What are the best practices for authenticating users of online repositories?

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Online repositories are digital libraries that store and provide access to various types of information, such as publications, data, multimedia, and software. They are valuable resources for researchers, educators, students, and the general public, but they also pose challenges for ensuring the security and privacy of their users and contents. How can online repositories authenticate their users and verify their identities and permissions? In this article, we will explore some of the best practices for implementing access control and authentication in online repositories, based on the principles of usability, reliability, interoperability, and scalability.

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Ana Rosa Blue, M.L.S.

Research Sleuth | Tracking down elusive sources & perfecting citations for graduates and professionals who need…

1 Why is authentication important?

Authentication is the process of verifying that a user is who they claim to be, and that they have the right to access a certain resource or perform a certain action. Authentication is important for online repositories because it helps to protect the integrity and confidentiality of the information they store and share, as well as the privacy and preferences of their users. Authentication can also enable online repositories to track and monitor the usage and impact of their resources, and to provide personalized services and features to their users.

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Ana Rosa Blue, M.L.S.

Research Sleuth | Tracking down elusive sources & perfecting citations for graduates and professionals who need airtight research.
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Authentication to databases is often a requirement imposed by information providers to ensure that only authorized users can access their resources. It plays a crucial role in protecting the integrity of the data and the privacy of its users, while simultaneously ensuring compliance with vendor agreements. By verifying authorized access, authentication safeguards both the information provider’s interests and the users who rely on the resource.

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2 What are the common methods of authentication?

Online repositories can use a variety of authentication methods, depending on their goals, requirements, and resources. Passwords are the most common, allowing users to create and enter a secret combination of characters to access a repository or resource. However, passwords are vulnerable to hacking, phishing, and forgetting. Tokens offer more security but require additional hardware or software and can be lost or stolen. Biometrics are very secure and convenient but raise ethical and legal issues regarding the collection and storage of personal data. Federated identity simplifies the authentication process by allowing users to sign in with existing credentials from another trusted service or organization; however, this depends on the availability and compatibility of those external services.

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Ana Rosa Blue, M.L.S.

Research Sleuth | Tracking down elusive sources & perfecting citations for graduates and professionals who need airtight research.
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An increasingly popular authentication method being adopted across various industries is two-factor authentication. This approach enhances security by requiring the user to enter a code sent to their cell phone or email at the time of access, ensuring that only legitimate users can access the information.

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3 How to choose the best method of authentication?

When choosing the best method of authentication for their users and resources, online repositories should take into account several factors, such as usability, reliability, interoperability, and scalability. Usability refers to how easy and convenient it is for users to authenticate themselves and access the repository or the specific resource. Reliability pertains to how secure and accurate the method of authentication is in preventing unauthorized access and protecting user data. Interoperability checks if the method works with other services and systems that the repository or the users interact with. Lastly, scalability measures how well the method copes with growth and change.

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4 What are some best practices for implementing authentication?

No matter the authentication method chosen by online repositories, they should follow certain best practices to ensure a secure and convenient authentication experience for users and resources. This includes providing clear and consistent instructions and feedback to users about how to authenticate and access the repository or resource, as well as balancing security with convenience. Repositories should support multiple methods of authentication, allowing users to choose or switch between them according to their preferences. Additionally, repositories should adhere to standards and best practices of the digital library community, as well as aligning authentication policies and procedures with ethical and legal norms of stakeholders and users.

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5 What are some examples of online repositories that use authentication well?

Online repositories often use authentication to protect users and their data. Zenodo, for instance, uses federated identity to authenticate its users, allowing them to sign in with their existing credentials from ORCID, GitHub, or their institution. Dryad, on the other hand, implements two-factor authentication (2FA) with passwords and codes sent to the user's email or phone. Lastly, Figshare uses biometrics to authenticate its users on mobile devices, allowing them to use their fingerprints or faces to access their accounts and resources. All of these methods provide a secure way for users to access online repositories.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best practices for authenticating users of online repositories?

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1 Why is authentication important?

2 What are the common methods of authentication?

3 How to choose the best method of authentication?

4 What are some best practices for implementing authentication?

5 What are some examples of online repositories that use authentication well?

6 Here’s what else to consider

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