User Accounts Audit

Digital Preservation (DP) Program performs seasonal digital repository user accounts audit for the software, Preservica. User accounts for the digital repository are created in two places, the Preservica user interface and the virtual machine(s). This page describes how the account audit process is conducted, documented and managed.

User account management

Digital Preservation Program creates seasonal user accounts audit files which are stored in their internal digital storage.

Preservica user interface accounts audit instructions

  1. Log in to nypl.preservica.com
  2. Hover on to the “Administration” tab and click the option “Manage Accounts”
  3. Review individual System Users one by one
  4. Confirm if the account holder is still active
    1. If it is an NYPL employee account, use Workday to check if they still work at the Library
    2. If it is a contractor, check with user accounts manager in the Information Technology Group (ITG) whether the person still works for the Library
    3. If it is a service account, check documented usage for the account, and see if the entity still needs it
  5. If the account is no longer active, use “Delete User” to remove them from Preservica

Virtual machine accounts audit instructions

There are three virtual machines that we use for Preservica. Below steps are to be run on each individual machine.

  1. Log in to the virtual machine (VM)

  2. List all users

     getent passwd {1000..60000}
  3. Go through the list of users one by one
  4. Confirm if the account holder is still active
    1. If it is an NYPL employee account, use Workday to check if they still work at the Library
    2. If it is a contractor, check with user accounts manager in the Information Technology Group (ITG) whether the person still works for the Library
    3. If it is a service account, check documented usage for the account, and see if the entity still needs it

  5. If the account is no longer active, delete the account

     sudo userdel username
  6. Create a record for all VM individual and group accounts for this VM and store the file in digital storage