[Archivesspace_Users_Group] Staff users/agents as subjects/creators

[Olivia S Solis]

Hi Jordon,

Thanks for the response! Do you use URIs for your terms? Forgive me if this
was not clear before (or if it was that I am being repetitive). We've been
doing a lot of work to clean up normalize data set ourselves up for a
linked data universe where we reference all of our names with URIs and we
specify the name authorities we are using. In particular, we've chosen
VIAF. So say Celine Dion is our Registrar who uses ArchivesSpace daily to
create and search for records. She also donated her papers to us. She needs
a user account, but we want to refer to her by her URI:
https://viaf.org/viaf/12491209
in her papers, in particular to anything we publish. If she has a user
account, there is no field for the URI or the authority. If I'm not
mistaken, all users who get "Local" rules, but we would want to specify
"VIAF" as the source of the term.

Thanks, and again, sorry if I am over-explaining!

-Olivia

[image: Inline image 1]

On Thu, Jan 4, 2018 at 3:13 PM, Jordon Steele <jsteele at jhu.edu> wrote:

> Hi Olivia,
>
>
>
> We have one agent record and assign different roles or relator terms based
> on the context. So for a given collection, Person X may have the role
> “Source” and relator “Curator” if that person was involved in acquiring a
> collection. If the person was the subject of the collection, we’d re-use
> the existing agent record and assign the role “Subject.” If we ended up
> getting that person’s papers, in that scenario, we’d assign the same agent
> record but with role “Creator.” We think of the agent one entity who may
> have different roles depending on the collection/event/context.
>
>
>
> Best,
>
>
>
> Jordon
>
>
>
> Jordon Steele
>
> Hodson Curator of the University Archives
>
> Special Collections
>
> The Sheridan Libraries
>
> Johns Hopkins University
>
> 3400 N Charles St
>
> Baltimore, MD 21218
>
> 410-516-5493 <(410)%20516-5493>
>
> jsteele at jhu.edu
>
>
>
> *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, January 04, 2018 3:05 PM
> *To:* Archivesspace Users Group <archivesspace_users_group@
> lyralists.lyrasis.org>
> *Subject:* [Archivesspace_Users_Group] Staff users/agents as
> subjects/creators
>
>
>
> Hello all,
>
>
>
> I was wondering if some of you have a situation we have. Occasionally,
> some of our staff will appear as subjects/creators in resources and
> accessions. We have some staff members who are published scholars and
> appear in name authority files. In such cases, we'd want to use the URIs
> for those names (no such field in user records). We also have specific
> rules we follow for local names for subjects/creators.
>
>
>
> How do you/do you distinguish between staff members when they are acting
> in their capacity as staff (e.g. as the recipient of the agreement received
> event) vs. as subject/creator? Staff users appear to be agents that are
> selectable in any kind of record type.
>
>
>
> Our current strategy is to include a "(staff)" addition to "Full name" for
> users. For instance, mine would be "Olivia Solis (staff)", the reason being
> to make it absolutely clear this is not the non-existent "Solis, Olivia" in
> VIAF who is also an agent, but not a user. I don't like including
> information that is not part of a name in the name field, but otherwise, I
> think people would accidentally select the user agent in instances where
> they should select e.g. the VIAF "Solis, Olivia" with a URI we want to use.
> Is there a better solution to "staff" for disambiguation purposes? Somehow
> display the person's title in the type-ahead list that appears when you
> start typing in a linked agent name? I'm not sure how difficult that would
> be.
>
>
>
> We plan to retire (change passwords for), but not delete staff user
> accounts when the staff members no longer work here so we don't get rid of
> their data trail. But in 20 years it would be nice for staff to know that
> the retired "Olivia Solis (staff)" is also the same person as creator of
> one of our collections. Or maybe a donor, in which case I would not want to
> use the user account.
>
>
>
> 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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