[Archivesspace_Users_Group] Reports of notes, keywords

Paul Sutherland psutherland at amphilsoc.org
Tue Aug 8 15:12:38 EDT 2023

Hi all,

I'm struggling to find useful searches/reports in the regular staff
interface for what I am trying to identify. I was wondering if anyone here
might have an idea.

In short, I want to identify every collection where we have indicated
restrictions on materials. These can be found as a mixture of keywords and
note types, e.g.: "Conditions Governing Access" notes, "Conditions
Governing Use" notes, in general notes with some specific keywords, in
titles, and possible other places from legacy cataloguing and migrations.
Resources and Archival Objects may contain this information. The major
difficulty is finding Resources for which a child Archival Object has this

A few ways I've tried/thought of:

   - searches for Resources. This only shows the occurrence of a keyword in
   the Resource, not any of its Archival Objects.

[image: image.png]

   - searches for Resources showing components. This is okay, except that
   the Download CSV does not include the Parent Resource, and the Parent
   Resource does not include the call number, making it hard to use. (Also I'm
   not sure if a text search is searching the note type or just the note

[image: image.png]

   - PUI search. This seems to work better - lets me search by note or by
   keyword - except that I can't download a summary of this (perhaps this is
   configurable - we're not actually using this PUI publicly, this is new for

[image: image.png]

   - Custom reports. This doesn't let you output notes for archival objects
   and is limited to 50k results.
   - Bulk Updater Spreadsheet. This does export every note, and will be
   useful later on, however it's by collection, which does not help in
   identifying which collections may have these keywords or note types.
   - Relying on Google's crawling of our finding aids. Not ideal for
   completeness or for unpublished collections.

If anyone has more ideas, please let me know.


*Paul Sutherland* (he/his)
Archivist of Indigenous Materials
Center for Native American and Indigenous Research
Library & Museum
American Philosophical Society
105 S. 5th Street, 2nd Floor
Philadelphia, PA 19406
cnair at amphilsoc.org

*I respectfully acknowledge that I work and reside in Lenapehoking, the
homeland of the Lenape people in past, present, and future generations. I
am grateful for the past and ongoing generosity of numerous Indigenous
communities and individuals who have offered guidance, expertise, and
opportunities for collaboration that make my work possible. *

Learn more about ...
- The Indigenous Subject Guide <https://indigenousguide.amphilsoc.org> to
our Indigenous collections, updated frequently
- Blog posts <https://www.amphilsoc.org/blog-category/cnair> by CNAIR staff
& fellows
- Fellowships <https://www.amphilsoc.org/grants/fellowships> (residential
and non) for working with our collections and elsewhere
- Scheduling a visit <https://www.amphilsoc.org/library#paragraph-36> to
our Reading Room to view our collections
- Our latest museum exhibit *Pursuit & Persistence: 300 Years of Women in
Science <https://www.amphilsoc.org/visit-museum>, *open until December 30,
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