The Big Squeeze
|Unlike the actual episode from Season 3 of the A-Team, our big squeeze does not involve loan sharks, mob extortion bosses, breaking fingers, sniper assaults (phew!), or Irish pubs (or does it...).|
Big Decision Early On: Don't Worry, Be Happy
The Plan, Stan
|The plan. Ignore that stuff on the bottom left.|
- "Clean" and prep a data dump from Beal.
- Map Beal fields to ArchivesSpace fields
- Build the JSON that ArchivesSpace expects.
- Deal with donors.
- Do a dry run.
- Do the real thing.
"Clean" and Prep a Data Dump from Beal (Our Homegrown FileMaker Pro Database)
Map Beal Fields to ArchivesSpace Fields
|We'll be making fairly extensive use of the user-defined portion of ArchivesSpace accession records. Has anyone changed the labels for these fields? If so, let us know! We're keen to explore this.|
- Basic Information, like a date and description for an accession, it's size, provenance information, and basic events associated with it, such as whether or not it's receipt has been acknowledged (here's an example of a case where we'll use a Boolean rather than create an event, even though going forward we'll probably use an actual ArchivesSpace event).
- Separations, or information about parts of collections we decided not to keep. Here we're talking about fields like description, destruction or return date, location information and volume. When we do have a date associated with a separation, we'll create an actual deaccession record. If we don't, we'll just squeeze all this information into the basic disposition field in ArchivesSpace (again, probably not how we'll use that field going forward, but that's OK!).
- Gift Agreement, the status of it, at least. We'll be using a user defined controlled vocabulary field.
- Copyright, like information on whether it has been transferred. We're going with the tried and true Conditions Governing Use note, although we've been doing a lot of talking lately about how we'll record this type of information going forward, especially for digital collections, and how the rights module in ArchivesSpace, which we'd like to be the system of record for this type of information, isn't really set up to take in full PREMIS rights statements from Archivematica (or RightsStatements.org rights, for that matter) .
- Restrictions, which will go to a Conditions Governing Access note (although that same discussion about rights from above applies here as well).
- Processing, that is, information we record upon accession that helps us plan and manage our processing, information like the difficulty level, the percentage we expect to retain, the priority level, the person who will do it, any notes and the status. Mostly we'll take advantage of the Collection Management fields in ArchivesSpace, and for that last one (the exception I mentioned earlier), we're hopeful that, after an ongoing project to actually determine the status for many backlogged collections, we'll be able to use the events "Processing in Progress" and "Processing Completed". Our thought process here is that this is an instance where we actually will be using accession records actively going forward to determine which accessions still need to be processed; we didn't want different conventions for this pre- and post-ArchivesSpace migration. If that doesn't work out, or it turns out that it will take too much time to straighten out the backlog, we'll be using another user-defined controlled vocabulary field.
- Unprocessed Location, which will, in the interim, just go to a user-defined free text field. This information has not been recorded consistently, and in the past we haven't been as granular with location information as ArchivesSpace is. We actually like the granularity of location information in ArchivesSpace, though, especially with the affordances of the Yale Container Mangement Plug-in and other recent news. So this is definitely something that will be different going forward, and may actually involve extensive retrospective work.
- Donors, their names and contact information, as well as some identifiers and numbers we use for various related systems. More on that later. This is also an exception, an instance where we did decide to make a significant change to ArchivesSpace. Check out this post to learn more about the Donor Details Plug-in.
- Leftovers, or information we won't keep going forward. Hopefully we won't regret this later!
Build the JSON that ArchivesSpace Expects
|Another famous |