[Archivesspace_Users_Group] Accruals/related accesions

Thu Mar 30 17:59:25 EDT 2017

Hi Mary,

Sure, and thanks! For accessions, it made sense to us to document accruals
as linked related accessions. We thought about whether to make the link
relationship a sibling or parent/child relationship, but had initially
assumed every accrual would inherit all the familiar links.

The first 8 screen shots illustrate my first test, where the assumption
that all accessions are siblings of one another.
1) Created link from Collection 3 to Collection 1. (Collection 3 being an
accrual to Collection 1)
2) Collection 3 with linked sibling record, Collection 1.
3) Created link from Collection 2 to Collection 1. (Collection 2 also being
an accrual to the same set of collections)
4) Collection 2 with linked sibling record, Collection 1.
5) Collection 1 with two siblings, Collections 2 and 3.
6) Click on link to Collection 3.
7) Collection 3 only has link to Collection 1 even though Collection 2 is
also Collection 1's sibling, and therefore, in my mind, sibling to 3 as
well. (this may be incorrect logic.)
8) Also view Collection 2; same issue as above.

Maintenance seems unsustainable in this scenario as we'd want all accruals
to be linked to one another. We would have to link Collection 2 to
Collection 3 as a sibling. If another accrual to the collection came in, we
would need to individually link it to Collection 1, Collection 2, and
Collection 3 to identify all of its sibling accruals. And so on. Presuming
that Collection 2 and Collection 3 can be siblings of Collection 1 but not
necessarily to each other, a parent child relationship would seem to
establish the appropriate connections. We tested this through the resource,
to see if the resource copied over not only the parent accession, but also
its child. Screen shots 9 through 15 illustrate the 2nd test:

9) Create a Collection 4.
10) Spawn a new accession from Collection 4.
11) Rename spawned accession Collection 5.
12) In Collection 5, scroll down and create Related Accessions link to
Collection 4. (Collection 4 = parent, Collection 5 = child)
13) Return to Collection 4, and spawn resource.
14) Spawned resource from Collection 4.
15) Scroll down to view related accessions. Only Collection 4 appears, not
Collection 4's child/related accession, Collection 5. Shouldn't it appear
in the resource as well? In addition to among accession accruals, we would
like to document the accession numbers of all accruals in the resource
record. It would seem like this could be automated through related
accessions links.

Is this clear? Much obliged!

-Olivia

On Thu, Mar 30, 2017 at 3:31 PM, Caldera, Mary <mary.caldera at yale.edu>
wrote:

> Hi, Olivia,
>
> We use represent accruals in AS Resource records and I am happy to discuss
> our reasoning. I am not sure I understand your scenarios, can you send me
> screenshots? – Mary Caldera
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:
> archivesspace_users_group-bounces at lyralists.lyrasis.org] *On Behalf Of *Olivia
> S Solis
> *Sent:* Thursday, March 30, 2017 2:06 PM
> *To:* Archivesspace Users Group <archivesspace_users_group@
> lyralists.lyrasis.org>
> *Subject:* [Archivesspace_Users_Group] Accruals/related accesions
>
>
>
> Hello all,
>
>
>
> We at the Briscoe are pretty far along the path to implementing ASpace,
> but have a number of unresolved issues. One being we are still figuring out
> how to deal with our accessions that are accruals. The Initially, we had
> thought to have all accessions in an accrual be related accessions with a
> sibling relationship. I ran a test with 3 collections: Collection 1,
> Collection 2, and Collection 3. Steps:
>
>
>
> 1) Link Collection 1 and Collection 2 as related accessions/siblings.
>
> 2) Link Collection 1 and Collection 3 as related accessions/siblings.
>
>
>
> My assumption was that Collection 2 and Collection 3 would automatically
> be related as siblings, but this was not the case. Is this behavior a known
> issue or is there some logic behind this? Am I missing something? I would
> think that ASpace would consider all the accessions in a daisy-chained
> series of siblings as siblings of each other. If this is not the case, the
> maintenance in connecting 20 related accessions/sibling records would be
> enormous.
>
>
>
> Nonetheless this led me to decide it might be better to have the first
> accession in the series of accruals be considered the parent and all the
> additional accessions be considered related accessions/forms part of the
> parent/first accrual. I ran another test:
>
>
>
> 1) Create Collection 4 and spawn an accession from it, Collection 5.
>
> 2) Connect the two as related accessions, with Collection 5 designated a
> child of Collection 4.
>
> 3) Spawn a resource from Collection 4, and check related accession.
>
>
>
> In the spawned resource, only Collection 4 was linked as a related
> accession in the newly spawned resource. I would have expected Collection 5
> to be linked as a related accession in the resource as well. Again, same
> question. Is this a known issue, or is there some logic behind this? We'd
> like to indicate all source accessions that are part of the accrual in the
> related resource records. It would seem like the related accessions should
> automatically funnel in as related accessions in the resource.
>
>
>
> How are some of you representing accruals in ArchivesSpace? Have you
> encountered any problems with your decisions, and did what was the logic of
> why you decided to go the route that you did?
>
>
>
> Thanks!!
>
> Olivia
>
>
>
> --
>
> Olivia Solis, MSIS
>
> Metadata Coordinator
>
> Dolph Briscoe Center for American History
>
> The University of Texas at Austin
>
> 2300 Red River St. Stop D1100
>
> Austin TX, 78712-1426
>
> (512) 232-8013 <(512)%20232-8013>
>
> _______________________________________________
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group at lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>
>

-- 
Olivia Solis, MSIS
Metadata Coordinator
Dolph Briscoe Center for American History
The University of Texas at Austin
2300 Red River St. Stop D1100
Austin TX, 78712-1426
(512) 232-8013
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