[Archivesspace_Users_Group] EAD instance issue

MATTHEW R FRANCIS mrf22 at psu.edu
Tue Feb 24 14:41:14 EST 2015


Thank you for the quick and helpful response, it is greatly appreciated. I think your right about the cause for the change in behavior, and more importantly from my perspective your AT import/export WF recommendation looks like it will work as a stop-gap process for us until there is a better way to proceed. 

Cheers and thanks again. 


Matt Francis 
Archivist for Collection Management 
Special Collections Library 
Penn State University 

Twitter: @archivingmatt 

----- Original Message -----

From: "Noah Huffman" <noah.huffman at duke.edu> 
To: "Archivesspace Users Group" <archivesspace_users_group at lyralists.lyrasis.org> 
Sent: Tuesday, February 24, 2015 2:25:55 PM 
Subject: Re: [Archivesspace_Users_Group] EAD instance issue 

Hi Matthew, 

I just tested and confirmed the issue you describe. We use the same Excel->Steady->EAD->AT/ASpace workflow for large container lists, so this is also an issue for us. 

I suspect the behavior is related to changes made in response to this ticket: https://archivesspace.atlassian.net/browse/AR-751 

This isn’t a long term solution, but to achieve your desired result, you could import the XML output of Steady into Archivists Toolkit, then export EAD, then import to ArchivesSpace. I just tested this and it works. 

The AT Importer will create a single instance record for the box/folder and on export AT will assign @id and @parent attributes to the containers that communicate the parent/child relationship. The ArchivesSpace importer will use those attributes to create a single parent/child instance for the box/folder. 

Alternatively, you could somehow process the XML to assign @id and @parent to each container prior to import. 

Something like: 

<container id="cid1351138" type="Box" label="Mixed materials">1</container> 

<container parent="cid1351138" type="Folder">4</container> 



Noah Huffman 

David M. Rubenstein Rare Book & Manuscript Library 

Duke University 

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of MATTHEW R FRANCIS 
Sent: Tuesday, February 24, 2015 1:02 PM 
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] EAD instance issue 


Sending through the listserv as the "Send Feedback" link does not properly function for our instance of ArchivesSpace and apologies in advance if this has already been discussed. 

We are currently running ASpace v1.1.2 and have recently run into an issue with our EAD imports that we were not experiencing under previous versions (for full context we were previously running v1.0.9 before migrating to the current version). Historically some of our workflows have relied on converting Excel collection container listings into EAD XML files through Steady ( http://steady2.herokuapp.com/ ) and then importing into AT/ASpace. This is a workflow that we would like to remain an option moving into the future. 

However, when importing one of these XML files in v1.1.2 we noticed that when there were two sets of container tags for an archival object in our XML that ASpace mapped the container data as two separate instances for the archival object instead of a singular instance with two container types. For example here is the XML data for one of the archival objects: 

<c02 level="file"> 
<unittitle>Council Members Lists</unittitle> 
<container type="box" label="Text">1</container> 
<container type="folder" label="Text">20</container> 

And when imported into ASpace the instance is now displaying as: 

We are not sure what has caused this change with the current version, but from our workflows/resources perspectives it presents a challenge to our collection management practices. Would appreciate any information on what might be causing this, if there is a recommended alternative approach to importing this type of EAD XML data, and/or if this is something that is pipeline to be worked on. 

Thanks for the help and information. 


Matt Francis 

Archivist for Collection Management 

Special Collections Library 
Penn State University 

Twitter: @archivingmatt 


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