[Archivesspace_Users_Group] ArchivesSpace v. 3 and Agents module redesign inquiry

Tue Sep 7 11:09:50 EDT 2021

Hello Hadewijch,

You are correct that the differences you've noted are due to updates in the mapping that came in with versions 3.x and the expansion of the agents module.

Updating what appears in the search/browse table in the staff interface is something that could be undertaken for a release of ArchivesSpace later in the year. It's good to have feedback that source/role/authority ID are elements that people are using in this area. I've created a JIRA for this at https://archivesspace.atlassian.net/browse/ANW-1393 if you (or anyone else) would like to add comments to it.

Depending on the urgency of your project, you could do a custom import routine that inserts source and ID into the field in the Name Forms area of the agent record or manually update these records post-update. Either way, using the merge functionality to combine them with other records would still be the usual way to eliminate duplicates.

It wouldn't be nearly as efficient, but one way to discern from the search/browse page which records are old and which are new might be to add Audit Information as a column in preferences. If you had a sense that the records you want to keep were created after a certain date (or by a certain user) and the records you want to update created before that date or by a different user.

On the exporting issue, it would be good to hear from others how they handle this. You may want to create a JIRA for that as well to have it considered for development. A custom export might also be an option to consider.

Christine

Christine Di Bella
ArchivesSpace Program Manager
christine.dibella at lyrasis.org<mailto:christine.dibella at lyrasis.org>
800.999.8558 x2905
678-235-2905

[ASpaceOrgHomeMedium]

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Hadewijch Dekker
Sent: Friday, September 3, 2021 4:36 AM
To: archivesspace_users_group at lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] ArchivesSpace v. 3 and Agents module redesign inquiry

Hi everyone,

With the update to ASpace v.3 the Agents module has had a complete redesign that does not seem to match the records that have been entered in earlier versions. I have been testing with the new version and have some concerns. I would like to know how others deal with these issues (if at all).

Background:
We have invested a lot of time over the last 18 months to convert all our Agent records to LCNAF-records. Our old Agent records were either local or were derived from the Dutch Authority File. We used the LCNAF plugin to import the LCNAF-records and merge them with the existing records.
Our cataloguers doing this job could easily check to see what records were still waiting to be handled and which ones were already made from LCNAF-records, because they could filter by source when browsing the Agents.

[cid:image001.png at 01D7A3CA.513F4060]

In the new module there are changes that makes that the LCNAF importer won't match the records made in the older versions. If a NACO-record is reimported a new record is created.
Q: How do people deal with this?
I also understand updates to records are something on the roadmap. I would like to take advantage of this. Should we somehow convert the old records to the newer version? Any ideas on how to do this?

Because of the new structure the records are also not recognized as being from the NACO Authority File and the Authority ID misses when looking at the search results and they are missing from the Source filters.
[cid:image002.png at 01D7A3CA.513F4060]

This last bit puzzles me because in the record the Record ID for the NACO-file is labelled as being the primary label.
[cid:image003.png at 01D7A3CA.513F4060]
Q: Why is there a primary label there, if the system does not take it into account? Do other people also find this to be a problem?

On a related issue, when exporting to MARC21 the ID was added to $0 of the 1XX, 7XX, 6XX fields. I know it is not customary to have $0 added for LCNAF, but for our Alma instance it is necessary to do the bibliographic record linking (to authority records) by ID, because we have more than  one personal name authority file in Alma.

Kind regards,

Hadewijch

_____
University of Amsterdam
University Library | Acquisition and Metadata Services
Hadewijch Dekker
Metadata Librarian
P.O. Box 19185 | 1000 GD Amsterdam
Singel 425 | 1012 WP Amsterdam | The Netherlands
T  +31 20 525 2407
www.uva.nl<http://www.uva.nl/>
Available on
Mon | Tues | Wed morning (every other week) | Thur | Fri morning

Hadewijch Dekker
Metadataspecialist
_____

Universiteit van Amsterdam | Hogeschool van Amsterdam

Bibliotheek UvA/HvA
Acquisitie en Metadatadiensten
Postbus 19185 / 1000 GD Amsterdam
Singel 425 / 1012 WP Amsterdam
T 020 525 2407
www.uba.uva.nl<http://www.uba.uva.nl/>
aanwezig op:
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