[Archivesspace_Users_Group] Former users and data loss

Trevor Thornton trthorn2 at ncsu.edu
Wed Mar 8 10:07:41 EST 2017

I would think that removing the user from all groups (so that they can't do
anything) and changing the password (so that they can't log in anyway)
should do the trick. In this way the user will effectively be 'inactive'
but will remain in the system as an agent.

On Tue, Mar 7, 2017 at 7:02 PM, Olivia S Solis <livsolis at utexas.edu> wrote:

> Hello all,
> The Briscoe Center is in the process of adopting ArchivesSpace and has
> been testing it out in a sandbox. We took note of a potential problem in
> the future regarding hypothetical former employees who may have been ASpace
> users at one point. Presumably, we would delete them after they moved on to
> other work. I wanted to see what a user's trail might look like after
> he/she were deleted from the system, so I created an appraisal event with a
> user (my dog Chicken) as the authorizer.
> The results are mixed. While in some fields it looks like the data is
> retained, in some fields it is not. For instance:
>    - In the Events Browser, the former employee/user appears as the
>    authorizer and record creator
>    - Within the event itself, the agent link is blank
>    - In the resource record the event is linked to, the agent links field
>    is empty, but the created and Last modified fields list the now deleted user
> Before you delete an agent record, ArchivesSpace does warn you that you
> will lose all references to it in the database, including references to it
> in other records. How have some of you anticipated handling this situation?
> Leave former employees in the system and change their passwords? Is there a
> workaround for some of the loss of data or am I missing an obvious solution
> to this?
> Thanks!
> Olivia
> --
> Olivia Solis, MSIS
> Metadata Coordinator
> Dolph Briscoe Center for American History
> The University of Texas at Austin
> 2300 Red River St. Stop D1100
> Austin TX, 78712-1426
> livsolis at utexas.edu
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Trevor Thornton
Applications Developer, Digital Library Initiatives
North Carolina State University Libraries
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