[Archivesspace_Users_Group] Adding user-defined fields to archival object records

[Natalie Adams]

Dear Kate,

Many thanks for engaging with this and for your helpful suggestions- we're very grateful for your advice,

Best wishes,

Natalie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Bowers, Kate A.
Sent: 25 July 2019 17:45
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Adding user-defined fields to archival object records



Kate Bowers
Collections Services Archivist for Metadata, Systems, and Standards
Harvard University Archives
kate_bowers at harvard.edu<mailto:kate_bowers at harvard.edu>
voice: (617) 998-5238
fax: (617) 495-8011
web: http://nrs.harvard.edu/urn-3:hul.eresource:archives
Twitter: @k8_bowers

Our strategy in general has become "note with specified type plus locally-defined labels" but your mileage and needs may vary. Anything that can be a controlled vocabulary, I like to use a controlled vocabulary.

In your cases I might do...

alternate/former reference (x2)
-if this is a former call number, we place data like this in note type=otherfindaid label="Obsolete call number"

diplomatic form (eg minute book)
-this we would probably map to subject type=genre/form and use the AS controlled vocabulary

script of material (eg Sanskrit)
-data like this we place in note type=language label="Script"

physical condition ranking (a numerical ranking to generate standard 'outward facing' information aimed at researchers rather than AS assessment info-more structured than the AS notes about the physical characteristics etc)
-hmm, my guess is we'd do a note type=general label="Condition rank".

This strategy of note with specified type plus workflow-implemented labels is the strategy we initially used for DCRMG elements that don't have a place in EAD or ArchivesSpace. It's become handy for all kinds of data. Because initial data usually comes from outside AS, we have some control over the label and can make them fairly consistent.

Kate
________________________________
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 Natalie Adams <na207 at cam.ac.uk<mailto:na207 at cam.ac.uk>>
Sent: Thursday, July 25, 2019 11:49:54 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Adding user-defined fields to archival object records


Dear Kate,



Sure-no problem. Some of the fields are coming from sources other than AtoM,



We have:-

alternate/former reference (x2)

diplomatic form (eg minute book)

script of material (eg Sanskrit)

physical condition ranking (a numerical ranking to generate standard 'outward facing' information aimed at researchers rather than AS assessment info-more structured than the AS notes about the physical characteristics etc)



I know that the AS general note maps to <odd> in EAD and this tag can serve as a good home/last resort for data you can't find a better home for. I'd still be interested in understanding the logic of user defined fields and resources/archival objects. I'm very much a newbie so apologies if I have missed something obvious about them.



Many thanks!



Natalie



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 Bowers, Kate A.
Sent: 25 July 2019 16:39
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Adding user-defined fields to archival object records



It would be helpful if you can give examples of the data fields you wish to migrate.



Kate



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 Natalie Adams
Sent: Thursday, July 25, 2019 11:26 AM
To: archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Adding user-defined fields to archival object records



Good afternoon all,



This is a question about user-defined fields and archival objects. Here in Cambridge we have been working on migration -setting up crosswalks to map data from our existing systems (including AtoM) to ArchivesSpace. There are a small number of fields we have not been able to find a home for in AS and we had envisaged mapping them to user-defined fields. However, it looks as though it's not possible to add a set of user-defined fields to archival objects, though they can be added to other types of record (eg Resources). We are looking at migrating some substantial datasets into ArchivesSpace: in some cases several thousands of records will be nested beneath one parent/resource description (for example the archives of the University of Cambridge) and we want to map all our existing fields to ArchivesSpace (whether the AS records are archival objects or resource descriptions).



I would be really interested in hearing whether anyone else has faced a similar challenge and has any advice about how we might tackle this. I'd also be interested to understand more about the background to the difference between archival objects and resources.



Many thanks in advance for any help with this and best wishes,



Natalie



Natalie Adams

Systems Archivist

Cambridge University Library

West Road

Cambridge

Cambridge, CB3 9DR

Tel 01223 766377

www.lib.cam.ac.uk/<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.lib.cam.ac.uk_&d=DwMFAg&c=WO-RGvefibhHBZq3fL85hQ&r=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY&m=DCfBaBVe3SwxP-6fOh8TGxWBMd1AyvIYhADjWkvetv4&s=M_TgVhzJzuRteOKhBQo865bXlvQ4ZBhrT9ALyOeEafk&e=>

Normal working days are Monday-Wednesday


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