Roles in the registry

Roles in the registry

Roles in the Registry 

There are many users of the metadata registry, and all of them have different roles when it comes to maintaining the relevance and quality of metadata in the registry.


What is a Workgroup?

It’s a team within the Metadata Registry that brings together stewards and submitters into a workspace where they can collaborate on the production of metadata for a certain purpose.

Below is a list of members in the Workgroup, every person listed on this page can view content in the Workgroup. Additional permissions are listed with each group. Permissions only apply to specific Workgroups, so a user may be a manager in one group but an editor in another. All members of a Workgroup can participate in the Workgroup's Discussion posts.


Permissions are hierarchical.

  • Viewer - These are read-only users. They are people or groups of people who can view the metadata, and can contribute to discussions, but they can’t edit content. Viewers can see the metadata before it is published, so they may be proof-readers, stakeholders of the metadata, or people who are required to provide feedback on the metadata.

    A viewer could be a doctor or health staff who is monitoring a new metadata standard and are collecting data about a newly identified disease.

  • Submitter - This is someone who can create metadata within the registry. They submit content to a Workgroup where it can be reviewed by stewards. These people are trained to understand the requirements for good quality metadata and work closely with stakeholders to transfer requirements into metadata.

    A submitter could be a health researcher who understands the field of research and works to document it.

  • Steward - These are the people responsible for the metadata, helping to maintain its quality. Within Aristotle they are the only ones who can edit content once it becomes “locked” by a registrar.

    A steward may be staff working with the people maintaining the metadata registry to ensure the quality of the metadata registry. They could also be Information Analysts or Data Architects.

  • Manager - This is the person who oversees the operation and membership of a Workgroup. They can add users to a Workgroup and assign them roles. They can archive a Workgroup to close it and prevent new material from being added. They can also close or remove discussions within a Workgroup.

Stewardship Organisation (SO) 

What is the Stewardship Organisation?

A Stewardship Organisation is a group responsible for the maintenance of metadata. All endorsed or published metadata belongs to a Stewardship Organisation responsible for keeping it up to date. Workgroups and Registration Authorities also belong to a Stewardship Organisation that assists with the maintenance of these groups.

  • Member - These users can view metadata published to members, and a list of all the Workgroups in the Stewardship Organisation.

  1. Steward - These are the users responsible for the maintenance of metadata within the Stewardship Organisation, they are able to edit any metadata that has been endorsed in the SO, even if the metadata content is at a "locked" status. Members can publish metadata, and they can create, edit, and publish collections and reference documents. 
  1. Manager - These are the users responsible for the maintenance of the Stewardship Organisation, they also have control of all content within the SO. They can rename, archive, or edit details of the SO. They are responsible for giving/revoking membership to the SO, and are the users who assign roles to members. These users can also create, edit, and remove both Workgroups and Registration Authorities within the SO. These users can also create labels for issues that other users can use to tag issues with during the creation of an issue for a metadata item. 
  1. External Collaborator - This is a specialised external role within an SO. These users can be given roles to maintain metadata in an SO, but can only view metadata in their Workgroups. They cannot view metadata that is published only for SO members. They can be given submitter, steward, or manager permissions in a Workgroup within an SO. 

Registration Authority (RA)

What is the Registration Authority?

One or more people who are trusted and have the knowledge and responsibility of enforcing the correctness of metadata.

  • Registrar - A person who acts on behalf of the registration authority who endorses metadata as meeting a set of requirements for use. Within the registry, they can endorse metadata independently or respond a request for review from other users.

    A registrar would be someone working on behalf of a standards body, like representatives of government agencies who endorse national metadata standards.

  1. Manager - This is the person responsible for the maintenance of the RA, they have control of the RA. They can rename, archive and edit details of the RA, they can also invite and remove registrars. They are responsible for setting the status level at which metadata is made "public". They also are responsible for setting the status level at which metadata is "locked" from further editing. 

Registry wide users

What is the Registry?

A running copy of the Aristotle Metadata Registry that helps an organisation manage its metadata.

  1. User - A user is any person who has an account and can login to the registry. A user account is tied to one email address the user uses to login. 
  1. View-all - A user can be given "view-all" permissions which gives them permission to view all metadata items, regardless of status - including content in users private sandboxes. This role should be restricted and be given to trusted users, such as help desk staff who need permission to view content to assist other users. 
  • Administrator - This is the superuser role of the whole registry. This is the person who can add, remove, and deactivate users. They can add and remove Workgroups, Registration Authorities, and Stewardship Organisations. The administrator can assign people to be managers, and they can carry out all the additional roles assigned to the different users of the registry. They can also monitor and perform system tasks, such as backups and site management. 

How to view your roles in the registry

1. From your Dashboard, you can either select  from your side panel or from the dropdown in the header bar

2. From your Profile page, select  under "Actions" 

3. This is your My Roles page, and from here you will see all your roles within the registry, with a brief description of your permissions in that group 

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