[Archivesspace_Users_Group] Using ArchivesSpace for collection management: need trigger dates in the future

Natalie Adams na207 at cam.ac.uk
Tue Dec 17 04:47:47 EST 2019

Dear all,

We are relatively new to ArchivesSpace and are currently exploring using the collection management functions in AS with a view to producing local guidelines for archivists working in the Cambridge University Library and partner organisations. Our ideal is that AS becomes the one (and only) place for notes and documentation about collection management.

One of the issues we are seeking to accommodate is using AS to prompt us about dates for future action. Here are a couple of scenarios of the type of thing we would like to do:-

1)      Produce reports of future dates when archival material is due to be opened or reviewed

2)      Produce reports of future dates to prompt action by the repository eg get back in touch with a depositor to remind them to return deed of a gift

For scenario 1, we've been exploring adding dates to resource/resource component descriptions in the 'conditions governing access' note field and linking the resource/resource component to an Assessment record. Our tech team wrote us a report which could pull together any resource/resource with a date in the 'conditions governing access' field. This looks like it will work well.

For scenario 2, we're a little stuck. We think it would be helpful to be able to include a future date to an assessment record, but I wondered whether any other AS users out there have come up with different solutions to this. I am sorry if I have missed anything obvious but would be very grateful for any help or advice. It would also be interesting to know whether other repositories would be interested in amending the assessment record in this way.

Best wishes,


Natalie Adams
Systems Archivist
Cambridge University Library
West Road
Cambridge, CB3 9DR
Tel 01223 766377
Normal working days are Monday to Thursday.

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