[Archivesspace_Users_Group] Query to retrieve boxes with restricted AOs + local access restrict type

Tue Apr 19 14:00:09 EDT 2022

Thank you both. Nancy, that could work. Essentially, we just want to locate
all our onsite restricted boxes for a potential staff project and we want
to know why the box is restricted. e.g. A box with a restriction based on
required playback equipment gets different treatment than one with private
information.

We are actually right now in the process of upgrading from 2.8.1 to 3.2.0
so will have the download CSV capability through manage top containers next
week. I think the method you suggest could work, but it seems I would have
to query for each of our restriction types.

Alternately I may need to recreate some kind of loop query I thought might
be possible manually in a spreadsheet by checking every parent_id in the
archival object record attached to an onsite box to see if the parent of an
archival object is restricted. I would do this using VLOOKUP by comparing
to a table of restricted AOs that includes the AO id and restriction type
of all AOs with a local access restriction. If an AO's parent is
restricted, add that object to the restricted table with its parent's
restriction type. Keep repeating for 11 iterations (I know our components
go to c11 in EAD).

Or I might be able to implement a stored procedure, as Andrew suggests,
since I think we'll want to be able to access the information
semi-regularly, but I'm not sure how to do that yet.

Thank you both!

-Olivia

On Tue, Apr 19, 2022 at 12:32 PM Kennedy, Nancy <KennedyN at si.edu> wrote:

> Olivia –
>
> Not a database query, but in case it helps: I have had some success by
> searching in Manage Top Container using the restriction enumeration
> values.  For example, if you have used the local restriction
> “InProcessSpecColl”, you can search that as a keyword.
>
>
>
> Mileage will vary depending on the detail you need, especially given the
> pitfalls of keyword searches. But, this can work in a pinch if you are only
> trying to search within 1 repository at a time, and only need a list of the
> Boxes, Resources/Accessions, or other high level detail.  A Download CSV
> option is also available to export some of the result details, depending on
> which aspace version you’re on.
>
>
>
> Nancy
>
>
>
>
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> *On Behalf Of *Andrew
> Morrison
> *Sent:* Tuesday, April 19, 2022 12:13 PM
> *To:* archivesspace_users_group at lyralists.lyrasis.org
> *Subject:* Re: [Archivesspace_Users_Group] Query to retrieve boxes with
> restricted AOs + local access restrict type
>
>
>
> *External Email - Exercise Caution*
>
> If you need to ascend the hierarchy of archival objects within
> collections, from the ones that link to containers, to the ones with the
> access restrictions, then you are probably going to need to write a stored
> procedure.
>
> Andrew.
>
>
>
> On 19/04/2022 15:38, Olivia S Solis wrote:
>
> Hello all,
>
>
>
> I'm spending an inordinately long time trying to form a query to retrieve
> all boxes attached to restricted archival objects in ASpace. I'm hoping
> someone in the group with more advanced database skills than I have can
> help me out.
>
>
>
> We want to identify any box in a certain building that has restricted
> materials and the kind of local access restriction it has. Since we use
> local access restrictions, the AO that is linked to the box may not have
> the local access restriction applied through the accessrestrict note, but a
> parent AO will. That parent may or may not be its immediate parent AO. We
> only care about the collection title in the box, not the AO title.
>
>
>
> I've come up with this query, which is already a mouthful, to retrieve all
> the boxes + their collections in the building I want (SRH2):
>
>
>
> SELECT DISTINCT rr.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Frr.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=nk%2BmdUeMDDPoIfICYeEmZEkbHWLiA2tgx0a7yUJRh%2Fg%3D&reserved=0>,
> rr.title, t.indicator, r.top_container_id, t.barcode, l.title
>
> FROM instance as i
>
> JOIN sub_container as s
>
> ON i.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fi.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=q4SLEjyA4n0SCKgcMDhy42NK3E7IeLGKBRZkIaZyOrw%3D&reserved=0>
> = s.instance_id
>
> JOIN archival_object as a
>
> ON a.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fa.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=8%2FV0Kz8QtFEFIug45llUUkgEFKd1AUKsKogafHq2d6E%3D&reserved=0>
> = i.archival_object_id
>
> JOIN top_container_link_rlshp as r
>
> ON s.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fs.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=QZEkrnzpqaut58MXw6ZBHgMZMb5Ak1TMpYOfFryibUA%3D&reserved=0>
> = r.sub_container_id
>
> JOIN top_container as t
>
> ON t.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Ft.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=GarT1h395FHJJmXcVKT%2FMx93ZQQh7H4wqJ2%2FBBexFPU%3D&reserved=0>
> = r.top_container_id
>
> LEFT JOIN resource as rr
>
> ON rr.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Frr.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=nk%2BmdUeMDDPoIfICYeEmZEkbHWLiA2tgx0a7yUJRh%2Fg%3D&reserved=0>
> = a.root_record_id
>
> JOIN top_container_housed_at_rlshp as tcha
>
> ON tcha.top_container_id = t.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Ft.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=GarT1h395FHJJmXcVKT%2FMx93ZQQh7H4wqJ2%2FBBexFPU%3D&reserved=0>
>
> JOIN location as l
>
> ON l.id
> <https://nam02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fl.id%2F&data=05%7C01%7CKennedyN%40si.edu%7Ced206f4baa1647de2d6508da221f80c6%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637859817714793226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000%7C%7C%7C&sdata=rpkYl05VCFAGQgAAyu5AK3LJC%2FDZEERzS%2FvDOvslBaE%3D&reserved=0>
> = tcha.location_id
>
> WHERE l.building LIKE "SRH2"
>
>
>
> On top of this I want the archival objects in the query to reflect only
> AOs that have a local access restriction or who have an immediate or
> distant parent AO with one. This is the query I have that will ID AOs with
> a local access restriction, which I realize I'll have to extract from the
> JSON that is in the notes column of the note table:
>
>
>
> SELECT id, resource_id, archival_object_id, notes FROM note WHERE notes
> LIKE '%local_access_restriction_type":["%';
>
>
>
> Any help would be appreciated. Thank you!
>
>
>
> -Olivia
>
>
>
> --
>
> Olivia Solis, MSIS (she/her)
>
> Metadata Coordinator
>
> Dolph Briscoe Center for American History
>
> The University of Texas at Austin
>
> 2300 Red River St. Stop D1100
>
> Austin TX, 78712-1426
>
> (512) 232-8013
>
>
>
> _______________________________________________
>
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>
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>
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>
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-- 
Olivia Solis, MSIS (she/her)
Metadata Coordinator
Dolph Briscoe Center for American History
The University of Texas at Austin
2300 Red River St. Stop D1100
Austin TX, 78712-1426
(512) 232-8013
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