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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Thanks Nathan.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Mariella<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:9.0pt;font-family:"Arial","sans-serif";color:#1F497D">Mariella Soprano
</span></b><span style="font-size:9.0pt;font-family:"Arial","sans-serif";color:#1F497D">| Senior Archivist for Collection Management | Caltech Archives & Special Collections |<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Arial","sans-serif";color:#1F497D">Mail Code 015A-74 | Pasadena CA 91125 | Phone 626.395.2501 | Fax 626.395.4073 |
<a href="mailto:mariella@caltech.edu"><span style="color:#1F497D">mariella@caltech.edu</span></a> | Caltech |
<b><a href="http://www.caltech.edu/"><span style="color:#1F497D">caltech.edu</span></a><o:p></o:p></b></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Arial","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> Nathan Stevens [mailto:ns96@nyu.edu]
<br>
<b>Sent:</b> Friday, November 14, 2014 12:13 PM<br>
<b>To:</b> Ian Roberts<br>
<b>Cc:</b> Soprano, Maria (Mariella); Brad Westbrook<br>
<b>Subject:</b> Re: Caltech's FileMaker to ArchivesSpace migration<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="margin-bottom:12.0pt">Here is the link to the temp ASpace instance instance with the Sample records. I will leave it up for about a week then delete.<br>
<br>
<a href="http://54.235.231.8:9280/">http://54.235.231.8:9280/</a><o:p></o:p></p>
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<p class="MsoNormal">The access credentials are the default ASpace "admin"/"admin".<o:p></o:p></p>
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<p class="MsoNormal" style="margin-bottom:12.0pt"><o:p> </o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">On Tue, Oct 28, 2014 at 7:03 PM, Ian Roberts <<a href="mailto:ian@library.caltech.edu" target="_blank">ian@library.caltech.edu</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Nathan-<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Here is the map and the last export I ran from FileMaker. I left out a number of fields that will not be relevant (internal FM references, patron use info, etc.), but this should
cover what we expect to get into the Accession.CSV, and it may need to be pared down a bit more after a final review of the mapping spreadsheet.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">To create the Accession Number and get a reasonably reliable accession date I have been working with the following process in Excel:<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Insert three columns labeled:<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">accession_number_1<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">accession_number_2<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">accession_accession_date<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">To get the accession_accession_date I run a pair of =IF(ISBLANK formulas. The first is to get either the Acquisitions by Item ID:Date if there is one, otherwise drop in the Date
Record Created value, and the second one (run in the accession_accession_date column) will pick up either the better of those date, or if they are both lacking, we roll back to the Date Record Modified. This should result in a date for every record, with preference
given to the most accurate date available. The results are formatted to display in the YYYY-MM-DD format.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">accession_number_1 is generated from a formula to pull the year from the accession date.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">accession_number_2 uses a COUNTIF formula on accession_number_1, giving us a running count for each year, and formatted to display as 5 digits<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">ex: 1987.00021<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">For previous tests I then copied these columns and pasted the values over them (so I could trim out the other columns without losing any info), and consulted the mapping file to
rename the remaining columns to be used. I have mostly been doing limited tests with specific fields, not using all possible columns at once.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Please let me know if there is anything else I can pass along, and thanks for looking into this!<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">-Ian<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Ian Roberts<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Caltech Library<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><a href="tel:626-395-6429" target="_blank">626-395-6429</a><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><a href="mailto:ian@library.caltech.edu" target="_blank">ian@library.caltech.edu</a><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
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<p class="MsoNormal"><br>
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<br>
-- <o:p></o:p></p>
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<p class="MsoNormal">Nathan Stevens<br>
Programmer/Analyst<br>
Digital Library Technology Services<br>
New York University<br>
<br>
1212-998-2653<br>
<a href="mailto:ns96@nyu.edu" target="_blank">ns96@nyu.edu</a><o:p></o:p></p>
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