[Archivesspace_Users_Group] SAA Blog Post: Managing ArchivesSpace

[Corey Schmidt]

Hello all,

I wrote a blog about our use of ArchivesSpace and managing it from a technical 
and human perspective. It includes some information on how we use a data 
auditor to track our archival description for any cleanup issues, how we 
documented our scripts and processes during and after our AT to ASpace 
migration, and the value of participating in a community of practitioners.

You can find it here on SAA’s Descriptive Notes blog: 
https://saadescription.wordpress.com/2023/05/18/care-through-coding-and-project-management/

Thank you to everyone here for providing their expertise and care as we’ve 
worked to implement and use ASpace. It’s been a fantastic experience working 
and sharing with everyone and I hope to do more so in the future.

Sincerely,

Corey
Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist
300 S Hull St | Athens, GA 30605
706-542-8151 | 
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
[University of Georgia]

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Re: [Archivesspace_Users_Group] Audit changes (through API)

[Corey Schmidt]

Hey Scott,

>From my understanding, you are correct that besides a last modified timestamp, 
>that's as deep as ASpace goes in tracking changes to data. We've had 
>colleagues here express similar interest in wanting to track more detailed 
>changes to records, such as when an archivist publishes a record or edits a 
>note, but that functionality doesn't exist as far as I'm aware.

If your local practice is to track changes to records using events, then it's 
possible the user could access the "Get a list of Events for a 
Repository<https://archivesspace.github.io/archivesspace/api/?python#get-a-list-of-events-for-a-repository>"
 API endpoint (if they are a user in your ArchivesSpace instance) and filter 
the results based on records related to a specific resource. That requires your 
ArchivesSpace users to be using events in that way to work.

The only other methods that I can think of is possibly using something like the 
WayBack Machine<https://archive.org/web/> or a web scraper like 
BeautifulSoup<https://beautiful-soup-4.readthedocs.io/en/latest/> with Python 
to track changes to any public facing websites you have. WayBack would only be 
good for occasional captures and BeautifulSoup would need to scrape your 
public-facing website for any updates/newly published records. I did something 
like that in grad school, but it was with a blog website and not finding aids.

I hope this was helpful. Anyone here, please correct me if I'm wrong or 
forgetting anything.

Sincerely,

Corey
Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Scott 
Renton
Sent: Friday, April 28, 2023 5:55 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Audit changes (through API)

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi there folks

We've had a user request to see if we can extract lists of records that have 
changed and what the change is (eg list of records that have changed from 
unpublished to publish- part of their work is working through an unpublished 
repository and tracking how much they're making available periodically). They'd 
like to be able to build something round the API for this.

I didn't think AS went down to that level- we'd see a last modified timestamp, 
but I didn't think there was anything deeper. Is that correct? I know "event" 
is accessible through the API, but I still couldn't see how that would get down 
to a specific data change.

Cheers
Scott




==

Scott Renton

Digital Library Development & Systems

Floor F East

Argyle House

515219
The University of Edinburgh is a charitable body, registered in Scotland, with 
registration number SC005336. Is e buidheann carthannais a th' ann an Oilthigh 
Dhùn Èideann, clàraichte an Alba, àireamh clàraidh SC005336.
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Re: [Archivesspace_Users_Group] Find by ID API call

[Corey Schmidt]

Alan,

I'm happy to help and glad it's working!

I share your sentiments and frustrations with the API documentation. When I was 
first starting out, I was pinging the listserv and other places/people for help 
trying to understand how it works. Some stuff, like including [] in your cURL 
request parameters or encoding special characters, are just not there. 
Regarding the lack of documentation surrounding ARKs, I hope to include your 
example in the API docs for others to use in the future. The examples listed 
for that find_by_id endpoint don't include the --url-encode as an option, so I 
may include that in a comment for people having trouble.

Also, I am thinking about hosting an API workshop for people looking to get 
started or figure out how to use it to help automate their workflows. This 
isn't confirmed or official in any way, but I am curious to see how many people 
want something like this to see if it's worth doing. So if you, or others, 
would be interested - let me or the ASpace team know.

Thanks,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Alan 
Manifold
Sent: Tuesday, December 13, 2022 5:15 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Find by ID API call

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Thanks, Corey,
This one finally worked for me, based on using the --data-urlencode option and 
seeing what it did, along with the URL that worked for you (which included the 
host but not the http:// part).


http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark[]=ark%3A%2F%2F119460<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark%5b%5d=ark%3A%2F%2F119460>

Embarrassingly, I was using POST instead of GET, which didn't help my testing 
of the other aspects of the find_by_id API.

I have to say that the answer here was not at all obvious. There was no 
indication in the doco that you would have to encode the ARK, although all ARKs 
will have a colon and slashes. Most of our component_id's also have slashes and 
that wasn't indicated for them, either. Perhaps it's obvious to everyone else, 
but I have no idea why we include the "[]" after "ark". I guess you can use 
multiple values or something, but there's no indication of how that is done. 
It's great to have the full doco for all the APIs, but most of it is pretty 
cryptic. A few examples of actually use of them would really go a long way. I 
guess the fact that not so many sites are using ARKs is part of the problem 
here.

In any case, thank you very much for your help. I'm on my way now and that's 
down to you.

Regards,
Alan





Alan Manifold | Library Systems & Digital Preservation Manager | Collection 
Development & Description
State Library Victoria | 328 Swanston Street | Melbourne VIC 3000
T +61 3 8664 7122 | amanif...@slv.vic.gov.au<mailto:amanif...@slv.vic.gov.au>
slv.vic.gov.au<http://slv.vic.gov.au>

 [slv]
[https://www.slv.vic.gov.au/sites/default/files/email_signature/signature.jpg?9]<https://www.slv.vic.gov.au/email_campaign>



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 Corey Schmidt
Sent: Wednesday, 14 December 2022 8:27 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Find by ID API call

Hey Alan,

Big caveat first: we don't use ARKs where I work, so I'm flying a little blind 
here. I enabled ARKs on our testing space just to see if I could replicate your 
request. Here's what I tried and it returned the correct archival object:

curl -H "X-ArchivesSpace-Session: $SESSION" 
"https://our_api_url/repositories/2/find_by_id/archival_objects?ark[]=www.testarkurl.com/ark:/YLTAD111/51/37;resolve[]=archival_objects<https://our_api_url/repositories/2/find_by_id/archival_objects?ark%5b%5d=www.testarkurl.com/ark:/YLTAD111/51/37;resolve%5b%5d=archival_objects>"

I added an external ARK URL to the archival object and put 
www.testarkurl.com/ark:/YLTAD111/51/37<http://www.testarkurl.com/ark:/YLTAD111/51/37>
 in that field. Are you using something like this or trying to access internal 
ARKs? If it's internal, I don't have a way to test that, I'm afraid. Though it 
seems like the following requests are constructed properly:

http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]=YLTAD111/51/37<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id%5b%5d=YLTAD111/51/37>
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ref_id[]=15a419a9464353be174f77bdc8f38874<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ref_id%5b%5d=15a419a9464353be174f77bdc8f38874>
   (our ref_ids l

Re: [Archivesspace_Users_Group] Find by ID API call

[Corey Schmidt]

Hey Alan,

Big caveat first: we don't use ARKs where I work, so I'm flying a little blind 
here. I enabled ARKs on our testing space just to see if I could replicate your 
request. Here's what I tried and it returned the correct archival object:

curl -H "X-ArchivesSpace-Session: $SESSION" 
"https://our_api_url/repositories/2/find_by_id/archival_objects?ark[]=www.testarkurl.com/ark:/YLTAD111/51/37;resolve[]=archival_objects;

I added an external ARK URL to the archival object and put 
www.testarkurl.com/ark:/YLTAD111/51/37 in that field. Are you using something 
like this or trying to access internal ARKs? If it's internal, I don't have a 
way to test that, I'm afraid. Though it seems like the following requests are 
constructed properly:

http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]=YLTAD111/51/37
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ref_id[]=15a419a9464353be174f77bdc8f38874
   (our ref_ids look something like this usually: "ref36_286", that looks like 
the container_id found in an EAD export)

If you're still getting a 404 error, I might also try using the "--url-encode" 
parameter to see if that helps. Dave Mayo at Harvard pointed me in this 
direction which works great for the find_by_id endpoint for resources. Using 
that would look something like:

curl -H "X-ArchivesSpace-Session: $SESSION" -G 
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects 
--data-urlencode 'component_id[]=YLTAD111/51/37'

If you do find a solution, would you mind sharing it with the listserv or me? I 
wrote the API cURL and Python examples for that endpoint and I couldn't find 
anyone using ARKs to build an example from. Adding that would be the last piece 
of the puzzle for that documentation.

Hope this helps,

Corey
Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Alan 
Manifold
Sent: Monday, December 12, 2022 10:50 PM
To: ArchivesSpace Users Group 
Subject: [Archivesspace_Users_Group] Find by ID API call

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi ArchivesSpace folks,
I've been trying to get the find_by_id API call to work and haven't had any 
luck. What I really want is to be able to find archival objects by ARK, but I 
tried the other types of IDs to see if they would work and tell me something 
useful. But I can't get any of them to work. We're on version 3.2.0. I have a 
program that establishes a connection and gets a session ID, then sends off the 
API call. When the same program sends this search API, it works:

http://ourhost.com:8089/search?q=component_id:"YLTAD111/51/37<http://ourhost.com:8089/search?q=component_id:%22YLTAD111/51/37>"
 OR component_id:"YLTAD111/51/38" OR component_id:"YLTAD111/51/39"=1

Here's what I have tried:

http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark=https://ourhost.com/ark://119460
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark=ark://119460
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark=119460
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark[]=ark://119460<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark%5b%5d=ark://119460>
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark[]=119460<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?ark%5b%5d=119460>
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]=YLTAD111/51/37<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id%5b%5d=YLTAD111/51/37>
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]=YLTAD111%2F51%2F37<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id%5b%5d=YLTAD111%2F51%2F37>
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]='YLTAD111%2F51%2F37<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id%5b%5d='YLTAD111%2F51%2F37>'
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]='YLTAD111<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id%5b%5d='YLTAD111>'
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]=YLTAD111<http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id%5b%5d=YLTAD111>
http://ourhost.com:8089/repositories/3/find_by_id/archival_objects?component_id[]=YLTAD111<http://ourhost.com:8089/repositories/3/find_by_id/archival_objects?component_id%5b%5d=YLTAD111>
http://ourhost.com:8089/repositories/5/find_by_id/archival_objects?component_id[]=YLTAD111;resolve[]=archival_objects<http://ourho

Re: [Archivesspace_Users_Group] [External] Collection item count?

[Corey Schmidt]

Hi Karen and Paul,

2 ways come to mind for me: 1) Using the database, if you have access to it. 2) 
Using the API.

For using the database, it would be the quickest and easiest provided you have 
access to it via your hosting provider. If you do and are familiar with SQL, 
something like the following would work:

SELECT * FROM archival_object WHERE root_record_id = 704 AND (level_id = 892 OR 
level_id = 890)

root_record_id is the ASpace ID for the resource you are trying to isolate. 
level_id is whether the archival object is a “item” or a “file” – in the 
example, it searches for objects with either “item” or “file” level. I use 
MySQL Workbench and it gets me the # of objects returned for a quick and easy 
count.

For using the API, you don’t need special permissions from your hosting 
provider, so you can access the API just as easily as you would any data from 
the staff interface. This would be more involved, as you would need to write a  
script to execute, but if you’re familiar with Python or something of the like, 
it can be done. There are 2 endpoints that would seem useful for this: Get the 
list of URIs of this published resource and all published archival objects 
contained 
within,
 or Fetch tree information for the top-level resource 
record.
 The first endpoint would be good for getting all items that are published in a 
collection, but may include archival objects that are Series, sub-Series, etc. 
(aka not real items) and it excludes unpublished items. The second gets top 
level items, but if you have series, sub-series with children, then you would 
have to iterate through each of those to get an accurate count of every item 
(published or unpublished). Thankfully that endpoint gives you the data to 
point to those series/parents of children as precomputed waypoints, I believe, 
but it’s the more involved of the 2 endpoints to get right. Here’s an 
example
 when I used that endpoint to get all item counts that were greater or equal to 
1000.

Paul’s way of doing it is straightforward and easy, so if that works, then 
that’s what I would recommend.

Hope this helps,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Paul 
Sutherland
Sent: Friday, September 23, 2022 10:50 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] [External] Collection item count?

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi Karen,
I would also like to know how to generate a report like this, but a quick 
approach in the meantime I've used before: export the collection as EAD, and 
search level="item" (or file, or whichever else) within the resulting EAD.
Best,
Paul

On Fri, Sep 23, 2022 at 10:35 AM Karen Urbec 
mailto:karen.ur...@whoi.edu>> wrote:
Hi Everyone,
I have what I thought would be a simple question, but it turns out is not so 
easy. I’m trying to get a complete item count from a collection, and I can’t 
see where that is listed or how to generate that report. I see where I can 
calculate the extent of each series, though those numbers don’t match what is 
in the series, so it’s unclear how that number is being calculated. This feels 
like such a simple question—I just want to know how many individual items are 
in a full collection, but we can’t seem to figure it out. Any help would be 
much appreciated!
Thanks,
Karen

Karen Urbec (she/her)
Institution Archivist, MBLWHOI Library
Data Library and 
Archives
Woods Hole Oceanographic Institution
266 Woods Hole Road, MS#8, Woods Hole, MA 02543
508-289-2269
ORCID


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Re: [Archivesspace_Users_Group] Advice for reordering large numbers of records

[Corey Schmidt]

Hey Catie,

I haven’t used the bulk_updater plugin 
(https://github.com/hudmol/as_spreadsheet_bulk_updater), but if the spreadsheet 
you re-upload to ASpace maintains any changes to the re-ordering of archival 
objects, I think that’s the easiest way to go. Anna Robinson-Sweet at UCLA, 
Wendy Scheir at the New School, and James Bullen at Hudson Molonglo would be 
able to provide more details about the plugin and what it can do (presentation 
link for anyone interested: https://www.youtube.com/watch?v=LQW1qB_6VGI).

Another option would be to write a script to use the ASpace API to reposition 
the archival objects in alphabetical order. You could use the Get the children 
of an Archival Object endpoint 
(https://archivesspace.github.io/archivesspace/api/?python#get-the-children-of-an-archival-object)
 to get a list of all the archival objects in the series, then use the script 
to alphabetize that list and change the "position":### field to match the order 
of the alphabetized list. Then use the Update an Archival Object endpoint 
(https://archivesspace.github.io/archivesspace/api/?python#update-an-archival-object)
 to push the updated archival objects in their new positions to ASpace.

If there are no follow-ups in a week, I’ll try to spin up my local ASpace 
instance and test that plugin to see if it does what you’re asking.

Hope this helps,

Corey
Corey Schmidt
University of Georgia Special Collections Libraries | Project Management 
Librarian/Archivist
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Catie 
Heitz
Sent: Tuesday, September 13, 2022 8:24 AM
To: Archivesspace_Users_Group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Advice for reordering large numbers of 
records

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
I'm looking for advice on how to reorder records efficiently. I have a series 
with a couple thousand records that need to be alphabetized. This is slow work 
in reorder mode. Is there a better way to do this? Is this something I can do 
with the bulk updater plug-in?
Thank you.

Catie Heitz (she/her)
Archivist
American Academy in Rome
7 East 60th St.
New York, NY 10022
212-751-7200 x347
212-751-7220 (fax)
c.he...@aarome.org<mailto:archi...@aarome.org>
www.aarome.org<http://www.aarome.org/>
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Re: [Archivesspace_Users_Group] Digital Object Module validation error

[Corey Schmidt]

Hey Julia,

In my experience, when a validation error occurs, that means there's something 
wrong with the data that ArchivesSpace couldn't understand. For example, we 
write some EAD and XML 
tags
 into our notes that are incorrectly formatted, like missing an ending > for 
instance: Hello, my name is Bob["Property 
is required but was missing"]} (borrowed from this 
post).

I would check the archival and digital object notes and any other free text 
fields for errors like these first. If you don't see anything wrong, could you 
give us more info? Specifically: Are there any other details besides 
"validation error" that ArchivesSpace is giving you? How are you adding the 
digital object (through staff interface or spreadsheet importer)? Could you 
send us the JSON for the archival and digital objects?

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Julia 
Tanenbaum
Sent: Tuesday, May 31, 2022 11:53 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Digital Object Module validation error

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Dear ArchivesSpace users,

I am attempting to add a digital object to a record for the same item as an 
instance. It already has a physical instance. When I try to add it I get a 
"validation error." Does anyone know what I am doing wrong?

Sincerely

Julia Tanenbaum
she/her
Project Processing Archivist
University of Wisconsin Madison University Archives
**My working day may not be your working day. Please do not feel obliged to 
reply to this email outside of your normal working hours.**
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Re: [Archivesspace_Users_Group] linking to related Resources / Archival Objects in ArchivesSpace

[Corey Schmidt]

.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 Namens Corey Schmidt
Verzonden: woensdag 25 mei 2022 14:57
Aan: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Onderwerp: Re: [Archivesspace_Users_Group] linking to related Resources / 
Archival Objects in ArchivesSpace

Hey Ron,

Glad to see you reaching out! I’m not sure if others have emailed you regarding 
this, so I’ll put in my 2 cents worth.

  *   From what I understand, there is no mechanism within ArchivesSpace that 
provides a structured “Agents/Related Accessions” type link from one resource 
to another, nor one archival object to another.
  *   Have you considered using the “Related Materials” note 
(<https://www.loc.gov/ead/tglib/elements/relatedmaterial.html>)?
 The advantage with this is the note is made specifically for related materials 
either within the repository or without and you don’t need a full URL, just the 
ArchivesSpace ID if you’re using the PUI, like so: Related Collection title. The 
problem with this is you have to enter the info by hand, which is error prone 
(we’ve scheduled a yearly “data audit” to help us catch errors like these).
  *   I don’t know of any institution that has developed a 
plugin<https://github.com/archivesspace/awesome-archivesspace>, nor is this on 
the roadmap I think. Nevertheless, you can submit a JIRA 
ticket<https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues/ANW-1334>
 for this feature (how to do that linked 
here<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/19202060/How+to+Request+a+New+Feature>)
 – explaining how you want it to work with as much detail as possible. The 
Development Priority Team will then determine if the ArchivesSpace development 
team or community can/should prioritize it in future releases. The more 
attention a ticket gets (comments, clarifications, etc.) the more likely it is 
to be implemented (great YouTube video here about the 
process<https://www.youtube.com/watch?v=jlquifRXwmA>).

I hope this is helpful, but if you’d like to talk more about it, feel free to 
email me: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>. To everyone on 
the listserv, please feel free to correct any of this info if it’s 
incorrect/misleading.

Sincerely,

Corey
Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist
300 S Hull St | Athens, GA 30605
corey.schm...@uga.edu<mailto:corey.schm...@uga.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 Ron Van den Branden
Sent: Wednesday, May 18, 2022 3:45 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] linking to related Resources / Archival 
Objects in ArchivesSpace

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi all,

This is my first message to this group; apologies if this has been addressed 
before (tried my best researching the list archive at 
https://www.mail-archive.com/archivesspace_users_group@lyralists.lyrasis.org/). 
At my institution, we’re preparing a migration of data from a previous archival 
description system to ArchivesSpace. The previous system allowed for structured 
links between archival descriptions within the system. For example, resource A 
could point to resource B within the same system by means of a system 
identifier, which the system would resolve to a full link in the PUI. This is 
functioning in a similar way as Agents Links or Related Accessions sections in 
ArchivesSpace; only with a different record type (resources / archival objects 
instead of agents, resp. accessions).

Please correct me if I’m wrong, but I don’t see an immediate equivalent 
mechanism in ArchivesSpace. This raises some questions:

  *   Am I overlooking the obvious, and does ArchivesSpace provide a structured 
mechanism to point from a Resource / Archival Object to another Resource / 
Archival Object?
  *   If not, I do see the External Documents section as a close fit, with the 
semantic drawback that these linked resources are not really external but 
rather internal. More substantially, though, External Documents only allows for 
a literal URL, which is less elegant, more error-prone, and less sustainable 
than the dynamically generated links provided via Agent Links or Related 
Accessions.
  *   If not, is this something that’s on a development roadmap, or have others 
implemented this as a plug-in?

Many thanks for your thoughts!

Best,

Ron

Ron Van den Branden | functioneel analist - applicatiebeheerder Letterenhuis
Stad Antwerpen | Talentontwikkeling en Vrijetijdsbeleving |  Musea en Erfgoed
Minderbroedersstraat 22, 2000 Antwerpen

Re: [Archivesspace_Users_Group] linking to related Resources / Archival Objects in ArchivesSpace

[Corey Schmidt]

Hey Ron,

Glad to see you reaching out! I’m not sure if others have emailed you regarding 
this, so I’ll put in my 2 cents worth.


· From what I understand, there is no mechanism within ArchivesSpace 
that provides a structured “Agents/Related Accessions” type link from one 
resource to another, nor one archival object to another.

· Have you considered using the “Related Materials” note 
(<https://www.loc.gov/ead/tglib/elements/relatedmaterial.html>)?
 The advantage with this is the note is made specifically for related materials 
either within the repository or without and you don’t need a full URL, just the 
ArchivesSpace ID if you’re using the PUI, like so: Related Collection title. The 
problem with this is you have to enter the info by hand, which is error prone 
(we’ve scheduled a yearly “data audit” to help us catch errors like these).

· I don’t know of any institution that has developed a 
plugin<https://github.com/archivesspace/awesome-archivesspace>, nor is this on 
the roadmap I think. Nevertheless, you can submit a JIRA 
ticket<https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues/ANW-1334>
 for this feature (how to do that linked 
here<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/19202060/How+to+Request+a+New+Feature>)
 – explaining how you want it to work with as much detail as possible. The 
Development Priority Team will then determine if the ArchivesSpace development 
team or community can/should prioritize it in future releases. The more 
attention a ticket gets (comments, clarifications, etc.) the more likely it is 
to be implemented (great YouTube video here about the 
process<https://www.youtube.com/watch?v=jlquifRXwmA>).

I hope this is helpful, but if you’d like to talk more about it, feel free to 
email me: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>. To everyone on 
the listserv, please feel free to correct any of this info if it’s 
incorrect/misleading.

Sincerely,

Corey
Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist
300 S Hull St | Athens, GA 30605
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Ron Van 
den Branden
Sent: Wednesday, May 18, 2022 3:45 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] linking to related Resources / Archival 
Objects in ArchivesSpace

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi all,

This is my first message to this group; apologies if this has been addressed 
before (tried my best researching the list archive at 
https://www.mail-archive.com/archivesspace_users_group@lyralists.lyrasis.org/). 
At my institution, we’re preparing a migration of data from a previous archival 
description system to ArchivesSpace. The previous system allowed for structured 
links between archival descriptions within the system. For example, resource A 
could point to resource B within the same system by means of a system 
identifier, which the system would resolve to a full link in the PUI. This is 
functioning in a similar way as Agents Links or Related Accessions sections in 
ArchivesSpace; only with a different record type (resources / archival objects 
instead of agents, resp. accessions).

Please correct me if I’m wrong, but I don’t see an immediate equivalent 
mechanism in ArchivesSpace. This raises some questions:

  *   Am I overlooking the obvious, and does ArchivesSpace provide a structured 
mechanism to point from a Resource / Archival Object to another Resource / 
Archival Object?
  *   If not, I do see the External Documents section as a close fit, with the 
semantic drawback that these linked resources are not really external but 
rather internal. More substantially, though, External Documents only allows for 
a literal URL, which is less elegant, more error-prone, and less sustainable 
than the dynamically generated links provided via Agent Links or Related 
Accessions.
  *   If not, is this something that’s on a development roadmap, or have others 
implemented this as a plug-in?

Many thanks for your thoughts!

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
gsm +32 0485 02 80 50 | tel. +32 3 222 93 30
letterenhuis.be<http://www.letterenhuis.be/> | 
instagram<https://www.instagram.com/letterenhuis/> | 
facebook<https://www.facebook.com/Letterenhuis>

Proclaimer
Vergissen is menselijk. Dus als deze e-mail, samen met eventuele bijlagen, niet 
voor u bestemd is, vragen we u vriendelijk om dat te melden aan de afzender. 
Deze e-mail en de bijlagen zijn namelijk officiële documenten van de stad 
Antwerpen. Ze kunnen vertrouwelijke of persoonlijke informatie bevatten. Als 
stad nemen we pri

Re: [Archivesspace_Users_Group] collection editing reports?

[Corey Schmidt]

Karen,

If you're running ArchivesSpace 3.2.0, you may be able to use the custom 
reports 
feature<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/2914877469/Creating+Managing+and+Running+Custom+Reports>
 to get this info from the archival objects 
table<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/2919464961/Choosing+a+Custom+Report+as+of+ArchivesSpace+v3.2#ChoosingaCustomReport(asofArchivesSpacev3.2)-CustomArchivalObjectsReport>,
 but someone else here might be able to confirm this as I haven't use it much 
myself. Attached links go to the Help Center.

If you're not on 3.2.0, you could get that info by querying the SQL database, 
searching specifically in the archival_object table looking at the fields: 
last_modified_by and system_mtime, sorting those by system_mtime to see the 
most recent changes.

The tricky bit is capturing ALL the archival objects (series, items, files, 
etc.) for that specific collection. Since you want to capture not just the 
top-level children (series), but all the items within those series recursively 
down, that means you have to build your query to look for archival objects 
whose parents and grandparents and up and up eventually link to that specific 
collection. In this case, you would be looking at the parent_id (the ASpace ID 
of the parent of the item you're looking at) and the root_record_id (the ID of 
the collection that ArchivesSpace assigned it, aka the end # of the URI 
repositories/2/resources/{root_record_id} fields.

I know I've come across this issue before, but I can't remember if I've built a 
query that can do this. Let me know if this is something you want to pursue and 
I can dig around to see if I have something.

Corey


Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist


corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Karen 
Urbec 
Sent: Monday, May 16, 2022 10:34 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] collection editing reports?

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hi Everyone,
I have a question about running edit reports in ArchivesSpace. What I mean is, 
when looking at a large collection (with many series and items), is there a 
report I can run to see which items were last edited, and when, and by whom?
thanks!
Karen


Karen Urbec (she/her)

Institution Archivist, MBLWHOI Library

Woods Hole Oceanographic Institution

MS#8, phone:508-289-2269

https://orcid.org/-0001-6673-4478



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[Archivesspace_Users_Group] find_by_id/resources API Documentation Help

[Corey Schmidt]

Dear all,

Hello, this is Corey from the University of Georgia. I hope everyone is well, 
staying healthy, and getting lots of sunshine!

Would anyone be able to help me write a couple of documentation examples for 
the find_by_id/resources API 
endpoint<https://archivesspace.github.io/archivesspace/api/?python#find-resources-by-their-identifiers>?
 Specifically, I need help with making a SHELL example and an example using an 
ARK to find a resource. I've already submitted a Python 
example<https://github.com/archivesspace/archivesspace/pull/2690/files#diff-a543b43e9ee4c4d1609d9e4d7b767d0748928330ca8a3f59517c0b23e792d18b>
 for this endpoint, but I don't have access to any ARK IDs to test and I cannot 
figure out how to parse the identifier parameter in SHELL.

Any help would be greatly appreciated! I'm available in the Archivists Working 
with Archival Data slack server if that is a better communication method.

Thanks,

Corey
Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist
300 S Hull St | Athens, GA 30605
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
[University of Georgia]

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Re: [Archivesspace_Users_Group] Bulk update File URIs for individual digital objects

[Corey Schmidt]

Hey Kris,

For this problem, you could either update the file URIs in bulk by directly 
editing the data in the database or use the API. If you have access to either, 
I would go with whichever you are more comfortable. Editing in the database 
would be the fastest, but I would test any updates in a copy database first 
(either a local copy or a dev/staging instance you have). If you want to give 
the API a try (also testing in a copy instance), I would approach it by first 
creating a CSV or Excel file that lists the 100+ digital objects you want to 
update (the Digital Object ArchivesSpace URI) and the new digital object file 
URI you want to replace the old one, like this:

/repositories/4/digital_objects/1   
https://www.mynewfileuri.com<https://www.mynewfileuri.com/>
/repositories/4/digital_objects/2   
https://www.mynewfileuri.com<https://www.mynewfileuri.com/>
/repositories/4/digital_objects/3   
https://www.mynewfileuri.com<https://www.mynewfileuri.com/>
/repositories/4/digital_objects/4   
https://www.mynewfileuri.com<https://www.mynewfileuri.com/>

Then, using python, I would go through each row and do a GET 
request<https://archivesspace.github.io/archivesspace/api/#get-a-digital-object>
 for every digital object using the first column, update the returned JSON with 
the new file URI in the second column, then do a 
POST<https://archivesspace.github.io/archivesspace/api/#update-a-digital-object>
 to ArchivesSpace with the updated JSON for the digital object. If you need 
more help or want to walk through writing such a script, feel free to email me 
as I'd be more than happy to help. There's also this great 
resource<https://support.atlas-sys.com/hc/en-us/articles/360052217114-The-ArchivesSpace-API-Playbook#h_01EG0SJEJV5N9VE2ZM160T0VAQ>
 written by Valerie Addonizio for working with the API where she lists when to 
use the database vs. when to use the API.

Hope this helps,

Corey


Corey Schmidt
Special Collections Libraries | ArchivesSpace Project Manager


corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kris 
Santos 
Sent: Monday, March 28, 2022 10:39 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Bulk update File URIs for individual 
digital objects

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hello all,

Is there a way to bulk update File URIs for digital objects? Our goal is just 
to update over 100 digital object's URI without having to do this item by item. 
While we have a solution for instances, we just want to know if there's a way 
to change the current URIs to the new ones in bulk.

If anyone in the community may have resources or insights to accomplish this 
process - whether it is 100 digital objects or 1000 digital objects - I 
appreciate your assistance and insights. Thank you for any help you can provide.

Best,
Kris
--
Kris Santos
Archivist
[https://docs.google.com/uc?export=download=1-4IeOMCXpWairkTfb-CQOoXOCblL8O6L=0B96s-lAKxHvMcE80d1h1SVd1QTQ3T0tHL3BOMTFFVmhSOTBVPQ]
(212) 423-5247
ksan...@dalton.org<mailto:ksan...@dalton.org> | 
archi...@dalton.org<mailto:archi...@dalton.org>
Dalton School Archives 
<https://www.dalton.org/programs/library/dalton-school-archives>
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Re: [Archivesspace_Users_Group] Generating a list of collections URLs

[Corey Schmidt]

Hi Daniel,

I can't speak with direct experience for the custom reports module of 3.2 (but 
I believe it should be able to get you that info), but for 3.1.1, you could 
absolutely run a python script against your ArchivesSpace API to get that. For 
example,


import csv
import re

from asnake.client import ASnakeClient

id_field_regex = re.compile(r"(^id_+\d)")
id_combined_regex = re.compile(r'[\W_]+', re.UNICODE)


def write_csv(mode, coll_title, coll_id, coll_url):
with open("res_urls.csv", mode=mode, newline='', encoding='utf-8') as 
res_urls:
file_write = csv.writer(res_urls, delimiter=",")
file_write.writerow([coll_title, coll_id, coll_url])
res_urls.close()


def grab_res_urls(client):
repos = client.get("repositories").json()
for repo in repos:
print(repo["name"] + "\n")
repo_id = repo["uri"].split("/")[2]
resources = client.get("repositories/{}/resources".format(repo_id), 
params={"all_ids": True}).json()
for resource_id in resources:
resource = 
client.get("repositories/{}/resources/{}".format(repo_id, resource_id))
if resource.status_code == 200:
combined_id = ""
for field, value in resource.json().items():
id_match = id_field_regex.match(field)
if id_match:
combined_id += value + "-"
combined_id = combined_id[:-1]
if resource.json()["publish"] is True:
write_csv("a", resource.json()["title"], combined_id, 
resource.json()["uri"])
else:
print("Error with getting 
repositories/{}/resources/{}".format(repo_id, resource_id))
print("-" * 100)


def run():
asp_client = ASnakeClient(baseurl=as_api, username=as_un, password=as_pw)
asp_client.authorize()
write_csv("w", "Collection_Title", "Collection_ID", "Collection_URL")
grab_res_urls(asp_client)


run()

Running the above would get you a CSV file with all published collections and 
their info, You would have to tweak the above code to add the 
"https://alaska.libraryhost.com; part to the URL's returned. Also, under def 
run():, replace as_api, as_un, and as_pw with your archivesspace API URL, 
username, and password.

Example output:
Florene Young papersUA04-025/repositories/5/resources/4714


I'm more than happy to walk you through the steps of running and/or tweaking 
the above if you would like, so feel free to email me (corey.schm...@uga.edu).

Hope this helps,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Cornwall, Daniel D (EED) 
Sent: Tuesday, March 22, 2022 4:44 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Generating a list of collections URLs

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Hi All,



My institution has cataloged our finding aids into our regular library catalog. 
With our recent-ish migration to ArchivesSpace, there is interest to ensure 
that all of our catalog finding aid records actually have ArchivesSpace URLs.



I know there is a resource list report in AS, but it doesn’t provide the URL. 
Ideally, I’d like a report that lists:



Collection Name

Collection Identifier

Collection URL



For example,



George L. Harrington Photograph Collection, ca. 1909-1917

Identifier: PCA 6

https://alaska.libraryhost.com/repositories/2/resources/458



We’re currently on v. 3.1.1 – Could such a report be run on this version, and 
if not, could something like this be run in the custom reports module in 3.2? 
I’m not sure we’d immediately upgrade if we couldn’t get such a report anyway.



Thanks for any thoughts, insight or experience. - Daniel









[cid:image001.png@01D83DEA.286A0CF0]



Daniel Cornwall

Pronouns: he/him/his

Continuing Resources Libarian

Information Services Staff, Alaska State Library



Andrew P. Kashevaroff Building

Phone: 907.465.2988

Mail: PO Box 110571, Juneau, AK 99811

Visit: 395 Whittier St., Juneau, AK 99801



email | web |  
sign up for event 
notifications






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Re: [Archivesspace_Users_Group] User Defined Fields use cases

[Corey Schmidt]

Hey Bri,

We use User Defined Fields for our resource records to keep track of 
acquisition data from legacy catalog systems and practices. For instance:

integer_1: GALIN Accession Number - old old catalog
integer_2: GIL Accession Number - current catalog, but old practice
text_1: Arrival Status/Gift Information
text_4: Donor Information
date_1: Date Received

Corey

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

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
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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Re: [Archivesspace_Users_Group] Agent Dates of Existence Lost to Update 2.8.1 to 3.1.1

[Corey Schmidt]

All,

Just as a follow-up, we were unable to figure out the exact cause of the 
missing dates of existence, but we believe it was an indexing error. Since the 
timing for the update prohibited us from running a re-index, we weren't able to 
confirm this. However, since many of the issues we've had in the past were 
solved with a re-index and no one else reported losing their data on this kind 
of jump, we feel reasonably confident in our assumption.

I apologize for causing a stir. It's a good reminder that running a re-index 
should be a part of our error checking process and we will update our upgrade 
and testing procedures to account for this in future upgrades.

Sincerely,

Corey

From: Corey Schmidt
Sent: Wednesday, February 16, 2022 12:09 PM
To: Archivesspace Users Group 
Subject: Agent Dates of Existence Lost to Update 2.8.1 to 3.1.1

Dear all,

Hello, this is Corey from the University of Georgia. We are testing an update 
to ArchivesSpace, going from version 2.8.1 to 3.1.1. During testing, we 
discovered that over 660 agent records lost their dates of existence 
information. Not all agents lost their dates of existence, however, with the 
vast majority migrating properly into 3.1.1. We are unsure why these agents in 
particular lost this info, but we know that the 3.0.0 release came out with two 
patches because of issues related to the dates of existence field (listserv 
email<http://lyralists.lyrasis.org/mailman/htdig/archivesspace_users_group/2021-June/008561.html>,
 JIRA 
ticket<https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues/ANW-1334>).
 Agents with range and single types are both affected.

Has anyone encountered this issue before? What might be the cause? For 
reference, I'm adding the JSON of an agent that lost their date of expression 
during the migration, as well as screenshots of what our agent records look 
like on 2.8.1 and 3.1.1:

  "dates_of_existence": [
{
  "lock_version": 0,
  "begin": "1905",
  "end": "1983",
  "created_by": "cschmidt",
  "last_modified_by": "cschmidt",
  "create_time": "2021-02-23T14:45:47Z",
  "system_mtime": "2021-02-23T14:45:47Z",
  "user_mtime": "2021-02-23T14:45:47Z",
  "date_type": "range",
  "label": "existence",
  "jsonmodel_type": "date"
}
  ],
Any help or info would be appreciated. Thanks.

Sincerely,

Corey
Corey Schmidt
Special Collections Libraries | ArchivesSpace Project Manager
Athens, GA 30605
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
[University of Georgia]

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Re: [Archivesspace_Users_Group] Digital objects import with incorrect Published value

[Corey Schmidt]

Wendy,

Not sure if it will be in 3.2.0. One of the ASpace team members might be able 
to say.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Wendy 
Scheir
Sent: Tuesday, January 11, 2022 12:29 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital objects import with incorrect 
Published value

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Thanks, Corey--glad to hear this! Will this be included in the upcoming 3.2.0 
release?

On Tue, Jan 11, 2022 at 12:14 PM Corey Schmidt 
mailto:corey.schm...@uga.edu>> wrote:
Hey Wendy,

I believe there is a JIRA ticket about adding the File Version publish column 
to the spreadsheet importer: 
https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues/ANW-1158

It looks like it’s being worked on by the team and has gone through testing. I 
posted the ticket awhile back because we found this to be a frustrating 
experience for us as well, except not with the PUI but with EAD.xml exports. It 
doesn’t solve Julie’s original issue of logical vs. text based TRUE/FALSE 
inputs, but if there isn’t a JIRA ticket for that already, we can put one in.

Corey

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 Wendy Scheir
Sent: Tuesday, January 11, 2022 11:49 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Digital objects import with incorrect 
Published value

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hi,



I wanted to clarify and expand upon the email I sent yesterday regarding our 
current (proposed) use of Digital Objects in ArchivesSpace and the related 
issues that we've encountered when importing DOs using the importer. My thought 
is that perhaps there are others out there who are working on a similar or 
related workflow issue who may have some suggestions for us.



When we have a digital object publicly available on our external digital 
collections site and we wish to provide a link to that object from the 
component (archival object) level in the ASpace PUI:


We leave Publish? unchecked (that is Publish? = FALSE) in the Basic Information 
section, but we do click Publish? in the File Version section:

[https://lh6.googleusercontent.com/UQmRV-pqw1TD_rwZqoC1cD0A4Z3yGahtsHjYwfSzmP-RmI07PE_gGkXkmcAbEGN-WKDQ0N-Nn3kJCvp8WaoTHEl93Jldebskgk80DSSC4VhW4QHxoVOxE46oeG6vbnJe0QohOtoq]


[https://lh4.googleusercontent.com/GaF1UYDhvl1QcGVmWUAKKoxx7cG0EM8zfWEup2AJk3bJw45jIJDrwqKIeKU5Zvi7-TH-z-pEvm0tF0ngPo44N30Mcwzyvu1gypC6W1NqIQABD7glLiEoYrX1VReBjZCxNbuXPHox]


In the PUI, the above looks like this:

[https://lh4.googleusercontent.com/D2cP_mxbtWK-pEhmRK1ACYGtRbRjCz59DQ4S9N1bom7bT2HOTfZQxNdRFuzwKvQkk1LPi2z6ObT6UqebFnVnXxQfYk8WpHKkY4rd2N84gvC-iGVsOXwukx0WBo7P7FH_oy9XpF7_]


Here, what we wanted was the link out to the digital object on the external 
site. The reason we do not click Publish? in the Basic Information section is 
because we believe users find it confusing when there are two disconnected 
references to digital objects within the component record.



This is what the PUI looks like if both Publish? fields are clicked (both are 
TRUE):
[image.png]



Clicking FALSE under Basic Information suppresses the link to the Digital 
Object record in ASpace.


However, the import spreadsheet has a single field for Publish and the File 
Version field inherits the imported selection for the Basic Info field, and 
does not provide the option to mark the Basic Information field FALSE and the 
File Version field TRUE:


[https://lh5.googleusercontent.com/DLgtSIP3kKvG3X5wZYq8B28rC-J8QldZPCn2ZjckfsQ5DLR3WlddkQMKjfpPXyplxYzPNfTDQ0Mzo-8MX2AlQ8mNq89RMXtzKCvLHS14SQM0kgyzuaKbE_g3TUeHjuF6RUWtcci7]


This means that we don't have the option to import a batch of digital objects 
in the same way that we want them to display, which results in having to 
manually edit DOs after import.



Feel free to email me independently with any questions or if you'd like to 
continue this conversation offline.



All best,

Wendy




WENDY SCHEIR

director
THE NEW SCHOOL ARCHIVES & SPECIAL COLLECTIONS

66 FIFTH AVENUE, NEW YORK, NY 10011

sche...@newschool.edu<https://www.newschool.edu/email-signature-generator/robin...@newschool.edu>

T 212-229-5942

Explore the Archives<http://archives.newschool.edu> | Digital Collections from 
the Archives<http://digitalarchives.library.newschool.edu/> | New School 
Histories<http://newschoolhistories.org/> | 
@tnsarchives<https://twitter.com/tnsarchives>

[THE NEW SCHOOL]


On Mon, Jan 10, 2022 at 7:15 PM Wendy Scheir 
mailto:sche...@newschool.edu>> wrote:
I think a related or adjacent issue to this is that there are 2 separate 
Publish? fields for each Digital Object r

Re: [Archivesspace_Users_Group] Digital objects import with incorrect Published value

[Corey Schmidt]

Hey Wendy,

I believe there is a JIRA ticket about adding the File Version publish column 
to the spreadsheet importer: 
https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues/ANW-1158

It looks like it’s being worked on by the team and has gone through testing. I 
posted the ticket awhile back because we found this to be a frustrating 
experience for us as well, except not with the PUI but with EAD.xml exports. It 
doesn’t solve Julie’s original issue of logical vs. text based TRUE/FALSE 
inputs, but if there isn’t a JIRA ticket for that already, we can put one in.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Wendy 
Scheir
Sent: Tuesday, January 11, 2022 11:49 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital objects import with incorrect 
Published value

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hi,



I wanted to clarify and expand upon the email I sent yesterday regarding our 
current (proposed) use of Digital Objects in ArchivesSpace and the related 
issues that we've encountered when importing DOs using the importer. My thought 
is that perhaps there are others out there who are working on a similar or 
related workflow issue who may have some suggestions for us.



When we have a digital object publicly available on our external digital 
collections site and we wish to provide a link to that object from the 
component (archival object) level in the ASpace PUI:


We leave Publish? unchecked (that is Publish? = FALSE) in the Basic Information 
section, but we do click Publish? in the File Version section:

[https://lh6.googleusercontent.com/UQmRV-pqw1TD_rwZqoC1cD0A4Z3yGahtsHjYwfSzmP-RmI07PE_gGkXkmcAbEGN-WKDQ0N-Nn3kJCvp8WaoTHEl93Jldebskgk80DSSC4VhW4QHxoVOxE46oeG6vbnJe0QohOtoq]


[https://lh4.googleusercontent.com/GaF1UYDhvl1QcGVmWUAKKoxx7cG0EM8zfWEup2AJk3bJw45jIJDrwqKIeKU5Zvi7-TH-z-pEvm0tF0ngPo44N30Mcwzyvu1gypC6W1NqIQABD7glLiEoYrX1VReBjZCxNbuXPHox]


In the PUI, the above looks like this:

[https://lh4.googleusercontent.com/D2cP_mxbtWK-pEhmRK1ACYGtRbRjCz59DQ4S9N1bom7bT2HOTfZQxNdRFuzwKvQkk1LPi2z6ObT6UqebFnVnXxQfYk8WpHKkY4rd2N84gvC-iGVsOXwukx0WBo7P7FH_oy9XpF7_]


Here, what we wanted was the link out to the digital object on the external 
site. The reason we do not click Publish? in the Basic Information section is 
because we believe users find it confusing when there are two disconnected 
references to digital objects within the component record.



This is what the PUI looks like if both Publish? fields are clicked (both are 
TRUE):
[image.png]



Clicking FALSE under Basic Information suppresses the link to the Digital 
Object record in ASpace.


However, the import spreadsheet has a single field for Publish and the File 
Version field inherits the imported selection for the Basic Info field, and 
does not provide the option to mark the Basic Information field FALSE and the 
File Version field TRUE:


[https://lh5.googleusercontent.com/DLgtSIP3kKvG3X5wZYq8B28rC-J8QldZPCn2ZjckfsQ5DLR3WlddkQMKjfpPXyplxYzPNfTDQ0Mzo-8MX2AlQ8mNq89RMXtzKCvLHS14SQM0kgyzuaKbE_g3TUeHjuF6RUWtcci7]


This means that we don't have the option to import a batch of digital objects 
in the same way that we want them to display, which results in having to 
manually edit DOs after import.



Feel free to email me independently with any questions or if you'd like to 
continue this conversation offline.



All best,

Wendy




WENDY SCHEIR

director
THE NEW SCHOOL ARCHIVES & SPECIAL COLLECTIONS

66 FIFTH AVENUE, NEW YORK, NY 10011

sche...@newschool.edu

T 212-229-5942

Explore the Archives | Digital Collections from 
the Archives | New School 
Histories | 
@tnsarchives

[THE NEW SCHOOL]


On Mon, Jan 10, 2022 at 7:15 PM Wendy Scheir 
mailto:sche...@newschool.edu>> wrote:
I think a related or adjacent issue to this is that there are 2 separate 
Publish? fields for each Digital Object record, but the import spreadsheet has 
the option to select TRUE/FALSE for only 1 of them.

The way we're using DOs, sometimes (often, actually) we want one=TRUE and the 
other=FALSE within a single record.

Wendy

The New Archives and Special Collections

On Mon, Jan 10, 2022, 5:11 PM Wetherill, Julie M. 
mailto:julie_wether...@harvard.edu>> wrote:
Hi everyone,

In August 2021, a list 
message
 from Benn Joseph at Northwestern UL described their trouble getting incorrect 
Publish values when importing digital objects via spreadsheet. Harvard migrated 
to v3.0.2 in Fall 2021 and we also have this problem. It seems like the ASpace 
code that interprets the incoming spreadsheet data is being extra picky about 
the Type value of 

Re: [Archivesspace_Users_Group] Adding hyperlinks to other Resource records within Related Materials note

[Corey Schmidt]

Hi Ashley,

The closest documentation I can find that relates to adding hyperlinks to a 
resource note is the Using EAD Tagging, XML, Special Characters and Punctuation 
in Text 
Fields<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/890208354>
 page in the Help Center, but it doesn't call out your use case specifically.

We here at UGA use the  tag to link to other collections within our 
repository. However, we don't use the PUI, so I'm not sure how or if the PUI 
generates hyperlinks using the archref tag. Someone else here may be able to 
help with that, but my suspicion is the EAD3 schema examples for that tag might 
provide a clue on how to do it: 
https://www.loc.gov/ead/EAD3taglib/EAD3.html#elem-archref, specifically this 
one:



Mary Smith 
Papers




Jeremiah Smith 
Correspondence





Or if you're using EAD2002 schema, use this as a reference: 
https://www.loc.gov/ead/tglib/elements/archref.html. Anywhere the href 
attribute can be included may get you the hyperlink you're looking for. I was 
thinking if the PUI can add hyperlinks using local references, like using the 
id attribute to generate a hyperlink based on matching collection ids, that 
would be awesome and mean you wouldn't have to use the href attribute to post 
an actual link. BUT, I'm not sure how it works so that is probably a red 
herring.

Others on this listserv may be more able to help than I can.

Sincerely,

Corey


Corey Schmidt
Special Collections Libraries | ArchivesSpace Project Manager


corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>


[University of Georgia]

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Ashley 
Gray 
Sent: Wednesday, December 8, 2021 12:41 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Adding hyperlinks to other Resource 
records within Related Materials note

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hi, all,

Could anyone point me to documentation for adding hyperlinks to a Resource 
note? I'm trying to link to other collections in our archivesspace instance in 
the Related Materials note, but I'm clearly using the wrong tags or 
mis-wrapping the elements, as I can't get anything to display. I haven't been 
able to find any examples or detailed instructions in the Help Center. Would 
appreciate any tips!

Thanks,
Ashley

Ashley Gray
Processing Archivist
Berklee Archives
Berklee College of Music
Boston Conservatory at Berklee
Tel: 617-747-6774
agr...@berklee.edu<mailto:agr...@berklee.edu>


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Re: [Archivesspace_Users_Group] Batch OAI marcxml export issue

[Corey Schmidt]

Hey Erhan,

I know you said you are using the OAI-PMH exports, but I made a little tool for 
batch exporting EAD.xml files as well as MARCXML, PDFs, and Container labels: 
https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload

It doesn't use OAI-PMH (see Valerie's comments), but something to consider if 
you want the files directly and in batches. Just throwing it out there.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Erhan 
Tuskan 
Sent: Tuesday, November 9, 2021 8:37 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Batch OAI marcxml export issue

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Dear All,

At International Institute of Social History (Amsterdam) we have successfully 
imported our 5000+ EAD records.



For our search environment (VuFind) we need batch export in MARCXML and EAD 
formats.

At the moment when we use the OAI2 ListRecords verb for the metadata prefix 
'oai_marc' we receive different types of objects in the result set:

https://as-oai-acc.collections.iisg.org/?verb=ListRecords=oai_marc

will return a 'oai:archivesspace//repositories/2/archival_objects/1'



But we only want resources (collection level) in the OAI2 export. This is the 
case for metadataPrefix 'oai_ead'. E.g.:

https://as-oai-acc.collections.iisg.org/?verb=ListRecords=oai_ead

will return a  'oai:archivesspace//repositories/2/resources/1'



Can we set this with configuration? We use v3.1.0



Thank you in advance for any help or feedback,



Erhan Tuskan

IISH


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[Archivesspace_Users_Group] Check for Broken URLs Report Plugin

[Corey Schmidt]

Dear all,

Hello, this is Corey, ArchivesSpace PM at the University of Georgia. I hope 
everyone is well, healthy, and staying cool!

I'm excited to say we at UGA created our first custom plugin report for 
ArchivesSpace and wanted to share it with the community. The report looks for 
and returns broken URLs that may exist in note fields across all repositories 
in an ArchivesSpace instance. Those notes come from resources, archival 
objects, digital objects, digital object components, digital object file 
versions (URLs), subject scope and contents, agent person, corporate entity, 
family, and software. We've used it to find your standard 404 errors, but also 
other fun ones like 403s and malformed links.

You can find the code for the plugin here, just download the check_urls folder: 
https://github.com/uga-libraries/uga-archivesspace-reports. Info on how to 
install an ArchivesSpace plugin can be found here: 
https://archivesspace.github.io/tech-docs/customization/plugins.html.

The plugin isn't perfect, as it requires you to export it in CSV format, so if 
you install it and test it, please set the report as a CSV. Additionally, 
because it's doing many lookups, expect the report to run for a long time. We 
have over 5000 resources between five repositories and it takes us just under 
an hour to complete. Lastly, there is no way currently to limit the repository 
or notes being checked. Filtering results is best done in Excel by clicking on 
the third header row and using the Data > Filter feature. If anyone has any 
advice on how to do that in ASpace, I would greatly appreciate the feedback.

A special thanks to Dallas Pillen, who helped us solve the last puzzle of 
exporting the data in a usable fashion, and Alicia Detelich for her awesome 
tutorial on how to make a custom reports plugin 
(https://www.youtube.com/watch?v=ruRWpOGaj1A) and general advice. For anyone 
else I missed, thank you for your advice and patience.

Please reach out if you have any questions or feedback on the plugin and if you 
find it useful.

Thanks,

Corey

Corey Schmidt

University of Georgia Special Collections Libraries | ArchivesSpace Project 
Manager
706-542-8151 | 
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>

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Re: [Archivesspace_Users_Group] Migrating from Archives Toolkit

[Corey Schmidt]

Nigel,

We went from AT to ASpace last year, so I can speak a little bit to your 
situation. You might want to try creating a new repository for your University 
Archives in ArchivesSpace, exporting all the resources from AT in EAD, and 
using ArchivesSpace's EAD import tool to import all the resources into that 
repository. I would suggest trying this on a staging or dev instance of 
ArchivesSpace first, so you can play around with the imports before making 
changes in production.

Some things to note, batch importing EADs into ArchivesSpace is tricky because 
you can queue up a lot of imports but if any one of those EADs fails, the whole 
background job for importing will fail. The way to get "around" this is to 
import one EAD at a time and catch any jobs that fail. If you want to automate 
this, using python + the ArchivesSpace API would be perfect for creating a 
bunch of background jobs for individual EAD imports. I've thought about making 
a script like that, but it's tricky and can hit the ArchivesSpace server hard 
if not coded properly.

Another thing to note is other data in AT won't be transferred using EAD 
imports. Info like controlled vocabulary lists, users, locations, subjects, 
names, and assessments won't be included. You can import Accessions, Digital 
Objects, Locations, and Assessments into ArchivesSpace similarly to resources, 
but using CSVs, not EADs. Importing subjects and agents (names) into 
ArchivesSpace would have to be in MARCXML. How you get those out of AT I'm not 
sure off the top of my head.

If you were not trying to import the data into an existing ArchivesSpace 
instance, I would recommend the AT --> AS Migrator 
Tool<https://github.com/archivesspace/at-migration/releases>, which copies all 
the data from AT into an empty ArchivesSpace instance.

If you want to talk about it more, feel free to reach out to me and I can try 
to help in whatever way I can.

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager | University of Georgia Libraries
Email: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
Phone: +1-706-542-8151
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Nigel 
Bond
Sent: Wednesday, July 7, 2021 6:05 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Migrating from Archives Toolkit

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi everyone,
Looking for some assistance if possible.

What is the best way to migrate/import legacy data from Archivist's Toolkit 
into an existing and active ArchivesSpace production environment.  Our 
University Archivist has been using Archivist's toolkit and would like to 
upgrade to ArchivesSpace but as the University Special Collections is already 
using ArchivesSpace we would like to create a repository  within the existing 
production environment for the University Archives rather than  separate 
production environment.

Any suggestions very welcome.

Nga mihi nui..


Dr. Nigel Bond, Team Leader, Cultural Collections (Special Collections)

Cultural Collections | Te Tumu Herenga - Libraries and Learning Services | The 
University of Auckland
5 Alfred Street, Auckland 1010
Private Bag 92019 | Auckland 1142 | New Zealand | Telephone (649) 9237168
Blog: http://www.news.library.auckland.ac.nz/tag/special-collections/

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Re: [Archivesspace_Users_Group] Finding Aid Discovery Platform Survey

[Corey Schmidt]

Dear all,

This is a reminder asking anyone who hasn't completed the Finding Aid Discovery 
Platform Survey<https://forms.gle/43YHYVgMWYAdSGA68> who would like to 
participate to please do so by this Friday, June 18. If you have already 
responded, thank you for your participation.

The survey takes around 10 to 15 minutes to complete and all information will 
remain confidential. The data may be shared with the larger community after the 
survey is completed.

If you have any questions about the survey, please contact the ArchivesSpace 
Project Manager at the University of Georgia Special Collections Libraries, 
Corey Schmidt (corey.schm...@uga.edu). Again, thank you for your participation!

Here is the link to the survey: https://forms.gle/azChKrtqJ1qG81tMA

Sincerely,

Corey


Corey Schmidt
Special Collections Libraries | ArchivesSpace Project Manager

706-542-8151 | 
corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>

[University of Georgia]

____
From: Corey Schmidt
Sent: Wednesday, June 2, 2021 3:00 PM
To: Archivesspace Users Group 
Subject: Finding Aid Discovery Platform Survey

Dear all,

We here at the University of Georgia are interested in how users of 
ArchivesSpace are making their finding aids available online. This short, 
10-to-15-minute survey<https://forms.gle/azChKrtqJ1qG81tMA> asks about what 
discovery platform your organization/institution uses and how you have fit it 
to your needs. A discovery platform is defined as a web application designed 
specifically for sharing finding aids online to allow users to search and 
browse them. Some examples of discovery platforms include the ArchivesSpace PUI 
(Public User Interface), ArcLight, and XTF (eXtensible Text Framework).

The data will be aggregated and confidential and we will not be collecting 
emails. We may share the results with the community, but if you feel 
uncomfortable answering a question, you are free to skip it. Please try to 
complete the survey by June 18.

If you have any questions about the survey, please contact the ArchivesSpace 
Project Manager at the University of Georgia Special Collections Libraries, 
Corey Schmidt (corey.schm...@uga.edu). Thank you for your participation!

Here is the link to the survey: https://forms.gle/azChKrtqJ1qG81tMA

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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[Archivesspace_Users_Group] Finding Aid Discovery Platform Survey

[Corey Schmidt]

Dear all,

We here at the University of Georgia are interested in how users of 
ArchivesSpace are making their finding aids available online. This short, 
10-to-15-minute survey<https://forms.gle/azChKrtqJ1qG81tMA> asks about what 
discovery platform your organization/institution uses and how you have fit it 
to your needs. A discovery platform is defined as a web application designed 
specifically for sharing finding aids online to allow users to search and 
browse them. Some examples of discovery platforms include the ArchivesSpace PUI 
(Public User Interface), ArcLight, and XTF (eXtensible Text Framework).

The data will be aggregated and confidential and we will not be collecting 
emails. We may share the results with the community, but if you feel 
uncomfortable answering a question, you are free to skip it. Please try to 
complete the survey by June 18.

If you have any questions about the survey, please contact the ArchivesSpace 
Project Manager at the University of Georgia Special Collections Libraries, 
Corey Schmidt (corey.schm...@uga.edu). Thank you for your participation!

Here is the link to the survey: https://forms.gle/azChKrtqJ1qG81tMA

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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[Archivesspace_Users_Group] Generating a Custom File with a Report Plugin

[Corey Schmidt]

Hello all,

I have a question about making a custom report plugin for ArchivesSpace. Is it 
possible to create a custom CSV output file for a report?

I am grabbing our digital object file versions (aka urls) and checking their 
responses for errors. I'd then like to log those errors in a CSV file that a 
user can download once the report is finished. Here's a link to my script so 
far: 
https://github.com/uga-libraries/uga-archivesspace-reports/blob/master/check_urls/backend/model/check_urls.rb.

For other custom reports, they take what is returned from an SQL query and can 
generate a JSON, HTML, CSV, and PDF file, depending on what a user selects from 
a drop-down list. Since I am creating a custom CSV file myself with this 
script, I want that to be the only output file. I think I have to change the 
reports.rb /reports/:code endpoint somehow, but I'm not sure because that would 
mess with all other reports and how they work.

Any help/advice would be greatly appreciated.

Thanks,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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Re: [Archivesspace_Users_Group] Publishing, Suppressing, or Unpublishing?

[Corey Schmidt]

Bridger,

I had to unpublish a host of records before. You can use the update a resource 
API endpoint 
(https://archivesspace.github.io/archivesspace/api/#update-a-resource) to do 
that. Just grab the resource first 
(https://archivesspace.github.io/archivesspace/api/#get-a-resource), then in 
the returned json, set publish = False. Then use that update a resource 
endpoint to push that change to ASpace. That should trigger Solr to update that 
in the index to not show up in the PUI.

I wrote a 
script<https://github.com/uga-libraries/aspace_scripts/blob/master/unpublish_records.py>
 that unpublishes a resource and all its archival objects if the identifier 
contains "[CLOSED]". It's not as elegant as some other scripts you'll see out 
there, but it may be helpful.

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Dyson-Smith, Bridger 
Sent: Thursday, May 27, 2021 1:05 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Publishing, Suppressing, or Unpublishing?

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Hi all -

I have a set of resources that need to be removed from the PUI - they
were published in error. Initially I had thought that setting their
`published` status in the database from `1` to `0` (and updating the
`system_mtime` would be sufficient for a reindex (where these resources
would be removed from Solr and not reindexed).

Is there a programmatic way to handle this, or something through the
API? I have an idea, but it feels hacky and wrong, and the alternative
seems to be something along the lines of:
1. visit each resource in the staff UI
2. select 'Publish?' at the Basic Information level
3. save
4. deselect 'Publish?'
5. save

Thanks in advance for your thoughts!
Best,
Bridger
--
Bridger Dyson-Smith
University of Tennessee Libraries

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Re: [Archivesspace_Users_Group] Change order of items on PUI navigation bar using local plug-in override?

[Corey Schmidt]

Awesome! Thank you for the info! I'll forward it to my colleague.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Steele, 
Henry 
Sent: Friday, March 12, 2021 2:38 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Change order of items on PUI 
navigation bar using local plug-in override?

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


I saw this message earlier and meant to reply.   The way we have reordered 
various links, and elements of the content, is through a JS file, which I used 
jquery for.



Here’s how I moved the search bar e.g.



$("Search:").insertAfter($(".navbar-nav 
li:nth-child(2)"));









What you would do is put a .js file in /plugins/local/public/assets, with the 
appropriate jquery to reorder elements.



And then place a file in /plugins/local/public/views called 
layout_head.html.erb with the following line

<%= javascript_include_tag "#{@base_url}/assets/.js" %>



Incidentally, I also used the same method for our local css



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Corey 
Schmidt
Sent: Friday, March 12, 2021 2:28 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Change order of items on PUI navigation 
bar using local plug-in override?



Good afternoon all,

I'm forwarding this message that a colleague of mine sent to the Google Group, 
hoping to catch more bites here. Any advice/info would be appreciated. Thanks!



We're using ArchivesSpace 2.7.1 and have been using the local plugin overrides 
to customize. I've been successful in suppressing items through the config file 
and relabeling using the localizations, but I can't figure out how to change 
the order that the links in the nav bar appear in. Anybody know how to do this? 
I can't seem to find the relevant file. Currently we've got a local copy of 
plugins\local\public\views\shared\_navigation.html.erb that we are working 
with, and I see where it looks like it's constructing the nav bar and links, 
but I'm not sure what the underlying file is that I need to target to change it.

My colleague suspects that control of the order of the links in the nav bar 
exists outside of the local plugins architecture because it's under the config 
folder filepath (/public/config/initializers/public_new_defaults.rb?), which 
the documentation on the local plugin says isn't one that LP includes.

Thanks,

Corey



Corey Schmidt

ArchivesSpace Project Manager

University of Georgia Special Collections Libraries

Email: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>


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[Archivesspace_Users_Group] Change order of items on PUI navigation bar using local plug-in override?

[Corey Schmidt]

Good afternoon all,

I'm forwarding this message that a colleague of mine sent to the Google Group, 
hoping to catch more bites here. Any advice/info would be appreciated. Thanks!

We're using ArchivesSpace 2.7.1 and have been using the local plugin overrides 
to customize. I've been successful in suppressing items through the config file 
and relabeling using the localizations, but I can't figure out how to change 
the order that the links in the nav bar appear in. Anybody know how to do this? 
I can't seem to find the relevant file. Currently we've got a local copy of 
plugins\local\public\views\shared\_navigation.html.erb that we are working 
with, and I see where it looks like it's constructing the nav bar and links, 
but I'm not sure what the underlying file is that I need to target to change it.

My colleague suspects that control of the order of the links in the nav bar 
exists outside of the local plugins architecture because it's under the config 
folder filepath (/public/config/initializers/public_new_defaults.rb?), which 
the documentation on the local plugin says isn't one that LP includes.

Thanks,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu

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Re: [Archivesspace_Users_Group] Move from 2.5.2 to 2.8.1

[Corey Schmidt]

Robin,

We went straight from 2.6 to 2.8, installed and ran the plugins on 2.8 with no 
problem. I didn't see any reason to stop on any in-between versions. I would 
confirm with other people on this listserv, just to confirm or correct my 
assessment.

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Wendler, 
Robin 
Sent: Tuesday, February 16, 2021 11:07 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Move from 2.5.2 to 2.8.1

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Hello,

   We are planning to update soon from 2.5.2 to 2.8.1.  Can the language 
remediation plugins for moving to 2.7 be applied in 2.8 or must we go through 
2.7?  Is there anything else that makes it necessary to make a stop in 2.7. 
before moving to 2.8?



Thank you for your thoughts,

Robin



Robin Wendler

Library Technology Services

Harvard University

90 Mt. Auburn St.

Cambridge, MA 02138

617-998-5457

r_wend...@harvard.edu


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Re: [Archivesspace_Users_Group] Checking for Broken URLs in Resources

[Corey Schmidt]

Kevin,

I'd be very interested to get your code, especially with 301 and 302 redirects. 
My initial runs have resulted in redirects stalling the status code response, 
preventing my program from moving forward. Getting the status code of the link 
being redirected to would be a big help.

I should also mention that any solution I make needs to be replicable to other 
faculty/staff in our library - so access to the database may not be consistent 
in the future. I'm thinking of a scenario where 5 years from now, some people 
may want to run this report again but I may not be working for the library 
anymore. If that's the case, working to export from ArchivesSpace might be the 
better long-term, no-fusses solution.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kevin W. 
Schlottmann 
Sent: Wednesday, February 10, 2021 10:27 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Checking for Broken URLs in Resources

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hi Corey,

Earlier this year we did something similar. We started by extracting all 
xlink:href from the EAD corpus using xslt. (EAD is our go-to data source since 
we always have a constantly updated set, as we use them to automatically 
publish our finding aids.) We did not do an additional regex search for 
non-encoded URLs, but that's not a bad idea.  The result was over 15,000 links. 
 Each was recorded with bibid, container id (if any), and link text and title 
(if any). To check them, my colleague ran them through a Python script to get 
the response code, and if the response was 301/302, retrieve the redirect 
location and secondary response. This produced some interesting results, and 
resulted in a fair amount of remediation work to do.

If this sounds on point, I can try to find and share the code we used.

Kevin

On Wed, Feb 10, 2021 at 9:34 AM Corey Schmidt 
mailto:corey.schm...@uga.edu>> wrote:
Nancy,

I have access to our staging database, but not production. I'm not sure our 
sysadmins will allow me to play around in the prod database, unless they can 
assign me read only maybe? Pulling the file_uri values for file_version would 
be much more efficient. However, I'm not just looking to check digital object 
links, but also any links found within collection and archival object level 
notes, either copied straight into the text of the notes or linked using the 
 tag. I could probably query the database for that info too.

Corey

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 Kennedy, Nancy mailto:kenne...@si.edu>>
Sent: Wednesday, February 10, 2021 9:18 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Checking for Broken URLs in Resources

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Hi Corey –

Do you have access to query the database, as a starting point, instead of EAD?  
We were able to pull the file_uri values from the file_version table in the 
database.  Our sysadmin then checked the response codes for that list of URI, 
and we referred issues out to staff working on those collections.  Some 
corrections can be made directly by staff, or for long lists, you could include 
the digital_object id and post updates that way.



Nancy





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 Corey Schmidt
Sent: Wednesday, February 10, 2021 8:45 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Checking for Broken URLs in Resources



External Email - Exercise Caution

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace PM at the University of Georgia. I 
hope everyone is doing well and staying safe and healthy.

Would anyone know of any script, plugin, or tool to check for invalid URLs 
within resources? We are investigating how to grab URLs from exported EAD.xml 
files and check them to determine if they throw back any sort of error (404s 
mostly, but also any others). My thinking is to build a small app that will 
export EAD.xml files from ArchivesSpace, then sift through the raw xml using 
python's lxml package to catch any URLs using regex. After capturing the URL, 
it would then use the requests library to check the status code of the URL and 
if it returns an error, log that error in a .CSV output file to act as a 
"report" of all the broken links within that resource.

The problems with this method are: 1. Exporting 1000s of resources takes a lot 
of time and some proces

Re: [Archivesspace_Users_Group] Checking for Broken URLs in Resources

[Corey Schmidt]

Nancy,

I have access to our staging database, but not production. I'm not sure our 
sysadmins will allow me to play around in the prod database, unless they can 
assign me read only maybe? Pulling the file_uri values for file_version would 
be much more efficient. However, I'm not just looking to check digital object 
links, but also any links found within collection and archival object level 
notes, either copied straight into the text of the notes or linked using the 
 tag. I could probably query the database for that info too.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kennedy, 
Nancy 
Sent: Wednesday, February 10, 2021 9:18 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Checking for Broken URLs in Resources

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Hi Corey –

Do you have access to query the database, as a starting point, instead of EAD?  
We were able to pull the file_uri values from the file_version table in the 
database.  Our sysadmin then checked the response codes for that list of URI, 
and we referred issues out to staff working on those collections.  Some 
corrections can be made directly by staff, or for long lists, you could include 
the digital_object id and post updates that way.



Nancy





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Corey 
Schmidt
Sent: Wednesday, February 10, 2021 8:45 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Checking for Broken URLs in Resources



External Email - Exercise Caution

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace PM at the University of Georgia. I 
hope everyone is doing well and staying safe and healthy.

Would anyone know of any script, plugin, or tool to check for invalid URLs 
within resources? We are investigating how to grab URLs from exported EAD.xml 
files and check them to determine if they throw back any sort of error (404s 
mostly, but also any others). My thinking is to build a small app that will 
export EAD.xml files from ArchivesSpace, then sift through the raw xml using 
python's lxml package to catch any URLs using regex. After capturing the URL, 
it would then use the requests library to check the status code of the URL and 
if it returns an error, log that error in a .CSV output file to act as a 
"report" of all the broken links within that resource.

The problems with this method are: 1. Exporting 1000s of resources takes a lot 
of time and some processing power, as well as a moderate amount of local 
storage space. 2. Even checking the raw xml file takes a considerable amount of 
time. The app I'm working on takes overnight to export and check all the xml 
files. I was considering pinging the API for different parts of a resource, but 
I figured that would take as much time as just exporting an EAD.xml and would 
be even more complex to write. I've checked Awesome ArchivesSpace, this 
listserv, and a few script libraries from institutions, but haven't found 
exactly what I am looking for.

Any info or advice would be greatly appreciated! Thanks!

Sincerely,

Corey



Corey Schmidt

ArchivesSpace Project Manager

University of Georgia Special Collections Libraries

Email: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
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[Archivesspace_Users_Group] Checking for Broken URLs in Resources

[Corey Schmidt]

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace PM at the University of Georgia. I 
hope everyone is doing well and staying safe and healthy.

Would anyone know of any script, plugin, or tool to check for invalid URLs 
within resources? We are investigating how to grab URLs from exported EAD.xml 
files and check them to determine if they throw back any sort of error (404s 
mostly, but also any others). My thinking is to build a small app that will 
export EAD.xml files from ArchivesSpace, then sift through the raw xml using 
python's lxml package to catch any URLs using regex. After capturing the URL, 
it would then use the requests library to check the status code of the URL and 
if it returns an error, log that error in a .CSV output file to act as a 
"report" of all the broken links within that resource.

The problems with this method are: 1. Exporting 1000s of resources takes a lot 
of time and some processing power, as well as a moderate amount of local 
storage space. 2. Even checking the raw xml file takes a considerable amount of 
time. The app I'm working on takes overnight to export and check all the xml 
files. I was considering pinging the API for different parts of a resource, but 
I figured that would take as much time as just exporting an EAD.xml and would 
be even more complex to write. I've checked Awesome ArchivesSpace, this 
listserv, and a few script libraries from institutions, but haven't found 
exactly what I am looking for.

Any info or advice would be greatly appreciated! Thanks!

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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Re: [Archivesspace_Users_Group] System upgrade from v1.5.2 to v2.5.2 and finally to v2.8.0

[Corey Schmidt]

Jimmy,

After the upgrade, did you run a re-index? I know after we upgraded from 2.6 to 
2.8 we had data that was all in the wrong places in the Staff Interface, due to 
the Solr index being out of sync with the database.

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Jimmy 
SUNG 
Sent: Wednesday, February 10, 2021 3:44 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] System upgrade from v1.5.2 to v2.5.2 and 
finally to v2.8.0

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Hi,



I encountered an issue after system upgrade. The information on  the “Dates” 
field of Accession has messed up with other data and the create_time is not 
correct. For below record, it should be created on 2015-01-21. Grateful if you 
can give some advice!



Before upgrade (version v.1.5.2), the “Dates” field: -

Created by ccsung

2015-01-21 15:33:35 +0800

Last Modified by ccsung

2015-06-05 13:28:34 +0800



After upgrade (version v2.8.0), the “Dates” field: -

{"lock_version"=>0, "begin"=>"2007-03-02", "end"=>"2009-06-05", 
"created_by"=>"ccsung", "last_modified_by"=>"ccsung", 
"create_time"=>"2015-06-05T05:28:34Z", "system_mtime"=>"2015-06-05T05:28:34Z", 
"user_mtime"=>"2015-06-05T05:28:34Z", "date_type"=>"inclusive", 
"label"=>"creation", "jsonmodel_type"=>"date"}



Best Regards,

Jimmy SUNG

Technology Support Services

The University of Hong Kong Libraries


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Re: [Archivesspace_Users_Group] File Version HREF Attribute Incorrectly Assigned from EAD Exports

[Corey Schmidt]

All,

I was able to fix this issue with Mark Custer's help. Huge shoutout to him for 
spotting the issue.

It turned out that the Solr Index was out of sync with the database. In Mark's 
words: "the EAD exporter will use the Solr index when it can  [T]he index 
might actually be out of sync with the database, which could explain why you 
see those file URIs as published, but they are not being exported in the EAD 
because they aren't showing up as published in the Solr index." Since the EAD 
exports were being generated through the data stored in the Solr Index and the 
Index hadn't caught the updated File Versions (Publish = True), the export DO 
(Digital Object) href's were assigned the DO identifier.

A very similar issue can be found on this post in the ArchivesSpace listserv: 
Importing from AT to AS - File Versions left unpublished 
(http://lyralists.lyrasis.org/mailman/htdig/archivesspace_users_group/2019-April/006725.html)

Again, thank you Mark for your help!

Sincerely,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Corey 
Schmidt 
Sent: Wednesday, August 19, 2020 11:27 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] File Version HREF Attribute Incorrectly 
Assigned from EAD Exports

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace Project Manager at the University 
of Georgia Libraries. I hope everyone is staying safe, happy, and healthy.

I'm having a problem with EAD exports from ArchivesSpace, particularly related 
to digital objects. When exporting EAD files, the digital object ID is assigned 
to the href attribute when in fact the File URI should be assigned to the href 
attribute. The converter is saying IF file_versions[0] != NULL THEN 
href="file_versions[0].file_url" ELSE href="digital_object_id". For our case, 
it is defaulting to ELSE, even though there are file versions attached to our 
digital objects and they are published. I confirmed this by making a get 
request for some digital objects and saw that the list of file versions for 
each one has at least 1 file version. Attached is a screenshot (because I'm 
from the "Show-Me" state).

When exporting records, we normally include digital objects, but we exclude 
unpublished components. However, when I tried including unpublished components, 
the File URIs are assigned correctly to href attributes. I checked the MySQL 
database and all the file versions for the field publish = 1 (which I assume 
means Publish = True). Within the staff interface, it also shows Publish = 
True, so I don't think it's an issue with either the database or Solr Index. I 
should note that this behavior is inconsistent, where some (usually smaller) 
finding aids will export with the file URI assigned to the href attribute 
without including unpublished components. However, the vast majority do not.

Any clarification and/or help would be greatly appreciated. Thanks!

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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[Archivesspace_Users_Group] File Version HREF Attribute Incorrectly Assigned from EAD Exports

[Corey Schmidt]

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace Project Manager at the University 
of Georgia Libraries. I hope everyone is staying safe, happy, and healthy.

I'm having a problem with EAD exports from ArchivesSpace, particularly related 
to digital objects. When exporting EAD files, the digital object ID is assigned 
to the href attribute when in fact the File URI should be assigned to the href 
attribute. The converter is saying IF file_versions[0] != NULL THEN 
href="file_versions[0].file_url" ELSE href="digital_object_id". For our case, 
it is defaulting to ELSE, even though there are file versions attached to our 
digital objects and they are published. I confirmed this by making a get 
request for some digital objects and saw that the list of file versions for 
each one has at least 1 file version. Attached is a screenshot (because I'm 
from the "Show-Me" state).

When exporting records, we normally include digital objects, but we exclude 
unpublished components. However, when I tried including unpublished components, 
the File URIs are assigned correctly to href attributes. I checked the MySQL 
database and all the file versions for the field publish = 1 (which I assume 
means Publish = True). Within the staff interface, it also shows Publish = 
True, so I don't think it's an issue with either the database or Solr Index. I 
should note that this behavior is inconsistent, where some (usually smaller) 
finding aids will export with the file URI assigned to the href attribute 
without including unpublished components. However, the vast majority do not.

Any clarification and/or help would be greatly appreciated. Thanks!

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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[Archivesspace_Users_Group] ArchivesSpace Batch Export App is Live!

[Corey Schmidt]

Dear ArchivesSpace Users,

Hello again, this is Corey Schmidt, ArchivesSpace PM at the University of 
Georgia.

I'm excited to announce the full release of a little app we made to batch 
export ArchivesSpace records. This app can batch export EAD and MARCXML files, 
Container Labels, and PDFs. It can also run XML cleanup on EAD.xml files and 
upload XML or PDF files to XTF-based finding aid websites. It's made with a 
simple GUI, so no terminal inputs are necessary. Also, for Windows users, it 
comes with an easy installer. For Mac users, you can still run it with a few 
extra steps, but we are working on getting a Mac .app version that is just as 
easy to install.

If you would like to check it out, here is the link to the GitHub repo: 
https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload. To 
download the latest release for Windows, go to this link and click on 
asbatch-v100.exe to download and install: 
https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload/releases/tag/1.0.0

I will be giving a demo/presentation of the app at the ArchivesSpace Member 
Forum<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/1422819333/ArchivesSpace+Member+Forum+2020>
 on August 3, 1:10PM (EST) and at the Metadata and Digital Object 
Section<https://archives2020.sched.com/event/dCsV/metadata-digital-object-section>
 at the SAA Annual Meeting on July 27, 1:00PM (EST).

Special thanks to everyone on the listserv and elsewhere who helped make this 
possible. Thank you for you valuable and amazing insight.

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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Re: [Archivesspace_Users_Group] Update a Resource via the API

[Corey Schmidt]

That did it. Thanks!

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kennedy, 
Nancy 
Sent: Wednesday, July 22, 2020 12:25 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Update a Resource via the API

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hi Corey -
When you post your changes back, try this:

client.post('/repositories/5/resources/1814', json=resource)


Nancy Kennedy
Smithsonian Institution


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Corey 
Schmidt 
Sent: Wednesday, July 22, 2020 11:54 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Update a Resource via the API


External Email - Exercise Caution

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace Project Manager at the University 
of Georgia. I hope you all are doing well and staying cool!

I'm trying to update records via the API using the Update a Resource endpoint 
(https://archivesspace.github.io/archivesspace/api/#update-a-resource<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Farchivesspace.github.io%2Farchivesspace%2Fapi%2F%23update-a-resource=02%7C01%7CKennedyN%40si.edu%7C6c3a9025238e436ebeee08d82e579a60%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637310301090865378=JAmmPBNTMiJzK8RdmtK0aIiRPoaqEaEAU1gHBbkQ4yA%3D=0>).
 I found Duke made a script 
(https://github.com/duke-libraries/archivesspace-duke-scripts/blob/master/python/asnake_update_all_resources_and_aos.py<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Fduke-libraries%2Farchivesspace-duke-scripts%2Fblob%2Fmaster%2Fpython%2Fasnake_update_all_resources_and_aos.py=02%7C01%7CKennedyN%40si.edu%7C6c3a9025238e436ebeee08d82e579a60%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637310301090865378=ifr0tDYpc%2FjvBG2WGoiX8uedouLfZ5rGiyfUwLoVhUA%3D=0>)
 to do this very thing and I modeled my request on that example. I also found 
what I think is the code for the endpoint, found in 
backend/app/controllers/resource.rb file, line 114 
(https://github.com/archivesspace/archivesspace/blob/0c4cb2dd263bbeacdbce70567ccbb86634cde769/backend/app/controllers/resource.rb#L114<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Farchivesspace%2Farchivesspace%2Fblob%2F0c4cb2dd263bbeacdbce70567ccbb86634cde769%2Fbackend%2Fapp%2Fcontrollers%2Fresource.rb%23L114=02%7C01%7CKennedyN%40si.edu%7C6c3a9025238e436ebeee08d82e579a60%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637310301090875376=WIMDFpICFKWlUmxIrsTRQnZZtnP3s2dV9JHR5RgVU1k%3D=0>).

However, no matter the combinations I try for the request, I'm getting a 
 error with the following message: "error":"Had some trouble 
parsing your request: unexpected token at 

The following is the code I'm running in python:


get_resource = client.get('/repositories/5/resources/1814')
print(get_resource.text)
resource = json.loads(get_resource.text)
resource["restrictions"] = True
print(json.dumps(resource))
update_resource = client.post('/repositories/5/resources/1814', 
json=json.dumps(resource))
# update_resource = client.post('/repositories/5/resources/1814', params={"id": 
1814, "resource": json.dumps(resource), "repo_id": 5})
# the last line produces this error:  {"error":"Had some 
trouble parsing your request: A JSON text must at least contain two octets!"}
print(update_resource, update_resource.text)

I've attached the json file to this email.

Any help would be greatly appreciated. Thanks!

Sincerely,

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu
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[Archivesspace_Users_Group] Update a Resource via the API

[Corey Schmidt]

Dear all,

Hello, this is Corey Schmidt, ArchivesSpace Project Manager at the University 
of Georgia. I hope you all are doing well and staying cool!

I'm trying to update records via the API using the Update a Resource endpoint 
(https://archivesspace.github.io/archivesspace/api/#update-a-resource). I found 
Duke made a script 
(https://github.com/duke-libraries/archivesspace-duke-scripts/blob/master/python/asnake_update_all_resources_and_aos.py)
 to do this very thing and I modeled my request on that example. I also found 
what I think is the code for the endpoint, found in 
backend/app/controllers/resource.rb file, line 114 
(https://github.com/archivesspace/archivesspace/blob/0c4cb2dd263bbeacdbce70567ccbb86634cde769/backend/app/controllers/resource.rb#L114).

However, no matter the combinations I try for the request, I'm getting a 
 error with the following message: "error":"Had some trouble 
parsing your request: unexpected token at 

The following is the code I'm running in python:


get_resource = client.get('/repositories/5/resources/1814')
print(get_resource.text)
resource = json.loads(get_resource.text)
resource["restrictions"] = True
print(json.dumps(resource))
update_resource = client.post('/repositories/5/resources/1814', 
json=json.dumps(resource))
# update_resource = client.post('/repositories/5/resources/1814', params={"id": 
1814, "resource": json.dumps(resource), "repo_id": 5})
# the last line produces this error:  {"error":"Had some 
trouble parsing your request: A JSON text must at least contain two octets!"}
print(update_resource, update_resource.text)

I've attached the json file to this email.

Any help would be greatly appreciated. Thanks!

Sincerely,

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu


resource.json
Description: resource.json
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Re: [Archivesspace_Users_Group] Mukurtu question

[Corey Schmidt]

Beth and Seth,

Currently my program does not export CSV archival object records. Though it 
sounds like Seth's XSL might help with that. You could try seeing how Seth's 
script works and if you want to just export a bunch of EADs, my program could 
still help with that.

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Seth 
Shaw 
Sent: Friday, June 12, 2020 3:04 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Mukurtu question

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

I don't believe the AS API has a CSV export option, however, I have an XSL that 
can turn an EAD into a CSV of archival objects (using the c-levels; it goes up 
to 5 levels deep): 
https://github.com/seth-shaw-unlv/small-stuff/blob/master/ead-numbered-components_to_tsv.xsl.
 You would just need to add the collection level data separately.

On Fri, Jun 12, 2020 at 11:25 AM Elizabeth Russell 
mailto:elizabeth.russe...@maine.edu>> wrote:
Hi Corey,

This sounds very promising.  I just heard back from Mukurtu and they do not 
have a working API, so that aspect is moot.  However, they use a CSV template 
for import.  Would your program be able to export CSV archival object records?

Best,

Beth

On Fri, Jun 12, 2020 at 2:20 PM Corey Schmidt 
mailto:corey.schm...@uga.edu>> wrote:
Beth,

If you want to batch export records (EADs, MARCXML, Container labels, PDFs 
won't work on ASpace versions 2.6-2.7.1) from ArchivesSpace, I'm developing a 
program<https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload> to 
do just that. All you need is your ArchivesSpace username, password, and API 
URL, which is usually just your ArchivesSpace URL with a :8089 tacked on the 
end (whoever hosts your ASpace should know). You can find the Windows version 
here: 
https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload/releases/tag/v0.6.1
  - click the asbatch-v061.exe. Hopefully a Mac version will be coming soon.

It does not batch import records into ArchivesSpace, as ASpace does that with 
background jobs already. If you want to export records one at a time, you can 
do that from the staff interface.

As far as importing and exporting from Mukurtu, I'm not sure how that operates. 
My hope is the program I'm working on will expand to be interoperable with 
other systems, but that will take some time.

Let me know if this is helpful and/or you have any questions.

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu<mailto:corey.schm...@uga.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 Elizabeth Russell 
mailto:elizabeth.russe...@maine.edu>>
Sent: Friday, June 12, 2020 1:03 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Mukurtu question

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hello Group,

My institution is partnering with a Native American group to review potentially 
sensitive material we may have in our collections.  They use Mukurtu, a CMS 
developed for indigenous people, and is built on Drupal.  The proposal is to 
import the collection records to Mukurtu, they can review and add TK 
(traditional knowledge) labels.  Then the records will be added back to ASpace 
with the new information.

My question is - does anyone know how or if I can import or export records to 
and from ASpace and Mukurtu, without using the API?  I'm not comfortable using 
APIs because I don't really know how to use them.

Thank you,

Beth

--
Beth Russell
Archivist / Special Collections Librarian

University of Maine, 5729 Raymond H. Fogler Library
Orono, ME 04469-5729
207.581.1676
elizabeth.russe...@maine.edu<mailto:elizabeth.russe...@maine.edu>
http://www.library.umaine.edu/speccoll
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--
Beth Russell
Archivist / Special Collections Librarian

University of Maine, 5729 Raymond H. Fogler Library
Orono, ME 04469-5729
207.581.1676
elizabeth.russe...@maine.edu<mailto:elizabeth.russe...@maine.edu>
http://www.library.umaine.edu/speccoll
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Re: [Archivesspace_Users_Group] Mukurtu question

[Corey Schmidt]

Beth,

If you want to batch export records (EADs, MARCXML, Container labels, PDFs 
won't work on ASpace versions 2.6-2.7.1) from ArchivesSpace, I'm developing a 
program<https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload> to 
do just that. All you need is your ArchivesSpace username, password, and API 
URL, which is usually just your ArchivesSpace URL with a :8089 tacked on the 
end (whoever hosts your ASpace should know). You can find the Windows version 
here: 
https://github.com/uga-libraries/ASpace_Batch_Export-Cleanup-Upload/releases/tag/v0.6.1
  - click the asbatch-v061.exe. Hopefully a Mac version will be coming soon.

It does not batch import records into ArchivesSpace, as ASpace does that with 
background jobs already. If you want to export records one at a time, you can 
do that from the staff interface.

As far as importing and exporting from Mukurtu, I'm not sure how that operates. 
My hope is the program I'm working on will expand to be interoperable with 
other systems, but that will take some time.

Let me know if this is helpful and/or you have any questions.

Corey

Corey Schmidt
ArchivesSpace Project Manager
University of Georgia Special Collections Libraries
Email: corey.schm...@uga.edu

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Elizabeth Russell 
Sent: Friday, June 12, 2020 1:03 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Mukurtu question

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]

Hello Group,

My institution is partnering with a Native American group to review potentially 
sensitive material we may have in our collections.  They use Mukurtu, a CMS 
developed for indigenous people, and is built on Drupal.  The proposal is to 
import the collection records to Mukurtu, they can review and add TK 
(traditional knowledge) labels.  Then the records will be added back to ASpace 
with the new information.

My question is - does anyone know how or if I can import or export records to 
and from ASpace and Mukurtu, without using the API?  I'm not comfortable using 
APIs because I don't really know how to use them.

Thank you,

Beth

--
Beth Russell
Archivist / Special Collections Librarian

University of Maine, 5729 Raymond H. Fogler Library
Orono, ME 04469-5729
207.581.1676
elizabeth.russe...@maine.edu<mailto:elizabeth.russe...@maine.edu>
http://www.library.umaine.edu/speccoll
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Re: [Archivesspace_Users_Group] Search Across Repositories and Get EAD XML - ArchivesSpace API

[Corey Schmidt]

You're absolutely correct. I changed my endpoint and it's working wonderfully. 
Thank you so much!

-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Mayo, 
Dave
Sent: Tuesday, March 10, 2020 9:24 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Search Across Repositories and Get EAD 
XML - ArchivesSpace API

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


So, (and sorry I didn't catch this before, I was focused on the narrower 
issues), I think your problem there is actually that you're using the wrong 
endpoint.  When the docs say "Search across repositories," they don't mean 
"Search for arbitrary records across all repositories," they mean "Search 
across all records of TYPE "repository" - so you're getting back nothing 
because there are no resources that are also repositories (

The actual "search for arbitrary things everywhere" URL is just "/search" - I 
think if you use that, you ought to get some results.

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

On 3/10/20, 8:29 AM, "archivesspace_users_group-boun...@lyralists.lyrasis.org 
on behalf of Corey Schmidt" 
 wrote:

This is all great! I've adjusted my search query to use parameters you 
recommended and I'm getting a response back. Though my searches are not 
generating any results. I've tried searching for collection titles and random 
words, but nothing comes back in the results value. Would you have any 
recommendations?

client.get('search/repositories', params={"q": "Freeman collection", 
"page": 1, "type": ['resource']})

I've also adjusted my EAD xml endpoint call and saving the file as you 
recommended and it's working like a charm. It's interesting to note that in 
previous exports, the barcodes to containers were being attached to the "label" 
attribute for the container tag (label="Mixed Materials [5168852364844]"). Yet, 
these exports are generating the "physloc" element with the barcode as the 
value. This works for us, I just thought it was odd.

-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Mayo, 
Dave
Sent: Monday, March 9, 2020 12:46 PM
To: Archivesspace Users Group 

Subject: Re: [Archivesspace_Users_Group] Search Across Repositories and Get 
EAD XML - ArchivesSpace API

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Oh, I missed the second part:

So, that endpoint returns the XML directly as the body of the response in 
memory.  The JSONDecodeError you’re getting is due to trying to decode this 
body as JSON, when what you actually have is XML!

If you want to save it to the filesystem, you just need to write it out:

response = 
client.get('repositories/5/resource_descriptions/5734.xml?include_unpublished=false_daos=true_cs=true_pdf=false=false')
with open('myfile.xml', 'wb') as f:
file.write(response.content)

Keep in mind also the parameter-passing stuff from my other email, so the 
request there can be written as:

client.get('repositories/5/resource_descriptions/5734.xml', 
params={'include_unpublished': False, 'include_daos': True, 'numbered_cs': 
True, 'print_pdf': False, 'ead3': False})

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

From:  on behalf 
of Corey Schmidt 
Reply-To: Archivesspace Users Group 

Date: Monday, March 9, 2020 at 10:39 AM
To: "archivesspace_users_group@lyralists.lyrasis.org" 

Subject: [Archivesspace_Users_Group] Search Across Repositories and Get EAD 
XML - ArchivesSpace API

Dear ArchivesSpace Members,

Hello, my name is Corey Schmidt and I’m working as the ArchivesSpace 
Project Manager at the University of Georgia. I hope you all are doing well and 
having a good start to your week.

I have two questions about how to utilize the ArchivesSpace API. First, I 
want to use the 
https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.github.io_archivesspace_api_-23search-2Dacross-2Drepositories=DwMFAg=WO-RGvefibhHBZq3fL85hQ=_Mv1dY22K7jvT5MD7xjbvGVzRDOUMhx4WYcnPSIzYnE=B2y_0wn1HLyXldJyck05IgPrsrOCn8LyjRI8q5uSbtc=_eqqK2s6KdcWsYV9Ke0loG2mitQ-I_nV-F9VeT24-l0=
 API endpoint searching with the resource identifier and take the results to 
get the URI for that resource. How do I structure my call to the API using the 
ASnake client (in python)? I have tried the following code with response 400 
returned:

 client.get('search/repositories?type="resource"=ms954_ids=true')
 client.get('/search/repositories?q=ms954="resource"_ids=true')

Second, I want to download an EAD xml file directly from the API using this 
endpoint: 
ht

Re: [Archivesspace_Users_Group] Search Across Repositories and Get EAD XML - ArchivesSpace API

[Corey Schmidt]

We will have to set up our OAI configuration, but haven’t looked into that 
process yet. I will keep this in mind moving forward. Thanks!

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Monday, March 9, 2020 12:43 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Search Across Repositories and Get EAD 
XML - ArchivesSpace API

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
I would also add that if you want the EAD, it may be simpler to access it from 
the OAI endpoint, but only if OAI is configured properly. Try downloading a 
resource using oai_ead metadata from the oai/sample page, to see if it’s 
configured properly and what the resource URLs will look like.

— Steve M.




On Mar 9, 2020, at 10:39 AM, Corey Schmidt 
mailto:corey.schm...@uga.edu>> wrote:

Dear ArchivesSpace Members,

Hello, my name is Corey Schmidt and I’m working as the ArchivesSpace Project 
Manager at the University of Georgia. I hope you all are doing well and having 
a good start to your week.

I have two questions about how to utilize the ArchivesSpace API. First, I want 
to use the Search across 
repositories<https://archivesspace.github.io/archivesspace/api/#search-across-repositories>
 API endpoint searching with the resource identifier and take the results to 
get the URI for that resource. How do I structure my call to the API using the 
ASnake client (in python)? I have tried the following code with response 400 
returned:

 client.get('search/repositories?type="resource"=ms954_ids=true')
 client.get('/search/repositories?q=ms954="resource"_ids=true')

Second, I want to download an EAD xml file directly from the API using this 
endpoint: Get an EAD representation of a 
Resource<https://archivesspace.github.io/archivesspace/api/#get-an-ead-representation-of-a-resource>XML.
 How do I specify where the EAD xml file saves to? I’m not even sure if it is 
saving anywhere on my computer. However, my requests are successful, generating 
a 200 response. I tried turning the response into json (using ASnake’s .json()) 
and writing it, but I keep getting a JSONDecodeError. This is my request:

 request_ead = 
client.get('repositories/5/resource_descriptions/5734.xml?include_unpublished=false_daos=true_cs=true_pdf=false=false')

Any help would be greatly appreciated!

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager | University of Georgia Libraries
Email: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
Phone: +1-706-542-8151

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Re: [Archivesspace_Users_Group] Search Across Repositories and Get EAD XML - ArchivesSpace API

[Corey Schmidt]

This is all great! I've adjusted my search query to use parameters you 
recommended and I'm getting a response back. Though my searches are not 
generating any results. I've tried searching for collection titles and random 
words, but nothing comes back in the results value. Would you have any 
recommendations?

client.get('search/repositories', params={"q": "Freeman collection", "page": 1, 
"type": ['resource']})

I've also adjusted my EAD xml endpoint call and saving the file as you 
recommended and it's working like a charm. It's interesting to note that in 
previous exports, the barcodes to containers were being attached to the "label" 
attribute for the container tag (label="Mixed Materials [5168852364844]"). Yet, 
these exports are generating the "physloc" element with the barcode as the 
value. This works for us, I just thought it was odd.

-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Mayo, 
Dave
Sent: Monday, March 9, 2020 12:46 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Search Across Repositories and Get EAD 
XML - ArchivesSpace API

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]


Oh, I missed the second part:

So, that endpoint returns the XML directly as the body of the response in 
memory.  The JSONDecodeError you’re getting is due to trying to decode this 
body as JSON, when what you actually have is XML!

If you want to save it to the filesystem, you just need to write it out:

response = 
client.get('repositories/5/resource_descriptions/5734.xml?include_unpublished=false_daos=true_cs=true_pdf=false=false')
with open('myfile.xml', 'wb') as f:
file.write(response.content)

Keep in mind also the parameter-passing stuff from my other email, so the 
request there can be written as:

client.get('repositories/5/resource_descriptions/5734.xml', 
params={'include_unpublished': False, 'include_daos': True, 'numbered_cs': 
True, 'print_pdf': False, 'ead3': False})

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

From:  on behalf of 
Corey Schmidt 
Reply-To: Archivesspace Users Group 

Date: Monday, March 9, 2020 at 10:39 AM
To: "archivesspace_users_group@lyralists.lyrasis.org" 

Subject: [Archivesspace_Users_Group] Search Across Repositories and Get EAD XML 
- ArchivesSpace API

Dear ArchivesSpace Members,

Hello, my name is Corey Schmidt and I’m working as the ArchivesSpace Project 
Manager at the University of Georgia. I hope you all are doing well and having 
a good start to your week.

I have two questions about how to utilize the ArchivesSpace API. First, I want 
to use the 
https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.github.io_archivesspace_api_-23search-2Dacross-2Drepositories=DwMFAg=WO-RGvefibhHBZq3fL85hQ=_Mv1dY22K7jvT5MD7xjbvGVzRDOUMhx4WYcnPSIzYnE=B2y_0wn1HLyXldJyck05IgPrsrOCn8LyjRI8q5uSbtc=_eqqK2s6KdcWsYV9Ke0loG2mitQ-I_nV-F9VeT24-l0=
 API endpoint searching with the resource identifier and take the results to 
get the URI for that resource. How do I structure my call to the API using the 
ASnake client (in python)? I have tried the following code with response 400 
returned:

 client.get('search/repositories?type="resource"=ms954_ids=true')
 client.get('/search/repositories?q=ms954="resource"_ids=true')

Second, I want to download an EAD xml file directly from the API using this 
endpoint: 
https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.github.io_archivesspace_api_-23get-2Dan-2Dead-2Drepresentation-2Dof-2Da-2Dresource=DwMFAg=WO-RGvefibhHBZq3fL85hQ=_Mv1dY22K7jvT5MD7xjbvGVzRDOUMhx4WYcnPSIzYnE=B2y_0wn1HLyXldJyck05IgPrsrOCn8LyjRI8q5uSbtc=xwd2j6qv-zYs8pDbLpLM23dcSeDYcPUkZSAuio8FEVQ=
 XML. How do I specify where the EAD xml file saves to? I’m not even sure if it 
is saving anywhere on my computer. However, my requests are successful, 
generating a 200 response. I tried turning the response into json (using 
ASnake’s .json()) and writing it, but I keep getting a JSONDecodeError. This is 
my request:

 request_ead = 
client.get('repositories/5/resource_descriptions/5734.xml?include_unpublished=false_daos=true_cs=true_pdf=false=false')

Any help would be greatly appreciated!

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager | University of Georgia Libraries
Email: mailto:corey.schm...@uga.edu
Phone: +1-706-542-8151


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Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace Migration Workflow

[Corey Schmidt]

Laney,

Thank you for the heads up! Fortunately, we are running ArchivesSpace version 
2.6.0 and my first test migration has been running smoothly (55 hours later). 
I’ll follow up if I have any issues.

Thanks,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Laney 
McGlohon
Sent: Thursday, December 12, 2019 1:08 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

[External Sender]
Hi Corey,

I wanted to make sure that you knew that the current version of the AT 
Migration Tool will only work up to ArchivesSpace version 2.6.0 so, when 
testing and for production, make sure you migrate into ArchivesSpace version 
2.6.0 and then upgrade into 2.7.0 or higher from there.

Best,
Laney

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Corey Schmidt 
mailto:corey.schm...@uga.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Wednesday, December 11, 2019 at 12:51 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

Noah,

Thank you for the advice!

I have copies of databases made, but I do not have access to the MySQL 
databases directly, as that is being hosted by a third-party. If I can get 
access to them, I should be able to experiment with cleaning them up directly 
with SQL. I have some experience working with SQLite, so it shouldn’t be too 
hard to learn. I’ll look into using Navicat too, as it seems like a pretty 
handy tool.

Thanks,

Corey

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 Noah Huffman
Sent: Wednesday, December 11, 2019 12:13 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

[External Sender]
Hi Corey,

I’d highly recommend doing as much data cleanup as possible directly in your AT 
database, particularly extent type values, container type values, etc. Of 
course, be sure to back up your database☺

If you’re comfortable writing/running SQL queries, you can connect a free 
database management tool like MySQL Workbench to your AT backend database to 
review/clean your data in bulk.

Alternatively, there are other database management tools like Navicat that let 
you review and edit the backend database tables in a graphical spreadsheet-like 
editor (without having to write SQL). I used Navicat to clean up a lot of AT 
data prior to migrating to ASpace. If you can do all your cleanup in the 14-day 
trial period, then you don’t have to buy the software!

Best of luck,
-Noah


Noah Huffman
Archivist for Metadata, Systems, and Digital Records
David M. Rubenstein Rare Book & Manuscript Library
Duke University | 919-660-5982
http://library.duke.edu/rubenstein/


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 Corey Schmidt
Sent: Wednesday, December 11, 2019 10:20 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

Mark,

Thank you so much for the wonderful info!

I am just beginning to dive into the data, but I will look out for linked cross 
references and the creation of new data in ArchivesSpace. We don’t have any 
EADs that exist outside of AT so far as I’m aware, so the process of exporting 
from AT, cleaning up, then reimporting might be unnecessary as you pointed out. 
If it’s possible to update the AT database directly, that would save so much 
time and effort. The articles you linked were very helpful and should give me a 
basis for how to approach this and other potential problems.

Thanks again!

Corey
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 Custer, Mark
Sent: Tuesday, December 10, 2019 6:33 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

[External Sender]
Corey,

First of all, welcome to the ArchivesSpace community!  Your project will 
definitely make you an ArchivesSpace expert in no time.

Glancing at your workflow document, it looks like you’ve got all of

Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace Migration Workflow

[Corey Schmidt]

Noah,

Thank you for the advice!

I have copies of databases made, but I do not have access to the MySQL 
databases directly, as that is being hosted by a third-party. If I can get 
access to them, I should be able to experiment with cleaning them up directly 
with SQL. I have some experience working with SQLite, so it shouldn’t be too 
hard to learn. I’ll look into using Navicat too, as it seems like a pretty 
handy tool.

Thanks,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Noah 
Huffman
Sent: Wednesday, December 11, 2019 12:13 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

[External Sender]
Hi Corey,

I’d highly recommend doing as much data cleanup as possible directly in your AT 
database, particularly extent type values, container type values, etc. Of 
course, be sure to back up your database☺

If you’re comfortable writing/running SQL queries, you can connect a free 
database management tool like MySQL Workbench to your AT backend database to 
review/clean your data in bulk.

Alternatively, there are other database management tools like Navicat that let 
you review and edit the backend database tables in a graphical spreadsheet-like 
editor (without having to write SQL). I used Navicat to clean up a lot of AT 
data prior to migrating to ASpace. If you can do all your cleanup in the 14-day 
trial period, then you don’t have to buy the software!

Best of luck,
-Noah


Noah Huffman
Archivist for Metadata, Systems, and Digital Records
David M. Rubenstein Rare Book & Manuscript Library
Duke University | 919-660-5982
http://library.duke.edu/rubenstein/


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 Corey Schmidt
Sent: Wednesday, December 11, 2019 10:20 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

Mark,

Thank you so much for the wonderful info!

I am just beginning to dive into the data, but I will look out for linked cross 
references and the creation of new data in ArchivesSpace. We don’t have any 
EADs that exist outside of AT so far as I’m aware, so the process of exporting 
from AT, cleaning up, then reimporting might be unnecessary as you pointed out. 
If it’s possible to update the AT database directly, that would save so much 
time and effort. The articles you linked were very helpful and should give me a 
basis for how to approach this and other potential problems.

Thanks again!

Corey
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 Custer, Mark
Sent: Tuesday, December 10, 2019 6:33 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

[External Sender]
Corey,

First of all, welcome to the ArchivesSpace community!  Your project will 
definitely make you an ArchivesSpace expert in no time.

Glancing at your workflow document, it looks like you’ve got all of your bases 
covered.  I would strongly suggest running the AT to ASpace migration a couple 
of times (just to get familiar with it), and also to get a few other folks to 
help spot-check the results (the more eyes / institutional experience the 
better), before you go ahead and do the final migration.  It’s a been a long 
while since I used that tool.  I do remember, though, that when we started 
testing it out, the tool couldn’t be used to migrate multiple AT databases into 
a single ASpace database.  That feature was added a long time back, though, so 
you *should* be good to go with migrating your two AT databases into a single 
version of ASpace, which I would highly recommend.

Regarding the AT to ASpace migration tool, just off the top of my head, I’d 
also add:


  1.  if you have linked cross references in your current EAD files, you’ll 
either want to make sure to run the migration with the “-refid_original” 
parameter, or set aside some time after the migration to go back and update 
those linked cross references (during the migration, all of the IDs in the AT 
for the notes and components will be replaced with ASpace IDs, so if you have 
cross references embedded in your finding aids, those will be broken).  We had 
a lot of cross references in our source files in the AT, so we opted with that 
first option, as you can see here:  
https://cpb-us-w2.wpmucdn.com/campuspress.yale.edu/dist/3/30/files/2015/06/Unknown-272cqj2.png<https://urldefense.proo

Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace Migration Workflow

[Corey Schmidt]

 boxes)”, which is not a 
controlled extent type that anyone wants to have around.

Okay, that’s probably more info than you wanted, but hopefully some of it’s 
helpful 

There are lots of others who have been through the same journey, so lots of 
folks to get advice from, including this recent article in the code4lib 
journal, https://journal.code4lib.org/articles/14871, which describes the 
migration to ASpace at Columbia University.

Keep us posted with how everything goes,

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 
Corey Schmidt
Sent: Tuesday, 10 December, 2019 2:09 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

Dear ArchivesSpace Community,

Hello, my name is Corey Schmidt. I am the ArchivesSpace Project Manager at the 
University of Georgia Libraries. I am responsible for managing the migration 
from Archivists’ Toolkit to ArchivesSpace and revamping our public interface to 
include resources from both the Hargrett Rare Book and Manuscript Library and 
the Richard B. Russell Library for Political Research and Studies.

I created a project workflow of how I expect the project to unfold over the 
next year and I was hoping to get people’s feedback on it. Specifically, I’m 
looking for help identifying any missing processes, changing the order of the 
steps involved, or anything else that should be advised moving forward. I 
derived a lot of information from publications by the University of Minnesota, 
Harvard University, Yale University, the Rockefeller Archive Center, and the 
Bentley Historical Library at the University of Michigan.

Thank you for your time and assistance! I have attached the workflow to this 
email.

Sincerely,

Corey

Corey Schmidt
ArchivesSpace Project Manager | University of Georgia Libraries
Email: corey.schm...@uga.edu<mailto:corey.schm...@uga.edu>
Phone: +1-706-542-8151

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