APS is a museum management software that stores the objects of your collection as xml documents. APS also gives you the opportunity to add data fields to your documents to describe the objects of your collection very precisely, even if they differ from all the other objects.
In many cases though, collections are somewhat homogeneous, meaning that many objects are described using the same data fields. This is the idea behind the APS Template Engine. With templates, you only have to define the data fields once and will have them available every time you create a new document using that template.
If you already know that you are going to import several objects with the same data fields, you should consider using templates and set them up right from the start.
As a chief editor you can restrict or enforce those templates to specific user groups.