[Archivesspace_Users_Group] pause upgrades to 3.0.0 if you utilize the Contact Notes field in Agents

[Christine Di Bella]

Hello ArchivesSpace members,

Please pause upgrades to 3.0.0 if you utilize the Contact Notes field in 
Agents. We have found an issue with the migration of this information during 
upgrades. We will be putting out a new release that fixes this issue as soon as 
we can.

If you use this field and have already updated to 3.0.0, please get in touch so 
that we can help you address this issue with you own data.

Christine

Christine Di Bella
ArchivesSpace Program Manager
christine.dibe...@lyrasis.org
800.999.8558 x2905
678-235-2905


[ASpaceOrgHomeMedium]

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[Archivesspace_Users_Group] Revising finding aids

[Dean, Jackie]

Hi,

At UNC-Chapel Hill, we are planning to migrate our finding aids to 
ArchivesSpace in the near future and have questions about revising and updating 
finding aids and publishing them to the PUI. We'd like to maintain the existing 
version of the finding aid online until we are ready to publish the updated 
version. We frequently make extensive revisions to finding aids and are not 
sure how this works with the PUI. We would appreciate hearing about how other 
repositories are managing this process. We've already heard from a few 
institutions and it has been immensely helpful as we try to conceptualize this 
workflow.

I'd be happy to get in touch if it is easier to talk about this in person.

Thank you!

Jackie


=
Jackie Dean
(she, her, hers)
Head of Archival Processing
Special Collections Technical Services
The Wilson Library
University of North Carolina at Chapel Hill CB# 3926, Wilson Library, Chapel 
Hill, NC 27514-8890
919-962-4256  (FAX) 919-962-3594
jd...@email.unc.edu

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[Archivesspace_Users_Group] Registration now open: ArchivesSpace Digital Objects Training, June 16, 2021

[Jessica Crouch]

Dear ArchivesSpace users,



Registration is now open for the three-hour ArchivesSpace Digital Objects 
Module workshop on June 16, 2021, from 12:00pm-3:00pm ET/9:00am-12:00pm PT.  
During this workshop, ArchivesSpace trainer Brittany Newberry will cover using 
digital objects in ArchivesSpace, including a functional overview of the 
Digital Objects module, how to create both simple and complex digital objects, 
and importing and exporting digital objects.  Attendees are expected to have 
experience with ArchivesSpace or to have completed the ArchivesSpace Basics 
training.   A copy of the agenda is linked below.


ArchivesSpace Digital Objects Module Training 
(agenda)
Date: June 16, 2021
Time: 12:00pm-3:00pm ET / 9:00am-12:00pm PT
Trainer: Brittany Newberry (Atlanta University Center)
Registration: https://lyrasis.zoom.us/webinar/register/WN_mTY8SRxsQviLx92mEqh7XQ

For the first 48 hours, registration will be open to individuals associated 
with ArchivesSpace member institutions only. To register during this time, you 
must use an institutional email address associated with an ArchivesSpace member 
institution. Registrations using personal email addresses and addresses 
associated with non-member institutions will not be accepted. After 48 hours, 
any remaining registrations will be made available to all ArchivesSpace users.


In order to make training available to as many organizations and users as 
possible, registration will be limited to three (3) attendees per organization 
for virtual trainings.

All community-wide virtual trainings will be recorded.  These recordings will 
be made available via the ArchivesSpace website and YouTube channel.  You do 
not need to register for the training to have access to the recordings.

Over the next year, the Trainers Corps will offer regularly scheduled workshops 
and office hours covering a variety of topics on all things ArchivesSpace.  
These virtual, community-wide trainings will be part of a 12-month pilot 
project by the Trainers Corps to assess community interest and training needs. 
Registration for each training will be separate and registration will open 
closer to each training date. Information about this training program is 
available at 
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/2331148319/ArchivesSpace+Community-Wide+Virtual+Training.

Jessica Dowd Crouch
Community Engagement Coordinator for ArchivesSpace
jessica.cro...@lyrasis.org
[page1image482511520]



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Re: [Archivesspace_Users_Group] Locations List Providing Not-Even Close Results?

[Benn Joseph]

At one point we tried to make the below adjustments to get our locations to 
show up in a rational way, but it didn’t work that well and now I’m wondering 
if we even did it right since we’re still struggling with them. But, I can’t 
seem to find any of the previous messages describing what to do—can anyone 
provide a quick rehash?

Thanks,
--Benn


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Trevor 
Thornton
Sent: Wednesday, March 31, 2021 8:41 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Locations List Providing Not-Even 
Close Results?

This issue keeps coming up and the solution usually involves adjusting the 
"default sort column" and "default sort direction" in the appropriate section 
in the settings (in this case it would be "Location Profile Browse Columns" I 
think). We had this same problem and adjusting these values worked for us, but 
other people have reported that it didn't.

There are 3 levels of settings (Global, Repository and User) that should 
override one another. Here's what it says in the User Guide:
Global Preferences – Edit these values to set your system-wide preferences. 
These values can be overridden by repository default or by your own preferences 
for a repository.
Repository Preferences – Edit these values to set your user preferences for 
this repository. These values can be overridden by user preferences.
User Preferences – Edit these values to set user preference defaults for the 
current repository. These values cannot be overridden.
In my experience, this doesn't work as smoothly as advertised, but in theory 
this is how it should work.

Given how frequently this problem has been reported, and the impact it has on 
people's workflows, I think this issue (using preference settings to adjust 
sort order in lists) is in desperate need of documentation.


On Wed, Mar 31, 2021 at 8:43 AM ABNEY, ANN C 
mailto:aab...@mailbox.sc.edu>> wrote:
Morning all -

We’re using 2.8.1 and recently I’ve been having trouble adding locations. Our 
numbering convention is Row: #, Compartment: #, Shelf: #. In the manage top 
containers tab for a specific resource, usually I’ll search to add a location 
with that format. But lately, even if I put the full name of the location (with 
repository, floor, etc.) I’m getting lots of extraneous results.

For example, I was searching for “Row: 61, Compartment: 6, Shelf: 1” I got 
results including from Row 2, Compartment 1, Shelf 6, and then a whole list of 
every shelf in Row 61 from Compartments 1-4 until the list cut off. If I search 
via browse, I get the same results and usually have to click through to the 
second page. As I said before, this even happens if I copy word for word a 
previous location already linked.

Am I searching wrong? Is it a bug? I haven’t had this problem in past 
iterations so I have no idea what’s going on.

Thanks!
Ann

Ann Abney, CA
She/her/hers
Special Projects Archivist
South Carolina Political Collections
University of South Carolina Libraries
https://sc.edu/libraries/scpc
aab...@mailbox.sc.edu


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--
Trevor Thornton
Applications Developer, Digital Library Initiatives
North Carolina State University Libraries
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Re: [Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

[Benn Joseph]

Our approach is similar but we don't create MARC records, just Primo 
records-here's what the top half of the record looks like. I think we decided 
to describe the finding aid itself in Primo rather than the actual 
archival/manuscript materials to help avoid confusion and it seems to work 
pretty good.

[cid:image002.jpg@01D7508F.42325820]

--Benn


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Kottman, 
Miloche
Sent: Monday, May 24, 2021 11:05 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

We create MARC records in addition to our finding aid site and as far as I know 
we haven't encountered this issue.  In our MARC records there are several clues 
that it's a finding aid, not a digital object.  For example, we include the 
following in the MARC records:

  *   555 field:  Finding aid available on the Internet
  *   655 _7 field:  Finding aids. $2lcgft
  *   856 42 field:  $z Finding aid online $u link (older records had $3 
finding aid

And in Primo (our discovery interface) they are labelled "archival/manuscript 
material":
[cid:image004.png@01D7508F.20F10210]

--Miloche

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Michelle Echols
Sent: Monday, May 24, 2021 10:24 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

Hi All,

I tried searching the User Group Archive, but I don't see any recent threads 
about this. Apologies if I've just missed something!

We recently created MARC records in our library catalog that link to 
ArchivesSpace finding aids in order to increase discoverability. However, users 
see the link in the catalog record and are confused when they are brought to 
ArchivesSpace and can't access the archival material itself (these materials 
are not digitized).

I am wondering now if other institutions have dealt with this issue and have 
advice, or if you have avoided it with a different workflow altogether?
Is it a common practice to generate MARC versions of finding aids for 
non-digitized materials so that they are discoverable through the library's 
catalog and/or WorldCat?
If you do create MARC records, do you attach item records with a 
location/barcode for the materials, or do you just link to the finding aid?
If you do not create MARC records, does your discovery platform make finding 
aids searchable in another way (e.g. LibGuides)?

We went the MARC route due to limitations with our current discovery layer but 
are in the process of transitioning to a new one, giving us an opportunity to 
revisit our approach. I'm curious to know if people have better solutions or 
insights into best practices!

Thank you for any help!

/ Michelle Echols
Metadata and Cataloging Librarian
West Virginia University Libraries
(304) 293-4019 office
michelle.ech...@mail.wvu.edu
she/her

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Re: [Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

[Jennifer King]

Our Resource Description Group creates e-portfolios for the finding aids
and in the catalog it displays this way. I'm certain this does confuse some
users, but we found it our best option.

[image: screenshot_GW.png]


On Mon, May 24, 2021 at 12:05 PM Kottman, Miloche  wrote:

> We create MARC records in addition to our finding aid site and as far as I
> know we haven’t encountered this issue.  In our MARC records there are
> several clues that it’s a finding aid, not a digital object.  For example,
> we include the following in the MARC records:
>
> · 555 field:  Finding aid available on the Internet
>
> · 655 _7 field:  Finding aids. $2lcgft
>
> · 856 42 field:  $z Finding aid online $u link (older records had
> $3 finding aid
>
>
>
> And in Primo (our discovery interface) they are labelled
> “archival/manuscript material”:
>
>
>
> --Miloche
>
>
>
> *From:* archivesspace_users_group-boun...@lyralists.lyrasis.org <
> archivesspace_users_group-boun...@lyralists.lyrasis.org> *On Behalf Of 
> *Michelle
> Echols
> *Sent:* Monday, May 24, 2021 10:24 AM
> *To:* archivesspace_users_group@lyralists.lyrasis.org
> *Subject:* [Archivesspace_Users_Group] Finding Aids in Library Catalog
> Search?
>
>
>
> Hi All,
>
>
>
> I tried searching the User Group Archive, but I don't see any recent
> threads about this. Apologies if I've just missed something!
>
>
>
> We recently created MARC records in our library catalog that link to
> ArchivesSpace finding aids in order to increase discoverability. However,
> users see the link in the catalog record and are confused when they are
> brought to ArchivesSpace and can't access the archival material itself
> (these materials are not digitized).
>
>
>
> I am wondering now if other institutions have dealt with this issue and
> have advice, or if you have avoided it with a different workflow altogether?
>
> Is it a common practice to generate MARC versions of finding aids for
> non-digitized materials so that they are discoverable through the library's
> catalog and/or WorldCat?
>
> If you *do* create MARC records, do you attach item records with a
> location/barcode for the materials, or do you just link to the finding aid?
>
> If you *do not* create MARC records, does your discovery platform make
> finding aids searchable in another way (e.g. LibGuides)?
>
>
>
> We went the MARC route due to limitations with our current discovery layer
> but are in the process of transitioning to a new one, giving us an
> opportunity to revisit our approach. I'm curious to know if people have
> better solutions or insights into best practices!
>
>
>
> Thank you for any help!
>
>
>
> */ **Michelle Echols*
> Metadata and Cataloging Librarian
>
> West Virginia University Libraries
> (304) 293-4019 office
> michelle.ech...@mail.wvu.edu
>
> she/her
>
>
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> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>


-- 
Jennifer King
Collections Coordinator and Manuscripts Librarian
Special Collections Research Center
George Washington University
jenk...@gwu.edu
202-994-0628
my pronouns are she/her/hers
Schedule an appointment with me 
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Re: [Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

[Kottman, Miloche]

We create MARC records in addition to our finding aid site and as far as I know 
we haven't encountered this issue.  In our MARC records there are several clues 
that it's a finding aid, not a digital object.  For example, we include the 
following in the MARC records:

* 555 field:  Finding aid available on the Internet

* 655 _7 field:  Finding aids. $2lcgft

* 856 42 field:  $z Finding aid online $u link (older records had $3 
finding aid

And in Primo (our discovery interface) they are labelled "archival/manuscript 
material":
[cid:image001.png@01D7508C.A1C78510]

--Miloche

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Michelle 
Echols
Sent: Monday, May 24, 2021 10:24 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

Hi All,

I tried searching the User Group Archive, but I don't see any recent threads 
about this. Apologies if I've just missed something!

We recently created MARC records in our library catalog that link to 
ArchivesSpace finding aids in order to increase discoverability. However, users 
see the link in the catalog record and are confused when they are brought to 
ArchivesSpace and can't access the archival material itself (these materials 
are not digitized).

I am wondering now if other institutions have dealt with this issue and have 
advice, or if you have avoided it with a different workflow altogether?
Is it a common practice to generate MARC versions of finding aids for 
non-digitized materials so that they are discoverable through the library's 
catalog and/or WorldCat?
If you do create MARC records, do you attach item records with a 
location/barcode for the materials, or do you just link to the finding aid?
If you do not create MARC records, does your discovery platform make finding 
aids searchable in another way (e.g. LibGuides)?

We went the MARC route due to limitations with our current discovery layer but 
are in the process of transitioning to a new one, giving us an opportunity to 
revisit our approach. I'm curious to know if people have better solutions or 
insights into best practices!

Thank you for any help!

/ Michelle Echols
Metadata and Cataloging Librarian
West Virginia University Libraries
(304) 293-4019 office
michelle.ech...@mail.wvu.edu
she/her

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[Archivesspace_Users_Group] Finding Aids in Library Catalog Search?

[Michelle Echols]

Hi All,

I tried searching the User Group Archive, but I don't see any recent threads 
about this. Apologies if I've just missed something!

We recently created MARC records in our library catalog that link to 
ArchivesSpace finding aids in order to increase discoverability. However, users 
see the link in the catalog record and are confused when they are brought to 
ArchivesSpace and can't access the archival material itself (these materials 
are not digitized).

I am wondering now if other institutions have dealt with this issue and have 
advice, or if you have avoided it with a different workflow altogether?
Is it a common practice to generate MARC versions of finding aids for 
non-digitized materials so that they are discoverable through the library's 
catalog and/or WorldCat?
If you do create MARC records, do you attach item records with a 
location/barcode for the materials, or do you just link to the finding aid?
If you do not create MARC records, does your discovery platform make finding 
aids searchable in another way (e.g. LibGuides)?

We went the MARC route due to limitations with our current discovery layer but 
are in the process of transitioning to a new one, giving us an opportunity to 
revisit our approach. I'm curious to know if people have better solutions or 
insights into best practices!

Thank you for any help!

/ Michelle Echols
Metadata and Cataloging Librarian
West Virginia University Libraries
(304) 293-4019 office
michelle.ech...@mail.wvu.edu
she/her

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