[Archivesspace_Users_Group] collection_id/Resource Identifier in import spreadsheet

Wed Oct 26 14:07:46 EDT 2022

Hi Olivia!

Are you on the most recent version of ArchivesSpace and have you refreshened your import spreadsheet with the most recent template? https://github.com/archivesspace/archivesspace/tree/master/templates or accessible from inside ASpace from Gear Menu --> Bulk Import Templates.

Using that version linked above, I would use Column D, res_uri, which takes the URI that you already identified at the top of the resource record, something similar to /repositories/2/resources/42. I find that column much more user friendly.

I am not sure that you strictly need the most recent version of AS for that template to work, but I would consider updating your templates every time you update ASpace itself.

-Valerie

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Olivia S Solis
Sent: Wednesday, October 26, 2022 11:40 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] collection_id/Resource Identifier in import spreadsheet

Well, we definitely have successfully used the EAD ID field value to link via column C in the spreadsheet importer for a long time. We have a specific use case where we want to add lines of inventory to a resource before we assign the EAD ID. Our EAD ID and the value of what is in Identifier are not the same. I'm having trouble figuring out in what form the plugin wants info in column B. :(

On Wed, Oct 26, 2022 at 10:24 AM Lisa Calahan <lcalahan at umn.edu<mailto:lcalahan at umn.edu>> wrote:
I wonder if the identifier needs to match the data in the EAD ID field within the Finding Aid Data subrecord? I had an issue with that before and it solved my problem, but I'm not using the Harvard spreadsheet.

Might be worth a try, though?
Lisa

On Wed, Oct 26, 2022 at 8:58 AM Olivia S Solis <livsolis at utexas.edu<mailto:livsolis at utexas.edu>> wrote:
Our identifier is all in the first box. We have an autoincrement system that works just there. Would the dashes cause problems?

On Wed, Oct 26, 2022 at 8:54 AM Leah Tams <leah.tams at duke.edu<mailto:leah.tams at duke.edu>> wrote:
Hi Olivia,

I wonder if the identifier should actually appear with periods, rather than hyphens, between the elements? That is how we input them in our import spreadsheet at Duke. They appear as RL-12345 in ASpace, but in the spreadsheet we have to put RL.12345. I don’t have access to our database, though, so I’m not sure what they look like on that end.

Best,
Leah

she/her/hers
MSLS in Archives & Records Management
Accessions Coordinator
Rubenstein Rare Book & Manuscript Library
Duke University
leah.tams at duke.edu<mailto:leah.tams at duke.edu> | leahtams.org<http://www.leahtams.org/>

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> On Behalf Of Olivia S Solis
Sent: Wednesday, October 26, 2022 9:43 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] collection_id/Resource Identifier in import spreadsheet

Hello all,

We have been using the spreadsheet importer for bulk adding archival objects for years, using the EAD ID column to link to the correct resource. We had a situation pop up where we may not have that number assigned yet, but we want to upload part of the inventory. I tried using column B (collection_id/Resource identifier) to link to the right resource.

I don't know what I am doing wrong, but I can't get the AOs to get created with column B. The documentation in the original Harvard spreadsheet (which we still use a version of because of a lot of customization added) defined the field like so: "The Resource "Identifier", aka collection-level unit_id, OR, could be internal resource record number from URL."

I keep getting the following error:  Row 6:    ERROR Row 6 will not be processed due to errors: This row is missing BOTH an EAD ID and URI
I tried the Identifier field:
[Screen Shot 2022-10-26 at 8.34.36 AM.png]
I tried it as it appears in the database: "camh-arc-004438", null,null,null
I tried the path given in the URI:
[Screen Shot 2022-10-26 at 8.34.50 AM.png]
And I tried just the numeric ID, in the case above 4398.

What am I doing wrong here? I can't think of many other identifiers that are unique to the record.

Thanks,
Olivia

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Olivia Solis, MSIS (she/her)
Metadata Coordinator
Dolph Briscoe Center for American History
The University of Texas at Austin
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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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University of Minnesota Libraries
Archives and Special Collections<https://www.lib.umn.edu/special>
Elmer L. Andersen Library

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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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