[Archivesspace_Users_Group] collection editing reports?

Corey Schmidt Corey.Schmidt at uga.edu
Mon May 16 16:24:14 EDT 2022


If you're running ArchivesSpace 3.2.0, you may be able to use the custom reports feature<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/2914877469/Creating+Managing+and+Running+Custom+Reports> to get this info from the archival objects table<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/2919464961/Choosing+a+Custom+Report+as+of+ArchivesSpace+v3.2#ChoosingaCustomReport(asofArchivesSpacev3.2)-CustomArchivalObjectsReport>, but someone else here might be able to confirm this as I haven't use it much myself. Attached links go to the Help Center.

If you're not on 3.2.0, you could get that info by querying the SQL database, searching specifically in the archival_object table looking at the fields: last_modified_by and system_mtime, sorting those by system_mtime to see the most recent changes.

The tricky bit is capturing ALL the archival objects (series, items, files, etc.) for that specific collection. Since you want to capture not just the top-level children (series), but all the items within those series recursively down, that means you have to build your query to look for archival objects whose parents and grandparents and up and up eventually link to that specific collection. In this case, you would be looking at the parent_id (the ASpace ID of the parent of the item you're looking at) and the root_record_id (the ID of the collection that ArchivesSpace assigned it, aka the end # of the URI repositories/2/resources/{root_record_id} fields.

I know I've come across this issue before, but I can't remember if I've built a query that can do this. Let me know if this is something you want to pursue and I can dig around to see if I have something.


Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist

Corey.Schmidt at uga.edu<mailto:Corey.Schmidt at uga.edu>

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> on behalf of Karen Urbec <karen.urbec at whoi.edu>
Sent: Monday, May 16, 2022 10:34 AM
To: archivesspace_users_group at lyralists.lyrasis.org <archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] collection editing reports?


Hi Everyone,
I have a question about running edit reports in ArchivesSpace. What I mean is, when looking at a large collection (with many series and items), is there a report I can run to see which items were last edited, and when, and by whom?

Karen Urbec (she/her)

Institution Archivist, MBLWHOI Library

Woods Hole Oceanographic Institution

MS#8, phone:508-289-2269


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