[Archivesspace_Users_Group] Reports of notes, keywords

Mary Mellon mary.mellon at duke.edu
Thu Aug 10 16:21:07 EDT 2023

Hi Paul,

If you are conscientious about applying “restrictions apply” checkmarks, there is an option in the custom report template to only return archival objects where restrictions apply. You can also choose to export rights statements and the id/title of the resources they are linked to (appears in json format in the CSV).

I like to query the SQL database with stuff like this so that I can get exactly the columns I want.  Here are a couple of scripts that help identify expired access restriction notes- they rely on a keyword match with “accessrestrict” to identify notes as restrictions, but this could be adapted to other note types (e.g. userestrict) or other keywords of your choice:

https://github.com/duke-libraries/archivesspace-duke-scripts/blob/master/sql/access_restriction_notes_on_resources.sql (lists resources with collection-level Conditions Governing Access notes, along with content of the first subnote)
https://github.com/duke-libraries/archivesspace-duke-scripts/blob/master/sql/access_restriction_notes_on_aos.sql (lists all archival objects with individual Conditions Governing Access notes, along with the content of the first subnote, and the resources they belong to, ordered by resource ID)

The results can be saved to a TSV file (I don’t recommend CSV, since the column with JSON notes contains commas) and opened in Excel.



Mary Mellon (she/her)
Metadata Archivist
Rubenstein Rare Book and Manuscript Library
Duke University
mary.mellon at duke.edu<mailto:mary.mellon at duke.edu>

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Paul Sutherland
Sent: Tuesday, August 8, 2023 3:13 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Reports of notes, keywords

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 information.

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.
[cid:image001.png at 01D9CB9E.C77F4BA0]

  *   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 label.)
[cid:image002.png at 01D9CB9E.C77F4BA0]

  *   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 us).
[cid:image003.png at 01D9CB9E.C77F4BA0]

  *   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<mailto: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://urldefense.com/v3/__https:/indigenousguide.amphilsoc.org__;!!OToaGQ!q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-EOQBOBJJf5u8AKQ4LT3_jWgARrX8xLsVBpicV88dWSo-AZZd8$> to our Indigenous collections, updated frequently
- Blog posts<https://urldefense.com/v3/__https:/www.amphilsoc.org/blog-category/cnair__;!!OToaGQ!q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-EOQBOBJJf5u8AKQ4LT3_jWgARrX8xLsVBpicV88dWShdZK_98$> by CNAIR staff & fellows
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- Scheduling a visit<https://urldefense.com/v3/__https:/www.amphilsoc.org/library*paragraph-36__;Iw!!OToaGQ!q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-EOQBOBJJf5u8AKQ4LT3_jWgARrX8xLsVBpicV88dWSLWuQv-A$> to our Reading Room to view our collections
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