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How to Change the Metadata Status of EIMS Records |
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| What is this? |
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This web page serves as a "How to..." guide for changing the Metadata Status of an EIMS entry. It contains an overview of the process and a summary of the steps involved, followed by detailed instructions with screen shots from the EIMS application. Red markings on the screen shots highlight or describe screen content.
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Overview |
What is the purpose of changing the status of an EIMS metadata record? |
In EIMS, the Metadata Status field determines which records are accessible to the user base identified in the Availability field. The DEP user sets the Metadata Status to Pending when the record is ready for the EPA Partner's review process. This change triggers a notification to the applicable Librarian. An EIMS record is not released to the user base until the Librarian user has set the Metadata Status to Reviewed. Similarly, a record is available to the user base until such time as the Librarian user changes the Metadata Status to Retired.
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| NOTE |
EIMS Metadata Status field changes should coincide with the EPA Partner's business process flow. |
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Who can change the status of an EIMS metadata record? |
| To change the Metadata Status of an EIMS record, you must have editing privileges for the record (DEP, Co-Owner, Librarian). Only the applicable Librarian may change a record's Metadata Status to Reviewed or Retired. |
Prerequisites |
| Before you can change the Metadata Status of an EIMS record, the record must already exist (see "How to..." guide for adding a record), you must have Logged in with a registered account, and you must have editing permissions for the record. |
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How do you change the status of an EIMS record?
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Open the EIMS metadata record in edit mode.
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Edit the Metadata Status field as desired per EPA Partner's business process.
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| Select the Save button. |
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| Detailed Instructions |  |
| Step 1 |
Open the EIMS metadata record in edit mode (see Open Record "How to..." guide for instructions). |
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| NOTE |
If you are already editing the EIMS record, simply use the data entry form in the Navigation Sidebar to navigate to the Metadata Entry Main Page. |
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| Step 2 |
Edit the Metadata Status field as desired per EPA Partner's business process. |
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| NOTE |
Ability to set the Metadata Status field depends upon the user's permissions for the record. Only the applicable Librarian user (or an EIMS Administrator) can set the status to Reviewed or Retired. |
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| | The following table provides definitions of each of the Metadata Status options.
| The record is no longer accessible to anyone other than EIMS Administrators. (Only Librarian and EIMS Administrator users will see this option in the Metadata Status pick list. Librarians can set the Metadata Status to Deleted so that users – including themselves – cannot see the record. In addition, the record will no longer display in their reports and search results. Upon request, however, EIMS Administrators can find the record and reset the Metadata Status.)
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| The record owner has not yet finished entering metadata and has, thus, not submitted the record for review. (Set the Metadata Status to Incomplete to indicate that the record is not ready for review or release. Record owners can set the Metadata Status to Incomplete so that other users – including Librarians – cannot see the record. Librarians can set the Metadata Status to Incomplete if the DEP needs to make edits before the records can be approved for release.)
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| The record has been submitted for review by a Metadata Librarian, but the review process has not been completed. (Set the Metadata Status to Pending, when you want to trigger the application to notify the applicable Librarian that the record is ready for review before release to the specified user base.)
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| The record has been reviewed and approved by the applicable Librarian and is available for access through EIMS searches. (Set the Metadata Status to Reviewed when you want to release the record to the designated user base.)
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| The record is no longer available for access through EIMS searches. (Set the Metadata Status to Retired when you want to remove the record from view in EIMS to all users except Librarians with permissions for the record and EIMS Administrators.) |
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| Step 3 |
Select the Save button, and a Success! message displays on the Metadata Entry Main Page. The record's availability to the user base is altered accordingly. |
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