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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Hi,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;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. –
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Access Control</span></b><o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">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).<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">The person enacting any change to a user account must be different from the person requesting the change.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Accounts will be deactivated by following these three steps:<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.5in;text-indent:-.25in;mso-list:l0 level2 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:"Courier New";color:black"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">The ArchivesSpace username will be preceded with a “zzz_” in the ArchivesSpace database.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.5in;text-indent:-.25in;mso-list:l0 level2 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:"Courier New";color:black"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">The Yale NetID will be removed from the ArchivesSpace Active Directory group.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.5in;text-indent:-.25in;mso-list:l0 level2 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:"Courier New";color:black"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Any repository roles associated with that account will be removed.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Inactive accounts will be periodically reviewed to determine if any need to be deactivated.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:1.0in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Sincerely,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Mary<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">_______________________________<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">________________________________<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">Mary Caldera,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">Head of Arrangement and Description<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">Manuscripts and Archives<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">Yale University Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">P.O. Box 208240<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">New Haven, CT 06520-8240<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif">203/432-8019<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri Light",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> archivesspace_users_group-bounces@lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org]
<b>On Behalf Of </b>Olivia S Solis<br>
<b>Sent:</b> Tuesday, March 7, 2017 7:02 PM<br>
<b>To:</b> archivesspace_users_group@lyralists.lyrasis.org<br>
<b>Subject:</b> [Archivesspace_Users_Group] Former users and data loss<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Hello all,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">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.<o:p></o:p></p>
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<p class="MsoNormal"> <o:p></o:p></p>
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<p class="MsoNormal">The results are mixed. While in some fields it looks like the data is retained, in some fields it is not. For instance:<o:p></o:p></p>
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<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1">
In the Events Browser, the former employee/user appears as the authorizer and record creator<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1">
Within the event itself, the agent link is blank<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1">
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<o:p></o:p></li></ul>
<p class="MsoNormal">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?<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Thanks!<o:p></o:p></p>
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<p class="MsoNormal">Olivia<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">-- <o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Olivia Solis, MSIS</span><span style="font-size:9.5pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Metadata Coordinator</span><span style="font-size:9.5pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Dolph Briscoe Center for American History</span><span style="font-size:9.5pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">The University of Texas at Austin</span><span style="font-size:9.5pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">2300 Red River St. Stop D1100</span><span style="font-size:9.5pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Austin TX, 78712-1426</span><span style="font-size:9.5pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:#888888"><a href="mailto:livsolis@utexas.edu" target="_blank"><span style="color:#1155CC">livsolis@utexas.edu</span></a><o:p></o:p></span></p>
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