[Archivesspace_Users_Group] # of Collection Mgmt records not matching # of Accession records

McPhee, Laurel lmcphee at ucsd.edu
Mon Jan 14 10:51:30 EST 2019

Hi Blake,

The MySQL tables show:

mysql> select count(*) from accession;
| count(*) |
|     2702 |
1 row in set (0.01 sec)

mysql> select count(*) from collection_management;
| count(*) |
|     2695 |
1 row in set (0.00 sec)

Without knowing much about what that means, my hunch is that our "real" number of records is correct, or just off by a mere handful. But for some reason we're seeing lots of junk appear in the staff interface filters and view. Any insights? (and sorry for confusion on my originally reported numbers, I meant to type we had 2,700 accessions, not 2,600. So the number in the tables is exactly what we expect to see there).


From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Blake Carver
Sent: Friday, January 11, 2019 8:21 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] # of Collection Mgmt records not matching # of Accession records

If you look in the actual MySQL tables, what's the counts?

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> on behalf of McPhee, Laurel <lmcphee at ucsd.edu<mailto:lmcphee at ucsd.edu>>
Sent: Friday, January 11, 2019 10:59:11 AM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] # of Collection Mgmt records not matching # of Accession records

Hi all, and happy Friday.

We're attempting to troubleshoot a strange problem. I'd appreciate knowing if anyone else has this issue, or has any suggestions. Our database analyst has started looking into it, but it's a puzzler.

We have 2,600 accession records. As far as I know, the Collection Mgmt subtable has a 1-to-1 relationship with the Accession table. However, if I filter a search on Collection Mgmt (Browse-->Collection Mgmt) over 3,600 records display. A careful search through the results shows that often (not always!) when we update the processing status on an accession, using the little pull-down menu, a "ghost" collection management record lingers on, and will appear in search results sets within Collection Management. So one accession record, although it looks perfectly correct and updated in the accession record staff view, will have two collection management records, one showing "processed" and one showing "unprocessed" if you search for that same record in the Collection Mgmt browse feature.

We thought a purge of our deleted records and a re-index might fix this. But, the plot thickens: at the end of the day yesterday, when we purged our deleted records and reindexed in our test instance, the Collection Mgmt table now shows over 4,000 results! It's like it made the problem WORSE. Instead of duplicate ghosts, we now have triplicate ghosts. Does anyone else have this problem with a numbers mis-match between Coll Mgmt and Accessions?

I can't replicate it in the Sandbox because the problem doesn't seem to happen with "new" accession records. If I make a new test accession record, the problem won't occur. But if I change the processing status of an older, legacy record (one that imported over from AT a few years ago), it sometimes occurs. We're running v2.3.2.

Laurel McPhee

Supervisory Archivist, Special Collections & Archives Program

UC San Diego Library | * 858-534-5619 | * lmcphee at ucsd.edu<mailto:lmcphee at ucsd.edu>

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