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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Betts,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Exactly what Karen and Dan said!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">I would caution you not to rely exclusively on the staff interface to do this work when working in a multi-repository ASpace installation, though. When we did a similar project,
we exported all of the data to external spreadsheets to make the comparisons. For just one of many examples, we had agent records for “<span style="color:black;background:white">Milhaud, Darius” and “Milhaud, Darius, 1892-1974”. The first agent was linked
to 10 archival objects in 1 repositories; the second agents was linked to 2 Resources in 1 repository, and 8 Resources in a different repository, as well as more archival objects in another repository. You don’t get a sense of that in the staff interface,
though, since when you’re working in the staff interface you’re always scoped to a single repository at a time. So, before we could merge those two records with confidence, we had to check out the links in the different repositories to make sure it was indeed
the same person. In this case it was the same person; in other cases it wasn’t.<o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;background:white">Also, ASpace is great with preserving linked records whenever you do a merge, but be aware that it just deletes the data from the “victim” record
during a merge (the API language introduces the terms “target” and “victim” for the merge process). This behavior is similar to merging Resource records, for instance – all of the Resource data from the ‘victim’ resource is deleted, but the liked archival
objects are transferred exactly as is from ‘victim’ to ‘target’. So, if you have any contact details, bioghist notes, etc., on a “victim” agent that you want to preserve, then you’ll need to move those over to the “target” yourself either before or after
the merge. We usually didn’t have to worry about this since we did our merge project before we started our project to add bioghist notes to agents (having a bioghist notes directly on each Agent record is a HUGE help, since then you can add context that everyone
can see in the staff interface!!!), but we did have to re-add some contact info details for a few agents after our merge process.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;background:white">Mark<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> archivesspace_users_group-bounces@lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org]
<b>On Behalf Of </b>Karen Miller<br>
<b>Sent:</b> Monday, 28 September, 2020 10:52 AM<br>
<b>To:</b> Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Agent/Subject record merging in multi-repository setting<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D">Hello Betts et al,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D">At Northwestern University we have also merged quite a few duplicate Subjects and Agents that were used by multiple repositories. The merged records do indeed retain
all of the links to Resource and Accession records that were previously linked to the separate Subject and Agent records. We tested this in our sandbox repository before trying it in the production server.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D">Karen<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><b><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#272323">Karen D. Miller<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Monographic Cataloger/Metadata Specialist<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#272323">Northwestern University Libraries<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#4E2A85">Northwestern University<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">1970 Campus Drive<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Evanston, IL 60208<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#272323"><a href="http://www.library.northwestern.edu">www.library.northwestern.edu</a><o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black"><a href="mailto:k-miller3@northwestern.edu">k-miller3@northwestern.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#272323">874.467.3462</span><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:"Arial",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">
<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>Daniel Michelson<br>
<b>Sent:</b> Monday, September 28, 2020 9:20 AM<br>
<b>To:</b> Archivesspace Users Group <<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">archivesspace_users_group@lyralists.lyrasis.org</a>><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Agent/Subject record merging in multi-repository setting<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Hi Betty,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Agents and subjects are not specific to repositories, so it shouldn't matter whether it is linked to records in multiple repositories. We have not encountered any problems relating to multiple repositories when merging agents or subjects.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">All the best,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Dan<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 Mon, Sep 28, 2020 at 10:10 AM Coup, Betts <<a href="mailto:elizabeth_coup@harvard.edu">elizabeth_coup@harvard.edu</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Greetings all,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">The ArchivesSpace Subject and Agent Taskforce at Harvard Library is working to develop best practices for subject and agent record creation, editing, and merging, and we're wondering
if anyone might have experience with merging agent and subject records in a multi-repository setting in ArchivesSpace? We're currently exploring potential data clean-up options but are concerned about what happens when agent records linked to multiple different
repositories' resource records are merged (and likewise for subject records and resource records). Do all the resource records remain linked to the merged, single agent record (or subject record)? How were you able to ensure no links were lost to other repositories'
resource records?<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">If other institutions are in a similar multi-repository situation and completed merging successfully, would you mind sharing your workflows or processes and how you ensured there
weren't links lost between agents/subjects and resource records?<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Many thanks in advance for your time and help!<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Best,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Betts Coup<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Paula Aloisio<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Julianna Kuipers<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Amber LaFountain<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black;background:white">Subject and Agent Taskforce </span><span style="font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:black">Betts Coup (she/hers)<br>
Processing Archivist<br>
Houghton Library<br>
<a href="mailto:elizabeth_coup@harvard.edu" target="_blank">elizabeth_coup@harvard.edu</a><o:p></o:p></span></p>
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<p class="MsoNormal">_______________________________________________<br>
Archivesspace_Users_Group mailing list<br>
<a href="mailto:Archivesspace_Users_Group@lyralists.lyrasis.org" target="_blank">Archivesspace_Users_Group@lyralists.lyrasis.org</a><br>
<a href="https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__http%3A%2Flyralists.lyrasis.org%2Fmailman%2Flistinfo%2Farchivesspace_users_group__%3B!!Dq0X2DkFhyF93HkjWTBQKhk!ANR0sO_XITzBVEKlWKO7i4H6i-qM8y4mTgeSdIshCZJD7mhJxEUoGfSPAGGwjYszXzmhe3rp%24&data=02%7C01%7Cmark.custer%40yale.edu%7Cbff37d5a7aa84d109bcc08d863be10ef%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637369015279737250&sdata=QHC4kLdaGj6uPF%2BhFeljua1FHu1iEIoaovVW7Qth%2F8o%3D&reserved=0" target="_blank">http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group</a><o:p></o:p></p>
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<p class="MsoNormal">Dan Michelson<o:p></o:p></p>
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<p class="MsoNormal">Project Manager Archivist<o:p></o:p></p>
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<p class="MsoNormal">Smith College Special Collections<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">The Special Collections reading room is closed. As of March 18th, all Special Collections staff will be working remotely. Smith course support
is our primary responsibility at this time. </span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p style="margin:0in;margin-bottom:.0001pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">Minimal reference services will be managed remotely by staff. Reference inquiries that require access to physical materials will be held in
order of when they were received and responded to once the campus is reopened. Expect a four to six week delay, minimum. There is a moratorium on digitization services. </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:10.0pt"><br>
</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">For information about Smith College’s response to Covid-19,
</span><span style="font-size:10.0pt"><a href="https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__https%3A%2Fwww.smith.edu%2Fstudent-life%2Fhealth-wellness%2Fcoronavirus__%3B!!Dq0X2DkFhyF93HkjWTBQKhk!ANR0sO_XITzBVEKlWKO7i4H6i-qM8y4mTgeSdIshCZJD7mhJxEUoGfSPAGGwjYszX_EjMs6I%24&data=02%7C01%7Cmark.custer%40yale.edu%7Cbff37d5a7aa84d109bcc08d863be10ef%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637369015279747247&sdata=fsVVIvTwtnPou3VXFWdCsNakX%2BnzTmge5Poj4PRQyoA%3D&reserved=0" target="_blank"><span style="font-family:"Arial",sans-serif;color:#1155CC">please
visit the college’s official website</span></a></span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">. For information about library services during this time, information is available on
</span><span style="font-size:10.0pt"><a href="https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__https%3A%2Flibraries.smith.edu%2Flibrary-services-during-covid-19__%3B!!Dq0X2DkFhyF93HkjWTBQKhk!ANR0sO_XITzBVEKlWKO7i4H6i-qM8y4mTgeSdIshCZJD7mhJxEUoGfSPAGGwjYszX-nprWow%24&data=02%7C01%7Cmark.custer%40yale.edu%7Cbff37d5a7aa84d109bcc08d863be10ef%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637369015279757242&sdata=TVo%2BnNbkQOZFokE4JxCJD9gkUlgWKSfajxOlcpRHJgA%3D&reserved=0" target="_blank"><span style="font-family:"Arial",sans-serif;color:#1155CC">our
website</span></a></span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">.</span><o:p></o:p></p>
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