[Archivesspace_Users_Group] Offsite boxes and ASpace

[Olivia S Solis]

Thank you, Mark, for the validation and feedback! It's nice to see this is
a common problem and that people are thinking about solutions in much
richer ways than I am. I'm new to ASpace so am slowly absorbing some of its
untapped potential.

Have a great weekend!

-Olivia

On Fri, Nov 17, 2017 at 2:35 PM, Custer, Mark <mark.custer at yale.edu> wrote:

> Hi Olivia,
>
>
>
> Hear, hear!!! 😊
>
>
>
> Just a quick note to say that this is something that we’ve discussed at
> Yale, as well, and I think that we might start to address it via a plugin
> at some point (it would be a nice feature to go directly into the core
> code, but in order for that to happen, I’d think that the Location module
> would need to be updated so that staff could indicate which locations were
> the offsite ones without having to add that data to a config file).
>
>
>
> Also, I believe that the location information is already in the PUI index,
> so it would just be a matter of choosing when/where to display that data.
>  I don’t think that there’s a good EAD solution, unless you implement a
> specific way to use the physloc note, as you mentioned, but even then
> you’ve got to do some grouping since those boxes are often repeated in a
> finding aid, and any top-level, auto-generated note should be easy to read.
>
>
>
> Here’s what I’d like our ASpace PUI site to have (eventually):
>
>
>
>    - We could configure which locations are offsite (for us, we’d just
>    need to add 3 location IDs to an array of offsite locations). In the
>    future, though, it would be nice if you could use the Location module in
>    ASpace to designate this rather than doing it in a configuration file; and
>    anything that’s not tagged as being offsite would then be inferred to be on
>    site.
>    - Each top-container landing page would have an automatically
>    generated note indicating that the materials were stored offsite and
>    requires X amount of time to retrieve (and, of course, the part about how
>    long it would take would need to be configurable, as well)
>    - Each archival object, accession, and resource associated via an
>    instance with one of those top containers would have the same message.
>    - We’d also have 2 facets to indicate onsite vs. offsite (or,
>    available today vs. needs X amount of lead time, whatever would make the
>    most sense).  How handy would that be to exclude “offsite” archival
>    components if you’re only going to be in town for a day or two?
>    - If a resource or accession had any offsite material attached to it,
>    then an auto-generated note would display at the top level description,
>    indicating as much (e.g. Boxes 1-3 and 5 in this collection require five
>    business days to retrieve, upon receipt of request)
>
>
>
> All that said, it would be great to have the same info available in the
> staff interface, too.
>
>
>
> Have any other institutions tackled this problem already?  For now, we
> really only indicate this by manually adding notes to our MARC Holdings
> records, and I’d love not to repeat that practice in our finding aids for
> the reasons you mentioned, Olivia.
>
>
>
> Mark
>
>
>
>
>
>
>
> *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:* Friday, 17 November, 2017 12:39 PM
> *To:* Archivesspace Users Group <archivesspace_users_group@
> lyralists.lyrasis.org>
> *Subject:* [Archivesspace_Users_Group] Offsite boxes and ASpace
>
>
>
> Hello all,
>
>
>
> We're trying to figure out a situation that can't be uncommon. We've got a
> lot of onsite boxes. We've got a lot of offsite boxes. Researchers need to
> request offsite boxes a week in advance. Many of our collections have
> nebulous access restrictions like, "Portions of this collection are stored
> offsite". I want clarity for our researchers.
>
>
>
> We're slowly carrying out a shelf read project and soon will know exactly
> where every box is. How have some of you all who have all of your
> containers anchored to locations communicated that something is offsite to
> researchers?
>
>
>
> We publish EAD records to a regional consortium and are working on setting
> up Aeon to integrate with it and, eventually, the ASpace public interface.
>
>
>
> I have thought about adding a physical location tag for all archival
> objects that have associated offsite boxes stating such, but I don't like
> this for a couple of reasons:
>
>    1. It will look horrible. Whole series and collections that are stored
>    offsite will have this repetitive information in archival object after
>    archival object.
>    2. It will not automatically update when the box moves. For various
>    logistical reasons, many of our boxes move around a lot or are slated to
>    move to new locations. The whole point of having box location information
>    in a database is that we only will have to change the information in one
>    place.
>
> Even if there's not a good EAD solution, we can point researchers to the
> public interface. I've not much experience with the public interface, but
> should it be difficult to customize the box display so that you can see
> building information associated with a box?
>
>
>
> I'm just curious how other institutions have tackled this problem. I'd
> like it to be readily apparent to researchers when they need a week to
> access a box.
>
>
>
> 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>
>
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>


-- 
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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