[Archivesspace_Users_Group] ArchivesSpace Update - May 2023

Jessica Crouch Jessica.Crouch at lyrasis.org
Wed May 31 11:57:38 EDT 2023

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ArchivesSpace Update – May 2023

Upcoming Schedule at a Glance:

June 12: Review of Applications for new part-time ArchivesSpace Program Assistant begins<https://archivesspace.org/archives/8053>

June 30: ArchivesSpace member match participants notified of their matches<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/2198568994/ArchivesSpace+Member+Match+Program>

July 18: Virtual workshop for the 9th annual ArchivesSpace Member Forum<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/3365765121/ArchivesSpace+Member+Forum+2023>

July 26: 9th Annual ArchivesSpace Member Forum in Washington, DC<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/3365765121/ArchivesSpace+Member+Forum+2023>

ArchivesSpace is announcing the availability of v3.4.0. You can download it at https://github.com/archivesspace/archivesspace/releases/tag/v3.4.0.

This release includes many bug fixes and feature enhancements. Of particular note are some enhancements related to creating digital objects and making it easier to identify digital content for and in the public interface. The most complex work relates to new functionality using the previously unused Make Representative button. Based on a community-authored specification<https://docs.google.com/document/d/1-fi-1jpE7GqWc0zWxWsRO9zgRmR1vFFygp6jGnKh23k/edit?usp=sharing>, it is now possible to mark a particular file version on a digital object or digital object component for display on different types of records, including digital objects, digital object components, accessions, resources, and archival objects. Representative images also display in relevant browse and search result displays in the public and staff interface.

Other enhancements for digital objects include the option to set a preference to spawn description fields from the linked accession, resource or archival object record when creating digital object instances; a View Digital Material section added to the “pill” for resource records in the public interface when there is digital content within the resource; breadcrumbs that make the context for linked digital objects easier to see in result displays; and a more recognizable generic button for digital content when an image cannot be shown. New documentation written by the User Documentation sub-team for many of the new features, including Make Representative, is available in the user manual<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/overview>.

Enhancements not related to digital objects but still significant include work submitted by Hudson Molonglo that it did for Princeton University to add local access restriction fields to the spreadsheet importers and RDE, and including URIs in EAD exports; more attractive print displays for records, including accessions; a new CSV import for standalone subjects; internal note fields for top containers and container profiles; and the elimination of a bug that caused hover text for the help center to sometimes appear at inopportune times.

Thanks to all of the community members who contributed code for this release: Andrew Morrison, Brian Harrington, Corey Schmidt, Dave Mayo, James Bullen, Jason Jordan, Jonathan Green, Joshua Shaw, Lora Woodford, Mark Triggs, Michael Glanznig, Nick Butler, and Payten Giles. As always, team members Brian Hoffman, Don Smith, Brian Zelip, and Mark Cooper, as well as contractor Manny Rodriguez, wrote and/or reviewed substantial code for the release. Thanks also to our community groups, especially the Testing sub-team, for their efforts.

More information about what’s in the release and the link to download it are at https://github.com/archivesspace/archivesspace/releases/tag/v3.4.0. Information on upgrading to a new version of ArchivesSpace is available at https://archivesspace.github.io/tech-docs/administration/upgrading.html.

Due to the complex nature of some of the work in this release and the need for additional testing and refinement, this represents both the January and May releases from the roadmap<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/3243245569/Roadmap+as+of+May+2023>. The next regular release of ArchivesSpace is projected for September.

Thanks as always for your support. If you have questions or need any assistance in upgrading, please let us know.

Register Now for the 9th Annual ArchivesSpace Member Forum

We are thrilled to be holding our 9th Annual ArchivesSpace Member Forum in person in the Georgetown room of the Washington Hilton on July 26, 2023, from 9:00 AM - 12:30 PM.  In addition to this in-person opportunity to meet, we will also be holding a virtual learning opportunity about new ArchivesSpace functionality on July 18, 2023.

Registration is now open<https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/3365765121/ArchivesSpace+Member+Forum+2023> for both the in-person meeting and the pre-forum virtual workshop, though the schedule for the in-person meeting is still being developed.  Just as in previous years, this will be a free opportunity for staff from ArchivesSpace member institutions to meet and share information with each other and the program team about all things ArchivesSpace.

We are particularly excited to have as much community participation as possible in this forum since this year also marks the 10th year of ArchivesSpace!  We hope that this year’s forum will be an opportunity for staff from ArchivesSpace member institutions to meet and share information with each other and the program team about how they’ve been using ArchivesSpace, whether they’ve been using it for 10 years or 10 months.

To that end, everyone attending the in-person meeting is strongly encouraged to consider submitting a proposal. Brief 15-20 minute sessions showing off your organization’s implementation of ArchivesSpace, a tool or plug-in you’ve developed, a project your organization has undertaken or a new workflow you’ve developed are highly encouraged.

There is a short Google form for proposals available at https://forms.gle/D8rpFY5PrVzp9cmW9. Proposals will be reviewed on a rolling basis. The last day that proposals will be accepted is July 7, 2023, and all notifications will be made by July 10, 2023.

Please feel free to contact ArchivesSpace Community Engagement Coordinator Jessica Crouch (jessica.crouch at lyrasis.org<mailto:jessica.crouch at lyrasis.org>) with questions. We look forward to seeing you in person or virtually and celebrating 10 years of ArchivesSpace.

Changes related to Community Engagement staffing

The two cornerstones of ArchivesSpace are software that meets user needs and strong community engagement. The continued robust backing of members and the support of the ArchivesSpace Governance Board have enabled us to shore up our staffing for development in recent years. With that side of our program in a stronger place than ever before, we are now able to turn attention to the other side of our team, and we are delighted to announce two recently approved changes related to our staffing for engagement.

Jessica Crouch has been an essential part of the ArchivesSpace team since 2019. In that time, she has led significant expansion in the depth and breadth of our engagement programming and important improvements in many of our activities that directly support ArchivesSpace’s users, including working with community groups to reconceive how we deliver our Help Center and our training model. In recognition of her skills, experience and valuable perspective, we are shifting and refocusing some of her responsibilities to enable her to get more involved in areas that directly impact the application itself. Going forward, in addition to continuing to provide leadership for our engagement programming, Jessica will take an active role in shepherding select projects related to making the ArchivesSpace application better meet user needs in some specific areas, including broadening its utility for multilingual users and those outside the U.S. Jessica will move into this role as of July 1 and her new title will be Community Engagement Lead.

To enable Jessica to give fuller attention to her new responsibilities, we are also adding a part-time Program Assistant to provide administrative support for activities that engage users across the ArchivesSpace community, with a particular focus on events management and communications. The person in this role will work under Christine Di Bella’s direct supervision but in close collaboration with Jessica and others at Lyrasis and in the larger ArchivesSpace community.

Please join us in congratulating Jessica on her well-deserved promotion and in looking forward to the small increase in our ranks later this summer. Thank you to all of our members for providing the support that makes things like this possible so that we can better support you.

Position Announcement: ArchivesSpace Program Assistant (part-time)

We are delighted to be adding a part-time Program Assistant to provide administrative support for activities that engage users across the ArchivesSpace community, with a particular focus on events management and communications. The person in this role will work under Christine Di Bella’s direct supervision but in close collaboration with Jessica Crouch and others at Lyrasis and in the larger ArchivesSpace community.

The position listing is at https://lyrasis.isolvedhire.com/jobs/890546-25777.html. Please note that this is an hourly position, for up to 16 hours per week. All applications should be submitted online via the listing.

If you know of people who may be interested, please feel free to encourage them to apply or to contact Christine Di Bella (christine.dibella at lyrasis.org<mailto:christine.dibella at lyrasis.org>) with questions. Review of applications will be ongoing, but we recommend people submit by June 12 for strongest consideration.

Match Notifications for the 2023/2024 Member Match Cohort

Thank you to everyone who applied to participate in the 2023/2024 ArchivesSpace Member Match cohort.  Applicants will be notified of their matches on June 30th.

Membership Renewals for 2023-2024

ArchivesSpace is developed by and for the community that uses it, and strengthened by services and activities that support our community and connect us to one another. ArchivesSpace membership is our primary source of revenue and informs and sustains every aspect of the program, including software development, support and engagement. A special thanks to all of our members for all they do to make ArchivesSpace possible.

Invoices for the 2023/2024 membership term have been sent to the billing contact we have on file for each organization. If you are a member and not sure of your billing contact or if your billing contact has changed, please let us know.

If you have any questions, or if you would like to join as a new member for the remainder of the 2022-2023 membership year (or already know you would like to join us in 2023-2024), please let us know at ArchivesSpaceHome at lyrasis.org<mailto:ArchivesSpaceHome at lyrasis.org>. We look forward to another year of working together.

Membership Update

We are excited to welcome our newest members to our community! Our new members since April 30th  include:

  *   Dominican Sisters of San Rafael Archives, (San Rafael, CA)
  *   Rare Book School, (Charlottesville, VA) - Educational program member
  *   Rhode Island School of Design, (Providence, RI)
  *   University of New Hampshire, (Durham, NH)

As of May 31, we have 476 General members, 18 Educational Program members, and 3 Registered Service Providers.

Thank you to our current ArchivesSpace members<https://archivesspace.org/community/whos-using-archivesspace> for your contribution to the development and sustainability of the ArchivesSpace application.  ArchivesSpace has a membership model<https://archivesspace.org/community/why-become-a-member> to support the continued development of the application and user community and ArchivesSpace members are eligible for a variety of benefits<https://archivesspace.org/community/member-benefits>.  If you are interested in ArchivesSpace membership<https://archivesspace.org/community/making_a_case_for_membership> for your organization, email us at ArchivesSpaceHome at lyrasis.org<mailto:ArchivesSpaceHome at lyrasis.org>.


ArchivesSpace monthly updates provide news about ArchivesSpace community and program activities and are sent to our member listservs, the ArchivesSpace Google Group, and SAA’s Collection Management Section listserv, as well as being posted on the ArchivesSpace website. Please feel free to share this update with people you know who have an interest in ArchivesSpace but may not be on one of these lists.

Jessica Dowd Crouch
Community Engagement Coordinator for ArchivesSpace
jessica.crouch at lyrasis.org<mailto:jessica.crouch at lyrasis.org>
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