How to Use Duplicate and Community Records to Manage Access

Last Updated: May 18, 2017 09:46AM PDT
One unique feature of Mukurtu CMS is the ability to create supplementary Community Records on digital heritage items. Community records allow the addition of information about an item, while preserving the original record. Community records are displayed as tabs across the top of a digital heritage item, and each community record can have it’s own set of protocols.

One possible use for community records is in the case of digital return - the metadata provided by the originating institution can be displayed on one community record, and information provided by community members on another.

When planning digital heritage items and community records, take note that while access to each community record *is* managed by the record’s specific cultural protocols, access to all of the community records is managed through the parent record. If a user cannot view the parent record, they will not be able to view any of the other community records, even if they should be able to view those other records based on protocol membership. It is best practice to make the initial digital heritage item (the parent record) the most public record, whether that means using an open cultural protocol, or a more more inclusive protocol, or set of protocols.

Creation of community records can only be done by users who are protocol stewards of at least one of the cultural protocols of the digital heritage item.

For more information on creating community records, read the support article How to Create Community Records


Duplicate Records

Another way to manage access to records is by using Duplicate Records. Rather than adding community records to a digital heritage item, an entirely new digital heritage item that is identical to the original can be created.

One possible use for this would be if there was a need to share most, but not all, of a digital heritage item’s metadata with a different community. A duplicate record could be created, with the fields in question redacted, and appropriate cultural protocol(s) assigned.

Creation of duplicate records can only be done by users who are protocol stewards of at least one of the cultural protocols of the digital heritage item.

Note that when duplicating a record, community records are not duplicated, but links to them are included. These may need to be removed from the duplicate, depending on the purpose of record duplication.

For more information on creating duplicate records, read the support article How to Create Duplicate Records