> For the complete documentation index, see [llms.txt](https://synap.ac/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://synap.ac/docs/platform/library/access-and-maintenance.md).

# Access and maintenance

Library access and maintenance controls keep content reusable without giving every staff member the ability to change every item.

### Ownership and access

Item ownership identifies the person responsible for the source. Collaborators and access settings determine which staff can find, edit or delete it, subject to their wider portal permissions and any sub-portal context.

This is separate from student delivery. A student normally receives an item because it has been placed in a Collection, Course, Assignment or Exam made available to them—not because they have Library editing access.

| Need                                                | Configure it in                                             |
| --------------------------------------------------- | ----------------------------------------------------------- |
| Let an educator team maintain the source item       | The Library item's owner, collaborators and access settings |
| Let students study the item                         | The Collection, Course or other delivery wrapper            |
| Ask students to complete or submit it by a deadline | An Assignment                                               |
| Use questions in a controlled assessment            | An Exam                                                     |

### Clone before adapting

Clone an item when you need an independent variation. Editing a shared original can affect every collection, assignment or exam that uses it.

Use the original when improvements should flow to every place that relies on the item. Clone when the new version needs a different owner, answers, instructions or future release cycle. Give the clone a distinctive title immediately.

### Attributes and bulk editing

Attributes make large libraries easier to filter and govern. Select multiple items to apply consistent attribute values where supported.

Useful Library attributes include curriculum owner, review date, qualification, status and content version. They are most valuable when values use a consistent format and somebody owns the review process.

### Before changing shared content

1. Check which Collections, Assignments, Courses or Exams use the item.
2. Decide whether the change is a correction to the shared source or a new variation.
3. Check active students and scheduled assessments.
4. Preview the resulting student experience.
5. Record a meaningful version or review note if the change affects controlled content.

For quizzes and exams, consider attempts and published versions as well as the current editor. Historical attempts should remain understandable even after the source moves on.

### Deletion

Before deleting an item, check where it is used. Prefer archiving, renaming or removing access when the content may still be needed for historical reporting, audit evidence or reuse.

{% hint style="danger" %}
Deleting shared content can break downstream learning experiences. Check dependencies and active delivery before removal.
{% endhint %}

### Routine maintenance

Review large Libraries periodically for unclear ownership, duplicates, broken embeds, outdated files and items with no obvious use. A smaller set of well-named, tested sources is easier for staff to trust than a large Library of near-identical copies.


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