[Archivesspace_Users_Group] Migrating and maintaining item-level records in ILS and/or ASpace

[Jason Loeffler]

Hi Erin,

We've set up a few local processes to handle a similar use case. In the
past, we've exported MARC formatted records from our Koha ILS then migrated
them into ArchivesSpace-ready JSON format using Catmandu
<http://librecat.org/> fixes, modifying descriptive and structural metadata
as needed. Catmandu offers a fairly high-level meta-language with which you
can script conditional rule sets. One major issue we're dealing with now is
synchronizing and enforcing authority data between the two systems. That
piece of the puzzle is very much a work-in-progress.

Looking ahead, both Koha and ArchivesSpace have nascent OAI-PMH services,
and we hope to exploit these capacities in the future, though the former is
amidst QA.

Feel free to continue the discussion here or contact me directly off list.

Best wishes, Jason

Jason Loeffler
Technology Consultant | The American Academy in Rome
Minor Science | Application Development & Metadata Strategy
Brooklyn, New York
jason at minorscience.com
(347) 405-0826
minorscience (Skype)



On Mon, Sep 11, 2017 at 2:31 PM, Erin Faulder <eef46 at cornell.edu> wrote:

> All,
>
> RMC at Cornell is in the weeds identifying bib records to migrate from our
> ILS into ASpace. Our practice, historically, has been to catalog
> collections and occasionally items within the collection in our ILS to
> better facilitate discovery. As we move into ASpace, we are cognizant that
> we should incorporate those item records within the context of the
> collection by including them as archival objects in ASpace under the
> appropriate resource record.
>
>
>
> We have three primary choices to do this, each with serious trade offs:
>
> -          Leaving the item-level records in our ILS without representing
> them in ASpace other than a referencing note at collection/series level
>
> o   We would lose contextual meaning of those items
>
> o   We would maintain item-level discovery of content in OCLC/World-Cat
>
> o   We would be unable to manage our location data of that material in
> ASpace alongside the rest of the collection
>
> -          Leave the item-level records in our ILS and represent them in
> ASpace in their appropriate intellectual arrangement
>
> o   We would have to build a way to connect the records between the two
> systems, designing complex methods for synchronizing descriptive metadata
> as well as location data between systems and setting currently
> minimally-enforceable rules about where the data is updated and which is
> the system of record
>
> o   We would maintain contextual information about their collection and
> have item-level discovery in OCLC/World-Cat
>
> -          Represent the item-level records only in ASpace and remove them
> from the ILS entirely
>
> o   We would only have to manage the data in one system, eliminating
> complexity
>
> o   We would lose item-level discovery of content in OCLC/World-Cat
>
> o   We could manage location data the same across our content
>
>
>
> We would love to talk with anyone who has experience cataloging items in a
> collection at the item-level in their ILS and how they addressed the
> challenges presented when working with ASpace.
>
>
>
> Best,
>
> Erin
>
>
>
> --
>
> Erin Faulder
>
> Digital Archivist
>
> Division of Rare and Manuscript Collections
>
> Cornell University Library
>
> Ithaca, NY 14853
>
> erin.faulder at cornell.edu
>
>
>
>
>
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