[Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

Tue May 19 15:10:27 EDT 2020

Hi all,

As an alternative to direct database access to run these sorts of queries,
one could download the data as EAD, load it into a local XML database such
as BaseX, and run queries using xquery there.  (I wrote a couple of quick
queries and posted them here:
https://gist.github.com/kschlottmann/4c7a3125780c18cd175a29c9ba237928) I
put the results into a Google sheet for distributed review by our team.  If
we have suggested updates to the free-text description (scope notes and
unit titles), we'll note that in the Google sheet and then run those back
in with the API.

This approach obviously technical preconditions as well, including an API
or OAI script that will download the EADs en masse and a script that will
write the updates back in, but it can be done in a hosted environment where
one doesn't have database access.

Kevin

On Tue, May 19, 2020 at 10:27 AM Karen Miller <k-miller3 at northwestern.edu>
wrote:

> Good morning.
>
>
>
> At Northwestern University, our ArchivesSpace is hosted by Atlas, who has
> given us ODBC read-only access to the MySQL database. Just yesterday I ran
> a report that harvests BiogHist notes from Agents for a cleanup project. My
> SQL is pretty hacky too (although Mark’s is a good bit more neat looking
> than mine!), but I could post it on GitHub if it’s of interest.
>
>
>
> Karen
>
>
>
> *Karen D. Miller*
>
> Monographic Cataloger/Metadata Specialist
>
> Northwestern University Libraries
>
> Northwestern University
>
> 1970 Campus Drive
>
> Evanston, IL 60208
>
> www.library.northwestern.edu
>
> k-miller3 at northwestern.edu
>
> 874.467.3462
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> *On Behalf Of *Lara
> Friedman-Shedlov
> *Sent:* Monday, May 18, 2020 4:07 PM
> *To:* Archivesspace Users Group <
> archivesspace_users_group at lyralists.lyrasis.org>
> *Subject:* Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates
> in our ArchivesSpace database
>
>
>
> Thanks for sharing this Mark.  At the University of Minnesota, we are in
> the early stages of doing some agent record clean-up as well, so this
> information is very useful.
>
>
>
> For one project we were looking at doing with our agents, we wanted to
> create a report of all of our agent records that would also include the
> biographical /historical notes from any linked resource records (or at
> least the URLs to any associated resource records, so we could easily find
> the relevant bio/hist notes).  Our instance of ArchivesSpace is hosted by
> Lyrasis so we contacted them to ask about it and were told this is "not
> possible."  I found that surprising and wonder if anyone else has done
> something like this and if so, how.
>
>
>
> / Lara Friedman-Shedlov
>
>
>
>
>
>
>
> On Mon, May 18, 2020 at 4:00 PM Custer, Mark <mark.custer at yale.edu> wrote:
>
> All,
>
>
>
> Is anyone else working on Agent-related cleanup projects in ArchivesSpace
> right now?  We’ve got a couple of those going on at Yale, and I wanted to
> mention one of them on this listserv since I said that I would last night
> on Twitter 😊.  My reasoning was that it would be better to share widely,
> even early on, in the likely event that others were working on similar
> projects, and in hopes that it might save time for anyone else looking to
> get started with such a project.
>
>
>
> Anyhow, just for the sake of sharing, here’s a really hacky SQL database
> query that you can use in ArchivesSpace to get a list of agents that have
> any name forms that include “Mrs.” or “Miss”:
> https://gist.github.com/fordmadox/d78656fceb04b62000b662a3f2464488
>
>
>
> A few caveats:
>
>    - I do **not** know SQL very well, so I know that this could be
>    improved dramatically, but it gets data out of ArchivesSpace.
>    - The query casts a rather wide net, since it looks for Mrs. or Miss
>    in any of the name forms, but it could be altered to just look for those
>    two terms in the “sort_name” only if desired.
>    - The result of the query has at least one Yale-specific field in
>    there, since we store our local ILS bibliographic IDs in ASpace’s “user
>    defined string 2” field.  You can ignore that, or add something else, etc.,
>    but the gist is that this query should work in any ASpace instance.  It
>    should return one row per agent, with multiple name forms, and a bit more
>    information like which Resources, Archival Objects, and/or Accessions the
>    agent is linked to.
>    - And last, it just searches for variations of “Mrs.” and “Miss”,
>    which works for our dataset, but you could modify the HAVING clause at the
>    end of the query to search for other honorific terms, if needed.
>
>
>
> Most importantly, though, getting a dataset to review and act on is just
> the first step.  The hard work comes next!  Jessica Tai, Alison Clemens,
> and Karen Spicher are spearheading this project at Yale. If anyone has
> specific questions about the project, I’d encourage you to reach out
> directly to them.
>
>
>
> For now, though, here’s one interesting example from the project:   we’ve
> got an agent record now in ArchivesSpace for “Brady, John G., Mrs.”,
> https://archives.yale.edu/agents/people/77599.  Originally this would
> just have been text in the finding aid, later a link in a catalog record,
> and now it’s full-blown, standalone record for a person in ArchivesSpace.
> But nowhere in that agent record is her given name, Elizabeth, although her
> name is thankfully listed multiple times in the finding aid (check out the
> finding aid author! 😊), in the Wikipedia entry for John Green Brady, and
> elsewhere.  So, that agent record will eventually be one of a few hundred
> local records that we update in ArchivesSpace during the course of this
> project.  And, one of the things that I like about ArchivesSpace --which
> helps to make sure that this project is possible without too many
> workarounds--  is that even if an agent record has a corresponding
> authority record in, say, the Library of Congress name authority file (e.g.
> http://id.loc.gov/authorities/names/n2008076910), you can still choose to
> use a different name variant for that agent’s display name, rather than an
> authorized heading.
>
>
>
> Anyhow, I hope all is doing well!
>
>
>
> Mark
>
>
>
>
>
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>
>
>
> --
>
> Lara D. Friedman-Shedlov    (she, her, hers)
>
> Description and Access Archivist | Kautz Family YMCA Archives |
> www.lib.umn.edu/ymca
>
> Digital Records Archivist | Archives & Special Collections |
> www.lib.umn.edu/special
>
> University of Minnesota Libraries | lib.umn.edu | 612.626.7972
>
>
>
>
>
>
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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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