Complimentary copies of AASHTO digital downloadable publications are available to state DOT and associate members of AASHTO. (Examples of agencies qualifying as AASHTO associate members include port, toll and highway commissions or authorities; international transportation agencies; and city DOTs.) For each publication, AASHTO members will receive access to a downloadable, printable PDF with five single-user licenses and five complimentary print copies of the publication that are sent to the agency a few weeks after receipt of a transmittal email from AASHTO Publications Production.
To take advantage of this benefit, each state DOT appoints a gatekeeper and a gatekeeper backup to receive the transmittal email from AASHTO Publications Production describing the publication and providing instructions on how to access it from the AASHTO Store and share it with agency colleagues.
Below are three steps, described in greater detail in an AASHTO Publications Production guidance document, to obtain and share a digital publication:
Note: Before you begin to download the first AASHTO digital publication, download and install the FileOpen security plug-in for Adobe Reader. The plug-in is free but you may require help from your IT department to install it. Get the plug-in from the AASHTO Store My Account page (refer to the “Get Security Plug-In” link) or from the FileOpen Systems website. This plug-in must be installed on every computer that will be used to download a complimentary AASHTO publication.
Step 1: “Purchase” (at no cost) the complimentary downloadable PDF publication.
Note that the login or account information used to “purchase” the digital publication will be required each time the gatekeeper or a colleague subsequently opens that publication. It is important that the library or information center establish these login credentials before other agency staff attempt to download a publication. The login information, referred to as a digital rights management (DRM) account number, used for the first download of an AASHTO digital publication will be needed for all future AASHTO downloads of that document.
Step 2: Open and download the complimentary PDF publication.
The new publication should be the first item on the list in your AASHTO account. You’ll be asked for the AASHTO account login information (DRM account number) used to initially “purchase” (at no cost) the digital publication. Once you open the digital publication, you may view it online or print out a copy. AASHTO provides further guidance for accessing the PDF file and opening it in the PDF Download User Guide.
Step 3: Share your complimentary digital publication with your colleagues.
The digital publication can now be accessed and viewed by five colleagues at the same time. User licenses are not tied to a specific person or computer. While an unlimited number of copies of the PDF file can be saved to individual workstations or on a shared network, intranet, content management system or other internal file management system, only the licensed number of free digital copies—five—can be open at one time.
Transportation libraries and information centers are advised to develop detailed policies and procedures that describe how agency staff accesses AASHTO digital publications and the limitations on use. Some agencies with more extensive electronic collections opt to direct their users to other sources for AASHTO digital publications that require less oversight by library or information center staff.
Recommended Resource
An AASHTO Digital Publications LibGuide, prepared by a Midwest Transportation Knowledge Network member in consultation with AASHTO Publications Production, provides basic information and state DOT best practices for managing these publications. Included in the best practices is the following advice:
The best way to provide access for DOT staff would be to create a new intranet page which provides linked titles of AASHTO digital publications as well as access instructions. The page may also be an information landing page that links to a document library in SharePoint. Information should be included that reiterates the five (5) concurrent user restriction. If the DOT offers an A-Z listing of resources, ask if this can be included.
The LibGuide includes these examples from agencies setting up an internal access point for AASHTO digital publications: