Hi Aaron,

We allow locations to be included in certain reports, but we only grant access to those reports for specific security groups. The security groups are people who need to know where the objects are, such as curators, registrars, and collection management. Some basic reports have two versions: one with and one without a location. Whenever I do the TMS onboarding for a new member of the team who can see locations I emphasise this is sensitive information and to be careful with when to use a report that has this kind of information (i.e. if you don’t need it, don’t choose to print a report with location information).

Luckily, everyone here is well aware that old reports can contain old location information and therefore prints the report they need as last minute as possible to prevent missing any changes in the location. Almost all our location-based reports are used within the same week of exporting because of this. Due to the temporary nature of these reports my colleagues are pretty good at deleting/throwing away the report afterwards. We also have a “printed on” date at the bottom of each page so people are aware of the date the report was printed to make this easier. We also emphasise in several workflows that old copies shouldn’t be stored. (If I happen to come across one, I delete it.) The actual shredding of printed reports is more of a challenge. I try to encourage it and we recently bought a shredder for the collection management department so it’s going better, but it is still very much a work in progress.