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Subject:
Re: Three Questions. Security Groups? Classifications? Departments?
From:
"Munro, Jeremy T." <[log in to unmask]>
Reply To:
The Museum System (TMS) Users
Date:
Wed, 17 Apr 2024 14:31:46 +0000
Content-Type:
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text/plain (1 MB) , text/html (1 MB) , image001.png (1 MB) , image002.png (1 MB) , image003.png (1 MB) , image004.png (1 MB) , image005.png (1 MB) , image006.png (1 MB) , image007.png (1 MB) 
Oh man, thanks Sue! Very helpful.

[NASM Logo.]
Jeremy Munro (he/him)  /  Database Administrator
NATIONAL AIR AND SPACE MUSEUM
o:202-633-0063  /  [log in to unmask]<mailto:[log in to unmask]>
AIRANDSPACE.SI.EDU<http://airandspace.si.edu/>


From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Garton, Susan
Sent: Wednesday, April 17, 2024 10:30 AM
To: ListServ tmsusers <[log in to unmask]>
Subject: Re: Three Questions. Security Groups? Classifications? Departments?

Accession Lot is in the hierarchy under ObjAccession, which I find really confusing. Thank you for pointing out the "Object Manage Accession Lots" function, which I had forgotten about!

From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Munro, Jeremy T.
Sent: Wednesday, April 17, 2024 10:24 AM
To: ListServ tmsusers <[log in to unmask]<mailto:[log in to unmask]>>
Subject: Re: Three Questions. Security Groups? Classifications? Departments?

Is it? I was referring to the "Object Manage Accession Lots" function - which if unchecked means you lose access to Accession Lot screen entirely. And someone correct me if I'm wrong, but I've never seen an Accession Lot section specified in the labyrinthian dropdowns of the DBConfig security hierarchy

[NASM Logo.]
Jeremy Munro (he/him)  /  Database Administrator
NATIONAL AIR AND SPACE MUSEUM
o:202-633-0063  /  [log in to unmask]<mailto:[log in to unmask]>
AIRANDSPACE.SI.EDU<http://airandspace.si.edu/>


From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Garton, Susan
Sent: Wednesday, April 17, 2024 9:47 AM
To: ListServ tmsusers <[log in to unmask]<mailto:[log in to unmask]>>
Subject: Re: Three Questions. Security Groups? Classifications? Departments?

Regarding the security issue with users needing Edit access to be able to view Accession Lot data: it's possible to grant access to the screen but not to any fields within it. We do this for Text Entries, and it works well. You just have to uncheck each field within the category once you've checked the overall Edit box.

Susan Garton (she/her/hers)
Collections Information Officer
Smithsonian
National Portrait Gallery

[log in to unmask]<mailto:[log in to unmask]>  |  202.633.8554

[cid:image002.png@01DA90B2.72183B20]<https://www.facebook.com/smithsoniannpg/> [cid:image003.png@01DA90B2.72183B20] <https://twitter.com/smithsoniannpg?ref_src=twsrc%5Egoogle%7Ctwcamp%5Eserp%7Ctwgr%5Eauthor>  [cid:image004.png@01DA90B2.72183B20] <https://www.instagram.com/smithsoniannpg/>  [cid:image005.png@01DA90B2.72183B20] <https://www.youtube.com/user/NatlPortraitGallery>

npg.si.edu<http://npg.si.edu/>

[cid:image006.png@01DA90B2.72183B20]<https://npg.si.edu/podcasts>

From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Munro, Jeremy T.
Sent: Tuesday, April 16, 2024 1:37 PM
To: ListServ tmsusers <[log in to unmask]<mailto:[log in to unmask]>>
Subject: Re: Three Questions. Security Groups? Classifications? Departments?

I'll speak to the security one. I differentiate first between accounts with Edit access versus just read access. Then I look at who needs edit access to your sensitive data, for example Current Location, Value, or editing media files. In general, I'm pro managing rights after that point at a department or team level. For example Conservators have edit access to the Conservation module, curators do not.

The checkboxes in the lower right corner of DBConfig are worth paying special attention do. For example if you want a user to see Accession Lots (at Air and Space we store our digitized accession files there) then the user needs to have edit access to Accession Lots (which is very silly and not as safe as I'd like it).

[NASM Logo.]
Jeremy Munro (he/him)  /  Database Administrator
NATIONAL AIR AND SPACE MUSEUM
o:202-633-0063  /  [log in to unmask]<mailto:[log in to unmask]>
AIRANDSPACE.SI.EDU<http://airandspace.si.edu/>


From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Michelle Gude
Sent: Tuesday, April 16, 2024 11:35 AM
To: ListServ tmsusers <[log in to unmask]<mailto:[log in to unmask]>>
Subject: Three Questions. Security Groups? Classifications? Departments?

External Email - Exercise Caution
Hello everyone!

I have three separate questions. I understand these are fairly nuanced and every museum is different, but I'm curious to learn more about how other TMS Administrators handled these.

I'd love to hear more about how other admins handled these situations/three important parts of TMS.

First, how does your TMS Administrator manage security groups within the DB Config Tool? Specifically, what guidelines do you follow when creating security groups? Do you create overarching security groups based on department or based on individual roles?

Second, how do you all manage classifications within TMS at your institution? What warrants (or has warranted) creating a new classification at your institution and what did you use as guidance when making those decisions?

And third, how do you all manage departments within TMS at your institution? What also warrants (or has warranted) creating a new department at your institution and what did you use as guidance when making those decisions as well?

Thank you!

Best,
Michelle

Michelle Gude (she/her) | 7am - 3pm
Assistant TMS Administrator, Collections Management
[log in to unmask]<mailto:[log in to unmask]>

[cid:image007.png@01DA90B2.72183B20]
The Menil Collection
1533 Sul Ross Street,
Houston, TX 77006
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