[Archivesspace_Users_Group] Missing Accession Records from Archon Migration

[Gwenlyn Coddington]

Hello,

While completing some data clean-up projects in ArchivesSpace, I noticed that a 
large portion of our accession records in Archon did not migrate to 
ArchivesSpace. From what I can tell, the records that did not migrate also did 
not have web output enabled in Archon (I don't know if that is related or not).

Is it possible to migrate these records via the Archon migration tool without 
overriding the current ArchivesSpace data? If not, is there a way to get them 
out of Archon?

Unfortunately, I do not know what was done in the original migration as it was 
completed before I began my position.

Any thoughts or advice on how to approach this would be appreciated.

Thanks very much,
Gwen Coddington
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[Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

[Custer, Mark]

All,

Is anyone else working on Agent-related cleanup projects in ArchivesSpace right 
now?  We’ve got a couple of those going on at Yale, and I wanted to mention one 
of them on this listserv since I said that I would last night on Twitter 😊.  My 
reasoning was that it would be better to share widely, even early on, in the 
likely event that others were working on similar projects, and in hopes that it 
might save time for anyone else looking to get started with such a project.

Anyhow, just for the sake of sharing, here’s a really hacky SQL database query 
that you can use in ArchivesSpace to get a list of agents that have any name 
forms that include “Mrs.” or “Miss”:  
https://gist.github.com/fordmadox/d78656fceb04b62000b662a3f2464488

A few caveats:

  *   I do *not* know SQL very well, so I know that this could be improved 
dramatically, but it gets data out of ArchivesSpace.
  *   The query casts a rather wide net, since it looks for Mrs. or Miss in any 
of the name forms, but it could be altered to just look for those two terms in 
the “sort_name” only if desired.
  *   The result of the query has at least one Yale-specific field in there, 
since we store our local ILS bibliographic IDs in ASpace’s “user defined string 
2” field.  You can ignore that, or add something else, etc., but the gist is 
that this query should work in any ASpace instance.  It should return one row 
per agent, with multiple name forms, and a bit more information like which 
Resources, Archival Objects, and/or Accessions the agent is linked to.
  *   And last, it just searches for variations of “Mrs.” and “Miss”, which 
works for our dataset, but you could modify the HAVING clause at the end of the 
query to search for other honorific terms, if needed.

Most importantly, though, getting a dataset to review and act on is just the 
first step.  The hard work comes next!  Jessica Tai, Alison Clemens, and Karen 
Spicher are spearheading this project at Yale. If anyone has specific questions 
about the project, I’d encourage you to reach out directly to them.

For now, though, here’s one interesting example from the project:   we’ve got 
an agent record now in ArchivesSpace for “Brady, John G., Mrs.”,  
https://archives.yale.edu/agents/people/77599.  Originally this would just have 
been text in the finding aid, later a link in a catalog record, and now it’s 
full-blown, standalone record for a person in ArchivesSpace.  But nowhere in 
that agent record is her given name, Elizabeth, although her name is thankfully 
listed multiple times in the finding aid (check out the finding aid author! 😊), 
in the Wikipedia entry for John Green Brady, and elsewhere.  So, that agent 
record will eventually be one of a few hundred local records that we update in 
ArchivesSpace during the course of this project.  And, one of the things that I 
like about ArchivesSpace --which helps to make sure that this project is 
possible without too many workarounds--  is that even if an agent record has a 
corresponding authority record in, say, the Library of Congress name authority 
file (e.g. http://id.loc.gov/authorities/names/n2008076910), you can still 
choose to use a different name variant for that agent’s display name, rather 
than an authorized heading.

Anyhow, I hope all is doing well!

Mark


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Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

[Lara Friedman-Shedlov]

Thanks for sharing this Mark.  At the University of Minnesota, we are in
the early stages of doing some agent record clean-up as well, so this
information is very useful.

For one project we were looking at doing with our agents, we wanted to
create a report of all of our agent records that would also include the
biographical /historical notes from any linked resource records (or at
least the URLs to any associated resource records, so we could easily find
the relevant bio/hist notes).  Our instance of ArchivesSpace is hosted by
Lyrasis so we contacted them to ask about it and were told this is "not
possible."  I found that surprising and wonder if anyone else has done
something like this and if so, how.

/ Lara Friedman-Shedlov



On Mon, May 18, 2020 at 4:00 PM Custer, Mark  wrote:

> All,
>
>
>
> Is anyone else working on Agent-related cleanup projects in ArchivesSpace
> right now?  We’ve got a couple of those going on at Yale, and I wanted to
> mention one of them on this listserv since I said that I would last night
> on Twitter 😊.  My reasoning was that it would be better to share widely,
> even early on, in the likely event that others were working on similar
> projects, and in hopes that it might save time for anyone else looking to
> get started with such a project.
>
>
>
> Anyhow, just for the sake of sharing, here’s a really hacky SQL database
> query that you can use in ArchivesSpace to get a list of agents that have
> any name forms that include “Mrs.” or “Miss”:
> https://gist.github.com/fordmadox/d78656fceb04b62000b662a3f2464488
>
>
>
> A few caveats:
>
>- I do **not** know SQL very well, so I know that this could be
>improved dramatically, but it gets data out of ArchivesSpace.
>- The query casts a rather wide net, since it looks for Mrs. or Miss
>in any of the name forms, but it could be altered to just look for those
>two terms in the “sort_name” only if desired.
>- The result of the query has at least one Yale-specific field in
>there, since we store our local ILS bibliographic IDs in ASpace’s “user
>defined string 2” field.  You can ignore that, or add something else, etc.,
>but the gist is that this query should work in any ASpace instance.  It
>should return one row per agent, with multiple name forms, and a bit more
>information like which Resources, Archival Objects, and/or Accessions the
>agent is linked to.
>- And last, it just searches for variations of “Mrs.” and “Miss”,
>which works for our dataset, but you could modify the HAVING clause at the
>end of the query to search for other honorific terms, if needed.
>
>
>
> Most importantly, though, getting a dataset to review and act on is just
> the first step.  The hard work comes next!  Jessica Tai, Alison Clemens,
> and Karen Spicher are spearheading this project at Yale. If anyone has
> specific questions about the project, I’d encourage you to reach out
> directly to them.
>
>
>
> For now, though, here’s one interesting example from the project:   we’ve
> got an agent record now in ArchivesSpace for “Brady, John G., Mrs.”,
> https://archives.yale.edu/agents/people/77599.  Originally this would
> just have been text in the finding aid, later a link in a catalog record,
> and now it’s full-blown, standalone record for a person in ArchivesSpace.
> But nowhere in that agent record is her given name, Elizabeth, although her
> name is thankfully listed multiple times in the finding aid (check out the
> finding aid author! 😊), in the Wikipedia entry for John Green Brady, and
> elsewhere.  So, that agent record will eventually be one of a few hundred
> local records that we update in ArchivesSpace during the course of this
> project.  And, one of the things that I like about ArchivesSpace --which
> helps to make sure that this project is possible without too many
> workarounds--  is that even if an agent record has a corresponding
> authority record in, say, the Library of Congress name authority file (e.g.
> http://id.loc.gov/authorities/names/n2008076910), you can still choose to
> use a different name variant for that agent’s display name, rather than an
> authorized heading.
>
>
>
> Anyhow, I hope all is doing well!
>
>
>
> Mark
>
>
>
>
> ___
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group@lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>


-- 
Lara D. Friedman-Shedlov(she, her, hers)
Description and Access Archivist | Kautz Family YMCA Archives |
www.lib.umn.edu/ymca
Digital Records Archivist | Archives & Special Collections |
www.lib.umn.edu/special
University of Minnesota Libraries | lib.umn.edu | 612.626.7972
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Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

[Blake Carver]

Only  "not possible" through the ArchivesSpace reporting interface currently. 
Though maybe possible in the future.
Almost certainly possible to create a CSV report directly from the database, 
but haven't looked into the details on that yet.

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Lara 
Friedman-Shedlov 
Sent: Monday, May 18, 2020 5:06 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our 
ArchivesSpace database

Thanks for sharing this Mark.  At the University of Minnesota, we are in the 
early stages of doing some agent record clean-up as well, so this information 
is very useful.

For one project we were looking at doing with our agents, we wanted to create a 
report of all of our agent records that would also include the biographical 
/historical notes from any linked resource records (or at least the URLs to any 
associated resource records, so we could easily find the relevant bio/hist 
notes).  Our instance of ArchivesSpace is hosted by Lyrasis so we contacted 
them to ask about it and were told this is "not possible."  I found that 
surprising and wonder if anyone else has done something like this and if so, 
how.

/ Lara Friedman-Shedlov



On Mon, May 18, 2020 at 4:00 PM Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

All,



Is anyone else working on Agent-related cleanup projects in ArchivesSpace right 
now?  We’ve got a couple of those going on at Yale, and I wanted to mention one 
of them on this listserv since I said that I would last night on Twitter 😊.  My 
reasoning was that it would be better to share widely, even early on, in the 
likely event that others were working on similar projects, and in hopes that it 
might save time for anyone else looking to get started with such a project.



Anyhow, just for the sake of sharing, here’s a really hacky SQL database query 
that you can use in ArchivesSpace to get a list of agents that have any name 
forms that include “Mrs.” or “Miss”:  
https://gist.github.com/fordmadox/d78656fceb04b62000b662a3f2464488



A few caveats:

  *   I do *not* know SQL very well, so I know that this could be improved 
dramatically, but it gets data out of ArchivesSpace.
  *   The query casts a rather wide net, since it looks for Mrs. or Miss in any 
of the name forms, but it could be altered to just look for those two terms in 
the “sort_name” only if desired.
  *   The result of the query has at least one Yale-specific field in there, 
since we store our local ILS bibliographic IDs in ASpace’s “user defined string 
2” field.  You can ignore that, or add something else, etc., but the gist is 
that this query should work in any ASpace instance.  It should return one row 
per agent, with multiple name forms, and a bit more information like which 
Resources, Archival Objects, and/or Accessions the agent is linked to.
  *   And last, it just searches for variations of “Mrs.” and “Miss”, which 
works for our dataset, but you could modify the HAVING clause at the end of the 
query to search for other honorific terms, if needed.



Most importantly, though, getting a dataset to review and act on is just the 
first step.  The hard work comes next!  Jessica Tai, Alison Clemens, and Karen 
Spicher are spearheading this project at Yale. If anyone has specific questions 
about the project, I’d encourage you to reach out directly to them.



For now, though, here’s one interesting example from the project:   we’ve got 
an agent record now in ArchivesSpace for “Brady, John G., Mrs.”,  
https://archives.yale.edu/agents/people/77599.  Originally this would just have 
been text in the finding aid, later a link in a catalog record, and now it’s 
full-blown, standalone record for a person in ArchivesSpace.  But nowhere in 
that agent record is her given name, Elizabeth, although her name is thankfully 
listed multiple times in the finding aid (check out the finding aid author! 😊), 
in the Wikipedia entry for John Green Brady, and elsewhere.  So, that agent 
record will eventually be one of a few hundred local records that we update in 
ArchivesSpace during the course of this project.  And, one of the things that I 
like about ArchivesSpace --which helps to make sure that this project is 
possible without too many workarounds--  is that even if an agent record has a 
corresponding authority record in, say, the Library of Congress name authority 
file (e.g. http://id.loc.gov/authorities/names/n2008076910), you can still 
choose to use a different name variant for that agent’s display name, rather 
than an authorized heading.



Anyhow, I hope all is doing well!



Mark





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--
Lara D. Friedman-S