Hi Adrien,
We use top containers, container profiles, and locations. Our reporting needs
vary, but often they are related to answering questions like:
“What boxes/materials are in this location?”
“How much space do those boxes occupy?”
“What’s in the box(es)?”
“How many VHS boxes do we have?”
“How many linear feet is collection X?”
“Here’s a list of barcodes that should be in X location, are they actually
there?”
“How many boxes are in ArchivesSpace that aren’t associated with a descriptive
record?”
To answer these questions, and others, we’ve typically used database queries.
The API is not usually the most efficient way to retrieve ArchivesSpace data,
though we have used the search endpoints for some reporting functions. For
instance, this tool - https://github.com/ucancallmealicia/barcode_search - will
take a list of barcodes, which are stored in top container records, and
retrieve data about the containers and their associated descriptive records.
This helps us to manage transfers of material to off-site storage.
For the most part, though, SQL queries are the way to go. You’ll find a bunch
of examples in these repos:
https://github.com/ucancallmealicia/mysql_demo
https://github.com/ucancallmealicia/archivesspace-sql
https://github.com/YaleArchivesSpace/yams_data_auditing
We haven’t used the out-of-the box reporting functionality, but we are
considering it now that the module has been updated to allow users to add
custom reports using raw SQL. Doing so would allow non-technical users to run
these reports without having to ask technical staff for assistance. It has
worked well during testing, though I think we as an institution will need to
determine some criteria re: which reports we want to add before we start using
it, since the reports are shared across repositories.
Hope this helps,
Alicia
Alicia Detelich
Archivist
Manuscripts and Archives
Yale University Libraries
From: <[email protected]> on behalf of
"Hilton, Adrien" <[email protected]>
Reply-To: Archivesspace Users Group
<[email protected]>
Date: Tuesday, March 19, 2019 at 9:53 AM
To: "[email protected]"
<[email protected]>
Subject: [Archivesspace_Users_Group] Container and Location management reports
Dear Colleagues,
I’m wondering if anyone at a repository that currently uses containers,
container profiles, locations, and/or location profiles might offer me some
advice regarding reporting.
What kinds of data do you find yourself needing most regularly? How are you
getting that data? Customized reporting, out of the box reports, database
queries, API, others?
Thanks in advance,
Adrien
_______________________________________________
Archivesspace_Users_Group mailing list
[email protected]
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
