Sharing Your Animal Records with other ZIMS Institutions External Sharing Sharing Your Animal Records with other ZIMS Institutions The External Sharing functionality allows you to share your animal records with other institutions using ZIMS.

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Why Would You Want to Share? Transactions Institution interested in an animal/group Confirmed transaction Loans Keeping track of animals out on loan Sharing records with Owners for animals in on loan Population Managers Species Coordinators Studbook keepers Researchers There are many reasons why you would want to share an animal record with another facility. The main reason involves transactions with the other institution. They may have expressed an interest in acquiring an animal that you have available and would like to look at your records to determine if they should proceed with the paperwork. For those institutions with confirmed transactions it is especially helpful for the receiving institution to be able to view the entire animal record. >Sharing is also helpful in situations where you have an animal out on loan to another facility. If they share the record with you, you can keep better track of what of happening with your animal. In addition, if you have an animal in on loan from another they may request that you share the record with them. This record sharing does not replace the need to continue to obtain yearly updates on the status of loan animals. >Population Managers such as Species Coordinators and Studbook Keepers may benefit by seeing an entire record of the animals covered under their programs. >And someone may be doing research on an animal and would like to see the record in its entirety.

What makes it different from a Global View? What IS Shared All Notes and Observations No filtering Training Log and Sessions Feed Log What is NOT Shared Alerts Collection Enclosure Permits So how is a Shared record different from a Global view of a record? In a Shared record all Notes and Observations are visible. In a global view of a record the Notes and Observations are filtered and not all are displayed. You can view the Training Log and Training Sessions. And the Feed Log is shared. >What is not shared is information that applies only to the sharer’s institution and is considered to be Local information. This includes Alerts, Collection, Enclosure and Permits.

How do You Share a Record? By default External Sharing is turned off Local Admin must turn it on using Institution Preferences – ZIMS Accessibility and Features Remember to Log Off and back in By default, External Sharing is turned of at your institution. Your Local Administrator must make it active for it to be used. This is done under Institution Preferences > ZIMS Accessibility and Features. Simply check the On radio button. If at any time your facility wishes to stop External Sharing the Off radio button can be selected. If you then decide to share again, selecting the On radio button will activate any previous sharing you had selected. >You will need to log off and back in again to activate External Sharing.

How are Records Shared? From within Record From My Institution Share the single record From My Institution By Taxonomy Records for all animals within that Taxonomy will be shared By Animal The single record will be shared There are two ways that you can share records. From within the animal record you can select to share that single record with a selected institution. >From within the My Institution Module you can select to share by an entire taxonomy, or to share just one record.

Sharing From Animal Record If External Sharing has been turned on by your Local Administrator the grid will display in the lower left hand of the animal record. To select to share use the Actions button and select Add New External Sharing. >You will simply need to select the institution that you wish to share the record with and Save. >This information will display in the grid in the animal record. If you want to share the record with another institution simply repeat the process.

Sharing From My Institution The External Sharing grid in the My Institution module is on the lower right hand side. Use the Actions button to select Add New. >Record the institution that you wish to share with. You then have the opportunity to share by Taxonomy or Animal. Here we have selected to share with Roger Williams Park Zoo all of our Western lowland gorilla records. >Here we have selected to share a single record for our Asiatic elephant with Toledo Zoo.

External Sharing Grid Whatever records you are sharing will display in the External Sharing grid. This shows our gorillas are shared as well as the single elephant. >If you wish to Edit or Delete the sharing simply highlight the appropriate line and select your desired action using Actions. Any sharing recorded within the animal record will also be displayed here.

Some Things to Note When Sharing by Taxonomy All records will be shared Current Dispositioned Dead Sharing will display in record If one animal removed from Taxonomy Remove from within that record Sharing for rest of Taxonomy is by Individual Record When sharing by Taxonomy there are some things to note. All records in that taxonomy will be shared, not just current ones. So in our example Roger Williams Park Zoo will be able to view all dead and dispositioned gorillas in addition to our current ones. If you have selected to share by taxonomy, that information will be displayed in the External Sharing grid within each individual animal record for that species. >If one animal within that taxonomy is removed from sharing, then all other records in that taxonomy will be shared individually. To remove an animal for a shared taxonomy you must go into the animal record.

Single Record Deleted From Taxonomy Sharing Here we have gone into one gorilla record that we do not wish to share. Using the Actions button we have selected to Delete Selected. >You will get a message box asking if you want to delete that one animal, or delete the entire taxonomy from sharing. >>We selected to delete the one record. In the External Sharing grid in My Institution module, all of the gorillas are now listed as separately shared.

Some Things to Note Shared until removed from Sharing List White background for institution you are sharing with Can share same Taxonomy/Record with multiple facilities Only the information that you have entered will be shared The other institution is not automatically notified that you have shared a record You cannot specify who the record is shared with at the other facility External Sharing not yet activated for Reports There are some things to note regarding sharing records. The record will be shared until you delete it from sharing. >The background for the shared record will be white for the institution that you are sharing the record with. This is an easy indication that they should see more of the record than if the background was blue, or a global view. >You can share the same record or taxonomy with multiple institutions. >Only the information that you have recorded will be shared. If the animal has been at other facilities they will need to select to share whatever information they recorded. >The other institution is not automatically notified that you have shared a record with them. You will need to communicate that information to them. >You cannot specify, or limit, who can view the record at the other institution. If they have access to view their animal records they will have access to view your shared record. >External Sharing is not yet activated for reports, so although you can view the notes and observations entered at the sharing facility, a Specimen Report will only show/print that information at the global view record. You can, however, export the grid and print that.

Any Questions? On External Sharing Any questions?