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<p class="MsoNormal">Hi all,<o:p></o:p></p>
<p class="MsoNormal">I cannot speak to Noah’s questions re how to keep track of published vs. unpublished elements as I am more on the techy side here in electronic records v. the processing side. But I wanted to voice an agreement with Nancy that having an
internal audience only checkbox that blocks publication would be a good enhancement. That way one can in a fell swoop still publish all things intended for the public, without having to go back and unpublish all the things that should not have been.<o:p></o:p></p>
<p class="MsoNormal">Thanks,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Brian Thomas<o:p></o:p></p>
<p class="MsoNormal">Electronic Records Specialist<o:p></o:p></p>
<p class="MsoNormal">Texas State Library and Archives Commission<o:p></o:p></p>
<p class="MsoNormal">1201 Brazos Street<o:p></o:p></p>
<p class="MsoNormal">Austin, TX 78701<o:p></o:p></p>
<p class="MsoNormal">PH: (512) 475-3374<o:p></o:p></p>
<p class="MsoNormal">e-mail: <a href="bthomas@tsl.texas.gov"><span style="color:blue">bthomas@tsl.texas.gov</span></a><o:p></o:p></p>
<p class="MsoNormal"><a href="http://tsl.texas.gov/"><span style="color:blue">tsl.texas.gov</span></a><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="60" height="72" style="width:.625in;height:.75in" id="Picture_x0020_1" src="cid:image001.png@01D44B3A.C53CF5C0" alt="cid:image001.jpg@01D029A2.37194C70"></span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>From:</b> archivesspace_users_group-bounces@lyralists.lyrasis.org <archivesspace_users_group-bounces@lyralists.lyrasis.org>
<b>On Behalf Of </b>Noah Huffman<br>
<b>Sent:</b> Thursday, September 13, 2018 8:10 AM<br>
<b>To:</b> Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Publish All workflows<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hi Nancy,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">We ran into a similar problem to the one you describe—folks accidentally clicking “publish all” when a resource record contained some archival objects that should remain unpublished.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">To try to prevent this, we have a general local practice that if a resource record contains any archival objects that should remain unpublished (internal only), then we make a note of that in the Repository Processing
Note field. The Repository Processing Note is an internal-only field and fairly easy to review before clicking “publish all.” We also have some scripts that batch export EADs and publish all at the same time. Those scripts will print out the content of the
Repository Processing Note field and require confirmation before proceeding. This isn’t a fail-proof solution, but has helped mitigate the problem of publishing things we didn’t intend to publish. We’re also not currently using the ASpace PUI, so we have
at least some mediation before publishing records as EAD.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">RE: the audience vs. publish distinction, we keep track of the publication status of a finding aid using the Finding Aid Status field (e.g. in-progress, completed, published, under review, etc.). That has no
effect on the visibility of a record in the public interface, but allows us to record the workflow state of a resource record in one field and the audience/visibility in another.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I’m also curious how others keep track of the publish/unpublish status on records that may contain a mix of published and unpublished archival objects. It would be nice if there was a way to know (at the top
level) if a resource contained unpublished descendants, or if there was a way to quickly view all of the unpublished archival objects in any given resource record. As far as I can tell you can do an advanced search to locate all unpublished archival objects,
but there is no obvious way to limit that search to a particular resource.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">-Noah<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial Narrow",sans-serif;color:#404040">================<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial Narrow",sans-serif;color:#404040">Noah Huffman<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial Narrow",sans-serif;color:#404040">Archivist for Metadata, Systems, and Digital Records<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial Narrow",sans-serif;color:#404040">David M. Rubenstein Rare Book & Manuscript Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial Narrow",sans-serif;color:#404040">Duke University | 919-660-5982<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial Narrow",sans-serif;color:#404040"><a href="https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Flibrary.duke.edu%2Frubenstein%2F&data=02%7C01%7Cbthomas%40tsl.texas.gov%7C6e19455dbaae4ca5842408d6197a40da%7Ca4597bff9f384145a0334a2168399a5e%7C0%7C0%7C636724410210278412&sdata=ITwIeJKvxl3wQ25VbQtDPbpEJTyDLV1fvhdXXSBOJxk%3D&reserved=0"><span style="color:#404040">http://library.duke.edu/rubenstein/</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> <a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org">
archivesspace_users_group-bounces@lyralists.lyrasis.org</a> <<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org">archivesspace_users_group-bounces@lyralists.lyrasis.org</a>>
<b>On Behalf Of </b>Kennedy, Nancy<br>
<b>Sent:</b> Thursday, September 13, 2018 8:21 AM<br>
<b>To:</b> Archivesspace Users Group (<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">archivesspace_users_group@lyralists.lyrasis.org</a>) <<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">archivesspace_users_group@lyralists.lyrasis.org</a>><br>
<b>Subject:</b> [Archivesspace_Users_Group] Publish All workflows<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello all,<o:p></o:p></p>
<p class="MsoNormal">We have had a few cases where users hit the ‘Publish All’ button for collections containing ‘internal’ archival_objects or notes (i.e. where the EAD @audience is ”internal”).
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I wonder how other institutions handle collections with ‘internal’ content? What workflows or fail-safes do you use? Given that publish all can result in thousands of internal ao or notes flipping to public, without an easy undo, I wonder
what kinds of plugins or workflow steps we can take to prevent this happening again.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In our situation, an ideal solution would be to separate ‘publish’ into 2 distinct checkboxes : one for status (publish true/false) and one for audience (internal / external). Which would of course be quite involved. It does however seem
like it would be helpful all around if ‘Publish?’ vs ‘Audience?’ could be separate elements, so that I can protect internal audience material from publishing.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">What do you all think?<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Nancy<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Nancy Kennedy<o:p></o:p></p>
<p class="MsoNormal">Smithsonian Institution<o:p></o:p></p>
<p class="MsoNormal"><a href="mailto:kennedyn@si.edu">kennedyn@si.edu</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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