[Archivesspace_Users_Group] importing EAD files

Fri Nov 22 12:06:48 EST 2019

Jennifer,

One more potential gotcha if you go the EAD-import route:  if you have multiple container types associated with a single component (which were not present in this particular file), like "Box 1", "Folder 1-4", then you'll want to make sure that those container elements have @id and @parent attributes on them to define their relationship.  If they don't have a defined relationship, you'll wind up with an ArchivesSpace top container for both "Box 1" and "Folder 1-4", in this example, when in actuality you'd just want a top container record for "Box 1".  In case it helps, here's the transformation process that we have utilized to add those attributes when missing:  https://github.com/YaleArchivesSpace/xslt-files/blob/master/EAD_add_IDs_to_containers.xsl

Happy to talk with you or anyone else about that process if you'd like, but you'll definitely want to make sure that you don't wind up with a top container for every single container element during the import process.

For more info on top containers in ArchivesSpace, see this overview that Maureen Callahan wrote, https://guides.library.yale.edu/archivesspace/ASpaceContainerManagement, which provides a great introduction, along with videos!

Mark

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Custer, Mark
Sent: Friday, 22 November, 2019 11:44 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

Thanks, this helps a lot!

It looks like there are couple of required elements missing from this file for ArchivesSpace to be able to import it.  Though your file is valid EAD, ArchivesSpace requires all resources to have things like a title, date, extent, as well as a distinct unitid element (which this file is missing).  So, you'd need to add a unitid element, like so:

            <unitdate encodinganalog="245$f" label="Dates: ">1861-1946</unitdate>
            <unitid>Distinct Call Number</unitid>
            <physdesc encodinganalog="300$a" label="Extent:">
                <extent>20 linear feet</extent>
 <!-total aside, but you might also want to change "linear feet" to "linear_feet" with an underscore, otherwise ArchivesSpace will create a duplicate linear feet value in the extent dropdown list, since the ASpace EAD importer uses the database values of those controlled value lists rather than the translation values -->
            </physdesc>

Additionally, all of the lower-level components must have, at the very least, a title OR a date.

In this case, it looks like all of your series have "unitid" elements instead of "unittitle" elements.  But if you change this for all of your series:

<c01 level="series">
                      <did>
                          <unitid>Volumes</unitid>
                      </did>
...

To:

<c01 level="series">
                      <did>
                          <unittitle>Volumes</unittitle>
                      </did>
...

Then you should be good to go with that particular file (see the attached file as an example).

If you have access to an XML Editor like oXygen, check out https://campuspress.yale.edu/yalearchivesspace/2015/07/22/validation-scenarios/.  Regardless, though, my guess is that if you address that "archdesc/unitid" issue and the series-level did/unitid --> did/unittitle issue, that should help with the majority of your files.  There are also other possibilities, like updating the EAD so that you get normalized dates in addition to textual date expressions, but that requires quite a bit more work.

I hope that helps,

Mark

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Sharp, Jennifer
Sent: Friday, 22 November, 2019 10:30 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] importing EAD files

I have attached one of the files I used earlier this week. The job completed, but when I tried it this morning - both locally and on test.archivesspace.org - it failed.

This, from Tuesday, can't be too promising:
[cid:image001.jpg at 01D5A12C.DD6CDDB0]

These are today's errors:
[cid:image002.jpg at 01D5A12C.DD6CDDB0]

Thanks,
Jennifer

---
Jennifer Sharp, MSI
Archivist, Hartford History Center
Hartford Public Library
jsharp at hplct.org<mailto:jsharp at hplct.org>
o: 860.695.6332
c: 860.929.6915

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Custer, Mark
Sent: Friday, November 22, 2019 9:34 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] importing EAD files

Jennifer,

If you can share a sample EAD file that isn't uploading, someone might be able to pinpoint the issue that way if the error is in fact due to the file itself.

Additionally, have you tried uploading the file to http://test.archivesspace.org/staff/<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Ftest.archivesspace.org%2Fstaff%2F&data=02%7C01%7Cmark.custer%40yale.edu%7C54dda4087c1143c7fdfc08d76f6b2315%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637100378253006648&sdata=dRof9Jo5S9xeaKtjnwDvQ%2BlD89aE2%2FxI19dBHtdeGn8%3D&reserved=0>?  If you can upload it successfully there without any additional changes, the error could possibly be due to your setup.

Mark

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Blake Carver
Sent: Friday, 22 November, 2019 8:56 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] importing EAD files

Have a look for errors in your archivesspace.out log file, there could be some clues there.
________________________________
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 Sharp, Jennifer <jsharp at hplct.org<mailto:jsharp at hplct.org>>
Sent: Friday, November 22, 2019 8:40 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] importing EAD files

Thanks for replying, Miloche and Erhan. Unfortunately, I still haven't had any luck. These are some old files, so I'm thinking there may be some glitches with the EAD. I'm going to try entering a short one manually and then comparing the code.

Thanks again,

Jennifer

---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsharp at hplct.org<mailto:jsharp at hplct.org>

o: 860.695.6332

c: 860.929.6915

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Kottman, Miloche
Sent: Thursday, November 21, 2019 1:36 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

When this happens to us, it is usually because the user forgot to change the Import Type to EAD prior to Adding the file they want to import.

On the New Background Job - Import Data page, click on the down arrow and choose EAD.  Then either click on Add file to use windows explorer to find the EAD record or drag the record into the framed white-space.

[cid:image003.jpg at 01D5A12C.DD6CDDB0]

--Miloche

******************************

Miloche Kottman

Head of Cataloging & Archival Processing

University of Kansas Libraries

Lawrence, KS 66045

mkottman at ku.edu<mailto:mkottman at ku.edu>

785-864-3916

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 Sharp, Jennifer
Sent: Thursday, November 21, 2019 8:47 AM
To: 'archivesspace_users_group at lyralists.lyrasis.org' <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] importing EAD files

Hello,

My library and I are brand new to ArchivesSpace and I am learning as I go along. I've encountered an issue I hope is known and/or has a fairly straightforward solution. I have followed the instructions in the user manual for importing EAD files, and upon notification of a successful import and refreshing the page, there are no links in the new records section. I have tried this a few times (different days), with two files. If there is something technically wrong with one file, though, it's likely to be the same with the other. I've also considered it could be something related to our setup. I'd be grateful for any suggestions you may have!

Thanks,

Jennifer

---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsharp at hplct.org<mailto:jsharp at hplct.org>

o: 860.695.6332

c: 860.929.6915

CAUTION: This email originated from outside of the organization. Do not click links, open attachments, or provide sensitive information unless you recognize the sender and know the content/source is safe.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20191122/a6a494a0/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.jpg
Type: image/jpeg
Size: 11910 bytes
Desc: image001.jpg
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20191122/a6a494a0/attachment.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 3641 bytes
Desc: image002.jpg
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20191122/a6a494a0/attachment-0001.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.jpg
Type: image/jpeg
Size: 18071 bytes
Desc: image003.jpg
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20191122/a6a494a0/attachment-0002.jpg>