Re: [Archivesspace_Users_Group] Lingo Cheat Sheet?

[Kari R Smith]

As others have said, examples are helpful, especially when you are moving from 
producing Finding Aids (as in a document with specific formatting) to having to 
put metadata of various types into a data model driven database that can then 
produce a variety of output, including a formatted Finding Aid.

Have people use the ToolTips (roll-over text) that explains what should go into 
any given data field – and make access to the online documentation easy for all 
staff using ASpace. A particular challenge at this stage in the AS application 
development is that the rendering on the staff side isn’t what is expected and 
so the desire to put data into the incorrect fields (but fields that render on 
the screen) is great.

I find that using the VRA Core metadata model is helpful for illustrating the 
ArchivesSpace models of the Resource, Instances, Archival Objects, Containers, 
etc.   I think especially for the Instances, this model is useful.

We have collections where we might have 4 or 5 instance of the same Archival 
Object and I believe that it’s useful to understand that the Archival Object is 
the intellectual idea of an object … the instance is the physical manifestation 
of that Intellectual idea, and the containers are where those instances are 
located.  Multiple instances can be linked at the top (Resource) level of a 
record or at an Archival object level – all depends on your collections.  But 
what is allows for is not having to have a separate Archival Object for each 
physical TYPE of thing, just one Archival Object that has many instances.

For an example:

Resource = Collection of My Best Audio Recordings (1976-1988)

Linked Accession =  Today I received 5 reel to reel tapes of recordings
Linked Accession = last month I received 5 CD-ROMs from reformatting of reels

Archival Object = My favorite performance done using a Theremin
(1) Instance = Reel to Reel recording
   Container – Box 1 with barcode ###
Location = Cold Storage
(2) Instance = CD-ROM with recording from the reel to reel
   Container Box 5 with barcode ###
   Location = storage area A, bay 5, shelf 2
(3) Instance = digital files (pulled from the CD-ROM)
   Container = Theremin_recordings.zip(BagIt package of digital 
files)
   Location = Digital Preservation Storage; Collection_MBAR; 
Accession_#
&

Digital Object = MP3 file of the recording that I put online for Web access.
   Location - Webserver

--
Kari R. Smith
Institute Archivist and Program Head, Digital Archives
Institute Archives & Special Collections, MIT Libraries
Massachusetts Institute of Technology, Cambridge, Massachusetts 02139
IASC office: 617.258.5568  http://libraries.mit.edu/archives/
she | her | hers   @karirene69  [smithkr at mit.edu]

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Olivia S 
Solis
Sent: Monday, April 09, 2018 12:24 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Lingo Cheat Sheet?

Thank you all for this feedback! Yes, the data model will probably take getting 
used to, and I can see how some kind of visualization would be useful. As staff 
has come on board to help with the ASpace implementation, I have often included 
some version of 
this<https://docs.google.com/presentation/d/1RYa-fhHmWQFyPKvlDXfQcWE8TcbuENtUCcCWHlqiUk0/edit?usp=sharing>
 in very high level overviews of the system. I need to add Archival Objects and 
Instances. And yes, "Instance" took me some getting used to as well. If I had 
more time, I would try to do more screen shots like the second slide in the 
link I'm sharing for more visual learners (such as myself).

I certainly welcome any documentation sharing and when ours in in better shape 
be happy to do the same!

On Mon, Apr 9, 2018 at 11:13 AM, Joan Curbow 
mailto:curb...@bvu.edu>> wrote:
Hi Olivia,

I have struggled with “Instance” and have to refer to my cheat note 
occasionally: “Manifestation of intellectual content” – meaning it could be 
physical or digital, so this is where containers enter (for physical objects) 
and also description about format. I’m not handling digital objects at this 
point, either.

The conceptual model takes getting used to in the beginning, but as someone 
else pointed out, once the concepts are more clear, the terminology should be 
less of a “thing.” The other nice thing is that one can mouse over labels in 
Aspace and the application often provides helpful additional information about 
the term.

Sincerely,

Joan Curbow
Reference Librarian and Archivist
Buena Vista University Library
Buena Vista University
610 West Fourth Street
Storm Lake, Iowa  50588
712.749.2094
www.library.bvu.edu<http://www.library.bvu.edu>​​





From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspa

Re: [Archivesspace_Users_Group] Lingo Cheat Sheet?

[Olivia S Solis]

Thank you all for this feedback! Yes, the data model will probably take
getting used to, and I can see how some kind of visualization would be
useful. As staff has come on board to help with the ASpace implementation,
I have often included some version of this

in
very high level overviews of the system. I need to add Archival Objects and
Instances. And yes, "Instance" took me some getting used to as well. If I
had more time, I would try to do more screen shots like the second slide in
the link I'm sharing for more visual learners (such as myself).

I certainly welcome any documentation sharing and when ours in in better
shape be happy to do the same!

On Mon, Apr 9, 2018 at 11:13 AM, Joan Curbow  wrote:

> Hi Olivia,
>
>
>
> I have struggled with “Instance” and have to refer to my cheat note
> occasionally: “Manifestation of intellectual content” – meaning it could be
> physical or digital, so this is where containers enter (for physical
> objects) and also description about format. I’m not handling digital
> objects at this point, either.
>
>
>
> The conceptual model takes getting used to in the beginning, but as
> someone else pointed out, once the concepts are more clear, the terminology
> should be less of a “thing.” The other nice thing is that one can mouse
> over labels in Aspace and the application often provides helpful additional
> information about the term.
>
>
>
> Sincerely,
>
>
>
> *Joan Curbow*
>
> Reference Librarian and Archivist
>
> Buena Vista University Library
>
> Buena Vista University
>
> 610 West Fourth Street
>
> Storm Lake, Iowa  50588
>
> 712.749.2094
>
> www.library.bvu.edu​​
>
>
>
>
>
>
>
>
>
>
>
> *From:* archivesspace_users_group-boun...@lyralists.lyrasis.org [mailto:
> archivesspace_users_group-boun...@lyralists.lyrasis.org] *On Behalf Of *Olivia
> S Solis
> *Sent:* Friday, April 06, 2018 4:04 PM
> *To:* Archivesspace Users Group  lyralists.lyrasis.org>
> *Subject:* [Archivesspace_Users_Group] Lingo Cheat Sheet?
>
>
>
> Hi all,
>
>
>
> I always seem to post on Friday afternoons.
>
>
>
> Throwing this out to the group because training is of immediate and scary
> concern. One of the things that I am acutely aware of is that our staff is
> going to have to get used to new terminology and fast to be able to use
> ASpace. Lingo is going to be a big barrier to access.
>
>
>
> What have been some of your conceptual/terminology roadblocks in terms of
> staff training?
>
>
>
> Things I know I will have to explain as new terminology/conceptual
> reframing are included as headers below. I'm laying my work bare here, but
> I'm thinking that the crowdsourcing could be useful here. We've got people
> at varied levels of technical proficiency. I was thinking of an informal
> cheat sheet.
>
>
>
> Did you make a cheat sheet for ASpace lingo for staff training? Am I not
> including some conceptual leaps here? Did you have ASpace terminology you
> had to explain in multiple ways?
>
>
>
> Thanks,
>
> Olivia
>
>
> Agent Record
>
> A record type for a person, family, corporation, or software. A major
> record type in ASpace that can link to Accession Records, Resource Records,
> Archival Object Records, and Event Records in various roles, most often as
> subjects and creators. Every distinct agent has one and only one record.
> Archival Object Record
>
> [NOTE we're not using ASpace for digital objects]
>
> A record type for an item in an inventory. If are familiar with EAD, this
> corresponds to a  level. If not, think of this as a tabbed level of an
> inventory.
> Child
>
> ArchivesSpace thinks of hierarchical relationships as "parent"/"child". A
> parent could be the  to a child , though ASpace would never frame
> it in terms of specific numbered component levels. A parent could also be
> the box that a child reel/folder/box within the parent box
> Classifications Container Profile
>
> Basically, the type and dimensions of a container. Container profiles are
> consecutively numbered by type. For a description of container types see
> [this link]. For specs/pictures of different container types, see [this
> link].
> Event Record
>
> In DBCAH's implementation, Event Records document specific steps taken in
> archival processing, most comprehensively in Accession Records (e.g. Deeds
> of Gift sent or received). Event Records are bound to specific dates.
> Instance Indicator Location Profile Note (resources) Parent Resource
> Record
>
> Essentially a finding aid plus some additional collection management
> information.
>
>
> Space Calculator
>
>
>
>
>
> --
>
> Olivia Solis, MSIS
>
> Metadata Coordinator
>
> Dolph Briscoe Center for American History
>
> The University of Texas at Austin
>
> 2300 Red River St. Stop D1100
>
> Austin TX, 78712-1426
>
> (512) 232-8013
>
> ___
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group@lyralists.lyra

Re: [Archivesspace_Users_Group] Lingo Cheat Sheet?

[Joan Curbow]

Hi Olivia,

I have struggled with “Instance” and have to refer to my cheat note 
occasionally: “Manifestation of intellectual content” – meaning it could be 
physical or digital, so this is where containers enter (for physical objects) 
and also description about format. I’m not handling digital objects at this 
point, either.

The conceptual model takes getting used to in the beginning, but as someone 
else pointed out, once the concepts are more clear, the terminology should be 
less of a “thing.” The other nice thing is that one can mouse over labels in 
Aspace and the application often provides helpful additional information about 
the term.

Sincerely,

Joan Curbow
Reference Librarian and Archivist
Buena Vista University Library
Buena Vista University
610 West Fourth Street
Storm Lake, Iowa  50588
712.749.2094
www.library.bvu.edu​​





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Olivia S Solis
Sent: Friday, April 06, 2018 4:04 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Lingo Cheat Sheet?

Hi all,

I always seem to post on Friday afternoons.

Throwing this out to the group because training is of immediate and scary 
concern. One of the things that I am acutely aware of is that our staff is 
going to have to get used to new terminology and fast to be able to use ASpace. 
Lingo is going to be a big barrier to access.

What have been some of your conceptual/terminology roadblocks in terms of staff 
training?

Things I know I will have to explain as new terminology/conceptual reframing 
are included as headers below. I'm laying my work bare here, but I'm thinking 
that the crowdsourcing could be useful here. We've got people at varied levels 
of technical proficiency. I was thinking of an informal cheat sheet.

Did you make a cheat sheet for ASpace lingo for staff training? Am I not 
including some conceptual leaps here? Did you have ASpace terminology you had 
to explain in multiple ways?

Thanks,
Olivia

Agent Record

A record type for a person, family, corporation, or software. A major record 
type in ASpace that can link to Accession Records, Resource Records, Archival 
Object Records, and Event Records in various roles, most often as subjects and 
creators. Every distinct agent has one and only one record.

Archival Object Record

[NOTE we're not using ASpace for digital objects]
A record type for an item in an inventory. If are familiar with EAD, this 
corresponds to a  level. If not, think of this as a tabbed level of an 
inventory.
Child

ArchivesSpace thinks of hierarchical relationships as "parent"/"child". A 
parent could be the  to a child , though ASpace would never frame it 
in terms of specific numbered component levels. A parent could also be the box 
that a child reel/folder/box within the parent box

Classifications
Container Profile

Basically, the type and dimensions of a container. Container profiles are 
consecutively numbered by type. For a description of container types see [this 
link]. For specs/pictures of different container types, see [this link].

Event Record

In DBCAH's implementation, Event Records document specific steps taken in 
archival processing, most comprehensively in Accession Records (e.g. Deeds of 
Gift sent or received). Event Records are bound to specific dates.

Instance
Indicator
Location Profile
Note (resources)
Parent
Resource Record

Essentially a finding aid plus some additional collection management 
information.

Space Calculator



--
Olivia Solis, MSIS
Metadata Coordinator
Dolph Briscoe Center for American History
The University of Texas at Austin
2300 Red River St. Stop D1100
Austin TX, 78712-1426
(512) 232-8013
___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

Re: [Archivesspace_Users_Group] Lingo Cheat Sheet?

[Margaret Kidd]

Hi Olivia,

I think you have the right idea here. We use a wiki for instructions on
using ArchivesSpace. We were using Archivists' Toolkit prior to AS so some
of these terms were familiar to people. It take a little bit of time to
adjust, but I found that linking these terms to the concepts they already
knew was helpful. Most obvious was that a resource records was AS speak for
finding aid. As Christie said knowing how the records work together helped
as well. I am happy to share some of my wiki documents with you if you like.

Best,

Margaret


--

Margaret Turman Kidd

Access and Electronic Records Archivist, Special Collections & Archives

VCU Libraries | Tompkins-McCaw Library for the Health Sciences

509 N. 12th Street / Box 980582, Richmond, VA 23298-0582

(804) 828-3152
[image: em_twitter.png]  [image:
em_fb.png] 


  


On Fri, Apr 6, 2018 at 5:03 PM, Olivia S Solis  wrote:

> Hi all,
>
> I always seem to post on Friday afternoons.
>
> Throwing this out to the group because training is of immediate and scary
> concern. One of the things that I am acutely aware of is that our staff is
> going to have to get used to new terminology and fast to be able to use
> ASpace. Lingo is going to be a big barrier to access.
>
> What have been some of your conceptual/terminology roadblocks in terms of
> staff training?
>
> Things I know I will have to explain as new terminology/conceptual
> reframing are included as headers below. I'm laying my work bare here, but
> I'm thinking that the crowdsourcing could be useful here. We've got people
> at varied levels of technical proficiency. I was thinking of an informal
> cheat sheet.
>
> Did you make a cheat sheet for ASpace lingo for staff training? Am I not
> including some conceptual leaps here? Did you have ASpace terminology you
> had to explain in multiple ways?
>
> Thanks,
> Olivia
>
>
>
> *Agent RecordA record type for a person, family, corporation, or software.
> A major record type in ASpace that can link to Accession Records, Resource
> Records, Archival Object Records, and Event Records in various roles, most
> often as subjects and creators. Every distinct agent has one and only one
> record.Archival Object Record[NOTE we're not using ASpace for digital
> objects]A record type for an item in an inventory. If are familiar with
> EAD, this corresponds to a  level. If not, think of this as a tabbed
> level of an inventory. ChildArchivesSpace thinks of hierarchical
> relationships as "parent"/"child". A parent could be the  to a child
> , though ASpace would never frame it in terms of specific numbered
> component levels. A parent could also be the box that a child
> reel/folder/box within the parent boxClassificationsContainer
> ProfileBasically, the type and dimensions of a container. Container
> profiles are consecutively numbered by type. For a description of container
> types see [this link]. For specs/pictures of different container types, see
> [this link].Event RecordIn DBCAH's implementation, Event Records document
> specific steps taken in archival processing, most comprehensively in
> Accession Records (e.g. Deeds of Gift sent or received). Event Records are
> bound to specific dates.InstanceIndicatorLocation ProfileNote
> (resources)ParentResource RecordEssentially a finding aid plus some
> additional collection management information.Space Calculator*
>
> --
> Olivia Solis, MSIS
> Metadata Coordinator
> Dolph Briscoe Center for American History
> The University of Texas at Austin
> 2300 Red River St. Stop D1100
> Austin TX, 78712-1426
> (512) 232-8013
>
> ___
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group@lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>
>
___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

Re: [Archivesspace_Users_Group] Lingo Cheat Sheet?

[Christie Peterson]

Hi Olivia,

As we've brought staff on board with ASpace over the past eight months or
so, I've found that the biggest barrier hasn't been the lingo, per se, but
the underlying data model. I don't have any materials on hand to share, but
I've drawn out basic entity-relationship models for Resources, Accessions,
Archival Objects, Instances, and Agents on white boards more times than I
could count. Once people understand how these different record types work
together, the names seem to be less of an issue.

Best wishes,

Christie

On Fri, Apr 6, 2018 at 5:03 PM, Olivia S Solis  wrote:

> Hi all,
>
> I always seem to post on Friday afternoons.
>
> Throwing this out to the group because training is of immediate and scary
> concern. One of the things that I am acutely aware of is that our staff is
> going to have to get used to new terminology and fast to be able to use
> ASpace. Lingo is going to be a big barrier to access.
>
> What have been some of your conceptual/terminology roadblocks in terms of
> staff training?
>
> Things I know I will have to explain as new terminology/conceptual
> reframing are included as headers below. I'm laying my work bare here, but
> I'm thinking that the crowdsourcing could be useful here. We've got people
> at varied levels of technical proficiency. I was thinking of an informal
> cheat sheet.
>
> Did you make a cheat sheet for ASpace lingo for staff training? Am I not
> including some conceptual leaps here? Did you have ASpace terminology you
> had to explain in multiple ways?
>
> Thanks,
> Olivia
>
>
>
> *Agent RecordA record type for a person, family, corporation, or software.
> A major record type in ASpace that can link to Accession Records, Resource
> Records, Archival Object Records, and Event Records in various roles, most
> often as subjects and creators. Every distinct agent has one and only one
> record.Archival Object Record[NOTE we're not using ASpace for digital
> objects]A record type for an item in an inventory. If are familiar with
> EAD, this corresponds to a  level. If not, think of this as a tabbed
> level of an inventory. ChildArchivesSpace thinks of hierarchical
> relationships as "parent"/"child". A parent could be the  to a child
> , though ASpace would never frame it in terms of specific numbered
> component levels. A parent could also be the box that a child
> reel/folder/box within the parent boxClassificationsContainer
> ProfileBasically, the type and dimensions of a container. Container
> profiles are consecutively numbered by type. For a description of container
> types see [this link]. For specs/pictures of different container types, see
> [this link].Event RecordIn DBCAH's implementation, Event Records document
> specific steps taken in archival processing, most comprehensively in
> Accession Records (e.g. Deeds of Gift sent or received). Event Records are
> bound to specific dates.InstanceIndicatorLocation ProfileNote
> (resources)ParentResource RecordEssentially a finding aid plus some
> additional collection management information.Space Calculator*
>
> --
> Olivia Solis, MSIS
> Metadata Coordinator
> Dolph Briscoe Center for American History
> The University of Texas at Austin
> 2300 Red River St. Stop D1100
> Austin TX, 78712-1426
> (512) 232-8013
>
> ___
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group@lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>
>


-- 
Christie S. Peterson
Manager of Technical Services for Special Collections
Smith College

cpeter...@smith.edu
413-585-2074

she/her/hers
___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group