Controlled Access

This article explains how Controlled Access agreements are managed within the Digital Bible Library (DBL). In the DBL, Controlled Access necessitates explicit Contributor approval before Distributors can access content. This contrasts with Open Access, where content can be accessed immediately. Controlled Access ensures that each access request is individually reviewed and approved.

What is Controlled Access?

A Controlled Access license requires Distributors to request permission from the Contributor before they can access specific content. Each request is evaluated on a case-by-case basis, ensuring that access is granted only under the terms set by the Contributor.

Key Features of Controlled Access

Feature	Description
Approval Required	Each request must be reviewed and approved by the Contributor before access is granted.
Restricted Access	Only the approved Distributor organization can use the content.
Custom Licensing Terms	Contributors define unique terms and conditions for each agreement request.
Ongoing Review	Licensing decisions are actively managed and monitored by the Contributor.

Use Cases for Controlled Access

Controlled Access is used when content requires specific oversight and individual approval before distribution.

Use Case	Example
Proprietary Translations	Bible translations owned by organizations that require usage restrictions.
Limited Distribution Agreements	Content meant for select organizations or ministry partners.
Sensitive Content	Scriptures that may have security concerns in certain regions.
Partnership-Based Access	Licensing agreements that require Contributor-defined approval workflows.

Requesting a Controlled Access Agreement

Since Controlled Access agreements require Contributor approval, Distributors must submit a formal request outlining their intended use of the content. The Contributor can then review, approve, or deny the request based on their policies.

License Terms & Conditions

Each Controlled Access agreement defines specific terms that the Distributor must comply with. These terms are determined by the Contributor and may vary for each agreement.

License Templates for Controlled Access

Unlike Open Access, Controlled Access agreements may require customized terms per request. DBL provides predefined licensing structures that allow Contributors to establish and enforce agreement conditions.

For detailed steps on requesting an agreement, see How to Set Up a License Agreement.

Managing Controlled Access Agreements

Tracking Controlled Access Agreements

Because each Controlled Access agreement is individually approved, Contributors must track:

Pending approvals – Requests that require review.
Active agreements – Agreements that have been granted and are in effect.
Expiring agreements – Agreements approaching expiration that may require renewal.

For tracking tools, see Tracking Your Agreements.

Reviewing and Approving Controlled Access Agreements

Contributors are responsible for evaluating each request before granting access. They may:

Approve the request, activating the agreement.
Request additional information before making a decision.
Deny the request if it does not align with licensing policies.

For approval instructions, see Managing Agreements.

Renewing or Modifying Controlled Access Agreements

Controlled Access licenses require continued oversight. Contributors must decide whether to:

Renew the agreement if ongoing access is permitted.
Modify terms for future agreements while maintaining prior approvals.
Deny renewal if access is no longer appropriate.

Open Access vs. Controlled Access: Key Differences

Feature	Open Access	Controlled Access
Approval Required?	No	Yes
Who Can Access?	All DBL members	Only approved organizations
Customization?	Predefined terms only	Contributor-defined for each request
License Management	Minimal oversight required	Ongoing review and approval needed

For additional considerations, see Best Licensing Practices in DBL.