[Archivesspace_Users_Group] resource-specific edit privileges and project management in ASpace?

[Custer, Mark]

Lydia,

Regarding your first question:  One low barrier way to do this, I think, would be to create a separate repository for everyone who would be doing basic data entry tasks, like container listings.  You could then make sure that they only have editing rights to those container lists, and not even the subjects, agents, etc.  Once a listing was done and verified, you could then use the ASpace built-in tools to transfer that container list to your regular repository, and then merge it with the actual finding aid.

As for any Excel to EAD process, you shouldn't have to worry about it overwriting information already in a finding aid since the ASpace merge tool only adds information to the record that you select to merge data into.  That said, there is another workflow that you'd have to support outside of ASpace, so if you can use the rapid data entry tool already in ASpace with a separate repository, that might do the trick.

Mark



-----Original Message-----
From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Tang, Lydia
Sent: Friday, 26 May, 2017 11:33 AM
To: 'archivesspace_users_group at lyralists.lyrasis.org' <archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] resource-specific edit privileges and project management in ASpace?

Good morning all,

I have a couple of questions for you:

We are lucky to have many student workers and volunteers who are willing and eager to help with data entry projects (box-folder inventories) but I am uncomfortable creating user accounts for them because even with Basic Data Entry privaledges they would be able to edit ALL of our finding aids theoretically and we aren’t able to supervise them closely enough.  What have institutions been doing in these hypothetical situations?  I would be ok doing an Excel sheet, but that’s still a lot of labor afterwards to cut-and-paste them in.  The only “easy” way I can see is to have them enter their information in raw EAD, which is straightforward but not as easy on the eyes as the staff interface of ASpace.  Any solutions?  I’ve looked into the Excel to EAD to ArchivesSpace workflow and, besides it being a lot to take in, I am worried about it potentially overwriting information already in the finding aid if I just want to import the box-folder inventories under existing finding aid collection-level description.  I created a JIRA with a whistful wish data-entry users could be tagged to a Resource like an Agent or Top Container.  This way, it could enable collection-specific edit permission for some users and also hypothetically enable a user to export a report of collections they’ve worked on for annual evaluations, etc.

https://urldefense.proofpoint.com/v2/url?u=https-3A__archivesspace.atlassian.net_browse_AR-2D1773&d=DwIGaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=PjInOOP-yhZdvfCxvJExNB_3mSrTAYOjE-Ld3wjgoMo&m=9q0kxVk7rCT3sZTa0DsiW9IoEWjg-ZKdXhUebYTrimk&s=aPPA4ZEhFvoPiaIjb0YNLOfySkYvhz9LinhK4ld0I80&e= 

My second question is how does your institution track the backlog and processing projects?  I’ve heard about some users using Events for this function.  I am pretty new to the Events in general, so I’d love to hear how it works for you in general.  I think it would be great if the Collection Mangement section could be expanded in functionality to enable sortable tags, such as assigned staff members and thus make it easier for staff to sort the results to see their relevant queue.



Thanks for your help and thoughts!

Lydia





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