Re: [Archivesspace_Users_Group] Digital Objects

[Bowers, Kate A.]

Ah, I see. We use METS to make page-turned digital objects for folders or boxes 
(thus our digital objects usually correspond to our physical units and our unit 
of description).  If we digitize (rarely) one item out of a folder, we will 
create a child archival object and so the digital object is a digital instance 
of that child archival object. We do not have to attach tens, hundreds, or 
thousands of digital files to an archival object.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Newhouse, Sarah
Sent: Friday, May 5, 2023 11:27 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital Objects

We basically do the same at Kate, but we’ve also unpublished all our DAOs at 
the moment while we revisit how best to provide a linkage. The item-level 
records in the digital repository vs the folder-level info in ASpace meant that 
ASpace object page/display for that folder would potentially have tens of 
digital objects (or more than 100, for some photo albums), which would list in 
a lng column that users had to scroll and scroll and scroll to view.

Our digital repository UI developer had a heart attack looking at it and agreed 
to work with me to revise how the systems interact.


__

Sarah Newhouse   (she, her, hers)
Digital Preservation Archivist
Othmer Library of Chemical History
t. +1.215.873.8249

Science History Institute
Chemistry • Engineering • Life Sciences
315 Chestnut Street • Philadelphia, PA 19106 • U.S.A.
Learn about the scientific discoveries that changed our world at 
sciencehistory.org/learn<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.sciencehistory.org_learn=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=i8FokxFzczOP-Zb1cFNOi4SmLvspPLbtoZCeqi3aiPLDm3buqR_9iRtJsJhwt5yG=458_gIyU6GETHjl4oGJES3eJP7SbtgY8OsWkZ_FAAvM=>
From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Bowers, Kate A.
Sent: Friday, May 5, 2023 11:20 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Digital Objects

We don’t use AS for doing much with digital objects except to provide links to 
access objects in our digital repository and sometimes provide thumbnails. Our 
METS and MODS are all made elsewhere and stored in our digital repository along 
with the objects, so AS is not our tool for these functions.

Kate

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Tracey Kry
Sent: Friday, May 5, 2023 9:14 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Digital Objects

Greetings all!

New ArchivesSpace user here. I've inherited a nicely populated AS with plenty 
of digital objects, but wanted to send out some feelers to get an idea of how 
others are using digital objects in AS. We have a separate digital repository, 
so there is redundancy, and I'm trying to figure out the best way to move 
forward.

If anyone would be willing to chat with me about how you find digital objects 
to be useful for you in AS (linking out from top containers, individual objects 
attached to folder levels, etc.) I would love to hear! Feel free to message me 
off list.

Thanks all!
Tracey

Tracey Kry (she/her/hers)
Digital Collections Archivist
Library, Information, & Technology Services
Mount Holyoke College
t...@mtholyoke.edu<mailto:t...@mtholyoke.edu> | (413) 538-3232
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Re: [Archivesspace_Users_Group] Digital Objects

[Bowers, Kate A.]

We don’t use AS for doing much with digital objects except to provide links to 
access objects in our digital repository and sometimes provide thumbnails. Our 
METS and MODS are all made elsewhere and stored in our digital repository along 
with the objects, so AS is not our tool for these functions.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Tracey 
Kry
Sent: Friday, May 5, 2023 9:14 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Digital Objects

Greetings all!

New ArchivesSpace user here. I've inherited a nicely populated AS with plenty 
of digital objects, but wanted to send out some feelers to get an idea of how 
others are using digital objects in AS. We have a separate digital repository, 
so there is redundancy, and I'm trying to figure out the best way to move 
forward.

If anyone would be willing to chat with me about how you find digital objects 
to be useful for you in AS (linking out from top containers, individual objects 
attached to folder levels, etc.) I would love to hear! Feel free to message me 
off list.

Thanks all!
Tracey

Tracey Kry (she/her/hers)
Digital Collections Archivist
Library, Information, & Technology Services
Mount Holyoke College
t...@mtholyoke.edu | (413) 538-3232
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Re: [Archivesspace_Users_Group] [External] Auto formatting with dates on Accession CSV import template

[Bowers, Kate A.]

I suspect that you are opening the template in MS Excel and then pasting. Is 
that correct?

If so, one work-around is to use the text import wizard in Excel, which allows 
you to format the data as it goes into the cells.  I generally just make all 
data I paste into Excel "text" so that Excel won't commit data horrors.

Before you start using the text import wizard, you need to enable it.
https://support.microsoft.com/en-us/office/text-import-wizard-c5b02af6-fda1-4440-899f-f78bafe41857#ID0EBBJ=Newer_versions

Once you have enabled it, you should get the option to use it when you click on 
the down arrow (I've circled it in orange here) beneath the "paste" button in 
Excel.

[cid:image002.jpg@01D97CEF.E4283AD0]

Please let me know if this helps!

Kate

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
  On Behalf Of 
McLaughlin, Brianna Jean
Sent: Tuesday, May 2, 2023 11:18 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] [External] Auto formatting with dates 
on Accession CSV import template

Hi Sarah,

I think you may be encountering similar issues that I ran into with the 
accession csv template. I don't have the process I used written out in a way 
that's decipherable by anyone but me, but my colleague, Jeremy, and I talked 
about the errors I ran into with dates during this year's ArchivesSpace Member 
Forum. The Youtube video is here: 
https://www.youtube.com/watch?v=XRAUu58-Lgs=980s.
 The information between 11:46-18:23 is probably most relevant to you.

It feels weird to direct you to my own presentation, but I hope it's helpful! 
Feel free to follow up with me if you have questions.

Bri McLaughlin, she/her/hers
Digital Collections Librarian
Indiana University
812-856-3321

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Sarah Shepherd
Sent: Tuesday, May 2, 2023 9:10 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [External] [Archivesspace_Users_Group] Auto formatting with dates on 
Accession CSV import template

You don't often get email from ssheph...@srmml.org. 
Learn why this is 
important
This message was sent from a non-IU address. Please exercise caution when 
clicking links or opening attachments from external sources.

Hello,

I'm having some difficulty with the Accession CSV template autoformatting my 
dates into the incorrect format for ArchivesSpace. It is only a problem with a 
single date. For example, I will put in 1920-04-29 which is the proper 
ArchivesSpace format for date_1_begin. The Accession CSV template then 
autocorrects it to be 4/29/1920 turning the cell format into a Date format 
instead of the standard General format. When I switch the cell format back to 
General it turns the number into 7425. When I put the correct date (1920-04-29) 
back in, it again auto formats the cell to a Date format, so it goes back to 
4/29/1920. Bizarrely, it does not do the same for another record which has 
1865-11-27 as date_1_begin.

I tried to look up how to stop this auto formatting but have not found 
anything. I even tried setting the date format to English (South Africa) which 
has a date format of 1920-04-29, but when I save the document, it got rid of 
all the formatting and reverts to 4/29/1920. I have tried importing the 
template without saving so that it keeps the 1920-04-29 date format (set to the 
English (South Africa)) and it gives an error (#ArgumentError: invalid byte 
sequence in UTF-8) which I saw on a different post meant that there is 
incorrect formatting on the template. It goes without saying that when I tried 
to import the template with the date as 4/29/1920, it also did not work (though 
interestingly, returning the same error (#ArgumentError: invalid byte 
sequence in UTF-8) instead of an incorrect date error).

In another weird twist, the template does not get the (#ArgumentError: 
invalid byte sequence in UTF-8) when accession_accession_date autoformats 
its cell to date and ArchivesSpace can also deal with the import just fine with 
the incorrect date format of 3/29/2023 turning it into 2023/03/29 in the record 
in ArchivesSpace. Why the 

Re: [Archivesspace_Users_Group] how to encode open-ended date ranges?

[Bowers, Kate A.]

Can you explain the case for open-ended dates for resources, accessions, 
archival, or digital objects?

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Ron Van 
den Branden
Sent: Thursday, October 13, 2022 10:32 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] how to encode open-ended date ranges?

Hi,

We’re in the process of migrating data to ArchivesSpace, and one thing I’m 
still struggling with is how to encode open-ended date ranges, using 
standardized dates only. In other words: how to express:

  *   the fact that only a start date is known
  *   or the fact that only an end date is known
…while still indicating this known date is the start / end of a range whose 
other end is not known; as opposite to expressing a precise singular/punctual 
date.

Given the fact that ArchivesSpace currently uses 2 distinct date models for 
accessions, resources/archival objects and digital objects vs agents (see 
https://www.mail-archive.com/archivesspace_users_group@lyralists.lyrasis.org/msg05341.html),
 I’ll outline the observations and options I’m seeing.

[1] Accessions, resources, archival objects, digital objects:

  *   “Single” date only offers a single date field, labeled “Begin”
  *   “Inclusive” date offers both a “Begin” and “End” date field, only one of 
which is required
Would this be a good strategy:

  *   “singular/punctual” dates: “single” date, one value as “Begin” date
  *   date range: “inclusive” date, start and end dates as “Begin” and “End” 
dates, respectively
  *   open-ended date range: “inclusive” date, with known date as either 
“Begin” or “End” date
?
This leads me to the question whether in practice “single” dates are used at 
all for anything except accession dates, creation dates of digital objects, or 
as dates for only the lowest-level archival objects?

[2] Agents:

  *   “Single” date only offers a single date field, which can be labeled as 
either “Begin” or “End”
  *   “Inclusive” date offers both a “Begin” and “End” date field, of which 
“Begin” is mandatory
Would this be a good strategy:

  *   “singular/punctual” dates: “single” date, one value as either “Begin” or 
“End” date

Note: in EAC output, the begin/end qualification is dismissed: both are 
exported without distinction as e.g.
2022-10-08

  *   date range: “inclusive” date, start and end dates as “Begin” and “End” 
dates, respectively

  *   open-ended date range: ?
==> problem if only end date is known, since begin date is mandatory
In other words: how would one differentiate between, e.g.:

  *   birth date of a living person (1990 - )
  *   birth date of a deceased person, whose death date is unknown (1800 - ?)
  *   death date of a person whose birth date is unknown (? - 1950)
?

The documentation in the ArchivesSpace Help Center merely documents the 
different fields, but I couldn’t find much guidance on how to use them in 
practice. The DACS, EAD, and EAC documentation is rather sparse as well 
regarding open-ended date ranges. Therefore, any guidance on this matter would 
be much appreciated!

Best,

Ron

Ron Van den Branden | functioneel analist - applicatiebeheerder Letterenhuis
Stad Antwerpen | Talentontwikkeling en Vrijetijdsbeleving |  Musea en Erfgoed
Minderbroedersstraat 22, 2000 Antwerpen
✉ Grote Markt 1, 2000 Antwerpen
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over de 

Re: [Archivesspace_Users_Group] Detailed data map for LCNAF plug-in?

[Bowers, Kate A.]

For anyone else who is interested in this, there might not be documentation, 
but the "map" part of the converter code is here (thanks Steven Majewski):
https://github.com/archivesspace/archivesspace/blob/master/backend/app/converters/lib/marcxml_auth_agent_base_map.rb

It takes quite a bit of mucking around to see where the data is going, but it 
is possible to figure it out.

Kate


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Bowers, 
Kate A.
Sent: Thursday, May 26, 2022 12:21 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Detailed data map for LCNAF plug-in?

Does anyone know where I can find a list of exactly which fields from LCNAF 
authority records go into which fields in AS agent records if one implements 
the LCNAF plug-in?

I've search git-hub and the AS wiki'd and AS help and I have not found details 
on exactly what the import does.

Thanks!

Kate
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[Archivesspace_Users_Group] Detailed data map for LCNAF plug-in?

[Bowers, Kate A.]

Does anyone know where I can find a list of exactly which fields from LCNAF 
authority records go into which fields in AS agent records if one implements 
the LCNAF plug-in?

I've search git-hub and the AS wiki'd and AS help and I have not found details 
on exactly what the import does.

Thanks!

Kate
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Re: [Archivesspace_Users_Group] Subjects: Metadata Rights Declarations

[Bowers, Kate A.]

If your subjects and agents are coming from thesauri (not initiated in your own 
repository) I’m not sure what rights statements about this metadata would be 
applicable. For example, if you are using AAT or any of the Getty thesauri: 
https://www.getty.edu/legal/copyright.html

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Dan 
Michelson
Sent: Thursday, April 28, 2022 12:20 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Subjects: Metadata Rights Declarations

Hi Jim,

The short answer is no.

The longer answer is that the only reason this is the case is that "DACS does 
not provide rules for the construction and maintenance of subject 
authorities."
  If it did, TS-DACS would have made the rights statement a requirement for 
subject authorities when it was introduced.  In my view, there is no downside 
to including such declarations in subject authority records.

All the best,

Dan Michelson (formerly TS-DACS co-chair)

On Thu, Apr 28, 2022 at 11:07 AM James E. Cross 
mailto:jcr...@clemson.edu>> wrote:
Are metadata rights declarations a required element for subject authority 
records under DACS 13.11 as they are for name authority records? Unfortunately 
DACS only discusses them in relation to names. Thank you.

Sincerely,

Jim Cross
Manuscripts Archivist


James Edward Cross, C.A. CLEMSON UNIVERSITY
Manuscripts Archivist
Special Collections and Archives
Clemson University Libraries
Box 343001
Clemson, SC  29634-3001
Phone: (864) 656-5182
Website: 
http://library.clemson.edu/depts/specialcollections/
Pronouns: he/him/his
Traditional Cherokee Lands | Site of Fort Hill Plantation
Please do not feel obligated to respond to this message outside of your normal 
working hours.

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--
Dan Michelson
Collections Archivist
Smith College Special Collections

For current library access and services details, see Library Services During 
COVID-19.
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Re: [Archivesspace_Users_Group] Rights statements not showing up in the public interface

[Bowers, Kate A.]

Thanks for the links, Christine!

To everyone:

I’m looking for a direct statement of ***why***  you would use a rights 
statement rather than a conditions governing use note.

The manual makes them seem redundant. If they are not redundant, what is their 
relationship? The manual’s suggestion that a conditions on use note can 
“supplement” a rights statement makes it seem as if the element that isn’t 
mentioned in DACS is needed and the one that is in DACS is secondary.

If anyone can offer an explanation and elucidate when a rights statement is 
appropriate and when a conditions on use statement is appropriate, I’d be 
grateful.

Thanks,

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Christine Di Bella
Sent: Friday, March 25, 2022 9:18 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Rights statements not showing up in 
the public interface

Hello everyone,

I took note of this discussion and wanted to call out a few things that may be 
helpful for those not as steeped the history and lore of ArchivesSpace as I am. 


Rights Statements is a sub-record that was included in the original vision for 
ArchivesSpace, and was in Archivists’ Toolkit before it. The historical 
functional requirements, specifications, and technical architecture report are 
linked from our website: 
https://archivesspace.org/application/technical-documentation<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.org_application_technical-2Ddocumentation=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=SK2FqShXZX-Zg9djN_UMujpJsliNofVn0U1KURZ9qF-Mnp-O3IbyqEIPOcbWImm5=fc4OddR3WkuH3kEgLH9jybLywyoOZmJFztvLwRSfAIk=>.

There is a section on Rights Statements in the User Manual (which lives at 
https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/909934631/ArchivesSpace+User+Manual<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_wiki_spaces_ArchivesSpaceUserManual_pages_909934631_ArchivesSpace-2BUser-2BManual=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=SK2FqShXZX-Zg9djN_UMujpJsliNofVn0U1KURZ9qF-Mnp-O3IbyqEIPOcbWImm5=YwkF3bOv9rMRRKLDRVjt35Y-nAxHoG4jEKpnFRy35t0=>).
 Please note that the instructions for rights statements there suggest that 
people supplement them with Conditions Governing Access or Conditions Governing 
Use notes.
Rights Statements were significantly expanded in 2017 (for version 
2.1.0<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_archivesspace_archivesspace_releases_tag_v2.1.0=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=SK2FqShXZX-Zg9djN_UMujpJsliNofVn0U1KURZ9qF-Mnp-O3IbyqEIPOcbWImm5=r60cSo6aQ7086KUlQzUsdGW5q574KpxOltj9E0uW8oY=>)
 courtesy of a community-authored and vetted specification (attached to 
https://archivesspace.atlassian.net/browse/ANW-123<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_ANW-2D123=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=SK2FqShXZX-Zg9djN_UMujpJsliNofVn0U1KURZ9qF-Mnp-O3IbyqEIPOcbWImm5=TvFlGccYA29DkiUd8hdlfEBy8G_as8O8J9o3VLMzPnE=>).
 There are some user stories included with it. That specification did not 
include a request for rights statements to appear in the public interface 
(possibly because it preceded the “new” public interface).

(Dean’s issue seems separate, and Joshua has a good suggestion.)

As Dan Michelson noted in this thread, Development Prioritization asked for a 
community specification in order to make a decision about including them in the 
public interface (the associated JIRA - 
https://archivesspace.atlassian.net/browse/ANW-934<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_ANW-2D934=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=SK2FqShXZX-Zg9djN_UMujpJsliNofVn0U1KURZ9qF-Mnp-O3IbyqEIPOcbWImm5=365Fn3_MdbSgIxMci6jES-5CW2NZeAbM8qcffV19Dp4=>
 - has been mentioned a few times here).

If folks are interested, the energy here might be well harnessed into working 
on hammering out those details. It would be wonderful to move this forward if 
there is this level of interest. If someone wants to take the lead on that and 
needs help getting started, please let me know.

Christine

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


[ASpaceOrgHomeMedium]



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Bowers, Kate A.
Sent: Thursday, March 24, 2022 4:53 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Rights stat

Re: [Archivesspace_Users_Group] Rights statements not showing up in the public interface

[Bowers, Kate A.]

Thanks, Maureen, for making this distinction really clear!

Do you know of any documentation (official AS or other) that explains the uses 
for which Rights Statements were intended?

Many folks are confusing “rights statements” which are meant for use in digital 
preservation environments with access and use restriction notes which are for 
humans. I would love to be able to point people to a better explanation than I 
can give off the cuff..

Thanks!

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Dean 
DeBolt
Sent: Thursday, March 24, 2022 4:34 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Rights statements not showing up in 
the public interface

I'm not sure that I understand Maureen's  comment.  I just want the ability to 
change
the text on the home screen of the PUI to be able to add a 'harmful' caution 
statement.

Dean


Dean DeBolt, University Librarian (Professor)/University Archivist
UWF Archives and West Florida History Center
University of West Florida Library
11000 University Parkway
Pensacola, FL  32514-5750
ddeb...@uwf.edu;   850-474-2213

West Florida History Center is the largest and most comprehensive
history collection about Pensacola and the West Florida region.
http://libguides.uwf.edu/universityarchives

Digital collections can be found at:  http://uwf.lyrasistechnology.org 

and 
http://uwf.digital.flvc.org

If we've been of service, please let us know or our administration,
Dean of Libraries mailto:scla...@uwf.edu>>




On Thu, Mar 24, 2022 at 3:17 PM Maureen Cresci Callahan 
mailto:mcalla...@smith.edu>> wrote:
Just a note, to build a bit off of Dan's -- the Rights Statement module could 
potentially be useful in a small number of cases when you would want for your 
archival management system to store PREMIS data (I probably would not choose to 
do this!) but it is not the same thing as creating DACS-compliant conditions 
governing use and conditions governing access information.

Folks who decide to use the Rights Statement and make it public in the PUI 
should know that this information will not properly encode as EAD 
 or  and that information will not be shared 
with aggregation sites (SNAC, ArchiveGrid, local aggregators).

I think that it frankly wasn't great for ArchivesSpace to include this as a 
record type, but I hope that folks who choose to use it do so with their eyes 
wide open!

Maureen

On Tue, Mar 22, 2022 at 8:02 AM Anne Marie Lyons 
mailto:amly...@atlas-sys.com>> wrote:
Hello all,

I submitted a JIRA ticket about this a few years ago: 
https://archivesspace.atlassian.net/browse/ANW-934?jql=text%20~%20%22publish%20rights%20statement%22.
 It is at a status of “Awaiting More Information” from the community.

Thank you,

- Anne Marie
___
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Training and Library Solutions Consultant
Atlas Systems – You have a job to do. We help you do it.
phone: 800-567-7401 ext.1 fax: 757-467-7875
amly...@atlas-sys.com
http://www.atlas-sys.com/
Facebook: 
@atlassystems
Twitter: 

Re: [Archivesspace_Users_Group] User Defined Fields use cases

[Bowers, Kate A.]

Imagine a case where you take in an entire archive, with its own accession data 
and accession number format, and you wish to create one-to-one accessions in 
your own system for the accessions that you inherited.

Imagine a case where accession numbers had been assigned in error.

Imagine you have a complicated corporate environment, and the people who send 
you accessions from a single "agent" are different people with different 
contact information, so that adding a "contact" to an agent would leave 
ambiguity as to whom to contact regarding the accession or changing  the 
contact on the agent would, essentially, change the record of the transfer.

Here are some of the fields you might want:


  *   Former accession number.
  *   Alternate accession number.
  *   Source of accession data and ingest date (for accession data migrated 
into AS)
  *   Contact information for the accession.


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
McLaughlin, Brianna Jean
Sent: Tuesday, March 1, 2022 12:30 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] User Defined Fields use cases

Hi all,

Would anyone mind sharing some uses cases for User Defined Fields on Resource 
or Accession records?

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Where did the AS user manual go?

[Bowers, Kate A.]

For others who don’t have to consult the user manual often and might be 
confused

This is the link to help from the AS staff UI
https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/overview

If you are not logged in to “Atlassian” when you go to this link, you land on a 
“create” page... which is confusing.

The only hint that you are not logged in is a very cryptic arrow and right 
square bracket in the upper right corner.

Once you are logged in, you do get to the AS help pages and can navigate to the 
manual.

Kate

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Re: [Archivesspace_Users_Group] Generic top container note?

[Bowers, Kate A.]

Interesting! All of these are in our specification for our custom container 
management system, which we determined we needed because ArchivesSpace could 
not accommodate them. It’s nice to see our needs were not unique.

Kate


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Olivia S 
Solis
Sent: Monday, December 13, 2021 1:13 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Generic top container note?

WARNING: Harvard cannot validate this message was sent from an authorized 
system. Please be careful when opening attachments, clicking links, or 
following instructions. For more information, visit the HUIT IT Portal and 
search for SPF.

Hey all,

I was wondering if any other institutions out there had an interest in a field 
that we have consistently found a need for: a generic note for staff attached 
to top container records. Reasons have included:

  *   We renamed a box. Because boxes may be part of citations or referenced in 
numerous places in internal documentation, staff sometimes goes to absurd 
lengths to keep an old box number when it is no longer relevant or the box 
really should be renamed. Having the old box # in a note that is indexed gets 
rid of that problem as there is an immediately obvious place to document the 
change. Staff and researchers often look for a box number they've found in 
citations and notes. Keeping this information in a note on the container record 
would allow us to locate the correct container through a key-word search.
  *   We merged two boxes into one.
  *   We want to document the space left in a box and ASpace currently allows 
no way to do that.
  *   The box has a nonstandard size (no container profile yet)
  *   The box needs some upkeep (new label, new container, it's missing a lid)
  *   We can't find a box. It's happened. We want to document all the places 
we've looked
  *   Other internal notes about the box's status, condition, barcode or 
indicator or history, restriction status.
It seems like ASpace wants us to document information about top containers in 
other places including Processing Notes attached to specific archival 
objects/resource records/accessions, assessments, location notes. Location 
notes sometimes could work, but we have limited staff time and can't update 
numerous records (all the archival objects/collections attached to a box or 
assessments attached to AOs/collections) to document a single change.

A generic note attached to top containers would solve a lot of problems for us. 
If you have encountered any similar issue, how have you approached them in 
ASpace?

Thanks,
Olivia

--
Olivia Solis, MSIS (she/her)
Metadata Coordinator
Dolph Briscoe Center for American History
The University of Texas at Austin
2300 Red River St. Stop D1100
Austin TX, 78712-1426
(512) 232-8013
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Re: [Archivesspace_Users_Group] merge agent/subject records operation not working

[Bowers, Kate A.]

Can the user edit agent records without a problem?
Can the user delete agent records?
Can other users merge agent records?
If the answer to the final question is Yes, I'd compare the user's group's 
permissions to the permissions of the other groups and see what the differences 
are.

Kate

Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu

voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Daniel 
Sprouse 
Sent: Friday, March 26, 2021 11:24 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] merge agent/subject records operation not 
working

merge agent/subject records operation not working

We created a group to allow an individual to 'merge agent/subject records' and 
while the button shows up, the behavior is not what we expected:
"I do have the Merge button now and I get to the Merge Preview to compare the 
two.  However, when I click on the Merge button in the Merge Preview it just 
spins.  When it stops I am still in the Merge Preview.  The two agent names 
have not been merged."

This is the only group the user is a member of, and we have restarted the 
archivesspace application and retested her ability to perform the merge 
operation.

Anyone have any ideas on how to make this work?



Daniel Sprouse
TSLAC Linux Admin
dspro...@tsl.texas.gov

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Re: [Archivesspace_Users_Group] Loading long CSV files for accessions in ArchivesSpace

[Bowers, Kate A.]

Do you have an idea of what the limit is? That is: what is the largest number 
of rows you have successfully imported as accessions via spreadsheet?
Thanks!

Kate

Kate Bowers
Collections Services Archivist for Metadata, Standards, and Systems
Harvard University Archives
kate_bow...@harvard.edu
https://archives.harvard.edu
617-998-5238

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
philip.webs...@sheffield.ac.uk
Sent: Monday, October 19, 2020 9:11 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Loading long CSV files for accessions in 
ArchivesSpace

Hi,
One thing we have noticed when attempting to batch load accessions using CSV 
import capability in ArchivesSpace is that there appears to be some sort of 
limit that prevents us from loading large numbers of items.
I could think of several reasons why this may be the case.

  1.  There may be a hard-coded limit on the number of rows that can be 
processed in a single background process.
  2.  There may be a relationship between the amount of memory allocated to 
ArchivesSpace and the number of rows that can be processed.
  3.  There may be a limited amount of time the background process can run for.

Our current workaround is to split the accessions import CSV into multiple 
files and load them in sequence.
Does anyone on the mailing list know what could be causing the batch process 
stop before finishing an entire CSV file?

Regards,
Philip Webster
The University of Sheffield

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Re: [Archivesspace_Users_Group] General help on rights statements

[Bowers, Kate A.]

Jodi:

Thanks for responding!

Would
“AS rights statements are for use only if ArchivesSpace is your system of 
record for rights statements for digital preservation or needs to hold rights 
statements for digital preservation for reasons of inter-operability.”
be accurate?

Context: We don’t use them, but I need to explain what they are for. I  was 
hoping someone had written up their purpose in a clear, credible way that I 
could just copy!

Kate

Kate Bowers
Collections Services Archivist for Metadata, Standards, and Systems
Harvard University Archives
kate_bow...@harvard.edu
https://archives.harvard.edu
617-998-5238

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Allison-Bunnell, Jodi
Sent: Thursday, October 1, 2020 3:32 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] General help on rights statements

As one of the people on the ASpace Trainer’s Group who developed the training 
for these modules, I can confirm that the purpose and use of these can be hard 
to understand!

CGA/CGU statements are pretty straightforward so long as you’re following DACS.

Rights statements are much less straightforward. They are really for specific 
use cases for some very large and complex institutions who are integrating RS 
with PREMIS data in preservation systems, and where the data is getting created 
in those systems and imported into ASpace.

Best, Jodi

Jodi Allison-Bunnell
(pronouns: She, her)
Head of Archives and Special Collections, University Archivist
Montana State University Library
jodi.allisonbunn...@montana.edu<mailto:jodi.allisonbunn...@montana.edu> ​
406-994-5297




On Oct 1, 2020, at 10:08 AM, Daniel Michelson 
mailto:dmichel...@smith.edu>> wrote:

Hi Kate,

DACS (or ISAD(G)/other national standards) explain the differences between 
Conditions governing 
access<https://urldefense.proofpoint.com/v2/url?u=https-3A__saa-2Dts-2Ddacs.github.io_dacs_06-5Fpart-5FI_05-5Fchapter-5F04_01-5Fconditions-5Fgoverning-5Faccess.html=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=__XCKR6GHtw9yTZCUkOrCQeRO6-yxP3PDIhYhUhl0yM=60kQ-f0H9L0kCOGV2rUA6WXBEf8Qa4pburK8nM5bXPQ=>
 and Conditions governing 
use<https://urldefense.proofpoint.com/v2/url?u=https-3A__saa-2Dts-2Ddacs.github.io_dacs_06-5Fpart-5FI_05-5Fchapter-5F04_04-5Fconditions-5Fgoverning-5Freproduction-5Fand-5Fuse.html=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=__XCKR6GHtw9yTZCUkOrCQeRO6-yxP3PDIhYhUhl0yM=bOGbq5fRTPTBTngUmia-Jm2kzKzVHDibRdRDA8la7fo=>.

There is definitely a lot of uncertainty in the community about how the rights 
statements module in ArchivesSpace should be used.  All I can say is that they 
are derived from PREMIS and it's not clear how different organizations are 
using it.

All the best,

Dan

On Thu, Oct 1, 2020 at 11:48 AM Bowers, Kate A. 
mailto:kate_bow...@harvard.edu>> wrote:
I cannot find good basic information on the purpose and use of rights 
statements in ArchivesSpace.  I am particularly looking something that would 
describe the differences among the purpose and uses of:

•Conditions governing access

•Conditions governing use

•Rights statements

Does anyone have good local documentation or know a direct link to official AS 
documentation that would help?  (I’ve found 
https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/897352054/Rights+Statements+Sub-Record+v2.1.0+-+Agents<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_wiki_spaces_ArchivesSpaceUserManual_pages_897352054_Rights-2BStatements-2BSub-2DRecord-2Bv2.1.0-2B-2D-2BAgents=DwMGaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=__XCKR6GHtw9yTZCUkOrCQeRO6-yxP3PDIhYhUhl0yM=HIqQipZnkIydtxn7pgAe2BoGW6Jz4zQRQkAPJEAlLf0=>
 but it really doesn’t address why or when you would use a rights statement).

Thanks!

Kate
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--
Dan Michelson
Project Manager Archivist
Smith College Special Collections

The Special Collections reading room is closed. As of March 18th, all Special 
Collections staff will be working remotely. Smith course support is our primary 
responsibility at this time.

Minimal reference services will be managed remotely by staff. Reference 
inquiries that require access to physical materials will be held in order of 
when they were received and responded to once the camp

[Archivesspace_Users_Group] General help on rights statements

[Bowers, Kate A.]

I cannot find good basic information on the purpose and use of rights 
statements in ArchivesSpace.  I am particularly looking something that would 
describe the differences among the purpose and uses of:

·Conditions governing access

·Conditions governing use

·Rights statements

Does anyone have good local documentation or know a direct link to official AS 
documentation that would help?  (I’ve found 
https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/897352054/Rights+Statements+Sub-Record+v2.1.0+-+Agents
 but it really doesn’t address why or when you would use a rights statement).

Thanks!

Kate
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Re: [Archivesspace_Users_Group] Unprocessed Accessions Report

[Bowers, Kate A.]

There is "processing status" in accession records. I don't think there is a way 
to update processing statuses in bulk through the user interface, but it is a 
good place to indicate whether an accession has been processed or not or 
something in between.

Processing statuses can be the default or can be edited using Controlled Value 
List and selecting Collection Management Processing Status
A selection of ours are as follows:

*Completed

*In progress

*Partially processed

*Unknown

*Unprocessed


(For the very curious: "In progress" means we're working on it. "Partially 
processed" means it's not completed, but we're not working on it.)

Kate


Kate Bowers
Collections Services Archivist for Metadata, Standards, and Systems
Harvard University Archives
kate_bow...@harvard.edu
https://archives.harvard.edu
617-998-5238

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Linda 
Hocking
Sent: Wednesday, September 30, 2020 3:43 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Unprocessed Accessions Report

Good afternoon,

One of our work from home data cleanup projects has been dealing with the 
accession records that weren't linked to resources. When we finished 
re-linking, we attempted to find a list of all unprocessed accessions. 
Unfortunately, the Unprocessed Accessions report shows all of our collections 
because there aren't events for each accession record noting they have been 
processed. Many of these were processed quite some time ago and imported from 
Archon, we don't have dates or really any notes to add that aren't already in 
the finding aid processing notes fields. I'm sure there's a really good 
database reason why this can't just be a check box, but I wonder if anyone has 
had this problem and whether you figured out an quick and easy way to 
create/import the events rather than adding one at a time.

Many thanks in advance for help and advice!

Linda


Linda M. Hocking, CA
Curator of Library & Archives
Litchfield Historical Society
P.O. Box 385
Litchfield, CT 06759
860-567-4501
https://www.litchfieldhistoricalsociety.org

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Re: [Archivesspace_Users_Group] Top container ranges

[Bowers, Kate A.]

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 
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 

Re: [Archivesspace_Users_Group] Family names as Creators/Subjects

[Bowers, Kate A.]

RDA is only relevant to the records written in accordance with RDA. You can do 
anything you like in ArchivesSpace.  If the records are exported to a MARC 
environment, the consequences may vary depending on the system. Most MARC 
systems are shared, meaning that other people might  be able to alter the 
record to “correct” it. I’m not sure what OCLC would do with them.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Karen 
Miller
Sent: Friday, April 3, 2020 3:38 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Family names as Creators/Subjects

Happy Friday, everyone!

I’ve been using my WFH time to do some ArchivesSpace cleanup and have a 
question about how people are using family names. We are a NACO library and 
have been creating personal and corporate body name headings for people and 
organizations represented in our collections. When we have a collection that is 
created by a person or corporate body and also includes biographical or 
historic information about the person or corporate body, we assign the Agent 
record as both Creator and Subject.

This works fine for LC NAF records for people and corporate bodies, but for 
families, we have a dilemma. RDA says that families can be “creators” and 
specifies that they are to be established in a format like this:

Abdurahman (Family : 1872-1963 : South Africa)

But when a family is the subject, it’s supposed to be established in a format 
like this (the SACO format):

Abdurahman family

which can refer to any family with the surname Abdurahman, not just the family 
that existed in South Africa from 1872-1963.

I don’t think the SACO format is all that useful, but we used it for a long 
time, before RDA came along. Then when RDA came along, we established some 
family names in the NAF and used them in ArchivesSpace. Now we have family 
names in both formats, which looks a little weird. We only have 13 of them, so 
cleanup isn’t an insurmountable task.

I’ve been considering several options:


1. Use the NACO format for all family names, including as both Creator or 
Agent. This goes against RDA, but it looks more consistent to the end user and 
I think is provides more information for browsing patrons.

2. Use the SACO format for all family names, including as both Creator or 
Agent. This also goes against RDA, but it looks more consistent to the end 
user. I think it’s not as useful, though, for people looking for families with 
common names (like Baker instead of Abdurahman)

3. Use the NACO form for Creator and the SACO form for Subject. It’s 
inconsistent, but follows RDA. Since these aren’t BIBCO records, it’s not as if 
this is a mortal sin!

I’m sure there are more options, but I think I’ve gone on enough here. What are 
other institutions doing?

Karen


Karen D. Miller
Monographic Cataloger/Metadata Specialist
Northwestern University Libraries
Northwestern University
1970 Campus Drive
Evanston, IL 60208
www.library.northwestern.edu
k-mill...@northwestern.edu
874.467.3462


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Re: [Archivesspace_Users_Group] Need to add new value to Subject Term Type lookup table

[Bowers, Kate A.]

This needs to either be editable or include all of these controlled 
vocabularies (405 of them) with the ability to suppress display of them by 
repository managers:
https://www.loc.gov/standards/sourcelist/subject.html

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Friday, January 17, 2020 4:27 PM
To: mcy...@jhu.edu; Archivesspace Users Group 

Subject: Re: [Archivesspace_Users_Group] Need to add new value to Subject Term 
Type lookup table


subject_term_type enumeration is set as non-editable, which is why no create 
button appears in the view, and also, I believe, prevents changing it via the 
API as well:


./curl_as_osx http://localhost:4567/config/enumerations/names/subject_term_type 
| jq .
{
  "lock_version": 0,
  "name": "subject_term_type",
  "editable": false,
  "create_time": "2015-08-11T21:10:13Z",
  "system_mtime": "2015-08-11T21:10:13Z",
  "user_mtime": "2015-08-11T21:10:13Z",
  "jsonmodel_type": "enumeration",
  "relationships": [
"term_type"
  ],
  "enumeration_values": [
   …





I don’t know where the logic behind what values are editable and what are not 
is documented.
I’m thinking you could change this in MySQL, but it would be wise to know why 
is it set non-editable first.

— Steve M.




On Jan 17, 2020, at 3:19 PM, Mark Cyzyk mailto:mcy...@jhu.edu>> 
wrote:


Dear Aspace List,

I've been asked to add two new terms in the following two lookup tables:

Subject Source:  lcmptm "Library of Congress Medium of Performance Thesaurus 
for Music
Subject Term Type: medium_of_performacne "Medium of performance"

The Subject Source lookup table has a Create button, I click it, add "lcmptm", 
then go into /aspace/locales/enums/en.yml to add the corresponding 
"translation".

However, the Subject Term Type lookup table does NOT have a Create button.  I 
added the new value to the proper place in /aspace/locales/enums/en.yml anyway 
hoping it would show up in the Web GUI.  But no joy.

Question:  How can I add a new value to the Subject Term Type lookup table 
without a Create button?

Thanks,

Mark

--
<><><><><><><><><><><><><><><><><><><><><><><><><><><><><><><><><><>
Mark Cyzyk, M.A., M.L.S.
Library Applications Group
The Sheridan Libraries
The Johns Hopkins University
mcy...@jhu.edu

Verba volant, scripta manent.

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Re: [Archivesspace_Users_Group] importing EAD files

[Bowers, Kate A.]

At the end of our article "The Devil's Shoehorn" 
https://journal.code4lib.org/articles/12239 there is an appendix of problems. 
Many of these are valid EAD that don't import.  It is listed by EAD element 
name. Things may have changed but this at least is a starting-point checklist.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Sharp, 
Jennifer
Sent: Friday, November 22, 2019 12:24 PM
To: 'Archivesspace Users Group' 

Subject: Re: [Archivesspace_Users_Group] importing EAD files

Thank you so much, Mark! This is immensely helpful. I know the standards have 
changed since our process was hacked together seven or eight years ago, so I'm 
not at all surprised I will have to make some updates. I appreciate the links - 
I will definitely take some time to read through the info.

Jennifer

---
Jennifer Sharp, MSI
Archivist, Hartford History Center
Hartford Public Library
jsh...@hplct.org
o: 860.695.6332
c: 860.929.6915

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Friday, November 22, 2019 11:44 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

Thanks, this helps a lot!

It looks like there are couple of required elements missing from this file for 
ArchivesSpace to be able to import it.  Though your file is valid EAD, 
ArchivesSpace requires all resources to have things like a title, date, extent, 
as well as a distinct unitid element (which this file is missing).  So, you'd 
need to add a unitid element, like so:

1861-1946
Distinct Call Number

20 linear feet
 



Additionally, all of the lower-level components must have, at the very least, a 
title OR a date.

In this case, it looks like all of your series have "unitid" elements instead 
of "unittitle" elements.  But if you change this for all of your series:


  
  Volumes
  
...

To:


  
  Volumes
  
...

Then you should be good to go with that particular file (see the attached file 
as an example).

If you have access to an XML Editor like oXygen, check out 
https://campuspress.yale.edu/yalearchivesspace/2015/07/22/validation-scenarios/.
  Regardless, though, my guess is that if you address that "archdesc/unitid" 
issue and the series-level did/unitid --> did/unittitle issue, that should help 
with the majority of your files.  There are also other possibilities, like 
updating the EAD so that you get normalized dates in addition to textual date 
expressions, but that requires quite a bit more work.

I hope that helps,

Mark





From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Sharp, Jennifer
Sent: Friday, 22 November, 2019 10:30 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

I have attached one of the files I used earlier this week. The job completed, 
but when I tried it this morning - both locally and on test.archivesspace.org - 
it failed.

This, from Tuesday, can't be too promising:
[cid:image001.jpg@01D5A138.A1124FB0]

These are today's errors:
[cid:image002.jpg@01D5A138.A1124FB0]

Thanks,
Jennifer

---
Jennifer Sharp, MSI
Archivist, Hartford History Center
Hartford Public Library
jsh...@hplct.org
o: 860.695.6332
c: 860.929.6915

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Friday, November 22, 2019 9:34 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

If you can share a sample EAD file that isn't uploading, someone might be able 
to pinpoint the issue that way if the error is in fact due to the file itself.

Additionally, have you tried uploading the file to 

[Archivesspace_Users_Group] What field does an EADID go into for MARXML ingest?

[Bowers, Kate A.]

I tried to ingest a resource from MARC XML. The error message said it needed an 
EADID. However, MARC doesn't have a specific field for EADIDs and this page in 
the user manual 
https://docs.archivesspace.org/Default.htm#ImportMARCXML.htm?Highlight=marc 
does not say anything about how or where to specify an EADID in MARC.

If anyone can provide better documentation or information on MARC XML resource 
ingest, please do!

Many thanks!

Kate


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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Re: [Archivesspace_Users_Group] Inclusive container management in ArchivesSpace

[Bowers, Kate A.]

Do you acquire publications that are not part of collections?  If so, how is 
their housing and storage placement managed?

Thanks!

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Dean 
DeBolt
Sent: Thursday, September 05, 2019 2:34 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Inclusive container management in 
ArchivesSpace

We are keeping physical books with collections, noting them on the inventories, 
but also having our
library cataloging department create a catalog record and the call number being 
the collection title/number
and location in the Archives and West Florida History Center.

Dean

Dean DeBolt, University Librarian (Professor)/University Archivist
UWF Archives and West Florida History Center
University of West Florida Library
11000 University Parkway
Pensacola, FL  32514-5750
ddeb...@uwf.edu<mailto:ddeb...@uwf.edu>;   850-474-2213

West Florida History Center is the largest and most comprehensive
history collection about Pensacola and the West Florida region.
http://libguides.uwf.edu/universityarchives<https://urldefense.proofpoint.com/v2/url?u=http-3A__libguides.uwf.edu_universityarchives=DwMFaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=pQZ2sYGJWxS75hW1KgaTUihFWSda0SDi1cSfye0uzm4=KLtesg0LXTzwPnUPesceeMSpLvW7uqfLfplAs-Lqx30=>

Digital collections can be found at:  
http://archives.uwf.edu/<https://urldefense.proofpoint.com/v2/url?u=http-3A__archives.uwf.edu_=DwMFaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=pQZ2sYGJWxS75hW1KgaTUihFWSda0SDi1cSfye0uzm4=HXKIQkgZzxIvH-ZszIcNvjyIRFmM3CodiON-DF9BHnQ=>Archon/<https://urldefense.proofpoint.com/v2/url?u=http-3A__143.88.66.76_Archon_=DwMFaQ=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=pQZ2sYGJWxS75hW1KgaTUihFWSda0SDi1cSfye0uzm4=y-Ca6IRAMnfprT4HpPxlRy_VpAYeLh4aTdvgAIewsLY=>



On Thu, Sep 5, 2019 at 1:29 PM Bowers, Kate A. 
mailto:kate_bow...@harvard.edu>> wrote:

Here at the Harvard University Archives (HUA), we are interested to know how 
our colleagues are managing special collections inventory.

We are hoping to find colleagues who, like us, manage physical inventory of 
books as well as archival holdings. At HUA we have a long history of storing 
rare publications and archival holdings together.

We use Alma and ArchivesSpace for description, Aeon for patron fulfillment, and 
a local database to manage physical inventory (boxes, volumes, locations, etc.)

Is anyone else managing book and archival physical storage in a single system? 
If so, which tools are you using? Do they meet your needs? Have you achieved 
integrations between systems?

We are eager to hear from you!

Kate Bowers and Robin McElheny, Harvard University Archives


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu<mailto:kate_bow...@harvard.edu>
<mailto:megan_sniffin-marin...@harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers


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[Archivesspace_Users_Group] Inclusive container management in ArchivesSpace

[Bowers, Kate A.]

Here at the Harvard University Archives (HUA), we are interested to know how 
our colleagues are managing special collections inventory.

We are hoping to find colleagues who, like us, manage physical inventory of 
books as well as archival holdings. At HUA we have a long history of storing 
rare publications and archival holdings together.

We use Alma and ArchivesSpace for description, Aeon for patron fulfillment, and 
a local database to manage physical inventory (boxes, volumes, locations, etc.)

Is anyone else managing book and archival physical storage in a single system? 
If so, which tools are you using? Do they meet your needs? Have you achieved 
integrations between systems?

We are eager to hear from you!

Kate Bowers and Robin McElheny, Harvard University Archives


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu

voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers



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Re: [Archivesspace_Users_Group] Adding user-defined fields to archival object records

[Bowers, Kate A.]

Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers

Our strategy in general has become “note with specified type plus 
locally-defined labels” but your mileage and needs may vary. Anything that can 
be a controlled vocabulary, I like to use a controlled vocabulary.

In your cases I might do...

alternate/former reference (x2)
—if this is a former call number, we place data like this in note 
type=otherfindaid label=“Obsolete call number”

diplomatic form (eg minute book)
—this we would probably map to subject type=genre/form and use the AS 
controlled vocabulary

script of material (eg Sanskrit)
—data like this we place in note type=language label=”Script”

physical condition ranking (a numerical ranking to generate standard ‘outward 
facing’ information aimed at researchers rather than AS assessment info-more 
structured than the AS notes about the physical characteristics etc)
—hmm, my guess is we’d do a note type=general label=“Condition rank”.

This strategy of note with specified type plus workflow-implemented labels is 
the strategy we initially used for DCRMG elements that don’t have a place in 
EAD or ArchivesSpace. It’s become handy for all kinds of data. Because initial 
data usually comes from outside AS, we have some control over the label and can 
make them fairly consistent.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Natalie 
Adams 
Sent: Thursday, July 25, 2019 11:49:54 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Adding user-defined fields to archival 
object records


Dear Kate,



Sure-no problem. Some of the fields are coming from sources other than AtoM,



We have:-

alternate/former reference (x2)

diplomatic form (eg minute book)

script of material (eg Sanskrit)

physical condition ranking (a numerical ranking to generate standard ‘outward 
facing’ information aimed at researchers rather than AS assessment info-more 
structured than the AS notes about the physical characteristics etc)



I know that the AS general note maps to  in EAD and this tag can serve as 
a good home/last resort for data you can’t find a better home for. I’d still be 
interested in understanding the logic of user defined fields and 
resources/archival objects. I’m very much a newbie so apologies if I have 
missed something obvious about them.



Many thanks!



Natalie



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Bowers, 
Kate A.
Sent: 25 July 2019 16:39
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Adding user-defined fields to archival 
object records



It would be helpful if you can give examples of the data fields you wish to 
migrate.



Kate



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Natalie Adams
Sent: Thursday, July 25, 2019 11:26 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Adding user-defined fields to archival 
object records



Good afternoon all,



This is a question about user-defined fields and archival objects. Here in 
Cambridge we have been working on migration –setting up crosswalks to map data 
from our existing systems (including AtoM) to ArchivesSpace. There are a small 
number of fields we have not been able to find a home for in AS and we had 
envisaged mapping them to user-defined fields. However, it looks as though it’s 
not possible to add a set of user-defined fields to archival objects, though 
they can be added to other types of record (eg Resources). We are looking at 
migrating some substantial datasets into ArchivesSpace: in some cases several 
thousands of records will be nested beneath one parent/resource description 
(for example the archives of the University of Cambridge) and we want to map 
all our existing fields to ArchivesSpace (whether the AS records are archival 
objects or resource descriptions).



I would be really interested in hearing whether anyone else has faced a similar 
challenge and has any advice about how we might tackle this. I’d also be 
interested to understand more about the background to the difference between 
archival objects and resources.



Many thanks in advance for any help with this and best wishes,



Natalie



Natalie Adams

Systems Archivist

Cambridge University Library

West Road

Cambridge

Cambridge, CB3 9DR

Tel 01223 766377

www.lib.cam.ac.uk/<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.lib.cam.ac.uk_=DwMFAg=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlm

Re: [Archivesspace_Users_Group] Adding user-defined fields to archival object records

[Bowers, Kate A.]

It would be helpful if you can give examples of the data fields you wish to 
migrate.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Natalie 
Adams
Sent: Thursday, July 25, 2019 11:26 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Adding user-defined fields to archival 
object records

Good afternoon all,

This is a question about user-defined fields and archival objects. Here in 
Cambridge we have been working on migration -setting up crosswalks to map data 
from our existing systems (including AtoM) to ArchivesSpace. There are a small 
number of fields we have not been able to find a home for in AS and we had 
envisaged mapping them to user-defined fields. However, it looks as though it's 
not possible to add a set of user-defined fields to archival objects, though 
they can be added to other types of record (eg Resources). We are looking at 
migrating some substantial datasets into ArchivesSpace: in some cases several 
thousands of records will be nested beneath one parent/resource description 
(for example the archives of the University of Cambridge) and we want to map 
all our existing fields to ArchivesSpace (whether the AS records are archival 
objects or resource descriptions).

I would be really interested in hearing whether anyone else has faced a similar 
challenge and has any advice about how we might tackle this. I'd also be 
interested to understand more about the background to the difference between 
archival objects and resources.

Many thanks in advance for any help with this and best wishes,

Natalie

Natalie Adams
Systems Archivist
Cambridge University Library
West Road
Cambridge
Cambridge, CB3 9DR
Tel 01223 766377
www.lib.cam.ac.uk/
Normal working days are Monday-Wednesday

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Re: [Archivesspace_Users_Group] template for rapid data entry

[Bowers, Kate A.]

Do you mean to import archival objects to an existing resource? If so, I think 
you are looking for this:
https://github.com/harvard-library/aspace-import-excel

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Belair, 
Andrea
Sent: Wednesday, February 06, 2019 1:56 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] template for rapid data entry

Hello,
Does anyone have a an Excel template that can be loaded via spreadsheet into a 
collection? It would have to correspond to rapid data entry for the "basic 
inventory" template. I want to use it for basic data entry that I can upload to 
have a collection accessible by file level.
Thanks so much,
Andrea

--
Andrea Belair
Archives and Special Collections Librarian
Schaffer Library
Union College
807 Union Street
Schenectady, NY 12308
518-388-6871
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Re: [Archivesspace_Users_Group] EAD ingest error message please help

[Bowers, Kate A.]

Never mind-it means the BOX NUMBER is missing.

It would be really helpful if a) the exact information like the title or 
something was included in error message and also if they were in plain english.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Bowers, 
Kate A.
Sent: Monday, February 04, 2019 7:50 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] EAD ingest error message please help

Please let me know IN ENGLISH what I should be looking for in my ead that is 
preventing ingest.

Every container has both a label and type attribute.

Thanks,

Kate


First error message, then I changed them all to "Mixed materials"

!!


The following errors were found:
indicator : Property is required but was missing


For JSONModel(:top_container):
#"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_0d90dc05-8cca-4311-8ee9-f986c77c93ab",
 "type"=>"unspecified"}>


In :
container class=cdata label=unspecified 
type=unspecified ... /container


!!


Then I got about the same error message

!!


The following errors were found:
indicator : Property is required but was missing


For JSONModel(:top_container):
#"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_cd5165b3-cea9-4972-8f3d-b0ce5ecd3a43",
 "type"=>"mixed_materials"}>


In :
container class=cdata label=unspecified 
type=mixed_materials ... /container


!!

Then I changed all the "type" to "Box" and that didn't work

!!


The following errors were found:
indicator : Property is required but was missing


For JSONModel(:top_container):
#"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_cfb359ea-2c9e-4442-a1d7-016a3968f03a",
 "type"=>"mixed_materials"}>


In :
container class=cdata label=Box 
type=mixed_materials ... /container


!!


Please, please, please what the heck do these error messages even mean

Thanks,

Kate







Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu<mailto:megan_sniffin-marin...@harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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[Archivesspace_Users_Group] EAD ingest error message please help

[Bowers, Kate A.]

Please let me know IN ENGLISH what I should be looking for in my ead that is 
preventing ingest.

Every container has both a label and type attribute.

Thanks,

Kate


First error message, then I changed them all to "Mixed materials"

!!


The following errors were found:
indicator : Property is required but was missing


 For JSONModel(:top_container):
 #"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_0d90dc05-8cca-4311-8ee9-f986c77c93ab",
 "type"=>"unspecified"}>


In :
 container class=cdata label=unspecified 
type=unspecified ... /container


!!


Then I got about the same error message

!!


The following errors were found:
indicator : Property is required but was missing


 For JSONModel(:top_container):
 #"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_cd5165b3-cea9-4972-8f3d-b0ce5ecd3a43",
 "type"=>"mixed_materials"}>


In :
 container class=cdata label=unspecified 
type=mixed_materials ... /container


!!

Then I changed all the "type" to "Box" and that didn't work

!!


The following errors were found:
indicator : Property is required but was missing


 For JSONModel(:top_container):
 #"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_cfb359ea-2c9e-4442-a1d7-016a3968f03a",
 "type"=>"mixed_materials"}>


In :
 container class=cdata label=Box 
type=mixed_materials ... /container


!!


Please, please, please what the heck do these error messages even mean

Thanks,

Kate







Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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Re: [Archivesspace_Users_Group] Import Data Errors

[Bowers, Kate A.]

EAD has fewer contraints than ArchivesSpace.  Those error messages are not 
terribly helpful. At the very end of this article (before the end notes) is a 
list of the constraints in AS that will throw an error if your EAD does not 
comply:
https://journal.code4lib.org/articles/12239

I think the messages are coming from what we have as number 26 on the list 
“Absence of both unittitle and unitdate at a subordinate level causes import to 
fail”. Our solution was to grab data via a script from the parent . You 
may have few enough to do this by hand.  So, for example, we had s that 
contained only  or only  or only . These were all valid EAD 
but not acceptable to ArchivesSpace.

Below is a bit more digestible (but still Harvard-centric and definitely a 
working document) list of these issues and the practice that is needed going 
forward to ensure AS will ingest EAD.  Your error messages are coming from the 
3rd thing listed under .

Element category

Practice going forward

Reason

Reason category

Schema

Use the canonical EAD schema, not the Harvard modified schema

AS expects data that conforms to the canonical schema.

Schema



Do not use frontmatter

This will be added by EAD export from AS

Former practice no longer needed



 Always include

 Required for saving in AS, will ingest, but annoying to users who edit 
resources.





Do not use descgrp

This will not load to AS

Practice not supported by AS EAD ingest



Do not embed  within 

Roundtripped EAD from AS will be invalid

Practice not supported by AS EAD export



Always include an @level attribute value on all s. If using 
@level="otherlevel" always include an @otherlevel value.

 without a @level will ingest as "otherlevel" but lack @otherlevel value

New attribute data required



All components should have ; in cases where formerly archivsts might 
have used only , the parent 's unittitle is often a good choice

The component-centered display in ArchivesSpace makes any component lacking a 
the context provided by  text vague and cryptic, hampering 
recognition and interpretation of the component.

New content strongly recommended



All components must have either a  or a 

EAD lacking this data will not load to AS

New content required



 should stand alone, not be embedded within 

Will load twice into AS

Practice not supported by AS EAD ingest



 must include type and label attributes, cannot describe multiple 
containers in one container element, and should not include type of container 
as part of content.

AS accommodates container numbers and types, but does not accommodate note-like 
container information. In addition, AS creates "top container" records based on 
EAD ingest. These are linked records. Placing a range of boxes, for example, in 
a single container element creates incorrect data about containers.

Data model in AS is different from EAD



Do not encode  in 

Finding aid will load, but data will be lost. Use  or other 
appropriate element

Practice not supported by AS EAD ingest



@role ???

 Disappears on ingest





 statement should include ingest information

Include ingest to AS in your creation statement, e.g. "Created in Oxygen on 
2016-11-18; ingested to AS on 2016-12-12"

New content required



One Digital Object per Archival Object

Automated linking to objects in the DRS is based on the ref_id of the Archival 
Object, which is used as an owner supplied name in DRS.

New limit



Supply a title for digital archival objects; use  of parent 

xlink@title attribute is required by AS ingest

New attribute data required



???

 Disappears on ingest?





To achieve thumbnails,  must be coded thus: 

 ?





Collection-level  is required

EAD lacking this data will not load to AS

New content required



Do not encode mixed content within 

Finding aid will ingest, but content will be lost. Specifically, if a 
 has some child elements, any text that is not inside a child element 
will be left behind during ingest. An entirely plain-text  is OK.

New limit



 must begin with a number

EAD with non-numerical extent will not load to AS

New limit



 should be used more sparingly, consider using only if @href values 
link Harvard-managed links

Link rot (has nothing to do with AS), except that during migration, links 
became noticeable and rot was there

New recommendation



Do not encode nested indexes

Import may succeed, but data will be lacking from AS

Practice not supported by AS EAD ingest



Instead of creating es, add controlaccess terms to components

This allows search and retrieval of all components across the whole corpus 
rather than in one finding aid.

Better data model for discovery and retrieval



Do not encode nested indexentries

Import may succeed, but data will be lacking from AS

Practice not supported by AS EAD ingest



Do not encode nested lists

Import may succeed, but data will be lacking from AS

Practice not supported by AS EAD ingest



Do not use  or 

Import may 

Re: [Archivesspace_Users_Group] REMINDER: Proposal for Container Management Enhancements - Call for Community Input

[Bowers, Kate A.]

Dear ArchivesSpace community:

Apologies for the length of this. I’ll try to address a lot of comments, but 
not all!  Please let me know if (as they may well do) my elaborations only 
elicit more questions!

In general, most of these proposals are derived from facing problems of scale. 
Harvard has 30 repositories and over 200 users of ArchivesSpace. Others have to 
do with managing “medium rare” materials’ locations and containers in 
ArchivesSpace.  (Medium-rare is a tongue-in-cheek term used to cover materials 
that might exist in multiple manifestations but that have archival or rare 
characteristics or treatment. Examples include entire libraries ingested into 
an archives, author’s own copies of their books, annotated books, or the record 
copy of serials or reports kept by institutional archives.)

 • Multi-field top container indicators
 Some commenters wondered if the multiple fields were to accommodate child 
containers. To clarify, the suggestion was to facilitate parsing top container 
identifiers.  As a few commenters have surmised, this is to cope with legacy 
numbers.  These are especially common on medium-rare materials.
 One suggestion was to use a sort algorithm that would obviate the need for 
separated fields for data. However, because there would be is more than one 
algorithm necessary over the installation, such a solution would require an 
added field to identify the algorithm and probably a third field retain a value 
derived by the algorithm to be sorted alphanumerically. Thus, the direct 
3-field solution seems simpler. (A 4-field suggestion was mooted in the 
committee as potentially more useful communally.) It does occur to me that 
there just might not be enough really old, really big repositories with lots of 
legacy identifiers in the ArchivesSpace community for the parsing of legacy 
numbers to be a common problem. I appreciate the recognition that a plug-in 
might be needed instead, but it would be worth hearing from any repositories 
with similar issues.

 • Container and location profiles by repository
   We were envisioning a one-to-one profile-to-repository scenario. Due to 
the ArchivesSpace staff user interface requirement that one identify only a 
single repository at login, it is extremely easy for users to forget the impact 
they might have beyond their repository if they change or delete a shared 
record.  We have already experienced mistaken mergers and deletions of agents 
due to the design of AS staff user interface that does not allow one to see 
where the record may be linked beyond their repository.  For this reason, it is 
wise to be able to limit changes and deletions of location profiles and 
container profiles impact to the same chosen repository.

 • Inactive
 As Maureen wisely intuited, inactive locations are necessary to recording 
a complete location history.  However, there are additional use cases. When a 
repository is renovating, for example (as is happening now at the Schlesinger 
Library) the shelves in a location may be inactive for a time and become active 
again when the building re-opens.  Other scenarios include water intrusion or 
other occasions when a smaller sub-set of shelves may have to become inactive 
until repairs are completed and tested before the shelving can again come into 
use. Because inactive locations are to be eliminated by default from search 
results, we can prevent them from overwhelming staff members’ search results or 
sending staff to unusable locations.

 • Notes in containers and locations
 Notes are for dedicated shelving or rehousing issues.  Notes on containers 
may contain things like “Label falling off” “Acidic-needs replacing” “Acid box 
replaced with acid-free box 2017-06-08” “Not on shelf 2015-10-10”.  Notes on 
locations may contain things like “only use as last resort—overhead drip pan 
makes retrieval difficult” “reserved for outgoing transfers until 2019-01-01”.  
In locations especially, we would expect the reason for a location becoming 
inactive might be noted.  “Made inactive because next to heating duct—do not 
reactivate”.

 • Bibliographic record IDs in containers
 This data would allow for more sustainable interoperability between 
systems and more flexibility in workflows.
 Especially with medium-rare materials, the physical item’s location might 
need to be recorded before description is finalized, and if the description is 
to be created in foreign system and ingested to ArchivesSpace, hooking up the 
container and location will be problematic.  In this scenario, a resource with 
initial description in a bibliographic system could be placed on an archives’ 
shelf, and the description, once completed in the ILS, could be ingested via 
MARC XML ingest for example.  After the resource is ingested, the ILS 
bibliographic record number could be searched in the containers to link the 
container to the resource.
 When an ILS system migrates, it is unlikely that 

Re: [Archivesspace_Users_Group] Related Agents link strangeness

[Bowers, Kate A.]

I think it is really searching:
University OR of OR Denver

Try keying in  University AND Denver and see if you have better luck.

(Annoying default OR operator is annoying.)

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Kevin Clair
Sent: Tuesday, January 02, 2018 4:52 PM
To: Archivesspace Users Group (archivesspace_users_group@lyralists.lyrasis.org) 

Subject: [Archivesspace_Users_Group] Related Agents link strangeness

Hello,

We've noticed some peculiar behavior when adding Related Agent links to 
Corporate Entity records in ArchivesSpace. When typing the name of the Agent we 
wish to link in the Related Agents form, the typeahead drop-down list populates 
with unrelated terms. For example, if we were to try and enter a University of 
Denver constituent unit as the later form of a name for a different DU 
corporate entity, typing "university of denver" into the text field brings up a 
drop-down list of mostly Family records. This only happens when the search 
string contains spaces; searches on a single word bring up more or less the 
results we would expect.

Two screenshots are attached: one with the results when "university" is the 
search, and one with the results when "university of denver" is the search (the 
drop-down results are the same whether or not the period is included).

Has anyone else noticed anything like this?

thanks!  -k

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Re: [Archivesspace_Users_Group] Pointer to choices for formatting the title of an archival object, such as an article title

[Bowers, Kate A.]

Mark:

This is a great summary of the issues, and because we have all kinds of mixed 
content migrated into AS in unit titles, I can see that lots 
of our EAD3 from AS will be invalid. 

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Thursday, September 07, 2017 4:49 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Pointer to choices for formatting the 
title of an archival object, such as an article title

Kari, all:

I’d also add that even though the ArchivesSpace note fields look like they can 
support EAD markup (and proclaim to be “Mixed Content Enabled”), it’s not 
really full-blown support like you’d get with an XML editor or a WYSIWYG 
interface.  For example, if I use the current tag-suggestion feature to add a 
“title” element within a note, there’s no indication in the interface that I 
can then add an “emph” element child, or even an empty “lb” element child, etc. 
 If you do, fine, then you’ll still wind up with valid EAD 2002 exports.  But 
if you add a “persname” child here, ASpace isn’t going to say anything is 
wrong, but you’ve just invalided your EAD since EAD2002 doesn’t permit 
“persname” within a “title” element.  Or if I just make up a tag name, like 
“”, everything will still look fine (and 
be highlighted in green) in ASpace.

All that said, as a literary archive, the Beinecke uses that “title” tag a lot, 
and it’s often used in the title fields of ASpace.  So, locally we do permit 
mixed  content for a few things that EAD allows, but definitely not everything 
(even though you could add “title” element to container elements in EAD2002, 
that is definitely not allowed by our best practices!!! ☺).  That said, we 
don’t currently rely on ASpace to ensure that we’re following those best 
practices right now since we don’t (yet) have a local-best-practices-validation 
button in ASpace, so for now we still ensure that our best practices are being 
followed by having EAD files exported and validated against a Schematron file.

So Kari, I guess that’s a longwinded way of saying two things:


  *   At Yale, we’re moving toward restricting the elements that are allowed in 
ASpace’s title fields, most likely down to just two:  “title” and “emph”, even 
though ASpace does not encourage entering any data there.  Before ASpace, we 
permitted 16 different elements here, although most of those were rarely if 
ever used.
  *   Be wary of adding mixed-content elements to the ASpace notes, as well!  
The wrap feature is limited, and it doesn’t preclude folks from typing in 
anything they want (including HTML, MODS, PREMIS, whatever their poison), 
including just made up stuff that will still look like it’s valid as long as 
the start tag name matches the end tag.  Usually that’s pretty harmless… but 
typos.  I haven’t yet figured out what limited elements of EAD that we should 
support within ASpace notes moving forward, but that’s likely going to depend 
on the work that Noah is doing with Trevor to enable EAD3 support, since I’d 
like to start exporting valid EAD3 ASAP.

Mark

p.s. here’s a sample EAD export that illustrates the point about notes + the 
Mixed Content Enable feature in ASpace:


  Scope and Contents
  title with an emph; all legal
  type and then a title and a 
persname; not so fast, 'cause that's invalid 
according to EAD2002.
  but seriously, someone might type in a tag name 
that looks like EAD, even though it’s not; and everything looks fine and valid 
in ASpace.





From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Noah Huffman
Sent: Thursday, 07 September, 2017 4:13 PM
To: Archivesspace Users Group 
>
Subject: Re: [Archivesspace_Users_Group] Pointer to choices for formatting the 
title of an archival object, such as an article title

Hi Kari,

Just to add to Dave’s comments.  We’ve been doing some testing of a new EAD3 
exporter for ArchivesSpace and mixed content tagging creates all sorts or 
complications for producing valid EAD3 exports when tags stored in 
ArchivesSpace note fields and title fields are valid EAD2002 but not valid EAD3.

-Noah


Noah Huffman
Archivist for Metadata, Systems, and Digital Records
David M. Rubenstein Rare Book & Manuscript Library
Duke University | 919-660-5982

Re: [Archivesspace_Users_Group] Encoding instances without containers

[Bowers, Kate A.]

While we have not yet implemented container management in AS, we are looking 
very hard at how we might do so, and so examining the business  model in AS 
very closely and comparing it to our current locations and container management 
database, so I am really glad to see your question!


At the Harvard University Archives every such item is a "unit" (our term) and 
receives an identifying number as if it were a "top container" (AS term). Thus 
it can be tracked and moved and associated with physical locations and 
fulfillment requests just as if it were any other box.  If you do this in AS 
and create a no-container "container profiles" -- which would be a great way to 
find those that are more vulnerable because they are not boxed anyway -- I hope 
you report back on whether or not this works for you!


Kate

Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu
617.496.2713
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers






From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Ben 
Goldman 
Sent: Wednesday, July 12, 2017 7:18 PM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Encoding instances without containers

Hi Everyone,

Having just recently upgraded to a post 1.5 world, we're learning more about 
the top container functionality. One immediate thing we noticed is that we 
cannot assign child indicators without creating or linking to a top container 
record. Which makes sense. But I'm curious to know how other institutions go 
about identifying locations for material not housed in a container, such as 
ledgers or artifacts?

Thanks,
Ben

Ben Goldman
Digital Records Archivist &
Sally W. Kalin Early Career Librarian for Technological Innovations
Penn State University Libraries
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Re: [Archivesspace_Users_Group] "share" boxes / group boxes

[Bowers, Kate A.]

Thank you so much Mark and Alicia! Just what I needed!

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Detelich, Alicia
Sent: Tuesday, July 11, 2017 3:51 PM
To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] "share" boxes / group boxes

Hi Kate,

This use case may be slightly different than what you had in mind, but one way 
that we've been "sharing" top containers across multiple resources is with our 
microfilm reproductions of manuscript and archival collections.

Our microfilm facsimiles and their corresponding manuscript/archival 
collections each have their own resource records in AS, with their own 
container instances. We wanted to link the microfilm instances (the use copies, 
at least) to archival objects in our manuscript/archival collections, so that 
our public services staff could tell (in Aeon) when a microfilm surrogate 
existed for a collection, and which archival objects were associated with which 
reels/boxes of film. Fortunately we had some legacy data about what was on each 
reel, which made it possible to programmatically determine which microfilm box 
to link with which archival object, and to create a relatively simple Python 
script to make those links in bulk via the API. I'd be happy to share that with 
you if you think it would be useful.

The result is that we now have, for example, a single microfilm box that is 
represented as an instance of both a microfilm resource record and 
manuscript/archival resource record. The manuscript/archival resources that 
have been filmed have two instances listed for each archival object, one 
representing the box the original materials are in, and the other representing 
the microfilm box. And, when you view the top container, you can see linked 
records from both resources. Screenshots are attached.

Hope this helps, and please let me know if you have any questions!

Alicia

Alicia Detelich
Archivist
Manuscripts and Archives
Yale University Libraries
203-432-9893
alicia.detel...@yale.edu<mailto:alicia.detel...@yale.edu>

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bowers, Kate A.
Sent: Tuesday, July 11, 2017 12:26 PM
To: Archivesspace Users Group 
<archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] "share" boxes / group boxes

On Yale's (very helpful) web site 
http://guides.library.yale.edu/archivesspace/ASpaceContainerManagement<https://urldefense.proofpoint.com/v2/url?u=http-3A__guides.library.yale.edu_archivesspace_ASpaceContainerManagement=DwMFAg=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=I-7mBDjkdeUaQukJZC-lfKwY2RK3wZ-h9leFHiEnyIo=5MkdlkIksXTV_J-h4QWBI019we5h5Q9UqV1YUCfxmcA=>
 there is this intriguing mention:
The ability to "share" boxes across entire collections in a meaningful way. 
Let's say that you want to put all of the panoramic photos in your repository 
into the same container. With this new data model, you'll be able to keep much 
better control over that container.

However, I've not been able to figure out how this ought to be done.

Is anyone using AS to share boxes across multiple collections? If so, would you 
be willing to send a few screenshots or any documentation that you have?

I'd be very grateful!

Thanks,

Kate


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu<mailto:megan_sniffin-marin...@harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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Re: [Archivesspace_Users_Group] "share" boxes / group boxes

[Bowers, Kate A.]

Is this how you are using it in real life? Also: did you have shared containers 
you needed to ingest? (We have about 10,000 of them holding about 60,000-70,000 
things).

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Tuesday, July 11, 2017 12:44 PM
To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] "share" boxes / group boxes

Kate,

When linking a top container in this way, you just need to go to "Browse" 
instead of Create.  On the Browse list, just find the top container that you 
want to link to from whatever context and then link to it (it's often easiest 
to search for the other collection's finding aid title, for instance).

Here's an example from the ArchivesSpace sandbox:

http://sandbox.archivesspace.org/top_containers/7<https://urldefense.proofpoint.com/v2/url?u=http-3A__sandbox.archivesspace.org_top-5Fcontainers_7=DwMFAg=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=L1Px53bJW9BkOkUxGnJg8lsX6k7Z19GkdM-GZuA-7NU=D-7488IDujibuiBmbGGUnkqsClRPwU636XE-NQp67Zg=>

You'll see that /top_containers/7 is shared by two different collections in the 
same repository.  The only catch is that you can only share a top container if 
and only if it's part of the same repository.

Sorry for the lack of screenshots, but hopefully that makes sense.  If not, I 
can write something else up later today.

All my best,

Mark


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bowers, Kate A.
Sent: Tuesday, 11 July, 2017 12:26 PM
To: Archivesspace Users Group 
<archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] "share" boxes / group boxes

On Yale's (very helpful) web site 
http://guides.library.yale.edu/archivesspace/ASpaceContainerManagement<https://urldefense.proofpoint.com/v2/url?u=http-3A__guides.library.yale.edu_archivesspace_ASpaceContainerManagement=DwMFAg=WO-RGvefibhHBZq3fL85hQ=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY=L1Px53bJW9BkOkUxGnJg8lsX6k7Z19GkdM-GZuA-7NU=PkaM0ICv32-AR9uxqN3xTprChH9LxkKQZyJUoaFEXBw=>
 there is this intriguing mention:
The ability to "share" boxes across entire collections in a meaningful way. 
Let's say that you want to put all of the panoramic photos in your repository 
into the same container. With this new data model, you'll be able to keep much 
better control over that container.

However, I've not been able to figure out how this ought to be done.

Is anyone using AS to share boxes across multiple collections? If so, would you 
be willing to send a few screenshots or any documentation that you have?

I'd be very grateful!

Thanks,

Kate


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu<mailto:megan_sniffin-marin...@harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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Re: [Archivesspace_Users_Group] How are people integrating various ids like ISNI and VIAF in ArchivesSpace

[Bowers, Kate A.]

ISNI and ORCID are agent identifiers, not authority record identifiers.  For 
MARC-fluent readers, this is like the difference between MARC authority 024 
field as compared with MARC authority 010 or 016, so ArchivesSpace “Authority 
ID” is not the correct place for ISNI or ORCID.  There may be other identifying 
numbers associated with an agent that you would wish to record as well, such as 
a student number that would help retrieve records in filing systems where the 
numbers are available but the names are not.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Eric Hanson
Sent: Thursday, December 15, 2016 10:01 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] How are people integrating various ids 
like ISNI and VIAF in ArchivesSpace

We used the ‘Authority ID’ field associated with the authorized ‘Name’ in the 
Agent record as a way of including VIAF identifiers (screenshot attached).  We 
also used FAST and  AAT identifiers in the ‘Authority ID’ field for subject 
records. I’d be happy to chat about our approach to populating these fields if 
you’re interested

[cid:image002.jpg@01D256C9.F5D5F220]

Eric Hanson
Digital Content Metadata Specialist
The Sheridan Libraries
Johns Hopkins University
3400 North Charles Street
Baltimore, MD 21218
410-516-7756
ehans...@jhu.edu

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Jason Loeffler
Sent: Wednesday, December 14, 2016 9:03 PM
To: Archivesspace Users Group; 
archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] How are people integrating various ids 
like ISNI and VIAF in ArchivesSpace

Hi there.

There are plans for a refactor of the agents module including a more complete 
adherence to the EAC-CPF scheme. A revision of the EAC-CPF specification is in 
a late draft. Cory Nimer at BYU is leading the charge on that, with comments 
coming from the community. The development roadmap should acknowledge planned 
work on this. I hope to see this functionality in 2017 as our organization 
could definitely use this.

Best, Jason

On Wed, Dec 14, 2016 at 6:44 PM -0500, "Doiel, Robert" 
> wrote:

Caltech Library and Archives are looking to make more use of the agent/person 
objects in ArchivesSpace outside of ArchivesSpace itself.  One integration 
point could be to use common ids like ISNI 
http://www.isni.org,
  VIAF 
http://viaf.org,
 or ORCIDs 
http://orcid.org
 as identifiers to link content with external systems. Are these on the road 
map to be included in ArchivesSpaces’ agent model? I think there is a field in 
EAC that would be used to hold these types of values but AS doesn’t seem to 
include them.  Am I missing something?



Thanks for the help and guidance,



Robert

--

R. S. Doiel,



Digital Library Development

Caltech Library



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Re: [Archivesspace_Users_Group] Need help Interpreting an EAD ingest error message

[Bowers, Kate A.]

I don't even know what your answer means!

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Brian Thomas
Sent: Tuesday, November 22, 2016 12:36 PM
To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Need help Interpreting an EAD ingest 
error message

Off-hand, do you have a mismatch for punctuation? ` v. '

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bowers, Kate A.
Sent: Tuesday, November 22, 2016 11:33 AM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Need help Interpreting an EAD ingest error 
message

Does anyone have any idea what this is meant to tell me?

Thanks!

Error: #NoMethodError: undefined method `container' for 
#Hash:0x4d0ab22a

Kate


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu<mailto:megan_sniffin-marin...@harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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[Archivesspace_Users_Group] Need help Interpreting an EAD ingest error message

[Bowers, Kate A.]

Does anyone have any idea what this is meant to tell me?

Thanks!

Error: #NoMethodError: undefined method `container' for 
#Hash:0x4d0ab22a

Kate


Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bow...@harvard.edu
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers




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Re: [Archivesspace_Users_Group] Label Printing in the Browser - Whatwould be useful?

[Bowers, Kate A.]

I’m assuming that each of these datum are optional? In other words, it’s a 
configurable choice from among these pieces of information?

One that I would add would be collection creator.

Kate

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Caldera, Mary
Sent: Wednesday, August 17, 2016 10:38 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Label Printing in the Browser - 
Whatwould be useful?

Joshua, this is great. Thank you for sharing. Suggested additions are in blue, 
deletions and reasoning in red. Best, Mary

Parent Institution name
Repository name
Resource Title
Resource ID
Level of description (if “series”)
Component unique ID (if level of description is “Series”)
Top container label (“Container” or “Box”—this would have to be hardcoded, not 
come from AS data, I think)
Top Container Indicator
Top Container Barcode (presumably the barcode is located somewhere else on the 
box, leave off to save space?)
Location String (locations change – wouldn’t want to reprint labels every time 
that happened, and maybe should not be public)
Location Barcode (locations change – wouldn’t want to reprint labels every time 
that happened, and maybe should not be public)


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Brian Thomas
Sent: Wednesday, August 17, 2016 10:11 AM
To: Archivesspace Users Group 
>
Subject: Re: [Archivesspace_Users_Group] Label Printing in the Browser - 
Whatwould be useful?

For us in TSLAC, this seems too specific. We have had a few situations that may 
necessitate the location string being omitted from the label. In case someone 
ever breached security after paging a box, we wouldn’t want them to know where 
the box lives. Is there a way in the plugin, or code from the plugin, to choose 
to remove that specific detail? My 2 cents.
Thanks,

Brian Thomas
Electronic Records Specialist
Texas State Library and Archives Commission
1201 Brazos Street
Austin, TX 78701
PH: (512) 475-3374
e-mail: btho...@tsl.texas.gov
tsl.texas.gov
[cid:image001.jpg@01D029A2.37194C70]



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Joshua D. Shaw
Sent: Wednesday, August 17, 2016 6:56 AM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Label Printing in the Browser - Whatwould 
be useful?

Hi all-

For those of you who were at the member forum in Atlanta, I briefly mentioned 
that we had had a plugin developed for us by HM (and have subsequently tweaked 
and modified) that allows us to print labels directly from the browser. There 
were a few people who expressed some interest in this, so I thought I’d see 
what types of information people might find useful to see on a label in the 
hopes of taking what we already have and de-Dartmouthizing it so that it would 
*hopefully* work for a wider audience.

I was thinking that there are so many ways that people can potentially describe 
a collection that the baseline info on a label would probably be something 
along the lines of

Resource ID
Resource Title
Top Container Indicator
Top Container Barcode
Location String
Location Barcode

Are there other pieces that people think are generic enough to include? Are the 
above too specific in some cases – ie are there cases where a container holds 
AOs from multiple resources?

The plugin will depend on the container manager functionality and will be (at 
least) v1.5.1 compatible assuming I can get things into shape;-) I plan to 
include at least two layouts so that others can get a feel for what is possible 
in terms of label types. One will be a thermal roll type (a Dymo 30256 label) 
that we use and an Avery 5163 2x5 portrait layout.

Thanks!
Joshua

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