New Collections in Arctos

For prospective partners

Fill out the form at http://arctos.database.museum/new_collection.cfm and we will contact you. You will need an Arctos account to access the form; you may create one at the top of any page. Following the guidelines at the http://handbook.arctosdb.org/documentation/users.html will streamline things later.

For Arctos

You will receive an email on form submission. The submitter should be contacted as soon as possible to ensure a good communications channel is established.

This process relies on mentorship. An institutional Mentor should be assigned as part of the administration process. Each collection in the institution will need a Mentor as well; this may all be the same person, or they may all be different, or any combination. Each collection needs at least one Mentor; any arrangement which satisfies this requirement is suitable.

A list of volunteer Mentors is available at http://arctos.database.museum/info/mentor.cfm. Mentors will need global_admin, or someone with global_admin to act on their behalf.

The Mentor(s) are responsible for the following:

Once collection metadata are provided and reviewed for all collections in the institution, the Mentor should change the status to “approve_to_create_collections” and ensure that the database administrators have received the notification of new collections.

For DBAs

You’ll get email from new_collections@arctos.database.museum when a Mentor flags an institution as approve_to_create_collections. Sufficient data to create new collections should be in tables pre_new_institution (pkey: niid) and pre_new_collection (fkey: niid).

All communication should be addressed to pre_new_collection.contact_email and copied to pre_new_collection.mentor_contact.

  1. Create collections
  2. Grant collection access, manage_collection, and global_admin to pre_new_collection.admin_username (it may be a list).
  3. Set pre_new_institution.status to “complete”.