Jeremy notes a critical consideration: the ability to delete a component
and its location history.  However, there are security settings to control
who can view/edit/add/delete object records and/or components which also
affect combining components (which also results in deletion of an entire
object record and its location data).

One could presumably set up a protocol where non-admin users cannot do this
on their own;  i.e. must submit a request with a supervisor's sign-off to a
third party who is authorized and capable of objectively reviewing the
request, being sure that all of the needed history and audit trail are
retained in TMS; even maintaining a log and side file of component and/or
record removals (e.g. including screen shots of location histories before
deletion).   This is roughly how it is done at NARA (because some years ago
these issue came to auditor's attention, and we had to demonstrate airtight
controls on deletions and audit trails.)  GS also shared a 'canned' Crystal
report that reports record deletions with some limited audit trail
information.  That report can be compared at any time to the deletions file
for a full picture of who did what.   Yes, it is a somewhat cumbersome
process, but shouldn't have to happen very often.

Kim Koons

On Fri, May 3, 2019 at 8:45 AM Munro, Jeremy T. <
[log in to unmask]> wrote:

> I always thought this was a pretty big hole in TMS. Location moves are one
> of the only things you can’t fully delete (a move can only go to inactive
> barring editing the SQL tables themselves, but for components you could
> make one, hit delete and boom location history gone. On one hand it makes
> it low stakes to use components for whatever pieces you need, on the other
> hand you could lose valuable location history for something significant.
>
>
>
> Jeremy Munro
>
> Database Administrator
>
> National Museum of African Art
>
> Smithsonian Institution
>
> [log in to unmask]
>
> 202.633.4784
>
>
>
> *From:* The Museum System (TMS) Users <[log in to unmask]> *On
> Behalf Of *Kimberly Koons
> *Sent:* Friday, May 3, 2019 8:06 AM
> *To:* ListServ tmsusers <[log in to unmask]>
> *Subject:* Re: Create components and retain location history
>
>
>
> Agree with Stephanie - there is not currently a way to do this, other than
> manually entering the retroactive location history for each new component.
>
>
>
> Or, we have played with the idea here of taking a 'day forward' approach;
> i.e. when you assign the new component its current location, enter a
> Location Remark something like "for previous location/inventory history see
> component 'a' ".  Combine that with a distinct Location Purpose - something
> like New Component Added - so you can easily spot and search on the 'fork
> in the road.'  If at some point later you come across a distinct need to
> report the full location history of one or more individual components, you
> could enter the retroactive histories if/when needed.
>
>
>
> Anyone see cons/issues with that approach?
>
>
>
> Kim
>
>
>
>
>
>
>
> On Thu, May 2, 2019 at 7:22 PM Liz Byrne <[log in to unmask]>
> wrote:
>
> Is there a way to create a component and retain the main object's location
> history for it?
>
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>
>
> --
>
> Kimberly Koons, Presidential Libraries Museum Collections Officer
>
> National Archives & Records Administration
>
> 700 Pennsylvania Ave., NW
>
> Washington, D.C.    20408
>
> 202-357-5082
>
> 301-837-0873
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-- 
Kimberly Koons, Presidential Libraries Museum Collections Officer
National Archives & Records Administration
700 Pennsylvania Ave., NW
Washington, D.C.    20408
202-357-5082
301-837-0873

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