[Archivesspace_Users_Group] Caltech's FileMaker to ArchivesSpace migration

Soprano, Maria (Mariella) mariella at caltech.edu
Fri Nov 14 16:17:18 EST 2014

Thanks Nathan.


Mariella Soprano | Senior Archivist for Collection Management | Caltech Archives & Special Collections |
Mail Code 015A-74 | Pasadena CA 91125 | Phone 626.395.2501 | Fax 626.395.4073 | mariella at caltech.edu<mailto:mariella at caltech.edu> | Caltech | caltech.edu<http://www.caltech.edu/>

From: Nathan Stevens [mailto:ns96 at nyu.edu]
Sent: Friday, November 14, 2014 12:13 PM
To: Ian Roberts
Cc: Soprano, Maria (Mariella); Brad Westbrook
Subject: Re: Caltech's FileMaker to ArchivesSpace migration

Here is the link to the temp ASpace instance instance with the Sample records.  I will leave it up for about a week then delete.
The access credentials are the default ASpace "admin"/"admin".

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>
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