[Archivesspace_Users_Group] ArchivesSpace Update - March 2021

Jessica Crouch Jessica.Crouch at lyrasis.org
Wed Mar 31 13:49:00 EDT 2021

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ArchivesSpace Update – March 2021


The ArchivesSpace team is pleased to announce a release candidate, v3.0.0-RC1. You can download it at https://github.com/archivesspace/archivesspace/releases/tag/v3.0.0-RC1 or test it out without downloading at http://test.archivesspace.org/staff  (username admin /password admin).

This release candidate centers around changes to the agents module of ArchivesSpace to make it more standards-compliant with EAC-CPF and the MARCXML format for authority data, enabling deeper and richer description of people, families, and corporate entities, their relationships to each other and their relationships to materials held outside ArchivesSpace. This work is the result of a community specification written through the participation of many users across the ArchivesSpace community, mostly notably Cory Nimer, Sue Luftschein, and Brad Westbrook. Through this work new fields and sub-records have been added to the agents schema, and staff and public interface views, imports, exports, and auxiliary functionality like agent merging have all been updated. There is also a new Light mode for agents, which provides the option for users to continue to work with agent records in the staff interface in a pared down view that is similar to that of ArchivesSpace versions prior to this one.

While the bulk of the changes in this release candidate relate to the agents module, the release candidate also contains improvements in some other areas of the application contributed by community developers and program team developers and contractors. Included among these are additional performance, backend and staff interface improvements courtesy of work Hudson Molonglo developers James Bullen, Mark Triggs, and Payten Giles did for Queensland State Archives as part of a larger project.

Every bit of testing and feedback helps us improve the release. We encourage you to test these improvements with your own data if you can. Our recent webinar previewing the changes in v3.0.0 may serve as a helpful guide: https://archivesspace.org/archives/6660.

Thanks to the many community members who made contributions as we worked on bringing this expanded functionality to ArchivesSpace, including both individual archives staff and developers and our Testing and User Documentation sub-teams.

Please try this release candidate out and let us know at ArchivesSpaceHome at lyrasis.org by April 7 if you notice any problems with the specific areas addressed in this release, or if anything that was working before no longer is. The results of community testing will help us determine a release date.

Training Announcement: ArchivesSpace Community-wide Training Program

Beginning in April of 2021, the ArchivesSpace Trainers Corps will offer regularly scheduled virtual, community-wide trainings and office hours open to anyone using or interested in using ArchivesSpace.

These training opportunities will be part of a 12-month pilot project by the Trainers Corps to assess community interest and training needs. All will be free to attendees during this pilot period.

Information about this training program is available at https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/2331148319/ArchivesSpace+Community-Wide+Virtual+Training.

Registration for each training will be separate and registration will open closer to each training date.

ArchivesSpace Trainers Corps Office Hour

Registration is currently open for the first ArchivesSpace Office Hour on April 19th at 2pm ET/11am PT. This office hour will offer a demonstration of how to create a thumbnail image of a digital object in the ArchivesSpace Public User Interface. Following the brief presentation, you will have the opportunity to ask questions about the topic. Once those run out we will answer questions submitted via the submission form and if time allows, questions on the fly.  If you would like to suggest a topic for a future Office Hour, you can do so at https://forms.gle/unz3GmAbWwvpHjSr7.

When: April 19, 2021

Time: 2:00 p.m. – 3:00 p.m. ET (11:00 a.m. – 12:00pm PT)

Where: Zoom

Topic: How to create a thumbnail image of a digital object in the ArchivesSpace Public User Interface

Question submission form: https://forms.gle/4kx1bntG7HUkMXdRA

Registration: https://lyrasis.zoom.us/webinar/register/WN_5XgnGX1vTlqixabZwGKIVA

Webinar Announcement: Implementing the Protocols for Native American Archival Materials at Northern Arizona University

ArchivesSpace will be offering a webinar on Implementing the Protocols for Native American Archival Materials at Northern Arizona University. In this webinar, Sam Meier, Cindy Summers, and Liz Garcia will discuss the ongoing efforts of Northern Arizona University’s Cline Library Special Collections and Archives to implement the Protocols for Native American Archival Materials<https://www2.nau.edu/libnap-p/index.html>; their vision for applying the Protocols to archival arrangement and description as well as rearrangement and redescription; logistical, technological, and resource issues with regards to updating legacy archival description in ArchivesSpace; and the design, implementation, and progress to date of the Archival Description Internship developed to help make this work possible.

When: April 14, 2021

Time: 2:00 p.m. – 3:00 p.m. ET (11:00 a.m. – 12:00pm PT)

Where: Zoom

Registration: https://lyrasis.zoom.us/webinar/register/WN_THgc9aVTSDK4y0GygvSLeQ

This webinar will be recorded and made available on the ArchivesSpace YouTube channel.

Background information:

In April 2006, Northern Arizona University (NAU) in Flagstaff, Arizona hosted a gathering of Native American and non-Native American cultural heritage professionals who together drafted the Protocols for Native American Archival Materials<https://www2.nau.edu/libnap-p/index.html>, a professional best practices document which outlined guidelines for culturally responsive care of Native American archival materials held by non-tribal institutions. NAU’s Cline Library and Special Collections and Archives formally endorsed the Protocols in 2006. Since then, the staff members of Cline Library Special Collections and Archives (SCA) have sought to integrate the guidance put forth by the Protocols into all aspects of their work, including collection development, collections management, and archival arrangement and description.

In 2019, SCA’s newly hired Archivist for Discovery, Sam(antha) Meier, began revising the department’s draft Arrangement and Description Policy to address issues common to academic archives and special collections, such as an extensive and growing backlog of unprocessed materials and outdated and inaccurate legacy description. Supported by colleagues at Arizona State University, she began to explore the possibility of using ArchivesSpace to more rapidly gain collection-level control over new acquisitions, update existing legacy finding aids, and transition the department’s EAD finding aids hosted in Arizona Archives Online from EAD 2002 to EAD3. During the COVID-19 pandemic, Meier collaborated with Library Assistant Manager Cindy Summers to begin a holistic review of SCA’s legacy finding aids to prepare for their eventual ingest into ArchivesSpace for revision and correction. Meier and Summers found ways to continue this critical work remotely, as neither were initially working in Cline Library.

Cognizant of the need to implement the Protocols at every step in archival processing, including re-description, re-arrangement, and re-processing, in the winter of 2020 Meier and Summers developed a fully remote paid graduate internship, the Archival Description Internship, intended to support an MLIS student at the University of Arizona in Tucson, Arizona. The internship was designed to function as a "pilot project" for the department, allowing Meier and Summers to explore how to apply the Protocols to their legacy finding aids along with intern Liz Garcia.

Presenter Information:

Elizabeth (Liz) Garcia is an MLIS student and Knowledge River Scholar at the University of Arizona’s School of Information with a concentration in archival studies. In addition to her work as the Archival Description Intern at Cline Library Special Collections and Archives, she is also the Graduate Assistant Archives Specialist at the University of Arizona Libraries Special Collections. Her research interests include archival theory, social justice in libraries and archives, and digital curation.

Cindy Summers is an Assistant Manager at Cline Library Special Collections and Archives where she supervises volunteers, student employees, and interns. Cindy works closely with the Archivist for Discovery (Samantha Meier) to oversee collections processing, which has led to the ambitious project of updating all of SCA’s legacy finding aids and ingesting them in ArchivesSpace. Despite her employment history in many different units of Cline Library over 23 years, she feels fortunate to have become a staff member of Special Collections and Archives where she is surrounded by fascinating history, inspired by incredible coworkers, and encouraged by the aspirations of future archivists.

Sam(antha) Meier is the Archivist for Discovery at Cline Library Special Collections and Archives, where she oversees arrangement and description of the department’s archival collections. Prior to coming to Cline Library, Sam worked as an archival technician with the Veterans History Project of the Library of Congress and as a contract archivist with the Union of B.C. Indian Chiefs Library & Archives. She received her Masters in Archival Studies, First Nations Curriculum Concentration, from the University of British Columbia in 2018.

Who should attend:

Anyone interested in implementing the Protocols for Native American Archival Materials, using ArchivesSpace to facilitate redescription of legacy finding aids or assessing archival backlog, or anyone managing graduate students and interns performing core functions in ArchivesSpace.

Applications now open - ArchivesSpace Member Match Program

Applications are now open for the ArchivesSpace Member Match program.

The Member Match program is an initiative to engage the ArchivesSpace membership community, created and organized by the Member Engagement sub-team of the ArchivesSpace User Advisory Council, with support from the ArchivesSpace Community Engagement Coordinator. The program is intended to be a resource and venue for peer-to-peer support between ArchivesSpace members. For one, year-long term, participants will be matched with a member with whom they can receive and offer professional insight, advice, and comradery. The program will also offer participants the opportunity to engage in exclusive events and enlightening discussions about ArchivesSpace and its active user community.


Any individual affiliated with an ArchivesSpace member organization is eligible to participate in the ArchivesSpace MemberMatch program and there is no limit to the number of individuals from a member organization that may participate.

If you are unsure of your organization’s ArchivesSpace membership status, visit https://archivesspace.org/community/whos-using-archivesspace or email ArchivesSpaceHome at lyrasis.org<mailto:ArchivesSpaceHome at lyrasis.org>.

To Apply

There is a short application to complete at https://airtable.com/shr1nE3RWpR7Y78En.

Applications should be submitted by April 30. Applicants will be notified of their matches no later than June 30.

To Learn More

Visit the Member Match wiki: https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/2198568994/ArchivesSpace+Member+Match+Program

The ArchivesSpace Member Engagement Sub-team conducted an informational webinar on March 10th.  You can find a link to the recording of this webinar on the Member Match wiki.

Please feel free to direct any questions to ArchivesSpaceHome at lyrasis.org
<mailto:ArchivesSpaceHome at lyrasis.org%0b>

-Sent on behalf of the ArchivesSpace Member Engagement sub-team

Kate Blalack, American Song Archive

Regina Carra, American Folk Art Museum

Bailey Hoffner, University of Oklahoma

Ashley Knox, University of North Carolina Wilmington

Brittany Newberry, Atlanta University Center and ArchivesSpace User Advisory Council Chair

Jessica Crouch, ArchivesSpace Community Engagement Coordinator

Thank You for a Successful 3rd Annual ArchivesSpace Online Forum!

Thank you to everyone who presented, led a discussion, taught a workshop or attended the 3rd Annual ArchivesSpace Online Forum this week!  Recordings, presentation slides and other resources will be added to the forum wiki in the coming days at https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/2146992129/ArchivesSpace+Online+Forum+2021.

In the meantime, please take a moment to complete the Online Forum evaluation at https://www.surveymonkey.com/r/FRW83SL to let us know what you liked about the forum and what we can do differently to improve future ArchivesSpace events.

And a special congratulations to the winners of Monday’s first ever game of ArchivesSpace themed trivia! The winners of the fabulous ArchivesSpace prizes and bragging rights are Noah Huffman of Duke University and Miloche Kottman of University of Kansas! Congratulations to you both!

Call for Nominations for ArchivesSpace Governance Groups

The ArchivesSpace Governance Board is seeking nominations to fill vacancies on three ArchivesSpace Governance Groups: the Governance Board, the Technical Advisory Council (TAC), and the User Advisory Council (UAC). Self-nominations and nominations by others are welcome.

Please submit nominations via the form at https://forms.gle/m2nN49M34CPgnvci9.

Nominations must be received by 9:00 p.m. EDT on Friday, April 23, 2021. The Nominating Committee will review all nominations and recommend candidates and appointments to the Governance Board for their approval.

Please feel free to reach out Nominating Committee Chair Gordon Daines (gordon_daines at byu.edu<mailto:gordon_daines at byu.edu>) or Christine Di Bella, ArchivesSpace Program Manager, at christine.dibella at lyrasis.org<mailto:christine.dibella at lyrasis.org> with any questions.

Membership Update

We are excited to welcome our newest members to our community! Our new members since February 28 include:

  *   College of Saint Benedict/Saint John’s University (Collegeville, MN)
  *   Public Library of Brookline (Brookline, MA)
  *   Wyoming State Archives (Cheyenne, WY)

As of March 31, we have 421 General members, 21 Educational Program members, and 3 Registered Service Providers. If you are interested in your institution becoming a member of ArchivesSpace, please email us at ArchivesSpaceHome at lyrasis.org<mailto:ArchivesSpaceHome at lyrasis.org> for more information.


ArchivesSpace monthly updates provide news about ArchivesSpace community and program activities and are sent to our member listservs, the ArchivesSpace Google Group, and SAA’s Collection Management Section listserv, as well as being posted on the ArchivesSpace website. Please feel free to share this update with people you know who have an interest in ArchivesSpace but may not be on one of these lists.

Jessica Dowd Crouch
Community Engagement Coordinator for ArchivesSpace
jessica.crouch at lyrasis.org<mailto:jessica.crouch at lyrasis.org>

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