[Archivesspace_Users_Group] PDF files

[Matthew S Collins]

I was able to do PDF -> text and then use regex and then Excel to import a large part of an old index.  It took some manipulation initially, but was certainly easier than rekeyeing.

--- Matthew


[alma college logo bw]
Matthew Collins, Ph.D., MLIS
Library Director and Archivist
Alma College, 614 W. Superior St., Alma, MI 48801
(989)463-7342  | collinsms at alma.edu<mailto:collinsms at alma.edu>


From: "Joshua D. Shaw" <Joshua.D.Shaw at dartmouth.edu>
Reply-To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Date: Monday, August 7, 2023 at 5:12 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] PDF files

For something like that, I'd definitely think about ways to convert that to something you can import rather than rekeying that many entries.

I'd probably think about trying pdf -> text and then try some find/replace/regex work to get it into something that is importable - maybe one of the import spreadsheets if you are using a later version of AS. Or EAD as a 'less than ideal, but probably still doable' option.

jds
________________________________
From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> on behalf of Dean DeBolt <ddebolt at uwf.edu>
Sent: Monday, August 7, 2023 5:08 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] PDF files

Thanks.  We're getting local court records (1820-1930) and they sent a nice PDF
inventory (467 pp. of 26,000 files) and I'd hoped to make that searchable through
ArchivesSpace.

Dean

Dean DeBolt, University Librarian (Professor)/University Archivist
UWF Archives and West Florida History Center
University of West Florida Library
11000 University Parkway
Pensacola, FL  32514-5750
ddebolt at uwf.edu<mailto:ddebolt at uwf.edu>;   850-474-2213

West Florida History Center is the largest and most comprehensive
history collection about Pensacola and the West Florida region.
http://libguides.uwf.edu/universityarchives

Digital collections can be found at:  http://uwf.lyrasistechnology.org <http://archives.uwf.edu/>
and http://uwf.digital.flvc.org<http://uwf.digital.flvc.org/>

If we've been of service, please let us know or our administration,
Dean of Libraries <sclark2 at uwf.edu<mailto:sclark2 at uwf.edu>>




On Mon, Aug 7, 2023 at 4:01 PM Joshua D. Shaw <Joshua.D.Shaw at dartmouth.edu<mailto:Joshua.D.Shaw at dartmouth.edu>> wrote:
Hi Dean

Unfortunately, no. AS only stores metadata about an object, not the object itself. You can point AS to a storage system (like a digital preservation system or website, etc). That's what Digital Objects are typically used for.

For your particular case, if you converted the pdf to something that you could import as metadata (EAD or something), then that would be searchable as the entries would then have become entries in the usual archival object tree for the resource(s) the pdf is describing. But it sounds like that's not quite what you are describing.

Also make sure that, if the PDF is something you need to keep, that its stored in another system.

Best,
Joshua
________________________________
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 Dean DeBolt <ddebolt at uwf.edu<mailto:ddebolt at uwf.edu>>
Sent: Monday, August 7, 2023 4:35 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] PDF files

Can anyone tell me quickly if a PDF document is searchable
in ArchivesSpace?  We've been given an inventory (467 pp.) as
a PDF and I put that in ArchivesSpace.

Dean

Dean DeBolt, University Librarian (Professor)/University Archivist
UWF Archives and West Florida History Center
University of West Florida Library
11000 University Parkway
Pensacola, FL  32514-5750
ddebolt at uwf.edu<mailto:ddebolt at uwf.edu>;   850-474-2213

West Florida History Center is the largest and most comprehensive
history collection about Pensacola and the West Florida region.
http://libguides.uwf.edu/universityarchives

Digital collections can be found at:  http://uwf.lyrasistechnology.org <http://archives.uwf.edu/>
and http://uwf.digital.flvc.org<http://uwf.digital.flvc.org/>

If we've been of service, please let us know or our administration,
Dean of Libraries <sclark2 at uwf.edu<mailto:sclark2 at uwf.edu>>


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