Introduction
This documentation describes the management policy for how user accounts are managed and how permissions are assigned.
User Roles & Permissions Summary
LibGuides offers three levels of account access:
|
Account Type |
Access Summary |
|---|---|
|
Admin |
Access to all content and features, including system settings and user management. Admins can also be restricted to particular Groups to filter guide access. |
|
Regular |
Create and edit their own guides, assets, images, widgets & APIs. Edit existing guides to which they have been made a collaborator. Offers optional management permissions to edit all guides, and for groups, subjects/tags/URLs, surveys, and assets. Can be a reviewer in the publishing workflow. |
|
Editor |
Edit existing guides to which they have been made a collaborator. Cannot create guides or access guides they have not been assigned. Can add assets and images. Cannot be assigned as a reviewer in the Publishing Workflow. |
Each of these levels can be restricted to a particular group(s) to allow access only to their Department’s content.
Policies & Procedures
- System Administrator: Limited to 1-2 individuals who are required to oversee system-wide management of all user accounts and content organization standards and best practices for all Walden Departments. These users will have access to all content and functionality within this LibGuides license. Currently (5/20/2014), this is Lisa Raymond and Heather Westerlund in the Library.
- Department Administrators: Each department may have one administrator with access restricted to their Department’s content by Group. These users will be responsible for managing their Department’s content and organization of that content, the creation, deletion, and activity of its users, and their publishing workflow based on Walden’s LibGuides standards and policies. Department Administrators may delegate some of these tasks to Regular and Editor users within their department. Due to increased account functionality and good security practice, administrators in the current system will be moved to Regular user accounts post-migration if they have not been designated their Department’s Administrator. NOTE: Some of the user responsibilities may shift to the Sys Admin if Dept Admins are unable to access user management in the Admin module.
- Regular and Editor Users: Department Administrator will determine which users should be granted Regular or Editor access. Use the chart above or consult with the System Administrator to determine the proper access for each user.
- Best practice: Only grant as much access as needed and no more to ensure the proper management and security of content.
- New Users: Requests for new user accounts will be handled by the Department Administrator.
- The System Administrator reserves the right to question the department’s administrator selection as well as restrict access until adequate training is provided.
- Regular and Editor access will be granted, created and managed by the Department Administrator, including optional permissions to additional features. [WU2]
- Each individual must have their own unique account; shared accounts (i.e. waldenlb@hotmail.com) are not allowed for security and audit reasons.
- Inactive Users: Permanently inactive users will be deleted and their content reassigned. Inactive users are defined as staff who no longer work for Walden or who have no reason to access LibGuides.
- Department Administrator is responsible for managing the reassignment of the inactive user’s content to a new user(s) in a timely manner. If the reassignment is simple (User A’s content reassigned to User B), the Department Administrator can perform this reassignment when deleting the account.
- Department Administrator will reassign content and delete inactive user account within one week of the user’s termination. [WU4]
- Groups: All user accounts will be restricted to their Department’s content (by Group), with exception of the System Administrator. [WU3]
- Training: Responsibility for training new and existing users is as follows:
- System Administrators: self-initiated training including Springshare training resources and participation in Springshare community;
- Department Administrators: trained by the System Administrator which may include Springshare training resources
- Regular users: trained by their Department Administrator
- Editor users: trained by their Department Administrator