System Manager
Schema Scope
Schema changes affect fields, validation, search, edit forms, imports, exports and existing records. Make schema changes only when the purpose and impact are understood.
Maintain Controlled Terms
The Schema area includes Picklists, Subjects, Lists, Labels and Periods.
- Document why a controlled value is being added, renamed or retired.
- Check whether existing records already use the value.
- Avoid creating near-duplicate terms that make search and reporting harder.
Maintain Relationships and Places
Schema also includes Relationships, Geolocation Categories, AV Event Kinds and AV Event Tracks.
- Check how relationship names will read on item pages and public pages.
- Use geolocation categories consistently when location search is part of the workflow.
- Keep audio/video event configuration aligned with the way time-based media is catalogued.
Maintain Search Configuration
Search-related configuration includes Sort Fields, Sort Orders, Quick Search Aliases and Build Indexes.
- Check sort settings against the fields users actually rely on.
- Use quick search aliases where common search language differs from field names.
- Run index-building tasks as planned work, especially after schema or search configuration changes.
Check the Impact
- Check search, edit forms, imports and exports after schema changes.
- Consider whether written help pages need updating when labels, fields or vocabulary change.
- Record schema changes so support and training notes stay aligned.