[Archivesspace_Users_Group] Rights Statement notes indexed in PUI even if unpublished

Wed Apr 26 09:47:35 EDT 2023

Hi all,

I’ve also tested this and we are experiencing the same issue. I’ve test this on 2.8.1 and also the latest version of ASpace.

Best wishes,
Matthew

----------------------------------
Matthew Neely
Senior Archivist
Special Collections
Bodleian Libraries

Tel: 01865 287158
Post: The Weston Library, Broad Street, Oxford, OX1 3BG
Email: matthew.neely at bodleian.ox.ac.uk<mailto:matthew.neely at bodleian.ox.ac.uk>
Web: http://www.bodleian.ox.ac.uk/weston

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Dan Michelson
Sent: 26 April 2023 14:33
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Rights Statement notes indexed in PUI even if unpublished

Hi Joshua,

Thanks for following up on this and locating that ticket, I'll add my comments there.  This also fits with my vague understanding that it used to be impossible to have fields indexed in only the staff side (it was both or neither), but that this was something that could be done now (or will be possible in the near future).

All the best,

Dan

On Tue, Apr 25, 2023 at 8:36 AM Joshua D. Shaw <Joshua.D.Shaw at dartmouth.edu<mailto:Joshua.D.Shaw at dartmouth.edu>> wrote:
Hey all

I think that this is systemic and has probably been an issue forever. The way that the fullrecord is built by the indexer basically accumulates the data from every field (save some explicitly excluded) regardless of publish state. See https://github.com/archivesspace/archivesspace/blob/v3.3.1/indexer/app/lib/indexer_common.rb#L126

Because the PUI inherits from indexer_common, there are also places where related objects and the json for the record are not checked to ensure that subrecords with the publish flag set to false are excluded from PUI index fields. For example https://github.com/archivesspace/archivesspace/blob/v3.3.1/indexer/app/lib/indexer_common.rb#L1156

Looks like there is at least one very old outstanding ticket that addresses this: https://archivesspace.atlassian.net/browse/ANW-261

jds
________________________________
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 Benn Joseph <benn.joseph at northwestern.edu<mailto:benn.joseph at northwestern.edu>>
Sent: Friday, April 21, 2023 4:22 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Rights Statement notes indexed in PUI even if unpublished

Hi Dan,

Confirming that we are also seeing unpublished accession records being indexed, resulting in hits on any linked published records (we’re on 3.3.1).

--Benn

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 Dan Michelson
Sent: Friday, April 21, 2023 3:15 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Rights Statement notes indexed in PUI even if unpublished

Hi Benn,

We actually just noticed the same issue today, except with unpublished accession records being indexed, which results in hits on any linked published records (credit to my colleague Michelle Paquette for working out where the indexer was pulling from).

I suspect this issue may be systemic, but haven't had the opportunity to test it out.

Dan

On Fri, Apr 21, 2023 at 2:34 PM Benn Joseph <benn.joseph at northwestern.edu<mailto:benn.joseph at northwestern.edu>> wrote:

Happy Friday all,

I’ve just noticed that when I add text to a Rights Statement in the ‘Additional Information’ sub-note, that text is indexed in the PUI even if the Rights Statement is unpublished (although the Rights Statement text doesn’t display in the PUI even if it is published). Is this normal? If not, I can create a ticket.

Thanks,

--Benn

Benn Joseph (he/him/his)

Head, Collections Services

McCormick Library of Special Collections & University Archives

Northwestern University Libraries

Northwestern University

www.library.northwestern.edu<http://www.library.northwestern.edu/>

benn.joseph at northwestern.edu<mailto:benn.joseph at northwestern.edu%0d>

847.467.6581

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--

Dan Michelson

Collections Archivist

Smith College Special Collections

For current library access and services details, see Library Services During COVID-19<https://urldefense.com/v3/__https:/libraries.smith.edu/library-services-during-covid-19__;!!Dq0X2DkFhyF93HkjWTBQKhk!RjThTRKjCVsDtoQ-W79GICh8o5OgDDpmyPq7lnZqnXGX1IjPe3YfawPtD2J5W9iuqhsucP0MQCpt6uks_aEgEkmVXNbdTf0$>.
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--
Dan Michelson
Collections Archivist
Smith College Special Collections

For current library access and services details, see Library Services During COVID-19<https://libraries.smith.edu/library-services-during-covid-19>.
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