[Archivesspace_Users_Group] FW: Caltech's FileMaker to ArchivesSpace migration

Soprano, Maria (Mariella) mariella at caltech.edu
Fri Nov 14 13:39:13 EST 2014

Please read below and let me know what you think as soon as you can. Mariella

From: Soprano, Maria (Mariella)
Sent: Friday, November 14, 2014 6:36 AM
To: ArchivesSpace
Subject: Fwd: Caltech's FileMaker to ArchivesSpace migration

It sounds very useful. Tommy and Ian, would you like to consider this before we call Glenn? Please let me know asap.


Sent from my iPad

Begin forwarded message:
From: "Nathan Stevens" <ns96 at nyu.edu<mailto:ns96 at nyu.edu>>
To: "Ian Roberts" <ian at library.caltech.edu<mailto:ian at library.caltech.edu>>
Cc: "Soprano, Maria (Mariella)" <mariella at caltech.edu<mailto:mariella at caltech.edu>>, "Brad Westbrook" <brad.westbrook at lyrasis.org<mailto:brad.westbrook at lyrasis.org>>
Subject: Re: Caltech's FileMaker to ArchivesSpace migration
Hi All,

I finally had a chance to test out importing of the excel file provided using the ASpace Migration Tool (https://github.com/ns96/ASpaceMigrator).
The Migrator Tool was updated to pre-process the excel file to merge the rows, and I also had to make a minor modification to the excel file (see attached) to allow scripts to work. The format of column A need to be change to Text.
Take a look at the sample mapper script and if there is further interest to work with the Migrator Tool we can setup a quick Skype to quickly run through the technical details.

Ideally, if one of the team member is familiar with Java/Javascript, it shouldn't be too hard to review the program code and script to see how to modify it to import the entire accession records.

I am also attaching an ASpace v1.1.0 database dump for you to take a quick look at the migrated sample records.
In any case, based on your overall migration requirements it might be worth while to invest the time in learning to employ the Data Migration tool.  However, If it's just Accession records being considered for import, then you probable better of continuing on the current path.

On Tue, Nov 11, 2014 at 11:35 AM, Nathan Stevens <ns96 at nyu.edu<mailto:ns96 at nyu.edu>> wrote:
Not has yet, hopefully by the end of the week.

On Tue, Oct 28, 2014 at 7:03 PM, Ian Roberts <ian at library.caltech.edu<mailto:ian at library.caltech.edu>> wrote:

Here is the map and the last export I ran from FileMaker. I left out a number of fields that will not be relevant (internal FM references, patron use info, etc.), but this should cover what we expect to get into the Accession.CSV, and it may need to be pared down a bit more after a final review of the mapping spreadsheet.

To create the Accession Number and get a reasonably reliable accession date I have been working with the following process in Excel:
Insert three columns labeled:

To get the accession_accession_date I run a pair of =IF(ISBLANK formulas. The first is to get either the Acquisitions by Item ID:Date if there is one, otherwise drop in the Date Record Created value, and the second one (run in the accession_accession_date column) will pick up either the better of those date, or if they are both lacking, we roll back to the Date Record Modified. This should result in a date for every record, with preference given to the most accurate date available. The results are formatted to display in the YYYY-MM-DD format.

accession_number_1 is generated from a formula to pull the year from the accession date.
accession_number_2 uses a COUNTIF formula on accession_number_1, giving us a running count for each year, and formatted to display as 5 digits
ex: 1987.00021

For previous tests I then copied these columns and pasted the values over them (so I could trim out the other columns without losing any info), and consulted the mapping file to rename the remaining columns to be used. I have mostly been doing limited tests with specific fields, not using all possible columns at once.

Please let me know if there is anything else I can pass along, and thanks for looking into this!

Ian Roberts
Caltech Library
ian at library.caltech.edu<mailto:ian at library.caltech.edu>

Nathan Stevens
Digital Library Technology Services
New York University

ns96 at nyu.edu<mailto:ns96 at nyu.edu>

Nathan Stevens
Digital Library Technology Services
New York University

ns96 at nyu.edu<mailto:ns96 at nyu.edu>
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