Encumbrance

In the strictest sense, an Encumbrance restricts the visibility of catalog record to only the collection managers. Encumbrances should not be confused with permits, which involve acceptable use of materials or information.

encumbrance_id

Internal key

encumbering_agent_id

Agent making, and able to remove, the encumbrance. This agent may act in an advisory role; final authority to remove encumbrances rests with the collection.

made_date

Date on which the encumbrance became active.

expiration_date

Date on which the encumbrance becomes inactive. All encumbrances are temporary, and encumbrances must be periodically reviewed. De-accession should be considered for permanently-encumbered specimens. Yearly email notifications are provided to collection staff, and encumbrances may be extended (in 5-year increments) indefinitely. To extend the term of an encumbrance, change the expiration date. Note: the expiration date cannot be changed to a date more than five years in the future from the date the edit is being made. Expiration date is a triggering event – encumbrances are automatically retracted when the expiration date is reached.

encumbrance

Text description or name.

encumbrance_action

Foreign key –> ctencumbrance_action

remarks

Remarkable information

coll_object_encumbrance

Table coll_object_encumbrance links encumbrances to catalog records

encumbrance_id

Foreign key –> encumbrance

collection_object_id

Foreign key –> catalog_item

Related

Note that Encumbrances are but one way to restict access to data. Many code tables restrict data of certain types, and locality attribute locality access provides a mean to share or withhold any “place and time” data, for example.

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