Hello Caroline,
This is possible with several FOSS applications. Without knowing where you
are starting software-wise, make sure to include a requirement for
selective metadata field and record visibility defined by User Role/User
Group parameters. That way, you may have several global fields like title,
author, contributor, date, rights, but then have user group specific fields
unique to your special collections, institutional records, and/or
publications teams/departments.

In practice, a Super Admin will see every record. Special Collections Admin
will only see the records they are meant to see. The public might see fewer
still, but from all three departments, though possibly with fewer metadata
fields visible. This can make your head spin. Feel free to ask a clarifying
question.

With Regards,

*Matthew Patulski*
listening / thinking / doing

+1 (616) 361-3951 / [log in to unmask] / linkedin.com/in/mrpatulski