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

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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

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