All permission requests should be checked against the External Websites: Permissions Database by the requester, and the Exists in the DB? field on the website permission request should be completed. If the request indicates the website/content is in the database, there should be a link to the task DB Record Link field.
Exists in the DB? is Empty
- Search the Permission Database for the website entry.
- If found. review Permission Status and the terms to determine if there are any conditions for use, or if written permission is required.
- Copy the task link and add it to the request.
- If not found, proceed with the copyright review process.
- Add a reminder in the comments section for the ID to search the database as part of future requests.
Exists in the DB? is Yes
- If the DB task link is in that field, click on the link to the database entry to review any conditions or restrictions affiliated with this website. If the link is not included, add the link to the DB Record Link field and add a reminder in the comments section for the ID to search the database as part of future requests.
Exists in the DB? is No
- Review the External Websites: Permissions Database. In some cases, a website may be listed under an alternate name or a domain name the requester may have missed.
- Check the Content: External Websites (Permissions) queue to ensure there isn't an outstanding written request.
Next steps:
- If the website is in the Permissions Database, review the entry and terms.
- Set the Outcome to reflect what is indicated in the database.
- Complete all fields below Outcome as applicable.
- In the comments section, notify the requester, using the @requester name to ensure they receive the message and indicate any conditions or restrictions from the database on why the content is allowed, allowed with conditions, or not allowed.
- If the website was NOT in the Permissions Database, continue reviewing the website for copyright restrictions.
