[Archivesspace_Users_Group] Extent questions

Custer, Mark mark.custer at yale.edu
Thu Oct 22 08:41:57 EDT 2015 

We’re not using approximate extents here, aside from in the free-text container summary section (which we treat as another extent field).

I’d say that ASpace will need to add a certainty attribute to extent subrecords, just like it has one for dates.  With EAD3, it’d be nice if ASpace could import and export your example like so:

            <physdescstructured coverage="part" physdescstructuredtype="materialtype">
                <quantity approximate="true">500</quantity>
                <unittype>photographs</unittype>
            </physdescstructured>

With EAD2002, you could always modify the EAD importer to use a certainty attribute in ASpace (if added) when it encounters extent elements that start with “approximately.”

Mark


From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Carll, Johanna
Sent: Thursday, October 22, 2015 8:08 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Extent questions

Thanks, Dallas, this is very helpful and I agree with Mark that it would be great to add this feature to the core importer.  Is anyone recording uncertain extents, either as newly entered data or as imported legacy data?  We have found that while you can enter the phrase “approximately 500 photographs” in the number field, the same extent phrase is not recognized by the importer.  Before we adjust the importer, we would like to hear how others are handling similar data.

Thanks
Johanna Carll
617-495-8524

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 Custer, Mark
Sent: Monday, October 19, 2015 10:58 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Extent questions

Dallas,

This a wonderful contribution!   I know this isn’t a voting period right now, but I still vote to see this feature added to the core EAD importer ASAP (and in the meantime, I hope that we’ll use this new feature as a local plugin).

In my mind, any code that allows the metadata that’s produced by ASpace to be imported exactly as its produced (i.e. eating your own cooking) should necessarily be part of the core code.

Mark



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 Dallas Pillen
Sent: Monday, October 19, 2015 10:01 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Extent questions

Johanna and Mark,

The Bentley has also been doing a lot of work to break up our formerly single extent statements containing multiple parts into partial extents. As part of this work, we also noticed the limitations of the ArchivesSpace EAD importer for importing partial extents. We made some changes to our EAD importer plugin to properly handle altrender="part" attributes. Additionally, we added some extra functionality to make sure that physdesc contents don't get broken up into multiple notes. For example, something like this...

<physdesc altrender="part">
  <extent>5 linear feet</extent>
</physdesc>
<physdesc altrender="part">
  <extent>2 photographs</extent>
  <dimensions>8 x 10</dimensions>
</physdesc>

...by default becomes two whole extents of "5 linear feet" and "2 photographs" and one entirely separate dimensions note of "8 x 10"

You can see how we made some of those changes here: https://github.com/bentley-historical-library/bhl-ead-importer/blob/master/backend/model/bhl_ead_converter.rb#L259-L334<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_bentley-2Dhistorical-2Dlibrary_bhl-2Dead-2Dimporter_blob_master_backend_model_bhl-5Fead-5Fconverter.rb-23L259-2DL334&d=AwMFaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=s7ciGQfUJeaV_ryx908hbeXDoU9aqDwDN0Z0VbfsJ3Y&m=FggxNLYjlH-z8ztpGVckREGwGVQN0rkMON4-BP0L6-A&s=_9wLXEQlpOTDjVd-vecNkqShk5z301vgBWFzfVtiIks&e=>

A colleague has also submitted some of these changes as a pull request here: https://github.com/archivesspace/archivesspace/pull/312<https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_archivesspace_archivesspace_pull_312&d=AwMFaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=s7ciGQfUJeaV_ryx908hbeXDoU9aqDwDN0Z0VbfsJ3Y&m=FggxNLYjlH-z8ztpGVckREGwGVQN0rkMON4-BP0L6-A&s=hlCzD-zEjYR2Yh4tjNgQV9lliefgcEP4gqXaKKCbMKw&e=>

Dallas

On Mon, Oct 19, 2015 at 9:45 AM, Custer, Mark <mark.custer at yale.edu<mailto:mark.custer at yale.edu>> wrote:
Hi, Johanna.

I don’t have any good answers, but I’m pretty sure that you’ll need to update ASpace’s EAD 2002 importer to import those “part” attributes.  If that’s done, it would be great if that new feature could be added to the core code.

Similarly, I’d love for the official ASpace EAD importer and exporter to be updated to do what the archivists at the Bentley recently blogged about, http://archival-integration.blogspot.com/2015/09/the-archivesspace-api.html<https://urldefense.proofpoint.com/v2/url?u=http-3A__archival-2Dintegration.blogspot.com_2015_09_the-2Darchivesspace-2Dapi.html&d=AwMFaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=s7ciGQfUJeaV_ryx908hbeXDoU9aqDwDN0Z0VbfsJ3Y&m=FggxNLYjlH-z8ztpGVckREGwGVQN0rkMON4-BP0L6-A&s=5dUL8bwemhMP_LW2gdPMQh3dMU7rJb2BjRS3F0M5HLw&e=> – namely, to maintain references to subject and agent records that are already properly subdivided in the database rather than creating new ones when performing EAD imports (although I’d probably use the altrender attribute for this purpose, rather than adding a new ref attribute… but that’s only because I hate to invalidate EAD files!).

Also, about a month ago, I discovered that the ASpace EAD importer silently drops any “ead:note” elements in a finding aid.  If you have any of those, you’ll want to convert them to another element, like “ead:odd”.

Mark



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 Carll, Johanna
Sent: Monday, October 19, 2015 9:24 AM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Extent questions

Harvard University has embarked on a project to ingest all of its EAD finding aids (numbering over 6,000) into ArchivesSpace.  One of the areas we are struggling with is the collection level extent record. Can anyone help with the following issues?


1.       How should we tag extents we want to ingest as part, not whole, extents?  Based on EAD exports of records created in AS, I tried the following tagging, but the ingest still resulted in whole instead of part extent statements:

<physdesc altrender="part"><extent >5 videotapes</extent> </physdesc> <physdesc altrender="part"><extent >2 DVDs</extent></physdesc>


2.       How are you expressing uncertainty in extents (example: approximately 500 photographs)?  Since there isn't a certainty field in AS extent record (like there is in the collection dates record), we would like to know how others are expressing approximate extents.
Thanks

Johanna Carll
Archivist and Metadata Specialist
Schlesinger Library
Radcliffe Institute for Advanced Study
Harvard University
10 Garden Street
Cambridge, MA 02138
617-495-8524<tel:617-495-8524>
jcarll at radcliffe.harvard.edu<mailto:jcarll at radcliffe.harvard.edu>


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--
Dallas Pillen
Project Archivist

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