[Archivesspace_Users_Group] Formatting Agents and Subjects
Hand, Sarit
shand at ap.org
Fri Oct 20 15:45:39 EDT 2023
Hi Miloche,
THANK YOU! #s 2 & 4 is much clearer now! I wasn't sure how to enter that into ASpace properly. And thank you for the other answers!
Have a great weekend!
Cheers,
[cid:image001.png at 01DA036C.7871B4C0] [cid:image002.jpg at 01DA036C.7871B4C0]
Sarit Hand 200 Liberty St.
Digital Archivist New York, NY 10281
Corporate Archives T 212.621.7035
shand at ap.org
www.ap.org<http://www.ap.org>
From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Kottman, Miloche
Sent: Friday, October 20, 2023 3:42 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Formatting Agents and Subjects
[EXTERNAL]
Sarit,
Here are my answers to some of your questions:
1. To my knowledge, there is no bulk updater for subjects and/or agents. I do not use the API, as I have not had the time to dive in like I have been wanting to. Am I missing a way to do this via the SUI?
You can bulk load but you can't bulk update without the API.
1. Our agents have not displayed dates. I just edited one agent name and found there had been dates entered. When I saved the record, the dates suddenly appeared, however, the dates appear in parenthesis, not with a comma as found in LOC. I.e., Smith, John, 1967-2014, instead I get Smith, John (1967-2014). What am I missing? Can this be changed?
The display of the date with the name will depend on which date field has the date. There is a Dates field in the Name Forms section and there's a Dates of Existence section a littler further down.
* If there is a date in the Dates field in the Name Forms section, it will display as part of the name in whatever format you've entered it in
* If there is not a date in the Dates field in the Name Forms section but there is a date in the Dates of Existence section, the Dates of Existence date will display in parentheses after the name.
* If you want to keep the Dates of Existence in the record but you don't want it to display, remove the checkmark next to "automatically generate" under the Sort Name field in the Name Forms section and manually edit the Sort Name to the display you'd like to see.
1. If I recall correctly, if I do a bulk importer including all the subjects and agents, the system will not identify duplicates and will instead create a new record unless I have the ID and use that instead of text. Do I have that correct?
The Agent records were made less restrictive when the "light mode" features were added so, yes, the way to avoid duplicates is to have a Record ID
1. I've not delved too deep into Subjects and Agents in ASpace other than very basic stuff so I am unsure how to handle subjects that start with an agent name and has subject qualifiers, would that be a subject, or an agent? i.e. Smith, John, 1967-2014 -- pictorial works
This is an Agent with the Role of Subject. You would link to the existing agent record and then Add Term/Subdivision by just typing it in.
[cid:image003.png at 01DA036C.7871B4C0]
I have no opinion on how to import a large file of records.
--Miloche
******************************
Miloche Kottman
Head of Cataloging & Archival Processing
University of Kansas Libraries
Lawrence, KS 66045
mkottman at ku.edu<mailto:mkottman at ku.edu>
785-864-3916
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 Hand, Sarit
Sent: Friday, October 20, 2023 12:16 PM
To: archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Formatting Agents and Subjects
Hello,
I'll apologize in advance for the chaos I am unleashing here. I am working on a project migrating an old access database collection listing to ASpace. There is a lot of subject and agent cleanup, most of which I have done. I am now trying to identify what is already in ASpace so I can use the URIs in the bulk importer. However, I am finding that our subjects and agents in ASpace were not uniformly created, so, a) finding matches is difficult, b) I'd like to clean up the records in ASpace and after all that, c) I need to get the collection uploaded, subjects, agents and all.
I have questions I need help on, either, how to... or confirming what I think I know:
1. To my knowledge, there is no bulk updater for subjects and/or agents. I do not use the API, as I have not had the time to dive in like I have been wanting to. Am I missing a way to do this via the SUI?
2. Our agents have not displayed dates. I just edited one agent name and found there had been dates entered. When I saved the record, the dates suddenly appeared, however, the dates appear in parenthesis, not with a comma as found in LOC. I.e., Smith, John, 1967-2014, instead I get Smith, John (1967-2014). What am I missing? Can this be changed?
3. If I recall correctly, if I do a bulk importer including all the subjects and agents, the system will not identify duplicates and will instead create a new record unless I have the ID and use that instead of text. Do I have that correct?
4. I've not delved too deep into Subjects and Agents in ASpace other than very basic stuff so I am unsure how to handle subjects that start with an agent name and has subject qualifiers, would that be a subject, or an agent? i.e. Smith, John, 1967-2014 -- pictorial works
Last but not least (and I could probably ask a million more questions)
With over a thousand new terms to be attached to almost a thousand archival object records, would I be better off first bulk importing the subjects and agents and then bulk importing the collection and link terms later? How would you handle this part?
Thank you for taking the time to read this, advise and/or answer my questions.
Cheers,
[cid:image001.png at 01DA036C.7871B4C0] [cid:image002.jpg at 01DA036C.7871B4C0]
Sarit Hand 200 Liberty St.
Digital Archivist New York, NY 10281
Corporate Archives T 212.621.7035
shand at ap.org<mailto:shand at ap.org>
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