I’d like to plug an idea that I posted a few years ago, functionality to filter/show/hide deactivated user accounts in DB config:
https://community.gallerysystems.com/s/ideas#0871K000000JH1zQAG
Because we manage so many new users ever semester, I’ve created a deleted users SQL table, this helps identify the user and the department the user worked for, date of creation, date of departure, once users pending deletion gets inserted
into that table, I then go into DB config to delete the user. If students are returning in following years, I normally deactivate them.
Yer Vang-Cohen
Data and Database Administrator
Information Technology
Yale University Art Gallery
T: 203-436-9563 |
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From: The Museum System (TMS) Users <[log in to unmask]>
On Behalf Of Welsh, Sylvia
Sent: Wednesday, January 19, 2022 3:34 PM
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Subject: Re: Deleting and Disabling User Accounts
External Email - Exercise Caution
We deactivate the user access but keep the records for the very point that Jeffrey indicates; it allows us to know who was in charge of a move, shipment, etc.
Sylvia Welsh CA, LEED AP (she/her) | Lead Archivist
Harvard University Property Information Resource Center
Richard A. and Susan F. Smith Campus Center, 1350 Massachusetts Avenue, Room 585, Cambridge, MA. 02138
t: 617.496.8275 | www.hupad.harvard.edu/PIRC
From: The Museum System (TMS) Users <[log in to unmask]>
On Behalf Of Smith, Jeffrey
Sent: Wednesday, January 19, 2022 3:27 PM
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Subject: Re: Deleting and Disabling User Accounts
The Smithsonian requires that we not maintain deactivated accounts – they must be deleted. This is unfortunate, because they could be helpful in identifying old packages, edited records, etc.
It would be wonderful if Gallery Systems could add to the user data: begin and end dates, a “date deactivated” field, and the ability to hide/show deactivated accounts!
Jeffrey Smith
Assistant Registrar for Collections Information
Collections Department
Freer Gallery of Art and Arthur M. Sackler Gallery
Smithsonian Institution
@NatAsianArt
#SmithsonianAsianArt
asia.si.edu
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On Behalf Of Grace Pamperien
Sent: Wednesday, January 19, 2022 3:03 PM
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Subject: Deleting and Disabling User Accounts
External Email - Exercise Caution
Hi all,
I am interested in other institutions’ policies and processes for retaining, deleting, and/or disabling TMS user accounts for former employees. Are there recommended steps to take prior to deleting an account? Is disabling an account useful?
Thank you,
Grace
Grace Pamperien
Collections Information Coordinator
Pronouns: she/her/hers
479.657.2324
(direct)
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