[Archivesspace_Users_Group] Batch deleting unassociated top containers

[Earle, Lev]

Hello everyone,

This is a bit of a silly question, but I've just stumbled on how to batch 
delete unassociated top containers in the back end, and wanted to see if anyone 
else had noticed any adverse effects when doing this. It would certainly be 
nice to get rid of all of them at once, but considering we have almost 6000 of 
them (I'm hiding my face in shame), we're a little nervy about pushing that 
button.

Cheers,
-Lev.

___
Lev Earle - they/them
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries

I am currently working from the Library Annex on Mondays 9-6, remotely on 
Tuesdays 11-7:30, and on site at Rhees Wednesday-Friday, 9-6pm. If you need to 
reach me urgently, please text or call me at 401.369.0330.

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

Re: [Archivesspace_Users_Group] Title List Sorting by Old Name

[Earle, Lev]

Hi Ann,

I just noticed this yesterday morning, actually. It's pulling from the "Finding 
Aid Filing Title" field, lower down in the Finding Aid Data section. This is 
also the title that will get used if you export the resource to a pdf (which 
was how I noticed it).

Cheers,
-Lev.

___
Lev Earle - they/them
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries

I am currently working on site at Rhees W-F, 9-6pm, with Tuesdays remote 
11-7:30pm, and Mondays 9:30-6 at the Library Annex.

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Abney, 
Ann
Sent: Friday, March 25, 2022 8:53 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [EXT] [Archivesspace_Users_Group] Title List Sorting by Old Name

We've decided to abandon DACS for the title rule for ease of access so I've 
been updating our titles to go "Last Name, First Name Papers". While on the 
public side the title shows up as the changed name, it still sorts titles by 
the old name. I have also noticed that no matter what you change the title to, 
on the list of Resources on the staff side, the name stays the original. Is 
there somewhere else that's *not* the Title field that I should be updating as 
well? Or is it something that it just takes the ArchivesSpace database a bit of 
time to catch up?


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

Re: [Archivesspace_Users_Group] [EXT] Server keeps stopping Archivesspace

[Earle, Lev]

Hi Suzanna,

I’ve been having what might be a similar issue, especially when trying to use 
the Enable Reorder function on container lists. Often the page will keep on 
loading, or time out, and I’ll receive a 403 Forbidden error. I have to clear 
my cache and go back into ArchivesSpace from the beginning to be able to get 
back in to editing the resource. This happens especially with larger finding 
aids. I have a much worse time of it when I’m editing off-site, or working from 
home, where my internet is not as good. My student workers and other off-site 
editors have the same issues. Does this sound like what is happening to you?

Our tech folks here have told me it has something to do with the request timing 
out- the request takes too long to send and return, and in response the system 
thinks two separate people are trying to edit the same record, or something. 
Still, if anyone knows a way to fix this or get around it, it’s been really 
awful in trying to work from home in this distanced age.

Sorry, this was less of a fix than an “I have this problem too,” but hopefully 
if it’s not an isolated issue, there might be something Lyrasis can do about it?

Cheers,
-Lev.

___
Lev Earle - they/them
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries

I am currently working on site at Rhees W-F, 9-6pm, with Tuesdays 11-7:30pm, 
and Mondays 9:30-6 at the Library Annex. For the fastest response, please text 
me.


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Calev, 
Suzanna
Sent: Friday, January 21, 2022 11:53 AM
To: Archivesspace Users Group 
Subject: [EXT] [Archivesspace_Users_Group] Server keeps stopping Archivesspace

Hi Aspace User group,

I'm wondering if I can troubleshoot this issue here. I recently reached out to 
our network guys to address why Archivespace keeps sporadically shutting down 
and they said the following:
It is not that the server itself is shutting down -- the service is merely 
stopping and I cannot pinpoint anything that is triggering this to happen. I 
can most definitely move it to a different server, but I do not believe that 
will fix the issue. I feel it either has to do with the software itself, or a 
Java function, database issue, etc.

If anyone has any suggestions or ideas as to what we can look for to prevent 
this from happening, I'd greatly appreciate your input.
Thank you,
Suzanna
--
Suzanna Calev, MLIS & MA
Archivist/Public Services Librarian
Farley Library
187 South Franklin Street
Wilkes-Barre, PA 18766
Office: 570-408-2012
Archives: 570-408-4264
Cell: 917-656-3515
suzanna.ca...@wilkes.edu



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

Re: [Archivesspace_Users_Group] [EXT] Re: AS PUI displaying unpublished content

[Earle, Lev]

Hello everyone,

I wanted to send an update in case anyone else has been having this issue. The 
re-indexing did indeed work; it was also revealed during the review that there 
were a number of accession reports which had been published at some point, and 
these were still visible. This isn't part of our procedure, and we're uncertain 
exactly how it happened, but there are only a few hundred of them. We've turned 
off the PUI for now and are working on how to programmatically unpublish them, 
and make sure no accession reports are published through to the PUI.

Thanks again Andrew et al for your help!

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Andrew 
Morrison
Sent: Tuesday, April 6, 2021 5:00 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] [EXT] Re: AS PUI displaying 
unpublished content


Have you tried 
re-indexing<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.github.io_tech-2Ddocs_administration_indexes.html&d=DwMD-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=gz_cnCb02AmekVRHZXW_TllTSKQlV9LKJSeJEv9J7KQ&s=iHLcFLqZrKgLDBqjRplPc6_bha3Da0MJUZydVf2uz5s&e=>
 since switching on the public user interface?



Andrew.




On 05/04/2021 23:54, Earle, Lev wrote:
Hi Mark,

Thanks for your response on this. Unfortunately, the publish/unpublish buttons 
in the staff interface aren't the source of the issue- the unpublished records 
do not have any "publish" boxes checked. I'd love it if it were that simple, 
haha. Additionally, we're running 2.5.1. We do have digital objects, but 
they're only linked to a few finding aids, all of which are published, so I 
don't think that should be causing the error, either... There doesn't seem to 
be any discrimination between what gets improperly displayed/published that 
would point to something linked causing the problem. Still, I'll review the 
workflow link you gave here with the tech folks and see if we can find 
something out.

Thanks again!

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

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: Monday, April 5, 2021 6:09 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [EXT] Re: [Archivesspace_Users_Group] AS PUI displaying unpublished 
content

Lev,

Accession records can be published or unpublished in the staff interface, and 
if the accession records are unpublished, then those records should not show up 
in the ArchivesSpace PUI. If I recall correctly, though, there was a bug in the 
initial release of the PUI in ASpace 2.1 that showed unpublished Accession 
records as linked records when linked to other published records, so perhaps 
that was occurring in your version?  Also, it looks like there is still a bug 
for how linked records display if linked to a digital object record, as 
reported here: 
https://archivesspace.atlassian.net/browse/ANW-1207<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_ANW-2D1207&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Hlj9PhX-80o4j3ZnuTSx3tkE_YDmuhgMc2jhweSa81A&e=>.

We only have accession records linked to resource (or other accession) records, 
and in that case, the unpublished accessions do not show up in the PUI. That 
said, I have noticed that if you add a LOT of linked accessions to any one 
record, then that can also cause an issue:  we have one miscellany collection 
that should have over 2,000 linked accession records, but we dropped that down 
considerably in the staff interface so that it wouldn't break the display for 
that resource record in the public interface. Ideally, we could link them all, 
but it's not a big hindrance since we record the call number for that resource 
record in all 2k accession records anyway -- so, the records can still be 
grouped that way for reporting.

Last, this page is woefully out of date, but I'll add the link here since it 
includes a few helpful pointers, specifically about the importance or reviewing 
the use of the Publish? button, default settings, and other workflows that 
impact publication statuses if using

Re: [Archivesspace_Users_Group] [EXT] Re: AS PUI displaying unpublished content

[Earle, Lev]

I don't believe so- we'll try this next, Andrew, thank you.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Andrew 
Morrison
Sent: Tuesday, April 6, 2021 5:00 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] [EXT] Re: AS PUI displaying 
unpublished content


Have you tried 
re-indexing<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.github.io_tech-2Ddocs_administration_indexes.html&d=DwMD-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=gz_cnCb02AmekVRHZXW_TllTSKQlV9LKJSeJEv9J7KQ&s=iHLcFLqZrKgLDBqjRplPc6_bha3Da0MJUZydVf2uz5s&e=>
 since switching on the public user interface?



Andrew.




On 05/04/2021 23:54, Earle, Lev wrote:
Hi Mark,

Thanks for your response on this. Unfortunately, the publish/unpublish buttons 
in the staff interface aren't the source of the issue- the unpublished records 
do not have any "publish" boxes checked. I'd love it if it were that simple, 
haha. Additionally, we're running 2.5.1. We do have digital objects, but 
they're only linked to a few finding aids, all of which are published, so I 
don't think that should be causing the error, either... There doesn't seem to 
be any discrimination between what gets improperly displayed/published that 
would point to something linked causing the problem. Still, I'll review the 
workflow link you gave here with the tech folks and see if we can find 
something out.

Thanks again!

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

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: Monday, April 5, 2021 6:09 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [EXT] Re: [Archivesspace_Users_Group] AS PUI displaying unpublished 
content

Lev,

Accession records can be published or unpublished in the staff interface, and 
if the accession records are unpublished, then those records should not show up 
in the ArchivesSpace PUI. If I recall correctly, though, there was a bug in the 
initial release of the PUI in ASpace 2.1 that showed unpublished Accession 
records as linked records when linked to other published records, so perhaps 
that was occurring in your version?  Also, it looks like there is still a bug 
for how linked records display if linked to a digital object record, as 
reported here: 
https://archivesspace.atlassian.net/browse/ANW-1207<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_ANW-2D1207&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Hlj9PhX-80o4j3ZnuTSx3tkE_YDmuhgMc2jhweSa81A&e=>.

We only have accession records linked to resource (or other accession) records, 
and in that case, the unpublished accessions do not show up in the PUI. That 
said, I have noticed that if you add a LOT of linked accessions to any one 
record, then that can also cause an issue:  we have one miscellany collection 
that should have over 2,000 linked accession records, but we dropped that down 
considerably in the staff interface so that it wouldn't break the display for 
that resource record in the public interface. Ideally, we could link them all, 
but it's not a big hindrance since we record the call number for that resource 
record in all 2k accession records anyway -- so, the records can still be 
grouped that way for reporting.

Last, this page is woefully out of date, but I'll add the link here since it 
includes a few helpful pointers, specifically about the importance or reviewing 
the use of the Publish? button, default settings, and other workflows that 
impact publication statuses if using the PUI:  
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103526318/PUI+pre-launch+checklist<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_wiki_spaces_ADC_pages_103526318_PUI-2Bpre-2Dlaunch-2Bchecklist&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Yb6MqcQCMS5lmdY5RWYlC-byfWKCzYVzFglEc8dwfPk&e=>

Mark




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

Re: [Archivesspace_Users_Group] [EXT] Re: AS PUI displaying unpublished content

[Earle, Lev]

Hi Mark,

Thanks for your response on this. Unfortunately, the publish/unpublish buttons 
in the staff interface aren't the source of the issue- the unpublished records 
do not have any "publish" boxes checked. I'd love it if it were that simple, 
haha. Additionally, we're running 2.5.1. We do have digital objects, but 
they're only linked to a few finding aids, all of which are published, so I 
don't think that should be causing the error, either... There doesn't seem to 
be any discrimination between what gets improperly displayed/published that 
would point to something linked causing the problem. Still, I'll review the 
workflow link you gave here with the tech folks and see if we can find 
something out.

Thanks again!

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Monday, April 5, 2021 6:09 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [EXT] Re: [Archivesspace_Users_Group] AS PUI displaying unpublished 
content

Lev,

Accession records can be published or unpublished in the staff interface, and 
if the accession records are unpublished, then those records should not show up 
in the ArchivesSpace PUI. If I recall correctly, though, there was a bug in the 
initial release of the PUI in ASpace 2.1 that showed unpublished Accession 
records as linked records when linked to other published records, so perhaps 
that was occurring in your version?  Also, it looks like there is still a bug 
for how linked records display if linked to a digital object record, as 
reported here: 
https://archivesspace.atlassian.net/browse/ANW-1207<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_ANW-2D1207&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Hlj9PhX-80o4j3ZnuTSx3tkE_YDmuhgMc2jhweSa81A&e=>.

We only have accession records linked to resource (or other accession) records, 
and in that case, the unpublished accessions do not show up in the PUI. That 
said, I have noticed that if you add a LOT of linked accessions to any one 
record, then that can also cause an issue:  we have one miscellany collection 
that should have over 2,000 linked accession records, but we dropped that down 
considerably in the staff interface so that it wouldn't break the display for 
that resource record in the public interface. Ideally, we could link them all, 
but it's not a big hindrance since we record the call number for that resource 
record in all 2k accession records anyway -- so, the records can still be 
grouped that way for reporting.

Last, this page is woefully out of date, but I'll add the link here since it 
includes a few helpful pointers, specifically about the importance or reviewing 
the use of the Publish? button, default settings, and other workflows that 
impact publication statuses if using the PUI:  
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103526318/PUI+pre-launch+checklist<https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_wiki_spaces_ADC_pages_103526318_PUI-2Bpre-2Dlaunch-2Bchecklist&d=DwMF-g&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=bltAdaQLU7OQtofuL0uXHX_SYi80UdMGJ5ye4USrd4s&s=Yb6MqcQCMS5lmdY5RWYlC-byfWKCzYVzFglEc8dwfPk&e=>

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 Earle, Lev 
mailto:lea...@library.rochester.edu>>
Sent: Monday, April 5, 2021 3:21 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] AS PUI displaying unpublished content


Hello everyone,



Our department has recently been talking about moving from our in-house display 
code, which interacts between AS and our website, to use the AS-generated user 
view (PUI) instead. Currently we have the PUI turned off completely, as it was 
discovered somewhat inadvertently that the PUI was displaying not only 
resources, but unpublished records like accession reports. Is there some 
setting we missed? How do we configure the PUI to only display published 
materials? Seems a very basic question but I think there was so much panic when 
it was discovered that we just elected to shut the whole thing down, since we 
weren't using it then anyway.



I don't have a lot of the technical

[Archivesspace_Users_Group] AS PUI displaying unpublished content

[Earle, Lev]

Hello everyone,

Our department has recently been talking about moving from our in-house display 
code, which interacts between AS and our website, to use the AS-generated user 
view (PUI) instead. Currently we have the PUI turned off completely, as it was 
discovered somewhat inadvertently that the PUI was displaying not only 
resources, but unpublished records like accession reports. Is there some 
setting we missed? How do we configure the PUI to only display published 
materials? Seems a very basic question but I think there was so much panic when 
it was discovered that we just elected to shut the whole thing down, since we 
weren't using it then anyway.

I don't have a lot of the technical details on our instance, but if anyone 
needs more information to be able advise us, let me know and I can relay 
questions to our tech folks.


Many cheers,
-Lev Earle.

___
Special Collections Processing Archivist
Rare Books, Special Collections, and Preservation
University of Rochester River Campus Libraries
they/them pronouns


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

Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

[Earle, Lev]

Thanks for your replies! Definitely confirms what we’d been thinking. I think 
we’ve gotten it figured out now.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist
Rare Books, Special Collections, and Preservation
University of Rochester River Campus Libraries
they/them pronouns



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Tuesday, October 20, 2020 1:38 PM
To: Archivesspace Users Group 
Subject: [EXT] Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

What Mark said. And in addition, I would say that when dealing with these 
levels in EAD, what you usually want or need is to distinguish is top-level, 
middle-levels and leaves, so in practice making everything in the middle 
“subseries” is OK, and if you need finer distinctions you export as numbered c 
sections ( c01, c02, c03… )



On Oct 20, 2020, at 1:09 PM, Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

Hi, Lev.

Short answer:  you can select “otherlevel” and then type in “sub-subseries” 
(even “sub-sub-subseries” and whatever else that’s needed). You might need to 
update your display code, but that approach would keep the EAD valid.  I'm 
attaching a screenshot for how to do that in ArchivesSpace.  That said, I would 
probably advise against doing that since then you’re on the hook for making 
sure that there are no typos, etc….. and what, really, is a sub-subseries, or a 
sub-series, for that matter? 😊.  So, again, the display code might need to be 
updated, but nothing else would preclude you have having subseries children of 
other subseries.

Longer response, which doesn't really add much:  the closed list that 
ArchivesSpace uses for its "Archival Object Level" enumeration list comes from 
the EAD schemas.  Those schemas are based on ISAD(G) 3.1.4, which does not 
specify a closed list or definitions for different levels, I don’t think, but 
it does include a few different examples such as “Sub-series”.  In the first 
version of EAD, it looks like there were 9 valid options for the level of 
description, including “subseries”.  EAD 2002 and EAD3 bump that up to 11 valid 
options.  And starting with EAD2002, “otherlevel” was added to the controlled 
list of values to provide users a way to specify any other level that was 
required locally.  So, you can encode something like @level=’otherlevel’ and 
@otherlevel=’sub-subseries’ to add any local levels of description that you 
want.


All that said, I still don't know the difference between a series and subseries 
(aside from the context, which would be indicated by having a series as a child 
of a series), so I'm actually in favor of less values (e.g. removing subseries 
and just using series wherever that's needed) 🙂.


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 
Earle, Lev
Sent: Tuesday, 20 October, 2020 12:25 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hello everyone,

I’m wondering if anyone out there has configured their instance to make 
sub-subseries level designations available.

I’m currently working with some very large collection imports where 
sub-subseries would be useful, and know that EAD allows for I think a maximum 
of twelve levels (or something faintly ridiculous), but also know that the 
out-of-the-box AS doesn’t include a sub-subseries level designation. I know you 
can technically nest subseries as children under each other, but this feels 
like bad form and plays havoc with our display code. We could probably figure 
out something ourselves to hack in a sub-subseries designation, but I wanted to 
see what/if anyone else was doing, as we’d like to try and build consistently 
with other institutions to make future inter-institutional collaboration go 
more smoothly.

Many thanks for any help! I’m new to this listserv and have been learning a lot 
following conversations but still have a long ways to go.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries
they/them pronouns

___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org<mailto: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] Sub-subseries custom usage?

[Earle, Lev]

Hi Mark,

Thanks for this, this was very helpful and gives me a lot to work with on our 
end. Have you utilized this arrangement in any of your finding aids? We do have 
some custom options in various fields that have been built over the years and 
they inevitably seem to require lots of merging and cleanup down the line, 
which gets trickier when you’re dealing with the structural aspects like 
container lists and not just descriptors.


Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries
they/them pronouns



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Tuesday, October 20, 2020 1:10 PM
To: Archivesspace Users Group 
Subject: [EXT] Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hi, Lev.

Short answer:  you can select “otherlevel” and then type in “sub-subseries” 
(even “sub-sub-subseries” and whatever else that’s needed).  You might need to 
update your display code, but that approach would keep the EAD valid.  I'm 
attaching a screenshot for how to do that in ArchivesSpace.  That said, I would 
probably advise against doing that since then you’re on the hook for making 
sure that there are no typos, etc….. and what, really, is a sub-subseries, or a 
sub-series, for that matter? 😊.  So, again, the display code might need to be 
updated, but nothing else would preclude you have having subseries children of 
other subseries.

Longer response, which doesn't really add much:  the closed list that 
ArchivesSpace uses for its "Archival Object Level" enumeration list comes from 
the EAD schemas.  Those schemas are based on ISAD(G) 3.1.4, which does not 
specify a closed list or definitions for different levels, I don’t think, but 
it does include a few different examples such as “Sub-series”.  In the first 
version of EAD, it looks like there were 9 valid options for the level of 
description, including “subseries”.  EAD 2002 and EAD3 bump that up to 11 valid 
options.  And starting with EAD2002, “otherlevel” was added to the controlled 
list of values to provide users a way to specify any other level that was 
required locally.  So, you can encode something like @level=’otherlevel’ and 
@otherlevel=’sub-subseries’ to add any local levels of description that you 
want.


All that said, I still don't know the difference between a series and subseries 
(aside from the context, which would be indicated by having a series as a child 
of a series), so I'm actually in favor of less values (e.g. removing subseries 
and just using series wherever that's needed) 🙂.


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 
Earle, Lev
Sent: Tuesday, 20 October, 2020 12:25 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hello everyone,

I’m wondering if anyone out there has configured their instance to make 
sub-subseries level designations available.

I’m currently working with some very large collection imports where 
sub-subseries would be useful, and know that EAD allows for I think a maximum 
of twelve levels (or something faintly ridiculous), but also know that the 
out-of-the-box AS doesn’t include a sub-subseries level designation. I know you 
can technically nest subseries as children under each other, but this feels 
like bad form and plays havoc with our display code. We could probably figure 
out something ourselves to hack in a sub-subseries designation, but I wanted to 
see what/if anyone else was doing, as we’d like to try and build consistently 
with other institutions to make future inter-institutional collaboration go 
more smoothly.

Many thanks for any help! I’m new to this listserv and have been learning a lot 
following conversations but still have a long ways to go.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries
they/them pronouns

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

Re: [Archivesspace_Users_Group] [EXT] Re: Sub-subseries custom usage?

[Earle, Lev]

Hi Dan,

That was my feeling, as well- and we’re in the middle of a website redesign, so 
it’s a good time for it. Thanks for your note!


Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries
they/them pronouns



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Daniel 
Michelson
Sent: Tuesday, October 20, 2020 12:42 PM
To: Archivesspace Users Group 
Subject: [EXT] Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hi Lev,

I don't believe there's any concept of a sub-subseries distinct from a 
subseries in EAD or ArchivesSpace.  Nesting subseries is a very reasonable 
approach to large complex collections, so I'd encourage you to consider 
re-examining your display code, rather than changing the way you encode data.

Hope that helps!

All the best,

Dan

On Tue, Oct 20, 2020 at 12:25 PM Earle, Lev 
mailto:lea...@library.rochester.edu>> wrote:
Hello everyone,

I’m wondering if anyone out there has configured their instance to make 
sub-subseries level designations available.

I’m currently working with some very large collection imports where 
sub-subseries would be useful, and know that EAD allows for I think a maximum 
of twelve levels (or something faintly ridiculous), but also know that the 
out-of-the-box AS doesn’t include a sub-subseries level designation. I know you 
can technically nest subseries as children under each other, but this feels 
like bad form and plays havoc with our display code. We could probably figure 
out something ourselves to hack in a sub-subseries designation, but I wanted to 
see what/if anyone else was doing, as we’d like to try and build consistently 
with other institutions to make future inter-institutional collaboration go 
more smoothly.

Many thanks for any help! I’m new to this listserv and have been learning a lot 
following conversations but still have a long ways to go.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries
they/them pronouns

___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org<mailto:Archivesspace_Users_Group@lyralists.lyrasis.org>
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group<https://urldefense.proofpoint.com/v2/url?u=http-3A__lyralists.lyrasis.org_mailman_listinfo_archivesspace-5Fusers-5Fgroup&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=1TjpxE9EqMwXwb9NQOmzrpRgXAE5fMLnPz8nTsMJVfU&s=9yXBG3GeLaTtlhzCn8uhb66x3xMOeYeh5gzkHA2m6uo&e=>


--
Dan Michelson
Project Manager Archivist
Smith College Special Collections

Due to COVID-19, Special Collections is offering limited, remote reference and 
digitization services and ongoing consultations for faculty, students, and 
other researchers. Smith course support is our primary responsibility at this 
time. All other requests and inquiries will be responded to as we are able.

For information about Smith College’s response to Covid-19, please visit the 
Smith College 
Libraries<https://urldefense.proofpoint.com/v2/url?u=http-3A__bit.ly_SCLcovid-2D19&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=1TjpxE9EqMwXwb9NQOmzrpRgXAE5fMLnPz8nTsMJVfU&s=Ubv749f68r01DrTIsOc1bEDzdcTdKF4frd6Khrtn4DQ&e=>
 and Smith 
College<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.smith.edu_student-2Dlife_health-2Dwellness_coronavirus&d=DwMFaQ&c=kbmfwr1Yojg42sGEpaQh5ofMHBeTl9EI2eaqQZhHbOU&r=YBL0Aobi7bIlyU-KF-fSANJeJfVhrGgHmEhIhlwTg0w&m=1TjpxE9EqMwXwb9NQOmzrpRgXAE5fMLnPz8nTsMJVfU&s=iCiHYRKF362gkzPVpXpGcIEoRhiXUz9QfN1F5SQzVw0&e=>
 websites. For information about library services during this time, information 
is available on our website.
___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

[Earle, Lev]

Hi VivianLea,

Haha, no worries. We've all been there! Hope your install is going well! :)


Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist
Rare Books, Special Collections, and Preservation
University of Rochester River Campus Libraries
they/them pronouns



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Solek, 
VivianLea
Sent: Tuesday, October 20, 2020 12:43 PM
To: Archivesspace Users Group 
Subject: [EXT] Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hi Lev,

Sorry about my earlier reply - I misread your request.  I'm in the midst of a 
crazy exhibit install...should not be answering emails!?!

Best,
VivianLea

VivianLea Solek
Archivist
Knights of Columbus Supreme Council Archives

Knights of Columbus Museum
1 State Street
New Haven, CT 06511-6702
Phone 203 752-4578
Fax 203 865-0351

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 Earle, Lev
Sent: Tuesday, October 20, 2020 12:25 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hello everyone,

I'm wondering if anyone out there has configured their instance to make 
sub-subseries level designations available.

I'm currently working with some very large collection imports where 
sub-subseries would be useful, and know that EAD allows for I think a maximum 
of twelve levels (or something faintly ridiculous), but also know that the 
out-of-the-box AS doesn't include a sub-subseries level designation. I know you 
can technically nest subseries as children under each other, but this feels 
like bad form and plays havoc with our display code. We could probably figure 
out something ourselves to hack in a sub-subseries designation, but I wanted to 
see what/if anyone else was doing, as we'd like to try and build consistently 
with other institutions to make future inter-institutional collaboration go 
more smoothly.

Many thanks for any help! I'm new to this listserv and have been learning a lot 
following conversations but still have a long ways to go.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

CONFIDENTIALITY NOTICE: This message and any attachments may contain 
confidential, proprietary or legally privileged information and is intended 
only for the use of the addressee or addressees named above for its intended 
purpose. If you are not the intended recipient of this message, this message 
constitutes notice that any review, retransmission, distribution, copying or 
other use or taking any action in reliance on the information in this message 
and its attachments, is prohibited. If you receive this communication in error, 
please immediately advise the sender by reply e-mail and delete this message 
and its attachments from your system without keeping a copy. Unless expressly 
stated in this e-mail, nothing in this message may be construed as a digital or 
electronic signature. Thank you.
___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

[Archivesspace_Users_Group] Sub-subseries custom usage?

[Earle, Lev]

Hello everyone,

I'm wondering if anyone out there has configured their instance to make 
sub-subseries level designations available.

I'm currently working with some very large collection imports where 
sub-subseries would be useful, and know that EAD allows for I think a maximum 
of twelve levels (or something faintly ridiculous), but also know that the 
out-of-the-box AS doesn't include a sub-subseries level designation. I know you 
can technically nest subseries as children under each other, but this feels 
like bad form and plays havoc with our display code. We could probably figure 
out something ourselves to hack in a sub-subseries designation, but I wanted to 
see what/if anyone else was doing, as we'd like to try and build consistently 
with other institutions to make future inter-institutional collaboration go 
more smoothly.

Many thanks for any help! I'm new to this listserv and have been learning a lot 
following conversations but still have a long ways to go.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist - RBSCP
University of Rochester River Campus Libraries
they/them pronouns

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