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

[Natalie Adams]

Dear Maureen,

Thanks so much for your response and the link the video- it is very helpful to see how you have used AS and also to have confirmation that there is no easy solution to our scenario 2.

All the best,

Natalie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Maureen Callahan
Sent: 17 December 2019 15:22
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Using ArchivesSpace for collection management: need trigger dates in the future

Dear Natalie,

It's great to see repositories using ArchivesSpace to kick off automated actions!

I was lucky enough to have worked on the team that had put together the specification for your scenario 1, and that was exactly the outcome we had in mind. (A video about that is here, although the version is very behind: https://www.youtube.com/watch?v=biCDhkbBSng )

For your scenario 2, I've been fantasizing about future ArchivesSpace functionality that would govern legal agreements -- a "legal agreement" record type that could track who signed onto the agreement, when, and what was agreed upon, and this information could be then linked to all of the materials that this agreement governs. This is to say that I don't think that this is the kind of thing that ASpace is currently designed to do and I tend to be nervous about bending enterprise systems to make them do hacks for us. But I would be very eager to talk more with you and others to come up with a specification for these kinds of collections management / collection development activities!

Best wishes,
Maureen

On Tue, Dec 17, 2019 at 4:47 AM Natalie Adams <na207 at cam.ac.uk<mailto:na207 at cam.ac.uk>> wrote:
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

Natalie Adams
Systems Archivist
Cambridge University Library
West Road
Cambridge
Cambridge, CB3 9DR
Tel 01223 766377
www.lib.cam.ac.uk/<http://www.lib.cam.ac.uk/>
Normal working days are Monday to Thursday.

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--
Maureen Callahan
Sophia Smith Collection Archivist
Smith College Special Collections
Northampton, Massachusetts 01063
413 585 2981
mcallahan at smith.edu<mailto:mcallahan at smith.edu>

Pronouns: she/her/hers

Smith College Special Collections is now housed at Young Library<https://www.smith.edu/libraries/about/new-neilson/wheres-my-library>. Learn more about renovations to Neilson Library here<https://www.smith.edu/libraries/about/new-neilson>. Visit us in our reading room in Young Library 202. Classes are taught in Young Library 201.

More information about our current collecting goals is available in our collection development strategy<https://libraries.smith.edu/special-collections/about/collection-development-strategy>.
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