[Archivesspace_Users_Group] Edit using Rapid Data "Entry"

Fri May 8 14:49:29 EDT 2015

Is there a way to edit in a Rapid Data Entry? I made a mistake in Rapid Data Entry (set Instance to Box rather than Folder). Is there a way to pull up those entries and change the entries with the drop downs rather than going through the records one by one?

Johna Von Behrens, MLIS, MSED
Archives and Repository Librarian<http://library.sfasu.edu/etrc/academic>
East Texas Research Center<http://library.sfasu.edu/etrc/>
Stephen F. Austin State University<http://www.sfasu.edu/>
PO Box 13055 SFA Station
Nacogdoches<http://www.ci.nacogdoches.tx.us/>, TX  75962
Phone 936.468.1536
Fax 936.468.4117
asketrc at sfasu.edu<mailto:asketrc at sfasu.edu>

The views and opinions expressed in this message are my own and do not necessarily reflect the views and opinions of
Stephen F. Austin State University, its Board of Regents, or the State of Texas.

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Valerie Addonizio
Sent: Friday, May 08, 2015 1:02 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] What defines "a repository?"

Steven and Chris,

Thank you both for this info, this gives us plenty to move forward with!

-Valerie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Steven Majewski
Sent: Friday, May 08, 2015 12:09 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] What defines "a repository?"

We also found that exporting the resources we wanted to keep, cleaning out the database,
and starting fresh was the best approach.

On our test installation, we discovered that the process of testing EAD imports had
caused a namespace pollution problem with some controlled vocabulary items like container_type
expanding to hundreds of items ( and making the dropdown menu's unusable ).
( Something you should be aware of if you're going to try to import thousands of EAD files.
  We found that importing them all in bulk and cleaning up and merging things afterwards was
  not a feasible method. We will either have to process and clean up a few at a time, or else
  we need to do better normalization of the EAD before import. A good Schematron validator
  will likely help there. )

We only had a half dozen or so resources that were manually entered that we needed to preserve.
All of the EAD import tests would need to be redone.
We may end up devoting a separate server to doing import and clean up to avoid polluting
the database on the production server. Those emum tables are global, so just importing
EAD into a separate repo on the same server doesn't isolate the problems to one repo.
After resources have been cleaned up and exported from the staging server, the will be
imported into the production server.

We moved the resources we wanted to keep into one repo and exported it with the ead_export script.

We had initially created some of our repo from a script using the backend API, and had json
files to recreate them again.

We exported users using the API and imported the json files again using the API.

In our case this was easier and worked better than trying to identify and delete everything
we didn't want to keep.

On May 8, 2015, at 7:14 AM, Chris Fitzpatrick <Chris.Fitzpatrick at lyrasis.org<mailto:Chris.Fitzpatrick at lyrasis.org>> wrote:

Hi,

Yes, some types ( Agents, Subjects, Locations ) are globally scoped and are not tied to a specific repository. This is so you don't have to make multiple Agent records for the same person for each repository you have.

If you want to delete these, the easiest way is to do it via the API.

If you want to blast everything in ASpace, the easiest way is to simply drop the database, delete the index ( in data/solr_index)  and start with a fresh install.

b,chris.

Chris Fitzpatrick | Developer, ArchivesSpace
Skype: chrisfitzpat  | Phone: 918.236.6048
http://archivesspace.org/<https://urldefense.proofpoint.com/v2/url?u=http-3A__archivesspace.org_&d=AwMFAg&c=2X_btuPRWkGwRX26NHIotw&r=tQ2tv-hfgUIirMrmRvnobg&m=q26rUj-a9jTpv8lxRfPmy5tI3lT5-GqQ5Bbs0ZZj7tk&s=7t_Lu-xwiaKb0FwKQPEvZALD4u1kelyp9Ky0rozJugk&e=>
________________________________
From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> on behalf of Valerie Addonizio <vaddoniz at jhu.edu<mailto:vaddoniz at jhu.edu>>
Sent: Thursday, May 7, 2015 5:13 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] What defines "a repository?"

Thanks, Maura. I will look into that.

-V

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Maura Carbone
Sent: Thursday, May 07, 2015 11:03 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] What defines "a repository?"

Hi Valerie,
You could batch delete through the API -- I've done this with accessions, but it looks like there are commands for removing agents and subjects as well (http://archivesspace.github.io/archivesspace/doc/file.API.html<https://urldefense.proofpoint.com/v2/url?u=http-3A__archivesspace.github.io_archivesspace_doc_file.API.html&d=AwMFAg&c=2X_btuPRWkGwRX26NHIotw&r=tQ2tv-hfgUIirMrmRvnobg&m=q26rUj-a9jTpv8lxRfPmy5tI3lT5-GqQ5Bbs0ZZj7tk&s=58VIYuVQi9ITUUuLCjI36Tj_Yv856ktcPGerCWxgwSI&e=>). I don't know why they didn't delete with the snapshot; agents are kept in the database as far as I am aware so as long as that was reset to zero (so to speak) I would think they would go away.

-Maura

On Thu, May 7, 2015 at 10:57 AM, Valerie Addonizio <vaddoniz at jhu.edu<mailto:vaddoniz at jhu.edu>> wrote:
Thanks, Ben.

As a follow up to you and the community, my partner in crime on the server side attempted to restore our instance by using a snapshot he took before my test migration of accession records. When he went to restore the instance based on that snapshot, the repositories were successfully emptied out, but the Agents and Subjects remained. I might ask him to ask the question in a more technical sense, but can anyone inform us as to why that happened? Why did the Agents and Subjects persist? How can we remove them, other than manually?

Thanks.

-Valerie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>] On Behalf Of Ben Goldman
Sent: Thursday, May 07, 2015 10:49 AM
To: Archivesspace Users Group

Subject: Re: [Archivesspace_Users_Group] What defines "a repository?"

Hi Valerie,

As I understand it, Accessions, Resources and Digital Objects are repository-specific, while Subjects and Agents (and maybe the other modules like Locations, Events, Collection Management and Classifications) exist across repositories.

-Ben

Ben Goldman
Digital Records Archivist
Penn State University Libraries
University Park, PA
814-863-8333<tel:814-863-8333>
http://www.libraries.psu.edu/psul/speccolls.html<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.libraries.psu.edu_psul_speccolls.html&d=AwMFAg&c=2X_btuPRWkGwRX26NHIotw&r=tQ2tv-hfgUIirMrmRvnobg&m=q26rUj-a9jTpv8lxRfPmy5tI3lT5-GqQ5Bbs0ZZj7tk&s=_aYfuoGoLLpSeCiyEgs2gaLQMJ6pgBYb0ayUenKxeK8&e=>

________________________________
From: "Valerie Addonizio" <vaddoniz at jhu.edu<mailto:vaddoniz at jhu.edu>>
To: "Archivesspace Users Group" <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Sent: Thursday, May 7, 2015 10:42:26 AM
Subject: Re: [Archivesspace_Users_Group] What defines "a repository?"

I am bumping this question back up, since I do need a working understanding of the relationship between repositories and Agents and Subjects in order to plan our migration. If my question is totally bonkers, feel free to tell me.

-Valerie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Valerie Addonizio
Sent: Monday, May 04, 2015 5:06 PM
To: archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] What defines "a repository?"

Dear everyone,

Here's another pretty basic question.

I currently have three repositories in our instance of AS. One was created by the migrator when I migrated over our accessions, one is blank, and one holds resources that I want to play around with.

Today I imported our accessions and created the third repository mentioned above, but was surprised to find that the names and subjects that I had imported appeared in every repository, not just the repository that the migrator created. This made me realize that a very basic assumption of mine was seriously flawed: I had guessed that repositories were completely separate from one another, and that if I had an agent record for "Doe, John" in one, it would not appear elsewhere.

So, I'd like to request a basic explanation of what the repositories hold that are unique to them, and what is shared across the entire instance? What defines "a repository?"

Thanks for the continuing assistance!

-Valerie

--------------------------------
Valerie Addonizio
Archivist
The Sheridan Libraries
Johns Hopkins University
vaddoniz at jhu.edu<mailto:vaddoniz at jhu.edu>
410-516-5261<tel:410-516-5261>

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--
Maura Carbone
Digital Initiatives Librarian
Brandeis University
Library and Technology Services
(781) 736-4659
415 South Street, (MS 017/P.O. Box 549110)
Waltham, MA 02454-9110
email: mauraa at brandeis.edu<mailto:mauraa at brandeis.edu>
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