Re: [Archivesspace_Users_Group] Unpublished and suppressed records

[Hilton, Adrien]

Hi Jennifer,

At least in my instance, 2.5.2, you can Browse-->Resources and there's a filter 
on the left side pane for Published with either True or False as selections. I 
don't know about the OAI part.

Take good care!
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Waxman, 
Jennifer
Sent: Monday, February 22, 2021 7:39 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Unpublished and suppressed records

Hello ASpaceland,

Does anyone have a trick to identifying all unpublished resource records in 
their repository? Any way to see a list or even export one? Also, do you know 
if suppressing a record will keep it hidden from an OAI harvest?

Thanks!
Jennifer


Jennifer Waxman
Head, Collection Management
Tulane University Special Collections
Howard-Tilton Memorial Library, Jones Hall
6801 Freret Street
New Orleans LA 70118
504.247.1806
jwaxm...@tulane.edu
[cid:image001.jpg@01D709F3.1B898820]

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[Archivesspace_Users_Group] Developing custom reports

[Hilton, Adrien]

Dear Colleagues,

We are considering creating three reports that are essentially data dumps of 
various record types in a repository, e.g. all resource record level data; all 
accession record level data; and all archival object level data associated with 
a single resource record. You can see our use cases and specifications here:

Resource record level data: 
https://docs.google.com/document/d/1ndDKXuE27rKdfOycPjCODq6UVOKGlqY4ns3x_S4aFcM/edit?usp=sharing
Accession record level data: 
https://docs.google.com/document/d/1XxddO8KDJdY97q6g9IzLffbnxjP8ei1U9BpErKP3NZA/edit?usp=sharing
Archival object data: 
https://docs.google.com/document/d/1D9H31AoPtqmShf14EnrPoNgTimqzOTQa2GtcTcJBn1M/edit?usp=sharing

The out-of-the-box reports don't contain all the data we are looking for in 
terms of data analysis, editing, and/or reporting purposes. We know there are 
some challenging areas to accommodate with linked tables and fields that are 
repeatable (e.g. extent) but are hopeful we can manage those. Given our 
particular situation reports are more desirable than say read only access to 
the database, which I know many people would use to get this data.

First question: has anyone already written reports similar to these three?

Second question: is there any interest in collaborating to develop these?

Thanks in advance,
Adrien
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Re: [Archivesspace_Users_Group] Survey on API usage

[Hilton, Adrien]

Apologies, the wiki page for background info is restricted, and permissions are 
at a much higher level. If folks are interested, feel free to reach out and I 
can share the text with you individually.

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Hilton, 
Adrien
Sent: Thursday, July 30, 2020 1:58 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Survey on API usage

Dear Colleagues,

At Harvard Library, our Library Technology Services unit is exploring how to 
support usage of the ArchivesSpace API. We've compiled a brief survey that 
we're hoping you can fill out. It will take about 20-30 minutes to complete. 
Your responses will be incredibly useful in helping us to establish sustainable 
models for maintenance and support.

https://docs.google.com/forms/d/e/1FAIpQLSd_-Tx8xllx-vvVrTgBHKGhQ3XvgxZriZ_dni_bbJugHBoX1A/viewform?usp=sf_link<https://urldefense.proofpoint.com/v2/url?u=https-3A__docs.google.com_forms_d_e_1FAIpQLSd-5F-2DTx8xllx-2DvvVrTgBHKGhQ3XvgxZriZ-5Fdni-5FbbJugHBoX1A_viewform-3Fusp-3Dsf-5Flink&d=DwMFAg&c=WO-RGvefibhHBZq3fL85hQ&r=7bhquqYB3FQXWVo6iPh4i_OF6d8CuYONFyWirjXvT_I&m=B_ozT3fqrSr7H0AbnXs5ieqZcpILj1IYNIrQBtZ7Rlg&s=Fntk2AHINlcaRro7jJyj9jpIQK_B_DIRXu50tC4sPAE&e=>

You can find background information about the project here: 
https://wiki.harvard.edu/confluence/pages/viewpage.action?pageId=254280364

Responses by August 14th would be wonderful!

Thanks in advance,
Adrien

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[Archivesspace_Users_Group] Survey on API usage

[Hilton, Adrien]

Dear Colleagues,

At Harvard Library, our Library Technology Services unit is exploring how to 
support usage of the ArchivesSpace API. We've compiled a brief survey that 
we're hoping you can fill out. It will take about 20-30 minutes to complete. 
Your responses will be incredibly useful in helping us to establish sustainable 
models for maintenance and support.

https://docs.google.com/forms/d/e/1FAIpQLSd_-Tx8xllx-vvVrTgBHKGhQ3XvgxZriZ_dni_bbJugHBoX1A/viewform?usp=sf_link

You can find background information about the project here: 
https://wiki.harvard.edu/confluence/pages/viewpage.action?pageId=254280364

Responses by August 14th would be wonderful!

Thanks in advance,
Adrien

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Re: [Archivesspace_Users_Group] Top container ranges

[Hilton, Adrien]

Hi Dawne,

I believe Yale created a script to break out container ranges: 
https://github.com/YaleArchivesSpace/xslt-files/blob/master/EAD_expand_top_container_ranges_prior_to_import.xsl

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Mayo, 
Dave
Sent: Thursday, June 18, 2020 9:23 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Top container ranges

So, with the caveat that we put a lot of resources (a bunch of archivists’ 
time, a full year of a full time developer (me!)), we had very solid results; I 
think remediating issues prior to import is almost always worth the expense of 
significant effort, particularly over a large corpus.

My main advice would be to be very, very careful about changes – version your 
EADs, compare before and after scripts run, and in general be very systematic 
about how you find, report, and correct changes.

I don’t know if you’ve seen it, but Kate Bowers and I did a write-up of what we 
did during our migration – it has links to a number of open source tools I 
wrote for doing this kind of work.  They’re a bit involved to get running, but 
they definitely work at basically any scale out there, and I’m happy to help 
people get started with them.  
https://journal.code4lib.org/articles/12239

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

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Lucas, Dawne Howard" 
mailto:dawne_lu...@unc.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Thursday, June 18, 2020 at 9:12 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Top container ranges

Thanks, Dave.  I guess I should have specified that changing the EAD isn’t a 
viable solution for us unless it’s automated. We do not plan to edit individual 
finding aids manually except in cases where the ranges aren’t regular.

If you’ve done this at Harvard, have there been any drawbacks? Anything we 
should be looking to avoid?

Thanks again,

Dawne


From: Mayo, Dave
Sent: Thursday, June 18, 2020 9:04 AM
To: Archivesspace Users 
Group
Subject: Re: [Archivesspace_Users_Group] Top container ranges

The two options I see here are essentially:

1. Change the EAD
2. Change the containers after they’re ingested.

Of the two, changing the EAD seems _easier_ to me; if you wouldn’t mind going 
more into why that’s not a viable solution for you, it might help us provide 
better advice?

Either way, at 7000 finding aids, the solution would basically need to be 
automated – if your box ranges are very regular (i.e. only single number or 
range, no “3,4,7-10” or similar), it wouldn’t be too difficult – split the 
range on ‘-‘, generate list of numbers, replace container with multiple 
containers.
--
Dave Mayo (he/him)
Senior Digital Library Software Engineer
Harvard University > HUIT > LTS

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Lucas, Dawne Howard" 
mailto:dawne_lu...@unc.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Thursday, June 18, 2020 at 8:13 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Top container ranges


Hi all,



We are formulating a plan to import our 7000+ EAD finding aids into 
ArchivesSpace and are wondering how other institutions have handled top 
container ranges.



For example, we have finding aids coded like this:



3-4Photographs



This imports into ASpace just fine (yay!), but of course also creates a top 
container for Box 3-4 instead of Box 3 and Box 4 (boo!). We assume this will be 
an issue later when we integrate with Aeon.



The most obvious solution to this problem appears to be to change the encoding 
to:



3Photographs



4 
Photographs



For several reasons, this is not a viable solution for us. Have other 
institutions figured out a way to deal with this issue that does not include 
editing the EAD in individual finding aids?

Thanks for your help,

Dawne

--
Dawne Howard Lucas (she/her/hers)
Technical Services Archivist

Wilson Special Collections Library
200 South Road, CB #3926
Chapel Hill, NC 27515
The University of North Carolina at Chapel Hill
P  919-966-1776   E  dawne_lu...@unc.edu

[cid:image001.png@01D5F200.0D957C80]

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

[Hilton, Adrien]

Hi Kate,

I can talk to you about this offline if you'd like.

In a nutshell, the ArchivesSpace MARCxml importer doesn't include a mapping to 
the EADID field in the resource record. Even if you put it in your MARCxml (say 
the 555), it gets drop on ingest.

We're working to convert some 1000 MARC records to EADxml, then autogenerate 
the EADID field with consecutive numbers. We'd ingest the EAD instead of the 
MARC.

It's Harvard's installation that won't let you save the resource records 
without the EADID.

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Bowers, 
Kate A.
Sent: Thursday, September 12, 2019 11:01 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] What field does an EADID go into for 
MARXML ingest?

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

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

Many thanks!

Kate


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




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Re: [Archivesspace_Users_Group] Container and Location management reports

[Hilton, Adrien]

Thanks Alicia, this information is much appreciated as is all the work you’ve 
done writing those SQL queries that are on Github.

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Detelich, Alicia
Sent: Tuesday, March 19, 2019 12:03 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Container and Location management 
reports

Hi Adrien,

We use top containers, container profiles, and locations. Our reporting needs 
vary, but often they are related to answering questions like:
   “What boxes/materials are in this location?”
“How much space do those boxes occupy?”
“What’s in the box(es)?”
“How many VHS boxes do we have?”
“How many linear feet is collection X?”
“Here’s a list of barcodes that should be in X location, are they actually 
there?”
“How many boxes are in ArchivesSpace that aren’t associated with a descriptive 
record?”

To answer these questions, and others, we’ve typically used database queries. 
The API is not usually the most efficient way to retrieve ArchivesSpace data, 
though we have used the search endpoints for some reporting functions. For 
instance, this tool - 
https://github.com/ucancallmealicia/barcode_search<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_ucancallmealicia_barcode-5Fsearch&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=CX86wDU5hM769Otb9n9jJIObIJ77EaoLYR1S23KnxLg&s=51cbvOUXp0iuteNsYg1Mw4fHEUvmD03q1dWWi0yliKo&e=>
 - will take a list of barcodes, which are stored in top container records, and 
retrieve data about the containers and their associated descriptive records. 
This helps us to manage transfers of material to off-site storage.

For the most part, though, SQL queries are the way to go. You’ll find a bunch 
of examples in these repos:

https://github.com/ucancallmealicia/mysql_demo<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_ucancallmealicia_mysql-5Fdemo&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=CX86wDU5hM769Otb9n9jJIObIJ77EaoLYR1S23KnxLg&s=Y1cBcDTRWlTPe8jd1YvpLYhczePImToTZ_-AfzZdjAo&e=>

https://github.com/ucancallmealicia/archivesspace-sql<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_ucancallmealicia_archivesspace-2Dsql&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=CX86wDU5hM769Otb9n9jJIObIJ77EaoLYR1S23KnxLg&s=-4xGo_0u_Tw-YhfjpRFjl9kK8fUIK6sqbsZjOKYXRck&e=>

https://github.com/YaleArchivesSpace/yams_data_auditing<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_YaleArchivesSpace_yams-5Fdata-5Fauditing&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=CX86wDU5hM769Otb9n9jJIObIJ77EaoLYR1S23KnxLg&s=zQ32XNymbf_9KZb7Fe9vBNAqqTqhhNDx2G3Novq8gaA&e=>

We haven’t used the out-of-the box reporting functionality, but we are 
considering it now that the module has been updated to allow users to add 
custom reports using raw SQL. Doing so would allow non-technical users to run 
these reports without having to ask technical staff for assistance. It has 
worked well during testing, though I think we as an institution will need to 
determine some criteria re: which reports we want to add before we start using 
it, since the reports are shared across repositories.

Hope this helps,

Alicia

Alicia Detelich
Archivist
Manuscripts and Archives
Yale University Libraries

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Hilton, Adrien" 
mailto:adrien_hil...@harvard.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Tuesday, March 19, 2019 at 9:53 AM
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] Container and Location management reports

Dear Colleagues,

I’m wondering if anyone at a repository that currently uses containers, 
container profiles, locations, and/or location profiles might offer me some 
advice regarding reporting.

What kinds of data do you find yourself needing most regularly? How are you 
getting that data? Customized reporting, out of the box reports, database 
queries, API, others?

Thanks in advance,
Adrien
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[Archivesspace_Users_Group] Container and Location management reports

[Hilton, Adrien]

Dear Colleagues,

I'm wondering if anyone at a repository that currently uses containers, 
container profiles, locations, and/or location profiles might offer me some 
advice regarding reporting.

What kinds of data do you find yourself needing most regularly? How are you 
getting that data? Customized reporting, out of the box reports, database 
queries, API, others?

Thanks in advance,
Adrien
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Re: [Archivesspace_Users_Group] Top Containers for volumes

[Hilton, Adrien]

prefer whatever enumeration had been used to label the pieces to avoid 
confusion for the patron.  For example, if the pieces are labeled v. 1-10 but 
your finding aid has series 1, v. 1-5 and series 2, v. 1-5, the patron is 
likely to be confused if they ask for series 2, v. 1 and get volume 6 when it’s 
paged.

If there’s no label and/or you get to re-label, I recommend using the 
Arrangement note to explain that there are two series with 5 volumes each, e.g.
Series 1, vol. 1-5 shelved as v. 1-5
Series 2, vol. 1-5 shelved as v. 6-10

Then do top containers as v. 1-10

This is similar to what we do in the catalog for serials and monographs, i.e. a 
summary holdings statement followed by actual item records/barcodes for which 
volumes the library holds.

--Miloche Kottman
University of Kansas Libraries

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 Hilton, Adrien
Sent: Wednesday, February 13, 2019 8:53 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Top Containers for volumes

Hi,

I’m in the process of retrospectively adding top containers to all of our 
800,000+ archival objects. A large number of our collections are in volume 
format, housed on shelves as is, not in boxes. I’m wondering how folks are 
handling these types of “containers” in AS.

Just for an example, the Jared Sparks papers consists of 10 individual volumes, 
which if these were boxes, of course would be Boxes 1-10. However, the material 
is a two part series, each consisting of 5 volumes each and referred to on 
spines as volumes 1-5 (1st series) and another volumes 1-5 (2nd series). I’m 
disinclined to give them top containers Volumes 1-10 and I don’t want to have 
two Volume 1 Top Containers in the same collection. Any advise on how to make 
this clear to users and manageable on the back end?

Thanks in advance,
Adrien
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--
Maureen Callahan
Sophia Smith Collection Archivist
Smith College Special Collections
Northampton, Massachusetts 01063
413 585 2981
mcalla...@smith.edu<mailto:mcalla...@smith.edu>

Pronouns: she/her/hers

Smith College Special Collections is now housed at Young 
Library<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.smith.edu_libraries_about_new-2Dneilson_wheres-2Dmy-2Dlibrary&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=A9L6F1uHxWxnCi4QEVn-oVcOhnABHlRU6sQqZwTzReM&s=achJbNYIwOXNfQTeH_s2YpfkFbQc0EIW_17ORCzwkrc&e=>.
 Learn more about renovations to Neilson Library 
here<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.smith.edu_libraries_about_new-2Dneilson&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=A9L6F1uHxWxnCi4QEVn-oVcOhnABHlRU6sQqZwTzReM&s=5Vi0MtMviGNKdCy3SO0XiaC4VVf0AyfSQkEcB9eB3Fk&e=>.
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[Archivesspace_Users_Group] Top Containers for volumes

[Hilton, Adrien]

Hi,

I'm in the process of retrospectively adding top containers to all of our 
800,000+ archival objects. A large number of our collections are in volume 
format, housed on shelves as is, not in boxes. I'm wondering how folks are 
handling these types of "containers" in AS.

Just for an example, the Jared Sparks papers consists of 10 individual volumes, 
which if these were boxes, of course would be Boxes 1-10. However, the material 
is a two part series, each consisting of 5 volumes each and referred to on 
spines as volumes 1-5 (1st series) and another volumes 1-5 (2nd series). I'm 
disinclined to give them top containers Volumes 1-10 and I don't want to have 
two Volume 1 Top Containers in the same collection. Any advise on how to make 
this clear to users and manageable on the back end?

Thanks in advance,
Adrien
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[Archivesspace_Users_Group] Refactored reports in v2.5.0

[Hilton, Adrien]

Hi All,

We recently migrated to v2.5.0. We are not seeing the custom reports that were 
demoed by Sarah Morrissey. I wanted to confirm that this is still in 
development and not part of the release (as opposed to something we missed in 
installation).

Thanks!
Adrien
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[Archivesspace_Users_Group] ArchivesSpace and Alma integration follow-up

[Hilton, Adrien]

Hi All,



I wanted to follow up on the conference call regarding ArchivesSpace/Alma 
integration. For those who couldn’t make the call, there are notes on a Google 
drive within the agenda: 
https://docs.google.com/document/d/1suRAIIVArjN5LVd64FCqr2tS8e_ohGaZD3iUEEwXNSU/edit?usp=sharing



It seems like a good next step is to draft use cases. I created a series of 
cases that we at Houghton and Harvard would employ most often. Following that I 
sketched out a data mapping of MARC to ArchivesSpace  and ArchivesSpace to MARC 
(all record types of interest), using a DACS minimum required element set plus 
our local requirements. These are higher level and assume a more one to one 
relationship between a MARC field and an ArchivesSpace element. The mapping 
would have to be established in more detail at a later stage in development. 
Lastly, I sketched out a few samples of our current workflows and made notes of 
which use case we’d employ and where in the process.


In order to cast a wide net, please take a look at the document and if your 
needs aren't represented in the use cases, please add them! Also, if some of 
the use cases are of higher priority that's helpful to know as well. Let me 
know if you have any questions.



https://docs.google.com/document/d/1ZOdOQ2WbSnSxmh0yIXP3vm-gJSDkuuE8AEVRZTx4v9w/edit?usp=sharing

[https://lh5.googleusercontent.com/ublczx_I-EdbdwDeEeMZP_wnMAYpeJQWMkrG_AoH0FSODeT-xZah9UdyeogCe6mQzcj3xg=w1200-h630-p]

Use Cases for Integration between ArchivesSpace and 
Alma
docs.google.com
Integration between ArchivesSpace and Alma Use Cases 2 Data maps 3 Houghton 
Workflows for Archival Description in Alma and ArchivesSpace 8 Use Cases Alma 
to ArchivesSpace As an accessioning archivist, I want to push information from 
Alma bib and holdings records created upon invoicing to c...


Note on scope: the use cases only take into account ArchivesSpace to Alma and 
Alma to ArchivesSpace integration.



Megan, could you bring this to the integration sub-team for comment?


Many thanks,

Adrien

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[Archivesspace_Users_Group] Alma/ArchivesSpace conference call information

[Hilton, Adrien]

Hi All,

For those interested in discussing Alma and ArchivesSpace integration, there is 
a conference call scheduled for tomorrow, Wed. November 28 at 1pm eastern. 
Below you will find the call information.

I started a Google Drive that contains a loose agenda for the meeting and a 
copy of the Google Sheet that Megan started with interested parties. We were 
thinking it would be useful and efficient if folks wanted to fill out the 
spreadsheet with their goals for the call so that we could save time with 
introductions.

https://drive.google.com/open?id=1QpnEj_CsTOzpgEz8FHpUAFB7cz8PVa3d

Thanks!
Adrien

---
To join the audio portion of the Personal Conference meeting
---
Call-in toll number (US/Canada): 1-650-479-3207
Global call-in numbers: 
https://harvard.webex.com/harvard/globalcallin.php?serviceType=MC&ED=694955102&tollFree=0

Attendee access code: 126 436 04

---
To join the online portion of the Personal Conference meeting
---
1. Go to 
https://harvard.webex.com/harvard/j.php?MTID=mcac5e3f140a792bedd2a5f20b30e8aa2
2. If a password is required, enter the Meeting Password: 12643604


https://www.webex.com



IMPORTANT NOTICE: This Webex service includes a feature that allows audio and 
any documents and other materials exchanged or viewed during the session to be 
recorded. By joining this session, you automatically consent to such 
recordings. If you do not consent to the recording, discuss your concerns with 
the meeting host prior to the start of the recording or do not join the 
session. Please note that any such recordings may be subject to discovery in 
the event of litigation.




IMPORTANT NOTICE: This Webex service includes a feature that allows audio and 
any documents and other materials exchanged or viewed during the session to be 
recorded. By joining this session, you automatically consent to such 
recordings. If you do not consent to the recording, discuss your concerns with 
the meeting host prior to the start of the recording or do not join the 
session. Please note that any such recordings may be subject to discovery in 
the event of litigation.

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Re: [Archivesspace_Users_Group] Alma Integration

[Hilton, Adrien]

Hi Everyone,

It looks like the day and time that is most convenience for everyone is 
Wednesday, November 28th at 1pm Eastern. Mark your calendars. We’ll send out 
the call logistics closer to the meeting.

Have a nice weekend.
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Hilton, 
Adrien
Sent: Thursday, November 1, 2018 11:07 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hi All,

Looks like enough interest.

Please fill out this Doodle poll with your availability following Thanksgiving 
for a conference call.

https://doodle.com/poll/rdarq6tyapi8i73k<https://urldefense.proofpoint.com/v2/url?u=https-3A__doodle.com_poll_rdarq6tyapi8i73k&d=DwMGaQ&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=TzoEk2rOH56GMmIvwJOrdXUjX__1NgcXvAr7sm6rLXw&s=kLDb71DFzlgwDfUv6KzOVi5htv4ha1yKZdkPGMgNbOs&e=>

If you have thoughts on how to structure the meeting and/or agenda items feel 
free to send them my way.

Best wishes,
Adrien

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 Lacher-Feldman, Jessica
Sent: Wednesday, October 31, 2018 6:04 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

And the University of Rochester!

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Tara Laver 
mailto:tla...@nelson-atkins.org>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Wednesday, October 31, 2018 at 6:00 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Nelson-Atkins, too.

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 
Susan Luftschein
Sent: Wednesday, October 31, 2018 4:52 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

As is USC.

Sue Luftschein, Ph.D.
Head of Special Collections/Archival & Metadata Librarian
USC Libraries Special Collections
University of Southern California
Doheny Memorial Library
3550 Trousdale Parkway, Room 207
Los Angeles, CA 90089-0189
tel:213-740-4046
fax:213-740-2343
lufts...@usc.edu<mailto:lufts...@usc.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 Beth Kilmarx
Sent: Wednesday, October 31, 2018 2:47 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

IUP is definitely interested in the Alma/Aspace intergration
Sent from my iPhone

On Oct 31, 2018, at 5:40 PM, Zhang, Bin 
mailto:bzh...@csus.edu>> wrote:
We at Sacramento State (part of California State University system) are also 
interested in integration between ASpace and Alma/Primo.  Like Northwestern and 
others we are considering harvesting EADs directly to Primo, but would like to 
export collection-level records to Alma…

---
Bin Zhang
Digital Information Services Librarian
Library Systems & IT Services, University Library
California State University, Sacramento
+1 (916) 278-5664 | bzh...@csus.edu<mailto:bzh...@csus.edu>


From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Custer, Mark" mailto:mark.cus...@yale.edu>>
Reply-To: Archivesspace Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Wednesday, October 31, 2018 at 1:51 PM
To: Archivesspace Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Adrien, Susan, Vernica, and all:

Add me to the interested list! 😊  We are not using Alma right now, but since we 
will eventually migrate from our current ILS to another one that has a robust 
API, I’d love to keep up with what other institutions are doing.

I’ll also say that my thoughts on the matter so far has been along the same 
lines of what Leilani and Benn mentioned – namely, bypassing the ILS, but we 
still need to get those records to WorldCat, etc.  That said, I’ve no clue yet 
whether we’ll be able to achieve that with our next ILS or not, or whether 
we’ll continue to try to keep records in synch between ArchivesSpace and an ILS.

Mark



From: 
archivesspace_users_group-boun...@lyralist

Re: [Archivesspace_Users_Group] Alma Integration

[Hilton, Adrien]

Los Angeles, CA 90049-1688
reedwa...@getty.edu<mailto:reedwa...@getty.edu>
310.440.7398

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 
Hilton, Adrien
Sent: Wednesday, October 31, 2018 6:45 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hi All,

At Houghton Library, part of the Harvard Library, we too are interested in 
ArchivesSpace/Alma integration.

In terms of functionality for resource description, we looked a bit at the 
Denver plug-in and like the type of data exchange it offers between the 
ArchivesSpace resource record and the Alma Bib and Holdings records using the 
MMS ID. We could also envision the exchange working the other way, starting 
from the Alma record and looking to ArchivesSpace for a resource record with 
that MMS ID (in a locally specified field), creating a resource if non-existent 
or updating if existent.

We would also like to think through subject and agent access points and keeping 
those up-to-date in both systems (using URIs), and optimally, up-to-date with 
the authority file (functionality that Alma currently offers).

Lastly, exchanging and maintaining container inventories and barcodes 
(instances in ArchivesSpace and item records in Alma) across the systems is 
another area of functionality we’d like to explore.

We’d like to host a conference call for interested parties. Can folks respond 
if they are interested in taking part? If there’s enough momentum, I’ll send 
around a Doodle poll with some available times.

Best wishes,
Adrien, Susan, and Vernica
Houghton Library

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 Chad Mills
Sent: Wednesday, October 24, 2018 2:30 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hi all,

Attached is the reference architecture and test/sample implementation 
architecture we developed at Rutgers.  We have not implemented this yet.

Best,
Chad

From: Chad Mills
Sent: Friday, October 12, 2018 8:43 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: RE: [Archivesspace_Users_Group] Alma Integration

Hi,

We are interested!  At Rutgers earlier this year we developed a reference 
architecture for our Special Collections.  We tested the reference architecture 
by creating an implementation architecture using Alma, Primo, ArchiveSpace and 
a generic repository framework.  In June we migrated to Alma so we will be 
looking to integrate ArchiveSpace with Alma in the near future using our the 
reference architecture as a blue print.  I’ll see if I can share that reference 
architecture with the group.

Best,
Chad

-
Chad Mills
Digital Library Architect
Rutgers University Libraries
Phone: 848.932.5924
Cell: 732.309.8538
-


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 
Megan Firestone
Sent: Wednesday, October 10, 2018 1:34 PM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Alma Integration

Hi,

We us Alma as our library ILS here, so we have been looking at the possibility 
of integrating Alma and ArchivesSpace.  I was curious if anyone else is 
interested in this type of integration and if there is any work being done?

Thanks!
Megan

--
Megan M. Firestone
Archivist and Public Services Librarian
Munday Library
St. Edward's University
3001 S. Congress Ave.
Austin, TX 78704
512.428.1047
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Re: [Archivesspace_Users_Group] Alma Integration

[Hilton, Adrien]

Hi All,

At Houghton Library, part of the Harvard Library, we too are interested in 
ArchivesSpace/Alma integration.

In terms of functionality for resource description, we looked a bit at the 
Denver plug-in and like the type of data exchange it offers between the 
ArchivesSpace resource record and the Alma Bib and Holdings records using the 
MMS ID. We could also envision the exchange working the other way, starting 
from the Alma record and looking to ArchivesSpace for a resource record with 
that MMS ID (in a locally specified field), creating a resource if non-existent 
or updating if existent.

We would also like to think through subject and agent access points and keeping 
those up-to-date in both systems (using URIs), and optimally, up-to-date with 
the authority file (functionality that Alma currently offers).

Lastly, exchanging and maintaining container inventories and barcodes 
(instances in ArchivesSpace and item records in Alma) across the systems is 
another area of functionality we’d like to explore.

We’d like to host a conference call for interested parties. Can folks respond 
if they are interested in taking part? If there’s enough momentum, I’ll send 
around a Doodle poll with some available times.

Best wishes,
Adrien, Susan, and Vernica
Houghton Library

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Chad 
Mills
Sent: Wednesday, October 24, 2018 2:30 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hi all,

Attached is the reference architecture and test/sample implementation 
architecture we developed at Rutgers.  We have not implemented this yet.

Best,
Chad

From: Chad Mills
Sent: Friday, October 12, 2018 8:43 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: RE: [Archivesspace_Users_Group] Alma Integration

Hi,

We are interested!  At Rutgers earlier this year we developed a reference 
architecture for our Special Collections.  We tested the reference architecture 
by creating an implementation architecture using Alma, Primo, ArchiveSpace and 
a generic repository framework.  In June we migrated to Alma so we will be 
looking to integrate ArchiveSpace with Alma in the near future using our the 
reference architecture as a blue print.  I’ll see if I can share that reference 
architecture with the group.

Best,
Chad

-
Chad Mills
Digital Library Architect
Rutgers University Libraries
Phone: 848.932.5924
Cell: 732.309.8538
-


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Megan Firestone
Sent: Wednesday, October 10, 2018 1:34 PM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Alma Integration

Hi,

We us Alma as our library ILS here, so we have been looking at the possibility 
of integrating Alma and ArchivesSpace.  I was curious if anyone else is 
interested in this type of integration and if there is any work being done?

Thanks!
Megan

--
Megan M. Firestone
Archivist and Public Services Librarian
Munday Library
St. Edward's University
3001 S. Congress Ave.
Austin, TX 78704
512.428.1047
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[Archivesspace_Users_Group] MARCxml importer

[Hilton, Adrien]

Hi Everyone,

I have over 1000 collection level MARC records that I'd like to import into 
ArchivesSpace as resource records. We've exported them from Aleph as MARCxml 
and made a number of adjustments in preparation for import.

A couple of points of information:


  *   Harvard has a custom requirement in our ASpace instance on the EADID 
field. It's needed in order to save the resource record and in a specific 
format.


  *   We machine added those EADIDs into our MARCxml using the 555 field as 
this is the MARC field that ID goes (as part of our url to the finding aid).

The problem, as I understand it, is that the ArchivesSpace importer for MARCxml 
doesn't include a mapping to the EADID field so that data gets dropped on 
import and then the job fails for the Harvard specified requirement.

Does anyone have suggestions on how to start thinking through a solution? For 
me, the best solution is to adapt the importer, but I assume that's the most 
challenging or problematic.

Thanks in advance for thoughts,
Adrien



Adrien Hilton
Head of the Manuscript Section
Houghton Library
Harvard University
Cambridge, MA 02138
adrien_hil...@harvard.edu

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Re: [Archivesspace_Users_Group] Issue with importing EAD into ArchivesSpace: elements with ID attributes

[Hilton, Adrien]

Hi Laurel,

This is probably a dumb question, but what mechanism do you use to convert the 
EAD to CSV. That would be helpful for me as well.

Thanks!
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of McPhee, 
Laurel
Sent: Monday, September 10, 2018 3:14 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Issue with importing EAD into 
ArchivesSpace:  elements with ID attributes

Hi Jeff,

Other folks might have smarter solutions than I (or more directly answer to why 
this is happening) but I would suggest this work-around:

Don't round-trip your whole finding aids (export, add data, re-import). I would 
do the following: take your exported EAD files, convert them to CSV, make sure 
the new ID elements you want are in a column of the CSV. Then, take that CSV 
file, using the ASpace-generated item or folder-level REFIDs as "hooks," to 
make ASpace generate the ID attribute you want directly in the resource record 
via the API. We haven't done that exact task, so I can't promise it would work, 
but we've done very similar things (mass additions/creations of data and 
linking of digital objects) to records using CSVs and the API. Takes some 
scripting knowledge, and familiarity with using the API-but it sounds like you 
have that ability.

Hope this is helpful, let me know off-list if you need more details.
Laurel

Laurel McPhee
Supervisory Archivist, Special Collections & Archives Program
UC San Diego Library | * 858-534-5619 | * 
lmcp...@ucsd.edu



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Suszczynski, Jeffrey
Sent: Monday, September 10, 2018 11:54 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Issue with importing EAD into 
ArchivesSpace:  elements with ID attributes

Hello, all -

I've searched through the listserv archives and didn't find anything directly 
related to the issue I am about to describe; apologies in advance if I've 
missed something and this topic has already been discussed.

At the University of Rochester, we have some finding aids that I've 
programmatically exported from ArchivesSpace, then modified, adding the 
attribute 'ID' to our  elements so that we can use unique 
identifiers as a means of linking from our finding aids to digital objects in 
our instance of Islandora...

>From everything that I can see, this ID attribute for  is valid 
>EAD, and the XML does, in fact, validate in oXygen when I test.  However, when 
>I import the finding aid into ArchivesSpace using either the API or the web 
>admin interface of ArchivesSpace, the EAD imports but the ID attributes are 
>stripped out.  I discovered this when later exporting the finding aid (either 
>via the web admin interface or the API) - all of the  elements were 
>intact, but no longer had ID attributes... I've tried several tactics in 
>attempts to preserve those ID attributes, thus far to no avail.

Is there a configuration tweak or workaround that anyone is using to accomplish 
something similar?  It seems strange that ArchivesSpace would silently remove 
valid EAD attributes upon import, so hopefully this is something with an 
obvious solution that I've overlooked somehow.

Many thanks in advance for any ideas you may have!

Jeff

Jeff Suszczynski
Web Developer, River Campus Libraries
University of Rochester



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Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability Testing Final Report + Results

[Hilton, Adrien]

Hi Mark,

Yeah, legacy practice across Harvard was not to use Finding Aid Filing Title, 
just Finding Aid Title, which was formatted like, "Last Name, First Name. First 
Name Last Name papers: Guide."

But thanks for the link, that might help us develop a solution.

Best wishes,
Adrien


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Thursday, August 02, 2018 11:00 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Adrien,

Right now, the logic for this is the same in the staff interface as it is in 
the public interface.  If the record is a resource, and if that resource record 
has a Finding Aid Filing Fitle, then the filing title is what's used for 
sorting.  If there's no filing title, then the resource title is used (not the 
finding aid title; and I assume that decision was made when ASpace was created 
since often the finding aid title proper will have things like "Guide to 
the..." or "Inventory of" etc. at the very beginning).

Here's where that logic happens in the indexer:

https://github.com/archivesspace/archivesspace/blob/master/indexer/app/lib/indexer_common.rb#L888-L890<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_archivesspace_archivesspace_blob_master_indexer_app_lib_indexer-5Fcommon.rb-23L888-2DL890&d=DwMFAg&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=_W6Y2-L3MuZlIdndB1sqRCYzyVktoECCp37grV7zXr4&s=HdcHNdb2z4RLjGvE683W6-rwceyV4zfaosHaMmVD1vI&e=>

I hope that helps (and I hope the bit about the indexer above is correct, but 
I'm pretty sure that it is).  But if you put the title as you want it to be 
sorted in the "finding aid filing title" in the staff interface, then you 
should be all set.  For instance, the "Bradford Edward Ableson Papers" sorts 
before "Accelerator Laboratories, Yale University, photographs" in our instance 
 because we have the following recorded in the Finding Aid Filling Title in the 
staff interface:  "Ableson (Bradford Edward) Papers"

Also, I agree that the report that Eve shared looks great!!!

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 
Hilton, Adrien
Sent: Thursday, 02 August, 2018 10:29 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Eve,

Congratulations, this looks great!

A question: your collections browse list is alphabetical by something other 
than the first word of the title that's listed, creator last name, for 
instance. What field are you sorting this from?

At Harvard, we're currently browsing collections using the first word of the 
collection title, which is not ideal. We'd prefer to sort by finding aid title, 
but I've been told this field is not sortable in the core code.

Thanks,
Adrien

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 Neiger, Eve
Sent: Wednesday, August 01, 2018 4:05 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability Testing 
Final Report + Results

Dear ArchivesSpace User Group Members:

The Yale University Library ASpace Public User Interface (PUI) Implementation 
Team has completed pre-launch usability testing work on our customized PUI, now 
called Archives at Yale. Over the last year, our team has been preparing for 
the launch of our ASpace PUI and a move from the Yale Finding Aid Database 
(YFAD).<https://urldefense.proofpoint.com/v2/url?u=https-3A__na01.safelinks.protection.outlook.com_-3Furl-3Dhttps-253A-252F-252Furldefense.proofpoint.com-252Fv2-252Furl-253Fu-253Dhttp-2D3A-5F-5Fdrs.library.yale.edu-5Ffedoragsearch-5Frest-2526d-253DDwMFAg-2526c-253DWO-2DRGvefibhHBZq3fL85hQ-2526r-253Do7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU-2526m-253DylCmqQ0O-2D8R8Z5jgU-5F-2DvjyMALIZcGx3tlGS1iRf0ZZw-2526s-253DEbFeLEgJ-5FwFbR1Ja7A-5FUlzKJpPDHMHOt2aZOVzJtOl4-2526e-253D-26data-3D02-257C01-257Cmark.custer-2540yale.edu-257C55c0eeda5ec04170817308d5f88445be-257Cdd8cbebb21394df8b4114e3e87abeb5c-257C0-257C0-257C636688169353898109-26sdata-3Dfc-252FunjYJpi8dn2-252BCyS3CiJlzehISoQurnm762VUJ6rc-253D-26reserved-3D0&d=DwMFAg&c=WO-RGvefibhHBZq3fL85hQ&r=o7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU&m=_W6Y2-L3MuZlIdndB1sqRCYzyVktoECCp37grV7zXr4&s=gJSfQxiaBeCwp9MUsm3My

Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability Testing Final Report + Results

[Hilton, Adrien]

Hi Eve,

Congratulations, this looks great!

A question: your collections browse list is alphabetical by something other 
than the first word of the title that's listed, creator last name, for 
instance. What field are you sorting this from?

At Harvard, we're currently browsing collections using the first word of the 
collection title, which is not ideal. We'd prefer to sort by finding aid title, 
but I've been told this field is not sortable in the core code.

Thanks,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Neiger, 
Eve
Sent: Wednesday, August 01, 2018 4:05 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability Testing 
Final Report + Results

Dear ArchivesSpace User Group Members:

The Yale University Library ASpace Public User Interface (PUI) Implementation 
Team has completed pre-launch usability testing work on our customized PUI, now 
called Archives at Yale. Over the last year, our team has been preparing for 
the launch of our ASpace PUI and a move from the Yale Finding Aid Database 
(YFAD).
 In order to identify and prioritize needed changes and customizations to the 
out-of-the-box PUI, we ran two rounds of usability testing.

The first round of testing took place in February 2018, followed by an analysis 
and report. Based on this analysis, we customized our PUI to better match 
users' mental models, eliminate usability and accessibility issues, and 
facilitate more accurate searching. During our first round of testing, our Aeon 
integration for material requesting was not ready so we could not asses 
usability for requesting at that time. By the time we finished major 
customizations, the Aeon integration was ready and we ran a second round of 
testing in June 2018 focused on requesting and the new changes.

We compiled the results from both rounds of usability testing in a report (with 
an addendum for the second round of testing) and are proud to share it with you 
now.

You view a copy of our report here: 
https://drive.google.com/file/d/1yB8ejKvfSokOMZnWn6k8MjL0CYA6WKkq/view?usp=sharing
We've also compiled screenshots of our PUI pre-customization for reference: 
https://drive.google.com/open?id=1lDMTrXSKp4qzujdCzwhu-PzomyL0KAlH

And finally, you can see the results of our customizations and the most current 
version of Archives at Yale (our PUI) here: 
https://puitestarchivesspace.library.yale.edu/
*Please note, this is a TEST version or our PUI and may not include up-to-date 
collection information.

We are happy to answer any questions you have about our usability testing 
process, analysis, and results. Feel free to reach out to me at 
eve.nei...@yale.edu.

Best,

Eve Neiger, on behalf of the Yale University Library ArchivesSpace Public User 
Interface Implementation Team, Usability and Accessibility Workgroup

Eve Neiger
Archivist
Beinecke Rare Book and Manuscript Library
Yale University
203.432.9027 - eve.nei...@yale.edu

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Re: [Archivesspace_Users_Group] Webinar Announcement: ArchivesSpace Reports Refactored - July 31

[Hilton, Adrien]

This is very exciting. As co-chair of SAA's TS-DACS, I'm very excited to see 
the following reports listed for development.

*  DACS Single-Level Required Description List Report: Parent Institution Name, 
Repository Short Name, Contact Details for the associated repository as well as 
Basic Information, Dates, Extents, Agent Links, and Notes for resources as 
defined by Describing Archives: A Content Standard, Second Edition.
*  DACS Single-Level Optimum Description List Report: Parent Institution Name, 
Repository Short Name, Contact Details for the associated repository as well as 
Basic Information, Dates, Extents, Agent Links, Notes, and Web Location for 
resources as defined by Describing Archives: A Content Standard, Second Edition.

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Christine Kim
Sent: Thursday, July 19, 2018 7:28 PM
To: Archivesspace Users Group; Archivesspace Member Reps; 
archivesspace_...@lyralists.lyrasis.org; 
archivesspace_...@lyralists.lyrasis.org; 
archivesspace_bot_memb...@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Webinar Announcement: ArchivesSpace 
Reports Refactored - July 31

ArchivesSpace Reports Refactored

When: Tuesday, July 31, 2018
Time: 1:00 p.m. - 1:30 p.m. EST (10:00 a.m. - 10:30 a.m. PST)
Where: Webinar at 
https://zoom.us/s/812371319
Dial-in only option: 669-900-6833 or 646-876-9923 - Meeting ID is 812-371-319
International numbers available: 
https://zoom.us/u/b1wvWotqy
No registration required. The session is limited to the first 100 participants. 
Please feel free to host a webinar viewing group. The webinar will be recorded 
and available for viewing at a later date.
Please note: We are using Zoom Video Communications to host this webinar, 
taking a break from Adobe Connect temporarily. If this is your first time using 
Zoom, please join this Test meeting to make sure you are all set up: 
https://zoom.us/test

Webinar description:

Generating reports is an essential tool to reflect on productivity and 
prioritize workflows. However, running reports within the ArchivesSpace staff 
interface has been a challenge that often produced inadequate results. Many 
community members have established a variety of highly technical and creative 
workaround to generate reports externally from the staff user interface. 
However, development persisted on to improve the functionalities of reports 
within the native application.

Jr. Software Developer Sarah Morrissey (ArchivesSpace) has focused on 
refactoring and improving how reports can be generated in ArchivesSpace. In 
this webinar, Sarah will demonstrate the improvements in reports 
functionalities, and also provide some insight on the technical challenges she 
faced.

Sarah worked in close collaboration with ArchivesSpace Technical Lead Laney 
McGlohon as well as the ArchivesSpace User Advisory Council Reports sub-team. 
The Reports sub-team advances the ArchivesSpace reports module by defining 
reports conceptually and technically, documenting how to use the reports 
module, and suggesting enhancements to the report processes. Recommendations 
made by the sub-team are available on the wiki: 
https://archivesspace.atlassian.net/wiki/spaces/AC/pages/101847232/Reports+Subteam+Recommendations+for+Predefined+Reports
Please feel free to bring any questions you have.

Presenters:
Sarah Morrissey (Jr. Software Engineer, ArchivesSpace) is a Computer Science 
student at Georgia Tech with a particular interest in data management. She has 
worked on the ArchivesSpace program team as a co-op student over the past year, 
working on a variety of technical projects including the Archivists' Toolkit 
migration tool, the Archon migration tool, an ArchivesSpace Windows installer, 
and improving the reports functionalities in ArchivesSpace.

Who should attend:
Everyone interested in seeing the new reports functionalities in ArchivesSpace.

Questions?
Please contact Kim at 
christine@lyrasis.org


_

Re: [Archivesspace_Users_Group] Top Containers Not Showing

[Hilton, Adrien]

Hi Megan,

If you just type the number of the box “10” rather than “Box 10” the 
appropriate top container will show up in the search bar.

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Megan Blair
Sent: Monday, September 18, 2017 5:05 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Top Containers Not Showing

Hi,
We had a issue start this weekend where top containers after number 9 are no 
longer showing in the drop down.  I have tried a couple of different work 
arounds but the only way I am getting it to show up is to click browse and then 
keyword search box 10 or box 11.  I have attached a screenshot.
Any suggestions?
Thanks!
Megan[Inline image 1]

--
Megan M. Blair
Archivist and Public Services Librarian
Munday Library
St. Edward's University
3001 S. Congress Ave.
Austin, TX 78704
512.428.1047
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Re: [Archivesspace_Users_Group] Spawning resources

[Hilton, Adrien]

Hi Christie/Dan,

I noticed the same thing with spawning accession records, our default resource 
record template with pre-populated fields was ignored. Given the relatively 
little amount of data that transfers over, it’s more efficient for us to create 
a new resource record (from said template) and then link to the accession 
record.

Agreed, a thorough analysis would be nice!

Best,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Michelson, Daniel
Sent: Friday, August 25, 2017 10:20 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Spawning resources

Hi Christie,
We've run into some of the same issues here at Union College.  Another example 
is that resource records spawned from accessions ignore defaults for new 
resource records.
Presumably some of these have to do with the difficulty of predicting user 
desires.  To use one of your examples, should the Provenance field in the 
Accessions Module map to the Custodial History Note or the Immediate Source of 
Acquisition Note?

I'm wondering if this type of issue is something within the purview of the new 
Staff Interface Working Group.
Regards,

Dan Michelson
Historical Records Project Archivist
Union College

On Fri, Aug 25, 2017 at 10:03 AM, Christie Peterson 
mailto:cpeter...@smith.edu>> wrote:
Hello everyone,

Here at Smith we're currently diving head-first into using ASpace for our 
accessioning and description workflows, and we're going to be making healthy 
use of the spawn resource feature.

There are some things that do not happen in the spawning process that we would 
like -- carrying over things like provenance information, machine-actionable 
restrictions, etc.

I searched Jira and didn't see these as open issues. It feels to me like rather 
than reporting issues one-at-a-time, it might be worthwhile to consider a 
re-examination of the mapping and spawning, and maybe funding some work to 
improve this process.

Is anyone else already treading this path? Would any organizations like to 
start thinking and possibly working on this as a community?

Thanks all,

Christie Peterson
Head of Technical Services for Special Collections
Smith College

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Re: [Archivesspace_Users_Group] Encoding instances without containers

[Hilton, Adrien]

Hi Ben and Kate,

We're making everything that can/will circulate a Top Container.

We have a number of collections with volumes on a shelf. We're marking them as 
Top Container Type "Volume" and Container Indicator "1" "2" and so on. Same 
thing for folders in a flat file. The flat file and drawer are locations 
(because they don't circulate) but the folder that will circulate would be Top 
Container Type "Folder" and Container Instance "1" "2" and so on.

Would the same work for artifact or ledger?

Best wishes,
Adrien

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bowers, Kate A.
Sent: Thursday, July 13, 2017 8:55 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Encoding instances without containers


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



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



Kate


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




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

Hi Everyone,

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

Thanks,
Ben

Ben Goldman
Digital Records Archivist &
Sally W. Kalin Early Career Librarian for Technological Innovations
Penn State University Libraries
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[Archivesspace_Users_Group] Changing top containers for archival objects in bulk

[Hilton, Adrien]

Hello ASpace community,

We recently started using AS for our archival description. Previous practice 
involved hand-encoding EAD in oXygen. We did not use containers but rather 
consecutive s that were machine generated at the end of description. 
Processing involved (and continues to involve) a lot of both physical and 
intellectual arranging and rearranging right up until those s were 
created.

We're having a difficult time with data entry in AS. For example, a bunch of 
archival objects are created and assigned to Top Container 1. But then we find 
some more (physical) material that needs to go in Box 1. We shift folders 
(physically) from Box  1 to Box 2. Do we have to open each archival object that 
we want moved and assign it to Top Container 2?

I know we could physically leave said folders at the end, etc. But first I just 
want to know if AS allows for bulk editing of archival objects that are already 
assigned a Top Container to a different Top Container. Am I missing something? 
Could I use the API for this?

For practice sake, what are others doing in this case? Are you ensuring 
physical order is established before data entry?

Many thanks in advance,
Adrien


Adrien Hilton
Head of the Manuscript Section
Houghton Library
Harvard University
Cambridge, MA 02138
adrien_hil...@harvard.edu

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