<div dir="ltr">Thank you all for this useful information! The policy language is particularly helpful.<div><br></div><div>Best,</div><div>Olivia</div></div><div class="gmail_extra"><br><div class="gmail_quote">On Wed, Mar 8, 2017 at 9:38 AM, Majewski, Steven Dennis (sdm7g) <span dir="ltr"><<a href="mailto:sdm7g@eservices.virginia.edu" target="_blank">sdm7g@eservices.virginia.edu</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
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<div>On Mar 8, 2017, at 10:32 AM, Majewski, Steven Dennis (sdm7g) <<a href="mailto:sdm7g@eservices.virginia.edu" target="_blank">sdm7g@eservices.virginia.edu</a>> wrote:</div>
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<div>It appears to be a misfeature that deleting a user also deletes the agent record for that user, which is what the backend model for user does. </div>
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<div>I believe removing those last three lines would fix the problem: </div>
<div><a href="https://github.com/archivesspace/archivesspace/blob/master/backend/app/model/user.rb#L244-L246" target="_blank">https://github.com/<wbr>archivesspace/archivesspace/<wbr>blob/master/backend/app/model/<wbr>user.rb#L244-L246</a></div>
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<div>i.e. remove the User object but leave the Agent object. Links are from User to Agent, so I don’t think there would be any unexpected side effects. As a test, I removed a User record only on a test site in MySQL, and display still shows their id
as the author. </div>
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<div>I will test this further if there is a consensus that this is the desired behavior. </div>
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</span><div>Downside of this method is that a lot of the organizational info for the person like title and department is attached to that User record, and that would be handy to know for the Audit. </div>
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<div>So perhaps everyone should follow Yale’s guide and NOT delete users, but this might still be a good code change to prevent complete loss of the trail in case someone does delete a User. </div><div><div class="h5">
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<div>— Steve.</div>
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<div>On Mar 8, 2017, at 10:24 AM, Caldera, Mary <<a href="mailto:mary.caldera@yale.edu" target="_blank">mary.caldera@yale.edu</a>> wrote:</div>
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<span style="font-size:11pt;font-family:Calibri,sans-serif">Hi,<u></u><u></u></span></div>
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<span style="font-size:11pt;font-family:Calibri,sans-serif"><u></u> <u></u></span></div>
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<span style="font-size:11pt;font-family:Calibri,sans-serif">Our Yale ArchivesSpace User management Policy, prohibits the deletion of user records for the very reasons noted. The relevant section is as follows. –<u></u><u></u></span></div>
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<span style="font-size:11pt;font-family:Calibri,sans-serif"><u></u> <u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<b><span style="font-size:11pt;font-family:Arial,sans-serif">Access Control</span></b><u></u><u></u></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">The
creation, deactivation, and the changing of user accounts and privileges must be carried out only by trained and authorized staff (i.e. the Yale ArchivesSpace Committee).<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">Access
to ArchivesSpace will be limited to the Yale NetIDs of people who are members of the ArchivesSpace Active Group. This single Active Group will have access to all three instances of ArchivesSpace at Yale: dev, production, and test. Even though access will be
allowed to the same three instances, that does not mean that each will have the same set of privileges. For example, only developers will have privileges in the dev instance.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">The
person enacting any change to a user account must be different from the person requesting the change.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">Accounts
should never be deleted from the ArchivesSpace database; instead, when a user no longer requires access to the ArchivesSpace database, their account will be deactivated.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">Accounts
will be deactivated by following these three steps:<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1.5in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:'Courier New'"><span>o<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">The
ArchivesSpace username will be preceded with a “zzz_” in the ArchivesSpace database.<u></u><u></u></span></div>
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<span style="font-size:10pt;font-family:'Courier New'"><span>o<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">The
Yale NetID will be removed from the ArchivesSpace Active Directory group.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1.5in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:'Courier New'"><span>o<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">Any
repository roles associated with that account will be removed.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">Inactive
accounts will be periodically reviewed to determine if any need to be deactivated.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt 1in;font-size:12pt;font-family:'Times New Roman',serif;vertical-align:baseline">
<span style="font-size:10pt;font-family:Symbol"><span>·<span style="font-style:normal;font-variant-caps:normal;font-weight:normal;font-size:7pt;line-height:normal;font-family:'Times New Roman'"> <span class="m_8005423812488854113Apple-converted-space"> </span></span></span></span><span style="font-size:11pt;font-family:Arial,sans-serif">Accounts
may be re-activated -- but only after a request has been issued and approved by following the same procedures required for requesting a new account -- by removing the “zzz_” from an existing username and then following the same procedure for the addition of
any new ArchivesSpace account.<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:Calibri,sans-serif">Sincerely,<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:Calibri,sans-serif">Mary<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">______________________________<wbr>_<u></u><u></u></span></div>
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<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">______________________________<wbr>__<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif"><u></u> <u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">Mary Caldera,<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">Head of Arrangement and Description<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">Manuscripts and Archives<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">Yale University Library<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">P.O. Box 208240<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif">New Haven, CT 06520-8240<u></u><u></u></span></div>
<div style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
<span style="font-size:11pt;font-family:'Calibri Light',sans-serif"><a href="tel:(203)%20432-8019" value="+12034328019" target="_blank">203/432-8019</a><u></u><u></u></span></div>
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<span style="font-size:11pt;font-family:'Calibri Light',sans-serif"><u></u> <u></u></span></div>
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<b><span style="font-size:11pt;font-family:Calibri,sans-serif">From:</span></b><span style="font-size:11pt;font-family:Calibri,sans-serif"><span class="m_8005423812488854113Apple-converted-space"> </span><a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">archivesspace_users_<wbr>group-bounces@lyralists.<wbr>lyrasis.org</a>
[<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">mailto:archivesspace_users_<wbr>group-bounces@lyralists.<wbr>lyrasis.org</a>]<b>On Behalf Of<span class="m_8005423812488854113Apple-converted-space"> </span></b>Olivia S Solis<br>
<b>Sent:</b><span class="m_8005423812488854113Apple-converted-space"> </span>Tuesday, March 7, 2017 7:02 PM<br>
<b>To:</b><span class="m_8005423812488854113Apple-converted-space"> </span><a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" target="_blank">archivesspace_users_group@<wbr>lyralists.lyrasis.org</a><br>
<b>Subject:</b><span class="m_8005423812488854113Apple-converted-space"> </span>[Archivesspace_Users_<wbr>Group] Former users and data loss<u></u><u></u></span></div>
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Hello all,<u></u><u></u></div>
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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.<u></u><u></u></div>
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The results are mixed. While in some fields it looks like the data is retained, in some fields it is not. For instance:<u></u><u></u></div>
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In the Events Browser, the former employee/user appears as the authorizer and record creator<u></u><u></u></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
Within the event itself, the agent link is blank<u></u><u></u></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;font-size:12pt;font-family:'Times New Roman',serif">
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<u></u><u></u></li></ul>
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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?<u></u><u></u></div>
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<u></u> <u></u></div>
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Thanks!<u></u><u></u></div>
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Olivia<u></u><u></u></div>
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<u></u> <u></u></div>
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--<span class="m_8005423812488854113Apple-converted-space"> </span><u></u><u></u></div>
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<span style="font-size:9.5pt">Olivia Solis, MSIS</span><span style="font-size:9.5pt"><u></u><u></u></span></div>
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<span style="font-size:9.5pt">Metadata Coordinator</span><span style="font-size:9.5pt"><u></u><u></u></span></div>
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<span style="font-size:9.5pt">Dolph Briscoe Center for American History</span><span style="font-size:9.5pt"><u></u><u></u></span></div>
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<span style="font-size:9.5pt">The University of Texas at Austin</span><span style="font-size:9.5pt"><u></u><u></u></span></div>
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<span style="font-size:9.5pt">2300 Red River St. Stop D1100</span><span style="font-size:9.5pt"><u></u><u></u></span></div>
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<span style="font-size:9.5pt">Austin TX, 78712-1426</span><span style="font-size:9.5pt"><u></u><u></u></span></div>
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<span style="font-size:9.5pt;color:rgb(136,136,136)"><a href="mailto:livsolis@utexas.edu" style="color:purple;text-decoration:underline" target="_blank"><span style="color:rgb(17,85,204)">livsolis@utexas.edu</span></a><u></u><u></u></span></div>
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<span style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px;float:none;display:inline!important">______________________________<wbr>_________________</span><br style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px">
<span style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px;float:none;display:inline!important">Archivesspace_Users_Group
mailing list</span><br style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px">
<span style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px;float:none;display:inline!important"><a href="mailto:Archivesspace_Users_Group@lyralists.lyrasis.org" target="_blank">Archivesspace_Users_Group@<wbr>lyralists.lyrasis.org</a></span><br style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px">
<span style="font-family:Menlo-Regular;font-size:14px;font-style:normal;font-variant-caps:normal;font-weight:normal;letter-spacing:normal;text-align:start;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px;float:none;display:inline!important"><a href="http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group" target="_blank">http://lyralists.lyrasis.org/<wbr>mailman/listinfo/<wbr>archivesspace_users_group</a></span></div>
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______________________________<wbr>_________________<br>
Archivesspace_Users_Group mailing list<br>
<a href="mailto:Archivesspace_Users_Group@lyralists.lyrasis.org" target="_blank">Archivesspace_Users_Group@<wbr>lyralists.lyrasis.org</a><br>
<a href="http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group" target="_blank">http://lyralists.lyrasis.org/<wbr>mailman/listinfo/<wbr>archivesspace_users_group</a><br>
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<br>______________________________<wbr>_________________<br>
Archivesspace_Users_Group mailing list<br>
<a href="mailto:Archivesspace_Users_Group@lyralists.lyrasis.org">Archivesspace_Users_Group@<wbr>lyralists.lyrasis.org</a><br>
<a href="http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group" rel="noreferrer" target="_blank">http://lyralists.lyrasis.org/<wbr>mailman/listinfo/<wbr>archivesspace_users_group</a><br>
<br></blockquote></div><br><br clear="all"><div><br></div>-- <br><div class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div dir="ltr"><div style="font-size:12.8px"><font color="#000000">Olivia Solis, MSIS</font></div><div style="font-size:12.8px"><font color="#000000">Metadata Coordinator</font></div><div style="font-size:12.8px"><font color="#000000">Dolph Briscoe Center for American History</font></div><div style="font-size:12.8px"><font color="#000000">The University of Texas at Austin</font></div><div style="font-size:12.8px"><font color="#000000">2300 Red River St. Stop D1100</font></div><div style="font-size:12.8px"><font color="#000000">Austin TX, 78712-1426</font></div><div style="color:rgb(136,136,136);font-size:12.8px"><br></div><div style="color:rgb(136,136,136);font-size:12.8px"><a href="tel:(415)%20314-0831" value="+14153140831" style="color:rgb(17,85,204)" target="_blank">415-314-0831</a><br></div><div style="color:rgb(136,136,136);font-size:12.8px"><a href="mailto:livsolis@utexas.edu" style="color:rgb(17,85,204)" target="_blank">livsolis@utexas.edu</a></div></div></div></div></div></div>
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