Viewing Record Metadata

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Base | Faculty Accomplishments | Reviews, Promotion and Tenure | Web Profiles

There are several areas in Faculty Success where you can obtain metadata about specific records. This includes the following:

  • Date a record was created
  • Source of the record's creation (Data Entry, Import, etc.)
  • Date the record was last modified
  • Source of the last modification


Note: Records can be "modified" by the actions of users or by a variety of system functions. As a result, the date of last modification of a record is always paired with the source of that last modification to provide additional context about that modification.


Retrieving a Record's Metadata 

In Faculty Success, there are four ways to retrieve a record's metadata:

1. When selecting the record to edit from the activity screen. It will display all of the values entered for the fields, source of the entry as well as the date it was created and last modified.

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2. When running an Export Raw Data report and checking the checkboxes for the desired Metadata you want to retrieve within System Details for Step 3: Data to Include of the report's parameter.

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3. Within the weekly CSV file that is provided through Data Backups

4. In the XML returned through Web Service queries. 


Note: Record metadata can also be added to the output of any Full-Service Reports built by Faculty Success via a Report Revision work request


Why it's useful

Suppose your marketing and communications department would like to be updated on a monthly basis with a list of newly entered, recently published works. To provide this information, you could take the following steps:

  1. Generate a list of Publication records through an Export Raw Data report, to find works that were published recently (perhaps, in the last two years).
  2. Use the output to sort/filter in Excel on the "CREATED" column, which represents the date the record was created.

The metadata display on the record entry screen can also provide additional context that will assist your proxy and Manage Data users. The creation date, last updated date, and source of creation and update, when taken together, can provide an at-a-glance assessment of the record's quality in terms of completeness and currency.

This can also assist administrators in assessing overall data quality, gaps in how records are being entered or updated over time, and getting a pulse on general usage trends for different areas of the database.

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