Overview

On December 19, 2014, the ArchivesSpace User Advisory Council Reports Subgroup agreed to develop a list of potential reports for ArchivesSpace modules and functions that do not exist in the Archivists' Toolkit. These "conceptual reports" should describe the report, record what the report will accomplish, and indicate the data to be included.

(mdc: just a quick note that we'll also need to add additional options/parameters to carry-over reports from the AT.  e.g. group by classification groups in an accessions/resources report; whole/part extents; etc)

Notes about this guide to ArchivesSpace reports:

• RAD=Resource, Accession, or Digital Object
• Record Type refers to the top level material description records: Accessions, Resources, and Digital Objects.

Report Components

For each report specification, the following components are included to provide an overview of the contents of each report.

Title

Title of the report.

Description

A brief text account of the report.

Use Case

A written description of how ArchivesSpace users will make use of the report.

Data

ArchivesSpace data to be used in the report.

Parameters

Parameters by which ArchivesSpace users may customize each report.

1. Date range
   Users may limit report data to a single date or range of dates that the RAD records were created, not modified.
2. Repository
   Users may limit report data to a specific repository.
3. Location
   Users may limit report data to a specific location, limited by Building, Floor, Room, or Area.
4. Graphs Only
   Users may elect to run a report with graphs only.
5. Data Only
   Users may elect to run a report with data only.
6. Record Type
   Users may limit report data to a specific type of record: Resource, Accession, or Digital Objects. 
7. Extent Type
   User may limit report data to a specific type of extent: Linear Feet, Gigabytes, etc. 
8. RAD Identifier
   User may limit report data to a specific Resource, Accession, or Digital Object.

Primary Sort

The primary way the ArchivesSpace data is sorted to form a section of the report.

Secondary Sort

The secondary way the ArchivesSpace data is sorted to for a subsection of the report.

Elements

Each ArchivesSpace report should include the following elements:

1. Title of report
2. Repository
3. Location
4. Date Range
5. Contents
6. Summary
7. Sections (if applicable)
8. Page numbers

Style Guide

Additionally, each ArchivesSpace report should be styled as follows:

1. Tables should have repeating table headings across multiple pages.
2. Table data should be sorted by RAD Identifier.
3. Each report section (defined by the primary and secondary sort) should begin on a new page.
4. Frequency data analysis/summary should be displayed in a bar chart.
5. Ratio data analysis/summary should be displayed in a pie chart.
6. Longitudinal data analysis/summary should be displayed in a line chart.

Template

See the ArchivesSpace Report Template for an example of the elements and their styling.

Report Specifications

Rights Statements

Collection Management