[Archivesspace_Users_Group] Add Collections to Record Groups

Callahan, Maureen maureen.callahan at yale.edu
Thu Jul 16 16:57:19 EDT 2015

Hi Philip,

It sounds like there are two questions here. Yes, there’s the “transfer” button that lets you transfer an archival object and all of its children from one resource record to another. Transferring archival objects is managed under its own permission, so make sure that you have that if you’re not seeing the transfer button in a resource.

Then there’s the question of import. At Manuscripts and Archives at Yale, we get new accruals to record groups all the time and we had a set process for managing this in Archivists’ Toolkit. We’ve adapted this process for ArchivesSpace.

Right now, the only way to import multi-level archival description into ArchivesSpace is through EAD. But it’s often the case that donors (usually offices of origin for University Archives records) prepare inventories using Microsoft Excel. Our Excel template includes columns for each EAD and element we want to include in a given component. From that inventory, you can use either oXygen and XSLT or a simple Microsoft Word mail merge to turn that into the dsc of an EAD. (More information about this here: https://icantiemyownshoes.wordpress.com/2014/03/04/tutorial-how-to-turn-a-spreadsheet-into-the-contents-list-of-an-ead-encoded-finding-aid/ )

From there, as long as the EAD is valid, you can import it and transfer all of the components into your existing resource record. We found, however, that we wanted to massage the EAD a bit before importing, so we wrote this XSLT which we run in oXygen before importing: https://github.com/YaleArchivesSpace/xslt-files/blob/master/EADAdd2ExistingResource.xsl

I hope that you find this helpful.

Maureen Callahan
Archivist, Metadata Specialist
Manuscripts & Archives
Yale University Library
maureen.callahan at yale.edu<mailto:maureen.callahan at yale.edu>

Webpage: web.library.yale.edu/mssa
Collections: drs.library.yale.edu

On Jul 16, 2015, at 2:26 PM, Philip Shackelford <PShackelford at southark.edu<mailto:PShackelford at southark.edu>> wrote:

Question for the group:

How can I add already existing collections as children of a new Records Group? Is there a way to import collection data?

Philip Shackelford
Project Archivist & Grant Writer
South Arkansas Community College Library

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