Re: [Archivesspace_Users_Group] Partially deleted repository

[Sharp, Jennifer]

Thanks, Blake and Andrew. I wrote to IT earlier asking them to do a re-index. 
We'll see what happens!

Jennifer

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Andrew 
Morrison
Sent: Friday, June 19, 2020 1:46 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Partially deleted repository


On a development system, deleting a repository via the staff interface causes 
the indexer to log errors continually when it tries to process resource records 
within, because it can no longer resolve the parent repository. Shutting down 
all services and doing a full re-index stops the errors, but it may be 
different on a production system. I have submitted a possible 
fix for potential 
inclusion in a future release of ArchivesSpace.



Andrew.




On 19/06/2020 14:56, Blake Carver wrote:

I'm not 100% sure I follow... but... it sounds like something went bad in that 
repo. There's probably some errors in the archivesspace.out error log that 
could help pinpoint the problem.

You might want to start by forcing a full reindex first, sometimes that'll 
clear up strange problems like this. If that doesn't do the trick, set the 
loglevel to DEBUG and take a look for errors in the logs.

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 

 on behalf of Sharp, Jennifer 
Sent: Thursday, June 18, 2020 11:06 AM
To: 'Archivesspace Users Group' 

Subject: [Archivesspace_Users_Group] Partially deleted repository


Hi all,



Last year when we were considering joining ArchivesSpace, our IT department 
created a test repository for me. When we joined, they created our "real" 
repository, which I am still using. When I go to Manage Repositories (signed in 
as Admin), the test repository is still listed, but I am unable to view or edit 
it. I get a Record Not Found message. There is one, incomplete, finding aid in 
the test repository, that is still accessible via the public interface. Is 
there a way I can gain access to the test repository, or at least get rid of 
the incomplete finding aid?



Thanks,

Jennifer



---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsh...@hplct.org

(o: 860.695.6332 Wed. only, currently)

c: 860.929.6915





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Re: [Archivesspace_Users_Group] Partially deleted repository

[Andrew Morrison]

On a development system, deleting a repository via the staff interface 
causes the indexer to log errors continually when it tries to process 
resource records within, because it can no longer resolve the parent 
repository. Shutting down all services and doing a full re-index stops 
the errors, but it may be different on a production system. I have 
submitted a possible fix 
 for potential 
inclusion in a future release of ArchivesSpace.



Andrew.



On 19/06/2020 14:56, Blake Carver wrote:


I'm not 100% sure I follow... but... it sounds like something went bad 
in that repo. There's probably some errors in the archivesspace.out 
error log that could help pinpoint the problem.


You might want to start by forcing a full reindex first, sometimes 
that'll clear up strange problems like this. If that doesn't do the 
trick, set the loglevel to DEBUG and take a look for errors in the logs.


*From:* archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Sharp, Jennifer 

*Sent:* Thursday, June 18, 2020 11:06 AM
*To:* 'Archivesspace Users Group' 


*Subject:* [Archivesspace_Users_Group] Partially deleted repository

Hi all,

Last year when we were considering joining ArchivesSpace, our IT 
department created a test repository for me. When we joined, they 
created our “real” repository, which I am still using. When I go to 
Manage Repositories (signed in as Admin), the test repository is still 
listed, but I am unable to view or edit it. I get a Record Not Found 
message. There is one, incomplete, finding aid in the test repository, 
that is still accessible via the public interface. Is there a way I 
can gain access to the test repository, or at least get rid of the 
incomplete finding aid?


Thanks,

Jennifer

---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsh...@hplct.org 

(o: 860.695.6332 Wed. only, currently)

c: 860.929.6915


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Re: [Archivesspace_Users_Group] [EXTERNAL] Re: Editing display columns for Collection Management in AS

[Suszczynski, Jeffrey]

Thank you, Andrew - this is most helpful!  I may investigate the API, depending 
on what I hear back from our staff, but will certainly add an issue to have the 
ability to customize those columns.

Thanks again, much appreciated!
jeff


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Andrew 
Morrison 
Sent: Friday, June 19, 2020 9:33 AM
To: Archivesspace Users Group 
Subject: [EXTERNAL] Re: [Archivesspace_Users_Group] Editing display columns for 
Collection Management in AS


The collection management columns are set up here:

https://github.com/archivesspace/archivesspace/blob/master/common/config/preference_defaults.rb#L91-L97

But that is not a file you can edit in a production instance of ArchivesSpace. 
It sets the defaults which can then be overridden. However, the staff interface 
does not include collection management columns in its UI for doing so.

If you have an urgent need to change the columns, you could probably use the 
backend API to override the defaults. I've never tried it myself, but it looks 
like you'd need to find the ID number of the preference record for the 
repository you want to change, download its JSON data structure, add those 
seven collection management browse columns reconfigured however you wish, and 
send it back. But you could only add the following: processing_funding_source, 
processors, publish (true/false), audit_info (created/last-modified).

Otherwise, you could raise an 
issue
 requesting future versions of ArchivesSpace either have the ability to 
customize collection management columns via the staff interface, or to change 
the defaults to include what you think is missing.

Andrew.


On 18/06/2020 22:52, Suszczynski, Jeffrey wrote:

Hello, everyone –



We are trying to modify the columns that display in Collection Management 
(Browse ==> Collection Management … We’ve looked in various places within the 
web admin interface, as well as the most often-edited configuration files on 
our AS server, but thus far have not been able to find where these columns are 
set.  For reference, here is a screen shot from our web admin interface:



[cid:part2.33012B9E.DD62A8D3@bodleian.ox.ac.uk]



Does anyone know where we might make changes to this display?  Hopefully it’s 
something simple that we overlooked – thanks in advance!



Jeff



Jeff Suszczynski

Web Developer, River Campus Libraries

University of Rochester







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Re: [Archivesspace_Users_Group] Partially deleted repository

[Blake Carver]

I'm not 100% sure I follow... but... it sounds like something went bad in that 
repo. There's probably some errors in the archivesspace.out error log that 
could help pinpoint the problem.

You might want to start by forcing a full reindex first, sometimes that'll 
clear up strange problems like this. If that doesn't do the trick, set the 
loglevel to DEBUG and take a look for errors in the logs.

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Sharp, 
Jennifer 
Sent: Thursday, June 18, 2020 11:06 AM
To: 'Archivesspace Users Group' 

Subject: [Archivesspace_Users_Group] Partially deleted repository


Hi all,



Last year when we were considering joining ArchivesSpace, our IT department 
created a test repository for me. When we joined, they created our “real” 
repository, which I am still using. When I go to Manage Repositories (signed in 
as Admin), the test repository is still listed, but I am unable to view or edit 
it. I get a Record Not Found message. There is one, incomplete, finding aid in 
the test repository, that is still accessible via the public interface. Is 
there a way I can gain access to the test repository, or at least get rid of 
the incomplete finding aid?



Thanks,

Jennifer



---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsh...@hplct.org

(o: 860.695.6332 Wed. only, currently)

c: 860.929.6915


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http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

Re: [Archivesspace_Users_Group] Editing display columns for Collection Management in AS

[Andrew Morrison]

The collection management columns are set up here:

https://github.com/archivesspace/archivesspace/blob/master/common/config/preference_defaults.rb#L91-L97

But that is not a file you can edit in a production instance of 
ArchivesSpace. It sets the defaults which can then be overridden. 
However, the staff interface does not include collection management 
columns in its UI for doing so.


If you have an urgent need to change the columns, you could probably use 
the backend API to override the defaults. I've never tried it myself, 
but it looks like you'd need to find the ID number of the preference 
record for the repository you want to change, download its JSON data 
structure, add those seven collection management browse columns 
reconfigured however you wish, and send it back. But you could only add 
the following: processing_funding_source, processors, publish 
(true/false), audit_info (created/last-modified).


Otherwise, you could raise an issue 
 
requesting future versions of ArchivesSpace either have the ability to 
customize collection management columns via the staff interface, or to 
change the defaults to include what you think is missing.


Andrew.


On 18/06/2020 22:52, Suszczynski, Jeffrey wrote:


Hello, everyone –

We are trying to modify the columns that display in Collection 
Management (Browse è Collection Management … We’ve looked in various 
places within the web admin interface, as well as the most 
often-edited configuration files on our AS server, but thus far have 
not been able to find where these columns are set.  For reference, 
here is a screen shot from our web admin interface:


Does anyone know where we might make changes to this display?  
Hopefully it’s something simple that we overlooked – thanks in advance!


Jeff

Jeff Suszczynski

Web Developer, River Campus Libraries

University of Rochester


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Re: [Archivesspace_Users_Group] Top container ranges

[Andrew Morrison]

Just for completeness, another option is to create your own customized 
version of the EAD importer, by subclassing the EADConverter class 
 
in a backend plugin. Then you'd just have another option in the 
drop-down in the import job form, and no need to pre-process.


But that would require both Ruby skills and an understanding of the 
ArchivesSpace data model for containers. I'd say even a complete novice 
with XSLT would find it easier to learning enough to tweak the Yale 
example that Adrien has given below. And it produces EAD you can view, 
validate and import on a test system to check the effects. We do both, 
but only use the plugin when changing the EAD has no effect (e.g. to 
alter how agents get roles, or the rules for whether a certain note is 
published.)


Andrew.


On 18/06/2020 14:57, Hilton, Adrien wrote:


Hi Dawne,

I believe Yale created a script to break out container ranges: 
https://github.com/YaleArchivesSpace/xslt-files/blob/master/EAD_expand_top_container_ranges_prior_to_import.xsl


Best wishes,

Adrien

*From:* archivesspace_users_group-boun...@lyralists.lyrasis.org 
 *On Behalf 
Of *Mayo, Dave

*Sent:* Thursday, June 18, 2020 9:23 AM
*To:* Archivesspace Users Group 


*Subject:* Re: [Archivesspace_Users_Group] Top container ranges

So, with the caveat that we put a lot of resources (a bunch of 
archivists’ time, a full year of a full time developer (me!)), we had 
very solid results; I think remediating issues prior to import is 
almost always worth the expense of significant effort, particularly 
over a large corpus.


My main advice would be to be very, very careful about changes – 
version your EADs, compare before and after scripts run, and in 
general be very systematic about how you find, report, and correct 
changes.


I don’t know if you’ve seen it, but Kate Bowers and I did a write-up 
of what we did during our migration – it has links to a number of open 
source tools I wrote for doing this kind of work.  They’re a bit 
involved to get running, but they definitely work at basically any 
scale out there, and I’m happy to help people get started with them. 
https://journal.code4lib.org/articles/12239 



--

Dave Mayo (he/him)

Senior Digital Library Software Engineer
Harvard University > HUIT > LTS

*From: *> on 
behalf of "Lucas, Dawne Howard" >
*Reply-To: *Archivesspace Users Group 
>

*Date: *Thursday, June 18, 2020 at 9:12 AM
*To: *Archivesspace Users Group 
>

*Subject: *Re: [Archivesspace_Users_Group] Top container ranges

Thanks, Dave.  I guess I should have specified that changing the EAD 
isn’t a viable solution for us /unless/ it’s automated. We do not plan 
to edit individual finding aids manually except in cases where the 
ranges aren’t regular.


If you’ve done this at Harvard, have there been any drawbacks? 
Anything we should be looking to avoid?


Thanks again,

Dawne

*From: *Mayo, Dave 
*Sent: *Thursday, June 18, 2020 9:04 AM
*To: *Archivesspace Users Group 


*Subject: *Re: [Archivesspace_Users_Group] Top container ranges

The two options I see here are essentially:

1. Change the EAD

2. Change the containers after they’re ingested.

Of the two, changing the EAD seems _/easier/_ to me; if you wouldn’t 
mind going more into why that’s not a viable solution for you, it 
might help us provide better advice?



Either way, at 7000 finding aids, the solution would basically need to 
be automated – if your box ranges are very regular (i.e. only single 
number or range, no “3,4,7-10” or similar), it wouldn’t be too 
difficult – split the range on ‘-‘, generate list of numbers, replace 
container with multiple containers.


--

Dave Mayo (he/him)

Senior Digital Library Software Engineer
Harvard University > HUIT > LTS

*From: *> on 
behalf of "Lucas, Dawne Howard" >
*Reply-To: *Archivesspace Users Group 
>

*Date: *Thursday, June 18, 2020 at 8:13 AM
*To: *Archivesspace Users Group 
>

*Subject: *[Archivesspace_Users_Group] Top container ranges

Hi all,

We are formulating a plan to import our 7000+ EAD finding aids into 
ArchivesSpace and are wondering how other institutions have handled 
top container ranges.


For 

Re: [Archivesspace_Users_Group] Top container ranges

[Lucas, Dawne Howard]

Thank you to everyone for the responses!

Best,

Dawne

--
Dawne Howard Lucas (she/her/hers)
Technical Services Archivist

Wilson Special Collections Library
200 South Road, CB #3926
Chapel Hill, NC 27515
The University of North Carolina at Chapel Hill
P  919-966-1776   E  dawne_lu...@unc.edu

[cid:image001.png@01D5F200.0D957C80]


From: Bowers, Kate A.
Sent: Thursday, June 18, 2020 9:55 AM
To: Archivesspace Users 
Group
Subject: Re: [Archivesspace_Users_Group] Top container ranges

What Dave said.

>From a practical standpoint, you have these options:

  1.  Change the EAD pre-migration
  2.  Change the data in Aspace
  3.  Live with the data like that (your cost of cleaning v living with it may 
vary, but it is worth having the discussion. My repository had some issues we 
decided to live with and some we decided to fix.)

Option 1 works if you have consistency in the choices folks have made in 
finding aids. Unfortunately at Harvard, for some repositories text like “Box 
3-4” referred to a single box with the identifier 3-4, and not to “Box 3 and 
Box 4”. Thus, we could not implement a single script that would work for all 
cases. We were also constrained by time and could not implement scripted 
solutions across sub-sets of our corpus. However…

Individual repositories did implement changes in their own ways. We had very 
few of these “box range” type of finding aids, so I (OK, I know this is a 
really crude, sledgehammer type of method!)

  *   Got the subset of finding aid that have this issue (granted, this can be 
some task in itself)
  *   Put them in their own directory
  *   Used regex find-and-replace (taking great care, of course to do no harm 
by accident) in either my favorite text editor or oXygen to find-and-replace 
all instances of the problem
  *   Double-checked that they were all still valid
  *   Spot-checked the results
Your mileage and access to a real programmer for stuff like this may vary.




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Mayo, 
Dave
Sent: Thursday, June 18, 2020 9:37 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Top container ranges

Also, specifically:


  1.  Using an XML database like eXist-db or BaseX with XPath/XQuery was 
invaluable when doing analysis of issues and of the impact of changes
  2.  One of the tools I wrote, the EAD Checker, is available online: 
https://eadchecker.lib.harvard.edu – it doesn’t catch this specific issue, but 
it does catch a bunch of issues, some of which cause corrupted data rather than 
failure to import.

--
Dave Mayo (he/him)
Senior Digital Library Software Engineer
Harvard University > HUIT > LTS

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Mayo, Dave" mailto:dave_m...@harvard.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Thursday, June 18, 2020 at 9:23 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Top container ranges

So, with the caveat that we put a lot of resources (a bunch of archivists’ 
time, a full year of a full time developer (me!)), we had very solid results; I 
think remediating issues prior to import is almost always worth the expense of 
significant effort, particularly over a large corpus.

My main advice would be to be very, very careful about changes – version your 
EADs, compare before and after scripts run, and in general be very systematic 
about how you find, report, and correct changes.

I don’t know if you’ve seen it, but Kate Bowers and I did a write-up of what we 
did during our migration – it has links to a number of open source tools I 
wrote for doing this kind of work.  They’re a bit involved to get running, but 
they definitely work at basically any scale out there, and I’m happy to help 
people get started with them.  
https://journal.code4lib.org/articles/12239

--
Dave Mayo (he/him)
Senior Digital Library Software Engineer
Harvard University > HUIT > LTS

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Lucas, Dawne Howard" 
mailto:dawne_lu...@unc.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Thursday, June 18, 2020 at 9:12 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Top container ranges

Thanks, Dave.  I guess I should have specified that changing the EAD isn’t a