;)
When entries are owned by other institutions than yours, you can still update and modify data, delete the entry or part of it, and even change the ownership. However, there are best practices and general rules that terminologists should follow when making these modifications or deletions in IATE entries owned by other institutions to respect the integrity of the data.
On this page, you will find the following sections:
Read more about user groups and access rights.
INTERINSTITUTIONAL UPDATE (*)
Depending on your user rights, you can modify data on an entry ‘owned’ by another institution.
 Changes to lower levels (LL and TL) need validation by the ‘owning’ institution. |
The following basic rules are meant as general guidelines for interinstitutional modifications:
- Follow the rules of common courtesy.
- Collaborate with your language community.
- Edit only languages you know well.
- Consider asking a colleague from the ‘owning’ institution in delicate or controversial cases.
- Add rather than replace, unless changes are obvious.
- Reflect both points of view if you can’t reach a consensus.
- Monitor and manage validation queues regularly.
Specific rules
- When updating entries from other institutions, refrain from replacing valid references. Instead, add your own as an additional option. Replace references only if they are clearly wrong, defective, obsolete, obviously unreliable or so concise that the source cannot be identified.
- Before making major changes to entries involved in a project, contact the institution that owns the entry.
- When downgrading a term, add a comment explaining why. If the downgrade is due to a better primary entry, include the entry number.
- Check with colleagues from the other institution before deleting a term they worked on.
- Explain changes clearly, especially if there’s disagreement. You can send a comment or email to the relevant language unit. If opinions differ, try to reach a consensus or explain both views in the entry.
| Entry status field cannot be edit by other institutions. |
INTERINSTITUTIONAL DELETE (*)
Depending on your user rights, you can delete an entry or part of it ‘owned’ by another institution.
| If you delete an entry or a part of it, it is important to follow this general rule: ensure that no relevant information is lost. Any relevant content present in the entry to be deleted should be transferred elsewhere (another entry, lookup form, notes on the same entry, etc.). |
Before deleting (a part of) an entry belonging to another institution, make sure that:
- it is a clear duplicate (i.e. it must clearly refer to the same concept as the primary) or has no added value;
- it is not part of an ongoing project (check management fields, collections, related projects, etc.);
- it is not a primary entry.
If the deletion follows a merge, make sure that:
- the LIL has been concatenated to ensure that, for instance, no collection-related information is lost;
- the primary entry is then cleaned up (if necessary, with the help of native speakers of the languages concerned).
CHANGE OF OWNERSHIP (*)
Depending on your user rights, you can change the ownership of a specific LIL, LL or TL:
- Double-click the ‘Owner’ field to select the new owner from the drop-down list.
- Indicate whether the change applies only to the current level or if it should cascade to lower levels.
- Confirm the change.
When you change the ownership, different things can happen depending on the level you change it at:
- LL and TL: If you change the ownership of a non-validated LL or TL, the data will move to the new owner’s validation process. You can also update the validation status of the concerned levels in bulk during this change.
- LL: You also have the possibility to keep the current validation status (provided that you have the necessary permissions).
(*) USER GROUPS AND ACCESS RIGHTS
Below you can see the different IATE user groups and the corresponding options for user rights when entries are owned by other institutions:
| User group | Interinstitutional update | Interinstitutional delete | Change ownership |
|---|---|---|---|
| BASIC USER | No | No | No |
| TRANSLATOR (limited) and above | LL/TL fields (*) in my working language | No | No |
| TRANSLATOR+ (limited) and above | TL evaluation in my working language | No | No |
| TERMINOLOGIST (limited) and above | LIL fields (*), LL/TL fields (*) in all languages, LL/TL management in my working language, set LL/TL as confidential in my working language | LIL, LL/TL in my working language | No |
| TERMINOLOGIST+ (limited) and above | LIL management, set LL/TL as confidential in all languages, TL reliability in all languages | LL/TL in all languages | No |
| ADMINISTRATOR | LIL confidentiality, LL/TL management in all languages, set LL/TL as not confidential in all languages | Yes | Yes |
(*) all the fields except the ones mentioned individually, such as the evaluation, confidentiality or management fields.