This page explains how data redaction functions in a Symbiota portal.
Collection managers may wish to redact locality data for certain occurrences, for example, of rare or endangered species or for locations on private property. Locality data in Symbiota portals may be redacted in one of three ways: (a) individually (per occurrence), (b) globally (per taxon), or (c) by state.
Redacting locality data in Symbiota portals is currently binary: an occurrence can have its locality redacted (Locality Security = 1, checked) or not (Locality Security = 0, unchecked). When the Locality Security box is checked on the Occurence Editor (or Locality Security is uploaded as 1) for a given occurrence, a user who does not have Rare Species Reader or Editor permissions will not be able to view that occurrence’s:
Specimen occurrences with locality security applied affects portal users as follows:
Users with Administrator permissions can grant or remove access to their collections data through the Administation Control Panel. Learn how here.
The master list of Protected Species in a given portal can be viewed by all portal users, including those who are not logged into the portal.
|To view all protected taxa in a portal, navigate to Sitemap > Collections > Protected Species. This example comes from SEINet.|
The locality data can be redacted for individual occurrences by checking the Security box in the Occurrence Editor.
If you wish to batch redact data, you can download a CSV file of all the specimen records you wish to redact using the Exporter tool, then add a column called “LocalitySecurity”. Enter “1” in this column for all specimens for which you wish to redact data (conversely, you would enter “0” to keep the data publicly visible, or leave this field blank). Use the Skeletal File Uploader to upload this spreadsheet into the portal, mapping the new column to localitySecurity. You may need to ask your portal manager to clear out any existing values in this field before importing via the Skeletal File Uploader.
Locality data and images can be redacted for all occurrences by a specific taxon by someone with Super Administrator or Taxon Editor user permissions. To do this, find the species in the Taxonomic Tree Viewer or Taxonomy Explorer and open the editor (either by clicking on the taxon name or clicking the pencil next to the name). Change Locality Security from “show all locality data” to “hide locality data”.
This will hide locality data for all occurrences of that taxon throughout the portal, not just for your collection. Collections can opt out of this option by individually unchecking the Security box within the Occurrence Editor for individual specimen records or by contacting their portal manager for batch changes.
Finally, locality data and images can be redacted for occurrences of a given taxon that were collected in a certain state by managing a “Rare, threatened, protected species list”. User accounts with Rare Species Administrator permissions can create a species list specifically for managing sensitive species and then assigning editing rights to one of several appropriate users for populating and managing the state list. The addition of a species to the list will automatically protect locality details of all specimens collected within the designated state.
This will hide locality data for all occurrences of that taxon in the given state throughout the portal, not just for your collection. Collections can opt out of this option by individually unchecking the Security box within the Occurrence Editor for individual specimen records or by contacting their portal manager for batch changes.
By default, no. Keep the box, “Redact Sensitive Localities”, in the Darwin Core Archive Publisher checked so that redacted data will remain obscured when a Darwin Core Archive file is sent to GBIF. To locate the Darwin Core Archive Publisher, navigate to Administration Control Panel > Darwin Core Archive Publishing. Scroll down to the “Create/Refresh Darwin Core Archive” box.
Keep in mind that the Security field must contain a value of “1” for your data to be successfully redacted within the portal, as well as during data publishing; this applies to both live-managed and snapshot collections. If Security is blank, your data will remain visible and can be published.
Create a new empty rare species checklist.
Add one to several checklist editors to the checklist.
Checklist editors add species needing protection using the normal checklist editing tools.
Individuals who require access to redacted data for legitimate reasons are encouraged to directly reach out to the contact(s) listed on collections profiles to acquire data access. However, if the request is complex and requires contacting numerous collections, individuals can contact the Symbiota Support Hub for assistance in reaching out to the relevant collections. Please keep your collection’s contact information up to date so that portal users and the Support Hub can contact you about these requests. It is also recommended that you add email@example.com to your own contacts so these messages are not blocked by an institutional firewall or routed to spam.