[Archivesspace_Users_Group] [External] Reports of notes, keywords

Thu Aug 10 16:46:28 EDT 2023

Hi Mary,

Thank you for this - I feared it might require SQL. I'm not able to run
these myself on the database so I will have to chat to colleagues. These
are great example queries and I have a number of keywords that would be
helpful to find all of them.

We've almost never used the "restrictions apply" checkmarks, unfortunately.

Best,
Paul

On Thu, Aug 10, 2023 at 4:21 PM Mary Mellon <mary.mellon at duke.edu> wrote:

> 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
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_duke-2Dlibraries_archivesspace-2Dduke-2Dscripts_blob_master_sql_access-5Frestriction-5Fnotes-5Fon-5Fresources.sql&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=KJTi53nGJal-0R13EHBTj-4jZLa_a64KNcN4A6nQgPs&e=>
> (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
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__github.com_duke-2Dlibraries_archivesspace-2Dduke-2Dscripts_blob_master_sql_access-5Frestriction-5Fnotes-5Fon-5Faos.sql&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=LstPOic3d_DML2uaBYu__3-IZMUi-FdwlcCxxY4bRyQ&e=>
> (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.
>
>
>
> Best,
>
>
>
> Mary
>
>
>
> Mary Mellon (she/her)
>
> Metadata Archivist
>
> Rubenstein Rare Book and Manuscript Library
>
> Duke University
>
> 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.
>
>
>    - 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.)
>
>
>    - 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).
>
>
>    - 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.
>
>
>
> Thanks,
>
> Paul
>
>
>
> --
>
> *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
>
> Lenapehoking
>
> 215-440-3408
>
> amphilsoc.org/library/CNAIR
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttp-3A_amphilsoc.org_library_CNAIR-5F-5F-3B-21-21OToaGQ-21q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-2DEOQBOBJJf5u8AKQ4LT3-5FjWgARrX8xLsVBpicV88dWS6yuizI0-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=JD6-bF69Gtosu8SeQ0sdU0o6UJK2BlDaR4unndhMDpo&e=>
>
> 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 individ**uals who have offered guidance, expertise, and
> opportunities for collaboration that make my work possible. *
>
>
>
> Learn more about ...
>
> - The Indigenous Subject Guide
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_indigenousguide.amphilsoc.org-5F-5F-3B-21-21OToaGQ-21q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-2DEOQBOBJJf5u8AKQ4LT3-5FjWgARrX8xLsVBpicV88dWSo-2DAZZd8-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=PV9v3t0VDoXE4KBmcq-3XIeAbqi333fb4IvIg3-7jUo&e=>
> to our Indigenous collections, updated frequently
> - Blog posts
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_www.amphilsoc.org_blog-2Dcategory_cnair-5F-5F-3B-21-21OToaGQ-21q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-2DEOQBOBJJf5u8AKQ4LT3-5FjWgARrX8xLsVBpicV88dWShdZK-5F98-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=egCVjfczGbhR2KAM17PHNUE14mDtVpUR4Hx755K5TmM&e=>
> by CNAIR staff & fellows
> - Fellowships
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_www.amphilsoc.org_grants_fellowships-5F-5F-3B-21-21OToaGQ-21q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-2DEOQBOBJJf5u8AKQ4LT3-5FjWgARrX8xLsVBpicV88dWSHVrrzSI-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=BOk41wbFbGh6U7LDdukyKQZzk6ZnYNcBtIvRA4VS6AU&e=>
> (residential and non) for working with our collections and elsewhere
> - Scheduling a visit
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_www.amphilsoc.org_library-2Aparagraph-2D36-5F-5F-3BIw-21-21OToaGQ-21q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-2DEOQBOBJJf5u8AKQ4LT3-5FjWgARrX8xLsVBpicV88dWSLWuQv-2DA-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=CkRtj3vbBLkHt8-IEJUz3iUUdGrxYNSTY6E8zjgJwBs&e=>
> to our Reading Room to view our collections
> - Our latest museum exhibit *Pursuit & Persistence: 300 Years of Women in
> Science
> <https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_www.amphilsoc.org_visit-2Dmuseum-5F-5F-3B-21-21OToaGQ-21q5Nwj8Uj2vtny5JAVE4BprYDhfjnyYavSuT66mJfJ-2DEOQBOBJJf5u8AKQ4LT3-5FjWgARrX8xLsVBpicV88dWSJ-2DSvLeo-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=ZPV7B_hkt7H0bly4rWEcoaNqDK6OoiKycTBFSPGNnzo&e=>,
> *open until December 30, 2023
> _______________________________________________
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group at lyralists.lyrasis.org
>
> https://urldefense.proofpoint.com/v2/url?u=http-3A__lyralists.lyrasis.org_mailman_listinfo_archivesspace-5Fusers-5Fgroup&d=DwICAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=70gVc8PkZ8LRd0WR_N4Lh2vwCTUp-4jc9IXouEpQ4Go&m=ZOw4gicE5BmRm3a6FF-ZaeiaB_lMyEi4NKbX4KWMmeI3VwSTDTLswJL0bEYDPqo8&s=CeLs4M1P7zX2MtH6_HsapuGKRJKG7uqeczxkPkKP6kI&e=
>

-- 
*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
Lenapehoking
215-440-3408
amphilsoc.org/library/CNAIR
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,
2023
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20230810/572d1c62/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 21340 bytes
Desc: not available
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20230810/572d1c62/attachment.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.png
Type: image/png
Size: 62789 bytes
Desc: not available
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20230810/572d1c62/attachment-0001.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 52335 bytes
Desc: not available
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20230810/572d1c62/attachment-0002.png>