Re: [Archivesspace_Users_Group] Processing notes
Mike – Out of curiosity, do you have ‘internal only’ components or notes? How would you manage the Publish All feature in the context of occasional internal only notes? For example, in AT, we kept some notes set to “internal only.” But, that AT model doesn’t map easily onto the ArchivesSpace publish checkboxes. Publish All sounds useful for flipping large sets of components to publish, but there wouldn’t be a way to distinguish the ‘internal only’ notes. You’d have to go back and uncheck the internal notes, I suppose? Which seems error prone. Has anyone else faced this scenario? How did you adapt your workflows? Or perhaps, how did you adjust your data entry (maybe you limit data entry so that anything ‘internal’ is only entered into the repo processing note, coll mgmt. or user defined fields?) Nancy From: archivesspace_users_group-boun...@lyralists.lyrasis.org [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of Rush, Michael Sent: Wednesday, January 03, 2018 9:03 AM To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org> Subject: Re: [Archivesspace_Users_Group] Processing notes I agree with everything Kevin and Jordan have said. I’d add one additional advantage to using the Repository Processing Note. When the PUI is implemented, as we are currently working through, it becomes crucial to manage the workflow around published vs. unpublished notes (and components). We anticipate relying heavily on the “Publish All” button at the resource level. Using the Repository Processing Note means there is one less note that could be accidentally published with Publish All. Mike 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 Jordon Steele Sent: Tuesday, January 2, 2018 4:40 PM To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>> Subject: Re: [Archivesspace_Users_Group] Processing notes Christie, Like Kevin, we use this note to communicate administrative information that doesn’t need to be published but ought to be conveyed to staff, especially if it’s information that doesn’t neatly align with a specific note that could be unpublished. For example, I used it to explain to staff why we decided to change the identifier of a collection from one normally reserved for manuscript collections to one that we use for university records collections. The idea is that having information like this in the Repository Processing Note ensures that it’s more likely to be seen by staff than having it buried in, say, a more specific note that’s marked “unpublished.” Best, Jordon Jordon Steele Hodson Curator of the University Archives Special Collections The Sheridan Libraries Johns Hopkins University 3400 N Charles St Baltimore, MD 21218 410-516-5493 jste...@jhu.edu<mailto:jste...@jhu.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 Kevin Clair Sent: Tuesday, January 02, 2018 4:34 PM To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>> Subject: Re: [Archivesspace_Users_Group] Processing notes Hi Christie, At the University of Denver we use it in both Resource and Archival Object records as a note to other archivists indicating processing or cataloging tasks that were left unfinished for one reason or another, or other administrative things that we don’t want published in the PUI. The idea is that if the actions listed in the Repository Processing Note get taken, we remove the text that’s there. We have a report that pulls the information from that field for review that we run periodically when setting processing priorities: https://github.com/duspeccoll/archivesspace_reports/tree/master/resources/resource_processing_notes_report<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_duspeccoll_archivesspace-5Freports_tree_master_resources_resource-5Fprocessing-5Fnotes-5Freport=DwMGaQ=cjytLXgP8ixuoHflwc-poQ=fWPDMLxJ1Hpw4R8oN7OV0U6P4Nt_f5o8aUkXaby3nOY=gMxspNQHg5oFkrzgTER6dpY45b3cCvyB6tUrmXEoENI=f01SKcBsrjNU9f_FAo957_JSQzctEcXpMYANZNg3H6Q=> -k 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 Christie Peterson Sent: Tuesday, January 02, 2018 2:28 PM To: Archivesspace Users Group Subject: [Archivesspace_Users_Group] Processing notes Hello, Can anyone on this list speak to what was intended to go in the "Repository Processin
Re: [Archivesspace_Users_Group] Processing notes
I agree with everything Kevin and Jordan have said. I’d add one additional advantage to using the Repository Processing Note. When the PUI is implemented, as we are currently working through, it becomes crucial to manage the workflow around published vs. unpublished notes (and components). We anticipate relying heavily on the “Publish All” button at the resource level. Using the Repository Processing Note means there is one less note that could be accidentally published with Publish All. Mike From: archivesspace_users_group-boun...@lyralists.lyrasis.org [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of Jordon Steele Sent: Tuesday, January 2, 2018 4:40 PM To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org> Subject: Re: [Archivesspace_Users_Group] Processing notes Christie, Like Kevin, we use this note to communicate administrative information that doesn’t need to be published but ought to be conveyed to staff, especially if it’s information that doesn’t neatly align with a specific note that could be unpublished. For example, I used it to explain to staff why we decided to change the identifier of a collection from one normally reserved for manuscript collections to one that we use for university records collections. The idea is that having information like this in the Repository Processing Note ensures that it’s more likely to be seen by staff than having it buried in, say, a more specific note that’s marked “unpublished.” Best, Jordon Jordon Steele Hodson Curator of the University Archives Special Collections The Sheridan Libraries Johns Hopkins University 3400 N Charles St Baltimore, MD 21218 410-516-5493 jste...@jhu.edu<mailto:jste...@jhu.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 Kevin Clair Sent: Tuesday, January 02, 2018 4:34 PM To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>> Subject: Re: [Archivesspace_Users_Group] Processing notes Hi Christie, At the University of Denver we use it in both Resource and Archival Object records as a note to other archivists indicating processing or cataloging tasks that were left unfinished for one reason or another, or other administrative things that we don’t want published in the PUI. The idea is that if the actions listed in the Repository Processing Note get taken, we remove the text that’s there. We have a report that pulls the information from that field for review that we run periodically when setting processing priorities: https://github.com/duspeccoll/archivesspace_reports/tree/master/resources/resource_processing_notes_report<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_duspeccoll_archivesspace-5Freports_tree_master_resources_resource-5Fprocessing-5Fnotes-5Freport=DwMGaQ=cjytLXgP8ixuoHflwc-poQ=fWPDMLxJ1Hpw4R8oN7OV0U6P4Nt_f5o8aUkXaby3nOY=gMxspNQHg5oFkrzgTER6dpY45b3cCvyB6tUrmXEoENI=f01SKcBsrjNU9f_FAo957_JSQzctEcXpMYANZNg3H6Q=> -k 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 Christie Peterson Sent: Tuesday, January 02, 2018 2:28 PM To: Archivesspace Users Group Subject: [Archivesspace_Users_Group] Processing notes Hello, Can anyone on this list speak to what was intended to go in the "Repository Processing Note" text field for Resources, which the tooltip tells me does not appear in any exports or reports? Can anyone give me a use case for why they populate this field in addition to (or instead of?) an unpublished "Processing Information" note? Thanks, Christie Peterson -- ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ Christie S. Peterson Head of Technical Services for Special Collections Smith College Northampton, Mass. 413-585-2996 cpeter...@smith.edu<mailto:cpeter...@smith.edu> pronouns: she/her/hers ___ Archivesspace_Users_Group mailing list Archivesspace_Users_Group@lyralists.lyrasis.org http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
Re: [Archivesspace_Users_Group] Processing notes
Three main reasons, in descending order of importance: 1. At the top of the record so easy to see at a glance 2. Easier to query in a report 3. More ephemeral, so less inclined to go to the trouble of navigating subforms to enter that information -k From: archivesspace_users_group-boun...@lyralists.lyrasis.org [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of Christie Peterson Sent: Tuesday, January 02, 2018 2:37 PM To: Archivesspace Users Group Subject: Re: [Archivesspace_Users_Group] Processing notes Thanks for the quick response, Kevin. Is there any particular reason why you use that note field, instead of the Collection Management subrecord, for that purpose? Christie On Tue, Jan 2, 2018 at 4:34 PM Kevin Clair <kevin.cl...@du.edu<mailto:kevin.cl...@du.edu>> wrote: Hi Christie, At the University of Denver we use it in both Resource and Archival Object records as a note to other archivists indicating processing or cataloging tasks that were left unfinished for one reason or another, or other administrative things that we don’t want published in the PUI. The idea is that if the actions listed in the Repository Processing Note get taken, we remove the text that’s there. We have a report that pulls the information from that field for review that we run periodically when setting processing priorities: https://github.com/duspeccoll/archivesspace_reports/tree/master/resources/resource_processing_notes_report -k From: archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto: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 Christie Peterson Sent: Tuesday, January 02, 2018 2:28 PM To: Archivesspace Users Group Subject: [Archivesspace_Users_Group] Processing notes Hello, Can anyone on this list speak to what was intended to go in the "Repository Processing Note" text field for Resources, which the tooltip tells me does not appear in any exports or reports? Can anyone give me a use case for why they populate this field in addition to (or instead of?) an unpublished "Processing Information" note? Thanks, Christie Peterson -- ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ Christie S. Peterson Head of Technical Services for Special Collections Smith College Northampton, Mass. 413-585-2996<tel:(413)%20585-2996> cpeter...@smith.edu<mailto:cpeter...@smith.edu> pronouns: she/her/hers ___ 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 -- ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ Christie S. Peterson Head of Technical Services for Special Collections Smith College Northampton, Mass. 413-585-2996 cpeter...@smith.edu<mailto:cpeter...@smith.edu> pronouns: she/her/hers ___ Archivesspace_Users_Group mailing list Archivesspace_Users_Group@lyralists.lyrasis.org http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
[Archivesspace_Users_Group] Processing notes
Hello, Can anyone on this list speak to what was intended to go in the "Repository Processing Note" text field for Resources, which the tooltip tells me does not appear in any exports or reports? Can anyone give me a use case for why they populate this field in addition to (or instead of?) an unpublished "Processing Information" note? Thanks, Christie Peterson -- ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ ❄️ Christie S. Peterson Head of Technical Services for Special Collections Smith College Northampton, Mass. 413-585-2996 cpeter...@smith.edu pronouns: she/her/hers ___ Archivesspace_Users_Group mailing list Archivesspace_Users_Group@lyralists.lyrasis.org http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
