Suppressing Records

Describes the process of suppressing records in the Metadata Management System (MMS)

Table of contents

1. Overview
2. Steps for MSU Staff
   1. Suppressing Collections for Harmful Content
   2. Suppressing Containers for Harmful Content
   3. Suppressing Items for Harmful Content
   4. Requesting Duplicate Captures Be Suppressed
3. Steps for DIS Staff
   1. Suppressing Duplicate Captures
4. See Also

Overview

• Suppressing collections, containers, and items should only occur when addressing harmful content
  • Partial content and Insufficient metadata are no longer considered valid reasons for suppressing collections, containers, and items in MMS
    • If available metadata is not sufficient to meet Minimum Metadata Requirements, discuss with the Manager, Metadata Services, whether the record should be left in draft status and/or an admin note should be added to identify uncataloged material
• Suppressing captures should only occur when suppressing duplicate captures
  • See Troubleshooting Issues if you encounter other types of problems with capture records or associated assets
• Discuss with the Manager, Metadata Services, before suppressing records for any other reason

Steps for MSU Staff

Suppressing Collections for Harmful Content

For MSU Staff

1. Review the suppressing records overview to ensure the collection qualifies for suppression
2. Navigate to the Rights and use tab of the collection
3. Click the checkbox to Suppress from website
4. Do not select a Reason
   1. Partial content and Insufficient metadata are no longer considered valid reasons for suppressing collection records, see suppressing records overview
5. Add an explanation in the Notes field of the suppression prompt, e.g. division requested suppression for harmful content (YYYY-MM-DD INITIALS)
   1. Replace YYYY-MM-DD with the date in ISO 8601 format
   2. Replace INITIALS with your initials (see MMS Database › Quick Reference › User IDs 🔒)
6. Click Suppress record

Suppressing Containers for Harmful Content

For MSU Staff

1. Review the suppressing records overview to ensure the container qualifies for suppression
2. Navigate to the Rights and use tab of the container
3. Click the checkbox to Suppress from website
4. Do not select a Reason
   1. Partial content and Insufficient metadata are no longer considered valid reasons for suppressing collection records, see suppressing records overview
5. Add an explanation in the Notes field of the suppression prompt, e.g. division requested suppression for harmful content (YYYY-MM-DD INITIALS)
   1. Replace YYYY-MM-DD with the date in ISO 8601 format
   2. Replace INITIALS with your initials (see MMS Database › Quick Reference › User IDs 🔒)
6. Click Suppress record

Suppressing Items for Harmful Content

For MSU Staff

1. Review the suppressing records overview to ensure the item qualifies for suppression
2. Navigate to the Rights and use tab of the item
3. Click the checkbox to Suppress from website
4. Do not select a Reason
   1. Partial content and Insufficient metadata are no longer considered valid reasons for suppressing collection records, see suppressing records overview
5. Add an explanation in the Notes field of the suppression prompt, e.g. division requested suppression for harmful content (YYYY-MM-DD INITIALS)
   1. Replace YYYY-MM-DD with the date in ISO 8601 format
   2. Replace INITIALS with your initials (see MMS Database › Quick Reference › User IDs 🔒)
6. Click Suppress record

Requesting Duplicate Captures Be Suppressed

For MSU Staff

• Digital Imaging Services (DIS) manages capture suppression
  • Capture suppression only occurs in the event of duplicate captures, see suppressing records overview
  • Follow the steps on DIS’s Duplicate captures documentation 🔒
  • Report duplicate captures to the Duplicate captures log 🔒

Steps for DIS Staff

Suppressing Duplicate Captures

For DIS Staff

• See Duplicate captures documentation 🔒

See Also

• Inclusive & Reparative Description › Addressing Harmful Content for the context of working with a Division to determine whether suppressing content or adding a note is preferred