Arkivum 101: Access

Why “Access” Matters in Digital Archiving

Storing information is only half the story. The real value of a digital archive comes from being able to view and use what’s in it whenever and however it’s needed.

Looking back before the era of digital records, access meant something very different. Paper-based records were often locked away. Secure rooms, controlled keys, and manual searches through boxes or folders were the norm. Finding a single file was a time-consuming exercise. Now, with modern digital archives, access should be as easy as typing a few search terms instant, controlled, and reliable.

Unfortunately, many organisations still struggle with outdated or proprietary systems that make archived data hard to reach. Information becomes trapped behind archaic processes, and accessing it can take days, if not weeks.

In previous 101 posts, we’ve explored how digital safeguarding protects information over time and how digital preservation ensures its longevity. “Access” builds on both: while safeguarding and preservation keep data safe and legible, access ensures it can be used.

Many organisations create archives to preserve research data, project records, legal documents, cultural collections, or customer materials. But over time, these can become “black boxes”, you know the information is there, but getting to it can be slow, complicated, or dependent on outdated systems.

That’s why access matters. Good access means your archive is living, not locked away. It ensures people can securely retrieve, view, and share the information they need, easily and safely, when it’s required.

Why is it important?

• In many older archiving systems, retrieving data can take days or weeks. Arkivum makes access instant, via a web interface.
• It keeps you in control. Your data stays yours, you avoid being trapped in one provider’s system (“vendor lock-in”).
• It enables secure sharing: you can give access to people inside or outside your organisation, in a controlled way.

How Does Arkivum Support Access?

Bottom line

Arkivum makes sure your digital assets are not just stored, they are accessible and under control, whenever, wherever, by whoever you decide.