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Overview

Audit trail is the management of information about users' interactions with the collections management system. The chief purpose is to maintain a record of changes to procedural and media records, authority terms, and relationships. Audit should update on a hard save, and include only changed values. Deleted records should maintain an audit trail, and be accessible to admins with appropriate permissions.

In Scope for 1.x

  • User may view a list of all changes made to a given record, including fields and relationships added, edited, or deleted
  • User may pivot from a username in the audit trail to a search of all records edited by a user

Out of Scope for 1.x

...

In Scope for v1

  • User may view or create a report of all changes to a given Object record
  • User may search across all changes by all users to all Object records
  • User may set Audit Trail permissions for Object records

Out of Scope for v1

  • Above bullets for Procedures, Authorities, User Accounts, and Roles (i.e. everything other than Objects)
  • User may view or create a report containing the contents of all deleted records
  • User may view or create a report of all user ID login and logout times over a specific period
  • User may view or create a report of fuctional usage by user ID of system activity over a specific period
  • User may view or create a report by system activity on user access over a specific period
  • User may view or create a report of the queries performed by users
  • Revert/Rollback capabilities (e.g. recreate this record as it was on 9/5/1977)

Open Questions

TopicOpen Questions and User Story Suggestions - need to determine priority, preferred behavior, and in/out for v1

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Schema, Wireframes, and Walkthrough

Audit Trail Schema

Far right of: Wireframes - Sidebar, Right Side, Related Records

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Consensus
Roles and Permissions
  • User with appropriate permissions can provide None or Read access to the Audit Trail

or

  • User with Delete access to any Procedure or Authority term may view the Audit Trail for that record type

or

  • User with Delete access to any Procedure or Authority and Read access to Audit Trail may view the Audit Trail for that record type

or

  • User with Write access to any Procedure or Authority term may view the Audit Trail for that record

or

  • User with Write access to any Procedure or Authority and Read access to Audit Trail may view the Audit Trail for that record type

or

  • ...

PerformanceUser will not experience a decline in system performance due to the implementation of Audit Trail functionality
Relationships
  • User may view or create a report of all changes to the Relationships for a given Object
  • User may view or create a report of all changes to Relationship-specific data for a given Object
    • Future need - i.e. if a user notes on an Exhibition record that a specific Object needs a mount, that change is noted on both the Exhibition and Object record Audit Trails

Authority TermsHow will a user view Audit Trail for Authority term records, which have no tabs?
Repeatable Fields

How will changes to repeatable/multi-valued fields be logged? 

  • Value added
  • Value changes
  • Value deleted
  • Order changed (e.g. value changed to primary) - how to log re-arranging the order beyond primary/not primary? Necessary?

Media Handling
  • User can view the Audit Trail for a blob within a Media Handling record, including:
    • Blob added to MH record
    • Blob removed from MH record
    • Blob removed and replaced with new in MH record