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Roles &
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Field Definitions

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EIMS Roles and Responsibilities

Who is responsible for record management in EIMS?

Multiple people have responsibility for each record in EIMS, not just the person who enters the data into the system. In fact, the metadata record will have already passed through an external business process for approving the information before the Data Entry Person (DEP) adds it to EIMS. Once added, the DEP, any Co-Owners, and the applicable Metadata Librarian have the authority to edit the record as necessary. After reviewing the record for accuracy, the Metadata Librarian changes the Metadata Status to Reviewed, thus publishing it to the specified user group on behalf of the owning organization.

Click any of the links below to navigate to a definition of that role.

DEP
Owner
Co-Owner
Librarian

Data Entry Person (DEP)

Definition
The person who enters an individual record in EIMS. This person is not necessarily the Metadata Author.

Business Rules and Constraints

The person who creates a metadata record always has the designated role of DEP.
The DEP may edit the record.
The DEP may designate Co-Owners of the record.
There can be only one DEP Contact per record.
The DEP Contact may never be changed or deleted.
A DEP may not be an organization.
The DEP is a mandatory field in EIMS.

Owner

Definition
Organization responsible for the individual EIMS record and its substantive content.

Business Rules and Constraints

The Owner must be an organization.
There may be only one Owner Contact per record.
This is a required field for EPA or Partner records, but is optional for records entered by Public users.

For records relating to activity sponsored by an EPA or EIMS Partner Organization through extramural funding (contract, grant, cooperative agreement), the sponsoring organization should be identified as the record Owner.

Co-Owner

Definition
Individuals designated and authorized to edit the content of an individual EIMS metadata record.

Business Rules and Constraints

Co-Owners may edit the record for which they are designated.
Multiple individuals may be designates as Co-Owners for an individual record.
An organization may not be designated as a Co-Owner.
Only the DEP or the appropriate EIMS Metadata Librarian may approve and enter individuals with the role of Co-Owner. (A Co-Owner may not designate other Co-Owners).

Librarian

Definition
There are 4 types of librarian users:

EIMS Administrator – User assigned the responsibility for assuring compliance with system standards. An EIMS Administrator can edit any EIMS metadata record (including the ability to promote or demote the record's Metadata Status impacting its availability to the user base), designate any user as a librarian, and set up a librarian user with permissions that override the defaults for the assigned Librarian Type.
Cross-Partner Librarian – User assigned the responsibility of managing cross-partner collections. A Cross-Partner Librarian has access to records designated as belonging to multiple partner's collections with a Metadata Status of Pending or above.
Partner Librarian – User assigned the responsibility for managing a partner's records. A Partner Librarian can edit all partnership records with a Metadata Status of Pending or above (including the ability to promote or demote the record's Metadata Status impacting its availability to the user base) and can designate Collection Librarians with the default permissions.
Collection Librarian – User assigned the responsibility of managing partner collections. A Collection Librarian can edit any partnership records within a specified collection with a Metadata Status of Pending or above.

Permission	Librarian Type
Permission	Administrator	Cross-Partner	Partner	Collection
Review Records	X	X	X	X
Edit Records	X		X	X
Promote / Demote Records	X		X
Designate Subordinate Librarians	X
Maintain Reference Data	X

Business Rules and Constraints

The Librarian Type hierarchy goes as follows: Administrator, Cross-Partner, Partner, Collection.
A librarian cannot be added without designating the Librarian Type.
When adding an EIMS Administrator, if other Librarian Types exist for the specified person, the other Librarian Types will be deleted.
Users designated as EIMS Administrators cannot be designated as any additional Librarian Types.
Users designated as Partner Librarians should not be designated as Collection Librarians, too.
Users designated as Cross-Partner Librarians should not be designated as Partner Librarians, too.
Only EIMS Administrators can access the Librarian Administration module to designate other librarians.
EIMS Administrator Librarians can override the default librarian roles, but not for other EIMS Administrators.
When adding an EIMS Administrator, all librarian roles are checked by default.
When adding a Cross-Partner Librarian, Review Records is checked by default.
When adding a Partner Librarian, all librarian roles are checked by default.
When adding a Collection Librarian, Review Records and Edit Records are checked by default.
Only EIMS Administrators can maintain reference data for the application's pick lists.

Who can I contact for supplemental information?

The following role descriptions are classifications of individuals capable of providing supplemental information about the Information Object described in the EIMS record or about components of the EIMS metadata record. You don't have to add these contacts to your entries, but this information will enhance the value of the EIMS metadata record.

Role	Type	Definition
Approver	Individual	the role Approver is assigned to the individual who approved the distribution of the Information Object described by the EIMS metadata record. Multiple individuals may be given the role Approver reflecting that some documents require multiple levels of approval.
Chair	Individual	the role Chair is reserved for the contact person who is the chairperson for the meeting described by the EIMS metadata record.
Compiler	Individual	the role Compiler is assigned to the individual who was responsible for compiling different sections of the document described by the EIMS metadata record. Multiple individuals may be given the role Compiler.
Contact	Individual or Organization	the role Contact is assigned to an individual or organization that can provide supplemental information about the Information Object described by the EIMS metadata record. Multiple designations may be made for Contacts. Individuals designated as Contact should have sufficient knowledge of the underlying Information Object to assist in the data administration error correction process. Specifically, Contacts will be notified of errors identified in the Information Object and will be expected to provide advice on appropriate steps to correct the error or posting of notice in the EIMS record of limitations in usage created by the error.
Contributor	Individual or Organization	the role Contributor is assigned to an individual or an organization that contributed in some significant way to the creation of the Information Object described by the EIMS metadata record. Multiple individuals and/or organizations may be assigned this role, but each designation must be made individually (i.e., mixed designations are not acceptable in the EIMS application).
Developer	Individual or Organization	the role Developer is assigned to the individuals or organizations that developed the Information Object described by the EIMS metadata record.
Distributor	Organization	the role Distributor is assigned to the organization that distributes an information product developed by others to end users or intermediaries.
Editor	Individual	the role Editor is assigned to the individual who was responsible for editing the document described by the EIMS metadata record. Multiple individuals may be given the role Editor.
Metadata Author	Individual	the role Metadata Author is assigned to the individual who developed the metadata for the Information Object described by the EIMS metadata record. If the Metadata Author is the same individual designated as Co-Owner or Contact, separate identification as Metadata Author is not necessary.
Originator	Individual or Organization	the role Originator is assigned to the individual or organization that created the original configuration of spatial data contained in the Information Object described by the EIMS metadata record.
Participant	Individual or Organization	the role Participant is assigned to persons or organizations who plan to participate or have participated in the meeting described by the EIMS metadata record.
Presenter	Individual	the role Presenter is assigned to persons who plan to present or have made a formal presentation at the meeting described by the EIMS metadata record.
Principle Investigator	Individual	the role Principal Investigator is assigned to the individual named as Principal Investigator who was responsible for the design and execution of scientific activity that resulted in the production of the Information Object described in the metadata EIMS record. Multiple individuals may be identified as Principal Investigators.
Processor	Organization	the role Processor is assigned to the organization or individual that manipulated various information resources to produce the Information Object identified in the EIMS metadata record.
Project Manager	Individual	the role Project Manager is assigned to the individual responsible for oversight and management of multiple activities, one of which resulted in the production of the Information Object identified in the EIMS metadata record.
Project Officer	Individual	the role Project Officer is assigned to the individual who was designated as the Project Officer for the activity that resulted in the production of the Information Object described by the EIMS metadata records. Multiple individuals may be given the designation Project Officer.
Publisher	Organization	the role Publisher is assigned to the organization that published the Information Object described by the EIMS metadata record.
Source Originator	Organization	the role Source Originator is assigned to the organization that originally produced an information product upon which the Information Object documented in the EIMS metadata record is based.
Source Publisher	Organization	the role Source Publisher is assigned to the organization that published the original information resources upon which the Information Object described in the EIMS metadata is based.
Technical IM	Individual	the role Technical IM is assigned to the Technical Information Manager (TIM) responsible for establishing tracking information for, and approval of, the EPA document described by the EIMS metadata record. Multiple individuals may be given the role of Technical IM.
Webmaster	Individual	the role Webmaster is used to identify the designer of a web site.




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