Arctos is a shared system, which means we share dictionary and authority files, ideas and development, and some data (Media, Publications) while individual collections exclusively own core specimen data. This page will attempt to summarize that. From Arctos’ Manage Users interface, click the red “read this before…” link, then the [def] link on roles for authoritative definitions and rules.
Any user with access to shared nodes should have a thorough understanding of this information, and how it affects their collection and, more importantly, other collections.
What’s not shared
Specimens, and core specimen data such at Attributes, Identifications, Collectors, and Citations are wholly owned by collections.
However, Relationships allow users to navigate between related (including “same individual as”) specimens, and to perform cross-collection queries (such as those involving hosts and parasites). The Data Entry application allows related specimen data (events, places, collectors, etc.) to be “seeded” into new specimen records. Various reports and alerts exist to facilitate maintaining these relationships.
Transactions – loans, accessions, and borrows – are not shared, but see Projects.
Specimen-events are not shared, but events, localities, and geography are.
What is shared
Code tables with a “collection_cde” column are shared across collection types. That is, all “Herp” collections (and no “Mamm” collections) have access to an Attribute “carapace width” which in all collections requires a numeric value and units. All collections share non-partitioned code tables. That is, every collection with any numeric Attribute may access the “length units” code table.
Taxonomy is shared at the “source” level, which is set by collection under Manage Collection. All collections which use the “Arctos” classification should be consulted before changes are made; if no agreement can be reached, it may be necessary to split the classification. All classifications are available for querying data from all collections.
Agents are fully shared, and thousands of agents span collections – as collectors, borrowers, authors, and georeferencers. Changes to Agents should be coordinated by all users (available from Agent Activity). Major changes (such as mergers) prompt notifications and have a waiting period.
Publications and Projects are shared globally. Researchers borrowing specimens from several collections may create shared Projects which produce shared Publications citing multiple collections.
Media are shared globally. PDFs of shared publications are one use case; field notes of hosts and parasites are another.
Containers are shared globally, facilitating the combined storage of e.g., parasites and “part parasites” belonging to vertebrate collections. Therefore, barcodes must be unique across all Arctos collections.
Higher Geography is shared globally.
Localities are optionally shared, and are locked when shared; only users with access to all collections using a shared locality may edit it.
Localities are shared globally; a changelog is maintained and affected collections’ contacts are notified by email when a shared locality has been edited.
Events maybe used by anyone, but shared events may only be edited by a user with permission to all collections using the shared event.