work containing some sensitive photos to be Restricted or Private. Additionally, the collection and works can both be set to Public, while access to one or more files is set to Restricted or Private. This level of granularity allows for flexibility of control.

In this scenario, a non-logged in user will have access to the collection of letters and photographs for their research, however the works or files which were set to Private won’t show up in their search, while anything Restricted will prompt them to log into the system.

USE CASE: Private Collection with a few items for inclusion in a public online exhibit

At the other end of the spectrum, public access can be granted to just a few items in a larger restricted collection. In this case, a library or museum is granted access to a portion of a rare manuscript, only a portion of which is meant for public or institutional access.

The collection manager has the ability to set the collection to private and set visibility of a work or file for public discovery. When a non-logged-in user searches for the manuscript, only that which is set to public will display in search results.


Tenenjo offers granular access controls for your digital content. Public, Restricted, Private or a combination thereof.

Are you interested to learn more about Tenejo? Let's chat. Check out the links below or shoot me an email.