[Archivesspace_Users_Group] Collection management - processing status disappeared...

MATTHEW R FRANCIS mrf22 at psu.edu
Wed Nov 18 16:49:13 EST 2015

For the reasons outlined by Kate, and seconded by Glynn, we have also found this change rather confusing, and unfortunately it has hampered our ability to identify and report on various issues related to processing status, including the previously mentioned backlog issue. 

I do not know if this is an issue that others would like revisited, but from our perspective we would welcome a conversation on if there is better alternative moving forward (including possibly reverting back to the pre-v1.3 set-up). 


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

From: "Glynn Edwards" <gedwards at stanford.edu> 
To: "Archivesspace Users Group" <archivesspace_users_group at lyralists.lyrasis.org> 
Sent: Wednesday, November 18, 2015 11:13:44 AM 
Subject: Re: [Archivesspace_Users_Group] Collection management - processing status disappeared... 

Hi Kate, 

We're on the same page...I too find this rather confusing. It is not straightforward enough for tracking status of collections across holdings easily. 



Glynn Edwards 
Head, Technical Services 
Director, ePADD project 
Special Collections 
Stanford University Libraries 
Stanford, CA 94305-6064 
(650) 521-2255 | gedwards at stanford.edu 

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> on behalf of Bowers, Kate A. <kate_bowers at harvard.edu> 
Sent: Tuesday, November 17, 2015 1:08 PM 
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Collection management - processing status disappeared... 

I am very confused. Can you explain how this is would work? How is an archivist supposed to understand an accession’s status from one or more associated “events” rather than from a straightforward status? I can also see how this would make reporting out backlogs really difficult. 

The reason I ask is that I can see how an event can lead to a status, but it is entirely possible that a status may have no associated event. Furthermore, the same type of event may lead to different statuses. 

In brief, status is not the same as “event”. I can think of a couple of examples to illustrate this: 

· “Unknown” can be a status, but it has no associated event 

· “Partially processed” can be both a status an event. However, if one “partially processes” an accession once, then the accession remains partially processed. If one “partially processes” again, it could be that the processing has been completed and the accession’s status is now “processed” or it could be that the accession is still only “partially processed” and that additional processing events will be necessary to reach a “processed” status. 



Kate Bowers 

Collections Services Archivist for Metadata, Systems, and Standards 

Harvard University Archives 

kate_bowers at harvard.edu 


voice: (617) 384-7787 

fax: (617) 495-8011 

web: http://nrs.harvard.edu/urn-3:hul.eresource:archives 

Twitter: @k8_bowers 

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Noah Huffman 
Sent: Tuesday, November 17, 2015 3:01 PM 
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Collection management - processing status disappeared... 

Hi Kelly, 

During a previous release (v1.3), I think Processing Status was moved from the collection management subrecord to an Event record. Here is a JIRA issue describing this change: https://archivesspace.atlassian.net/browse/AR-827 

Here are some specifics: 

Remove “Processing Status” Collection Management sub-record 	

If data is present, migrate to Event record with these settings and linked to same record collection management sub-record is linked to: 

Type = “Processing [Value in Collection Management Record for Processing Status]” 

Date/Time Specifier = “Time stamp for last modification of Collection Management record” 

Label= Agent relationship 



Agent=ID of agent last modifying the collection management sub-record 

So, if you previously had processing status in a collection management subrecord, you might try browsing your event records to see if you can locate that data. 

Hope this helps, 



Noah Huffman 

Archivist for Metadata, Systems, and Digital Records 

David M. Rubenstein Rare Book & Manuscript Library 

Duke University | 919-660-5982 


From: archivesspace_users_group-bounces at lyralists.lyrasis.org [ mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org ] On Behalf Of Kelly Spring 
Sent: Tuesday, November 17, 2015 2:40 PM 
To: archivesspace_users_group at lyralists.lyrasis.org 
Subject: [Archivesspace_Users_Group] Collection management - processing status disappeared... 


Our Processing Status field is visible when using the Manage Controlled Value Lists feature; but is not present when actually working within a collection management sub-record in an accession or resource. Any tips or advice out there? 

Thank you and have a great day! 


Kelly Spring 

Archivist for Special Collections 

University of California, Irvine Libraries 

(949) 824-6573 


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