[Archivesspace_Users_Group] ArchivesSpace Update - November 2019

Jessica Crouch Jessica.Crouch at lyrasis.org
Mon Dec 2 09:45:27 EST 2019

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November 2019 Update

As mentioned in the release announcement for ArchivesSpace v2.7.0, the changes in the languages area will require data cleanup to existing records for some people. Upon upgrade, existing language information is migrated to the new or newly structured fields. While some ways of recording information could be easily accommodated in this migration, because there are so many different ways language information could have been recorded previously, some situations will require data cleanup.

We’ve put together three plugins that you can use, or use as examples, to handle some common situations. These only run on resource records. They are:

  *   Batch update language and script of description in resource records to one language and/or script of description value: https://github.com/archivesspace-plugins/batch_update_lang_and_script - for cases where all or most of your description is done in one language and script, this will help you do a global or repository-specific update.

  *   Batch update language of materials in resource records currently lacking a controlled value language: https://github.com/archivesspace-plugins/batch_update_langmaterials - for situations where all or most of your materials that do not currently have a language value are in one language, this will help you do a global or repository-specific update.

  *   Batch update language of materials records for resource records currently lacking a controlled value language by matching a text string in a note: https://github.com/archivesspace-plugins/batch_update_langmaterials_from_note - for situations where specific note text can be easily parsed into a controlled value language, this will help you do a targeted update. You will be able to choose whether to keep or delete the notes after running this job.

(credit for these plugins goes to Lora Woodford)

As with any plugins that change information in records, we strongly recommend you backup your data before running them and review the results in records afterwards before moving on to do more work in your ArchivesSpace. These plugins make changes to your records that cannot be undone, though you can edit individual records or run the plugins again at any point. Once you’ve run the plugin(s) and are satisfied with the results, you can disable the plugins at any time.

In addition, we have been alerted to an issue where previously created RDE templates do not display correctly in v2.7.0 due to the language changes. This will be corrected in the next release, but there is now a plugin available that can provide a fix for people who need it quicker than that:

RDE template fix: https://github.com/archivesspace-plugins/rde_template_fix

(credit for this plugin goes to Mark Cooper)

We anticipate the next release of ArchivesSpace will come out early in 2020. Program team and contracted developers are primarily working on the re-envisioned agents module, some container improvements, and additional infrastructure improvements. Community developers have already submitted pull requests for some notable bug fixes and feature enhancements. If you are currently working on development that you'd like to share with the community we'd love to hear from you.

New ArchivesSpace Help Center

We’re pleased to announce that a new ArchivesSpace Help Center, with an improved user manual and new training videos, is on its way. We expect to be launching the site in mid-December. The Help Center will be part of our larger Confluence site, which includes information about many of our community and development activities. The current Help Center site (http://docs.archivesspace.org<http://docs.archivesspace.org/>) will be up through early 2020, but it will be closed to new user signups and no content will be updated once the new site is up. Access to the Help Center is a member benefit.

The new and improved content is thanks to the efforts of our User Documentation sub-team and our training corps, and the amazing organizational skills of our Community Engagement Coordinator, Jessica Crouch.

We’ll be migrating member user accounts to the new site beginning the week of December 9. We ask that you do not update, create or sign up for new accounts on the current site after December 6 as these changes may not carry over to the new site.

We hope you enjoy the new content and look forward to the enhanced opportunities for community participation that the new site will allow. Thanks for your patience as we make this transition and please let us know if you have any questions.

Volunteer for the next ArchivesSpace online forum

The deadline to volunteer for the working group for our next online forum has been extended to December 9th! Planned for early spring 2020, this event will build on the success of the 2019 Online Forum<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/802127927/ArchivesSpace+Online+Forum+2019>, which had over 400 registrants, participating from 7 different countries.

We would love this event to highlight the work institutions near and far are doing to adapt and integrate ArchivesSpace into their systems and workflows. We expect to offer a variety of activities aimed at building community connections and contacts among our users. All ideas are welcome!

All community members are welcome to volunteer for this working group. We especially encourage our Small and Very Small members as well as non-U.S. members to join in envisioning the next iteration of this event. We will schedule meetings and the forum itself in ways that allow for participation across time zones.

If you would like to volunteer, please respond by December 9, 2019.  And if you have any questions, contact Jessica at jessica.crouch at lyrasis.org<mailto:jessica.crouch at lyrasis.org>.

Upcoming Webinar: Integrating ArchivesSpace with Archive-It

December 4, 2019, 2-3pm ET (11-noon PT; 7-8pm BST)

Visit the ArchivesSpace blog for details.

ArchivesSpace is pleased to announce the third webinar in our new series focused on Integrations with ArchivesSpace.  Each webinar in this series will highlight an integration with another application used in archives that ArchivesSpace members have worked on or requested.  The webinar series will feature both open source and proprietary systems.

Our third webinar in this series will feature an open discussion on ArchivesSpace integration with Archive-It<https://archive-it.org/>, a subscription web archiving service from the Internet Archive that helps organizations to harvest, build, and preserve collections of digital content

Webinar description:

This webinar will be recorded and made available on the ArchivesSpace YouTube channel.

In this webinar, Lori Donovan (Archive-It) will discuss the Archive-It/ArchivesSpace integration that was developed as part of the Archiving the Websites of Contemporary Composers Mellon grant, which the Internet Archive collaborated on with New York University.  Lori will also share information about the APIs that underlie the Archive-It service and ways that these might be leveraged to integrate metadata from Archive-It into ArchivesSpace repositories.

Dallas Pillen (University of Michigan) will present on the Bentley Historical Library's use of ArchivesSpace to manage descriptive metadata about websites captured with Archive-It. The presentation will discuss why and how the Bentley decided to manage its descriptive metadata about archived websites in ArchivesSpace and will provide an overview of a locally developed ArchivesSpace plugin that integrates the two systems to facilitate this work.

A discussion will follow.  ArchivesSpace users who have integrated with Archive-It or are considering integrating with Archive-It are encouraged to participate in this discussion in an effort to identify and highlight current community efforts or the potential for community collaboration to encourage integration between the two systems.


Lori Donovan is the Senior Program Manager for Web Archiving at the Internet Archive. Lori manages Archive-It service growth, which includes leading a team of Web Archivists and Technical Support staff who provide instruction, guidance and support for Archive-It users, and interfacing with the engineering team to develop new features and functionality for the Archive-It service.  Lori has a Master of Information degree from University of Michigan, and a Bachelor’s degree from Boise State University, where she majored in history and political science.

Dallas Pillen is the Archivist for Metadata and Digital Curation at the University of Michigan’s Bentley Historical Library, where he oversees the library's use of ArchivesSpace, Archive-It, Archivematica, and DSpace. He is also a member of the ArchivesSpace Technical Advisory Council and co-chair of the Society of American Archivists' Encoded Archival Standards Section.


Contact Jessica at jessica.crouch at lyrasis.org if you have questions about this webinar or the Integrations with ArchivesSpace webinar series.

The next Integrations with ArchivesSpace webinar will be: Integrating ArchivesSpace with Aviary, January 15, 2020, at 2pm ET (11am PT)

Membership Update

We are excited to welcome our newest members to our community! Our new members since October 31  include:

  *   George Mason University (Fairfax VA)
  *   Hartford Public Library (Hartford CT)
  *   New York State Archives (Albany NY)
  *   Virginia Museum of Fine Arts (Richmond VA)

As of November 30, we have 409 General members, 19 Educational Program members, and 3 Registered Service Providers. If you are interested in your institution becoming a member of ArchivesSpace, please email us at ArchivesSpaceHome at lyrasis.org<mailto:ArchivesSpaceHome at lyrasis.org> for more information.


ArchivesSpace monthly updates provide news about ArchivesSpace community and program activities and are sent to our member listservs, the ArchivesSpace Google Group, and SAA’s Collection Management Tools Section listserv, as well as being posted on the ArchivesSpace website. Please feel free to share this update with people you know who have an interest in ArchivesSpace but may not be on one of these lists.

Jessica Dowd Crouch
Community Engagement Coordinator for ArchivesSpace
jessica.crouch at lyrasis.org<mailto:jessica.crouch at lyrasis.org>
Skype: jdowdcrouch


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