[Archivesspace_Users_Group] importing EAD files
Kevin W. Schlottmann
kws2126 at columbia.edu
Fri Nov 22 12:54:48 EST 2019
Steve wrote: "I was looking for the EAD Import/Export mappings file online,
but couldn’t find where the links to it have been moved in Wiki.
That document would help with seeing the mappings between EAD elements and
ASpace JSON schema values."
The mappings documents are found here (scroll down):
https://archivesspace.org/using-archivesspace/migration-tools-and-data-mapping
I note that these are out-of-date. However, the newly formed Metadata
Standards subcommittee of the ArchivesSpace Technical Advisory Committee is
actively working on updating them. I hope we have something to share in
the next few months.
Kevin, writing as co-chair of the Metadata Standards subcommittee
On Fri, Nov 22, 2019 at 12:46 PM Majewski, Steven Dennis (sdm7g) <
sdm7g at virginia.edu> wrote:
> Marks diagnosis is correct.
> I would just add that additional information as to what is missing is in
> those error messages, although they are admittedly difficult to interpret:
>
>
> ================================================== veteran_city_guard.xml
> ==================================================
> !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! IMPORT ERROR
> !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! The following errors
> were found: dates : one or more required (or enter a Title) title : must
> not be an empty string (or enter a Date) For JSONModel(:archival_object):
> #<JSONModel(:archival_object) {"jsonmodel_type"=>"archival_object",
> "external_ids"=>[], "subjects"=>[], "linked_events"=>[], "extents"=>[],
> "lang_materials"=>[], "dates"=>[], "external_documents"=>[],
> "rights_statements"=>[], "linked_agents"=>[], "component_id"=>"Volumes",
> "is_slug_auto"=>true, "restrictions_apply"=>false, "ancestors"=>[],
> "instances"=>[], "notes"=>[],
> "uri"=>"/repositories/import/archival_objects/import_3abfb4c6-3934-4c90-b318-45fe088421a1",
> "level"=>"series",
> "resource"=>{"ref"=>"/repositories/import/resources/import_0e5faef2-0da7-44dd-a606-301b1e990ca3"},
> "publish"=>true}> In : <c01 class="cdata"
> level="series"> ... </c01>
> !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
>
> If you can read thru the escaped characters, at the end it’s saying the
> date or title is missing from: <c01 class=“series” >
> However, date and title is the archivesspace schema tags for what is
> missing, not the missing EAD element.
> ( Validation of the data is done on the JSON schema after XML parsing, not
> on the EAD XML . )
>
> If you fix only that and import again, you’ll get an error on the next c01
> series.
> And if you fix both and try again, you’ll get a somewhat longer and more
> confusing error message:
>
> http://test.archivesspace.org/staff/jobs/375
>
> But again, it helps to just look first at the top and bottom of the
> message.
>
> The following errors were found: id_0 : Property is required but was
> missing
>
> That one is a little harder to interpret — you have to know that id’s in
> ArchivesSpace have 4 parts and id_0 is the first part,
> and understand that what’s missing from the EAD is a <unitid> .
>
> And if you skip to the bottom, it’s telling you the error is in the <ead>
> element, which is exactly true — you have to interpret is loosely saying
> it’s missing from the topmost resource , so actually /ead/archdesc/
>
>
> In : <ead class="cdata"
> relatedencoding="MARC21"> ... </ead>
>
>
> There is also a clue in the middle part of the error message which in this
> case is indicating the the error is in a resource
>
> For JSONModel(:resource):
>
> Where in the first example, the error was in an archival_object, which is
> a child of the top level resource.
>
>
> So unfortunately, you really have to understand some ArchivesSpace
> internals to map those import errors into what needs to be changed in the
> EAD XML.
>
> I was looking for the EAD Import/Export mappings file online, but couldn’t
> find where the links to it have been moved in Wiki.
> That document would help with seeing the mappings between EAD elements and
> ASpace JSON schema values.
>
>
> BTW: That initial result you posted where there was no error, but no
> resulting resource was most likely a result of not setting the import type,
> as Miloche suggested. MARCXML is the default if you don’t change it. It
> didn’t actually verify that the file was MARCXML, but it didn’t match any
> MARCXML tags in your EAD file. We probably ought to check to see if the
> top level element matches what’s expected.
>
>
> BTW2: Import worked for me on test site once I added those missing
> elements:
>
> http://test.archivesspace.org/resources/veteran_city_guard_of_hartford_collection
>
>
>
> — Steve M.
>
>
>
>
> On Nov 22, 2019, at 11:43 AM, Custer, Mark <mark.custer at yale.edu> wrote:
>
> 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 à
> </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 à 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
> <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>
> *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:
> <image002.jpg>
>
> These are today’s errors:
> <image003.jpg>
>
> Thanks,
> Jennifer
>
> ---
> Jennifer Sharp, MSI
> Archivist, Hartford History Center
> Hartford Public Library
> 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
> <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>
> *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/? 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
> <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>
> *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 <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> on behalf of
> Sharp, Jennifer <jsharp at hplct.org>
> *Sent:* Friday, November 22, 2019 8:40 AM
> *To:* Archivesspace Users Group <
> 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
> 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
> <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>
> *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.
>
> <image004.jpg>
>
> --Miloche
>
> »»»»»»»»»»»»»»»»»»»»»»»»»»»»»»
> Miloche Kottman
> Head of Cataloging & Archival Processing
> University of Kansas Libraries
> Lawrence, KS 66045
> mkottman at ku.edu
> 785-864-3916
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> 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>
> *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
> o: 860.695.6332
> c: 860.929.6915
>
>
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> <veteran_city_guard_edited.xml>
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--
Kevin Schlottmann
Head of Archives Processing
Rare Book & Manuscript Library
Butler Library, Room 801
Columbia University
535 W. 114th St., New York, NY 10027
(212) 854-8483
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