As a rule, we create individual accounts for anyone who has access to
TMS, also based on their network login ID. I would say it is even more
relevant when assigning accounts to temporary staff like interns because
a) they tend to be very active users and updaters of information in TMS
(for which we are extremely grateful, BTW); and b) there is a greater
chance for discrepancies in style and syntax because of their relatively
short tenure at the Museum. Identifying issues that might be unique to
a given individual are more easily accomplished when you can clearly
identify their system activity.
The only exceptions to this rule are users we create for very specific
functions (e.g. generic training logins; tech. services app install
testing; Crystal Reports automated job scheduling; automated data
update/transfer processes). Unique accounts are created for each
function so that we may track access by the type of usage, but only when
it is not relevant to tie the usage to a specific individual.
We occasionally get requests for a generic account, but typically deny
such requests for the reasons already presented: login access and audit
trail accuracy.
b
>>> "Moxley, Jeri" <[log in to unmask]> 5/1/2012 8:35 AM >>>
Our intern network accounts are named as described below, thus why
their TMS logins are not named accounts. In TMS, they are given
restricted and read-only access to everything other than records for
incoming loan exhibitions.
From: Garton, Susan [mailto:[log in to unmask]]
Sent: Tuesday, May 01, 2012 11:08 AM
To: [log in to unmask] <[log in to unmask]>
Subject: Re: user login creation
The Smithsonian discourages the use of shared accounts. Everyone here
at the National Portrait Gallery has to have their own network account
in order to get a TMS account. We used to have shared accounts, and I
now regret it when I see “Intern” in the audit trail.
Sue Garton
Data Administrator
National Portrait Gallery
(202) 633-8554
[log in to unmask]
From: The Museum System (TMS) Users
[mailto:[log in to unmask]] On Behalf Of Moxley, Jeri
Sent: Monday, April 30, 2012 6:10 PM
To: [log in to unmask]
Subject: Re: user login creation
We have a slew of intern accounts, prefaced by the department the
intern works with and a number at the end of the login name since a
single department may have several interns at any one point in time. We
keep records of each intern class and are able to recognize by loginID
and date which intern made any given entry that appears in the audit
trail.
Jeri
Jeri Moxley
Manager, Collection and Exhibition Technologies
The Museum of Modern Art
11 West 53 Street, New York, NY 10019-5497
Tel. (212) 708-9599 Fax. (212) 333-1102
On Mon, Apr 30, 2012 at 5:56 PM, Chad Petrovay <[log in to unmask]>
wrote:
I agree with Rick. A single login is more convenient, but the downside
is that when you look at record creation or audit trail entries, the
only value you will see is "Intern" - which is not helpful. ~Chad
On Mon, Apr 30, 2012 at 3:38 PM, Lathrop, Richard (Contractor)
<[log in to unmask]> wrote:
From an security/audit perspective having individual username\passwords
are always the preferred method.
Rick
From: The Museum System (TMS) Users
[mailto:[log in to unmask]] On Behalf Of Diane Lee
Sent: Monday, April 30, 2012 3:27 PM
To: [log in to unmask]
Subject: user login creation
Hello all,
I am working on tweaking our security levels due to a change in
departmental structure and need, and also due to an impending upgrade to
2010, and was curious about something when I was reviewing our current
user list: does anyone create new user logins for individual
interns/volunteers? Or do you use an overall “Intern” login for everyone
to use as they come and go? And pro/cons to doing either? (We’ve
currently just got a generic “Intern” login at the moment.)
I’d be interested in input – thanks!
Diane.
============================================================
Diane Lee
Collections Manager
The Connecticut Historical Society
One Elizabeth Street
Hartford, CT 06105
(860) 236-5621, ext. 242 ( tel:%28860%29%20236-5621%2C%20ext.%20242 )
Fax: (860) 236-2664 ( tel:%28860%29%20236-2664 )
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