[Archivesspace_Users_Group] "share" boxes / group boxes

Detelich, Alicia alicia.detelich at yale.edu
Tue Jul 11 15:51:19 EDT 2017

Hi Kate,

This use case may be slightly different than what you had in mind, but one way that we've been "sharing" top containers across multiple resources is with our microfilm reproductions of manuscript and archival collections.

Our microfilm facsimiles and their corresponding manuscript/archival collections each have their own resource records in AS, with their own container instances. We wanted to link the microfilm instances (the use copies, at least) to archival objects in our manuscript/archival collections, so that our public services staff could tell (in Aeon) when a microfilm surrogate existed for a collection, and which archival objects were associated with which reels/boxes of film. Fortunately we had some legacy data about what was on each reel, which made it possible to programmatically determine which microfilm box to link with which archival object, and to create a relatively simple Python script to make those links in bulk via the API. I'd be happy to share that with you if you think it would be useful.

The result is that we now have, for example, a single microfilm box that is represented as an instance of both a microfilm resource record and manuscript/archival resource record. The manuscript/archival resources that have been filmed have two instances listed for each archival object, one representing the box the original materials are in, and the other representing the microfilm box. And, when you view the top container, you can see linked records from both resources. Screenshots are attached.

Hope this helps, and please let me know if you have any questions!


Alicia Detelich
Manuscripts and Archives
Yale University Libraries
alicia.detelich at yale.edu

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Bowers, Kate A.
Sent: Tuesday, July 11, 2017 12:26 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] "share" boxes / group boxes

On Yale's (very helpful) web site http://guides.library.yale.edu/archivesspace/ASpaceContainerManagement there is this intriguing mention:
The ability to "share" boxes across entire collections in a meaningful way. Let's say that you want to put all of the panoramic photos in your repository into the same container. With this new data model, you'll be able to keep much better control over that container.

However, I've not been able to figure out how this ought to be done.

Is anyone using AS to share boxes across multiple collections? If so, would you be willing to send a few screenshots or any documentation that you have?

I'd be very grateful!



Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bowers at harvard.edu<mailto:megan_sniffin-marinoff at harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers

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