Recommendations

The ArchivesSpace User Advisory Council Reports Subteam recommends the following for inclusion in the 2017 March release of ArchivesSpace.

• The committee recommends keeping and removing options from the current pre-defined reports available as Background Jobs in the application.

  Title	Disposition	Priority	Notes
  Names List Report	Keep	High	Rename "Agents List Report" to better correspond with labels used in staff interface.
  Digital Object List Table Report	Keep	High
  Digital Object File Versions Report	Keep	High
  Unprocessed Accessions Report	Keep	High
  Shelflist Report	New	High
  Accession Record Report	New	High
  Subject with Linked Records Report	New	High
  Accession Receipt Report	New	High
  Resources Deaccessions List Report	Keep	Medium
  Accessions Deaccessions List Report	Keep	Medium
  Resources Restrictions List Report	Keep	Low
  Accession Unprocessed Report	Keep	Low
  Accessions Acquired Report	Keep	Low
  Accessions Subjects Names Classifications List Report	Keep	Low
  Accessions Uncatalogued Report	Remove
  Accessions Production Report	Remove
  Repository Report	Remove
  Accessions Locations List Report	Remove		Replace with new Shelflist Report.
  Accessions Records Report	Remove		Replace with new Accession Record Report.
  Subject List Report	Remove		Replace with new Subject with Linked Records Report.
  Names to Non Preferred Report	Remove
  Location Records Report	Remove		Replace with new Shelflist Report.
  Resources Instances List Report	Remove		Replace with new Shelflist Report.
  Resources Locations List Report	Remove		Replace with new Shelflist Report.
  Accession Receipt Report	Remove		Replace with new Accession Receipt Report
  Accessions Cataloged Report	Remove
  Accessions Inventory Report	Remove		Replace with new Accession Record Report.
  Accessions Processed Report	Remove
  Created Accessions Report	Remove		Replace with new Accession Record Report.

• The committee recommends entering data in repeatable fields, such as dates and extents discreetly and in separate columns for CSV exports.

  Identifier	Title	Date Label	Date Expression	Date Begin	Date End	Date Label	Date Expression	Date Begin	Date End	Extent Portion	Extent Number	Extent Type	Extent Portion	Extent Number	Extent Type
  MS-122	Nancy Enneking papers	Creation	1998-2002	1998	2002	Bulk	2001	2001		Part	97.98	Linear Feet	Part	55.8	Gigabytes
  MS-123	Nikki Thomas papers	Creation	2012-2016	2012	2016					Whole	2	Linear Feet

• The committee recommends adding the following new reports.
  • Accession Receipt Report
  • Accession Record Report
  • Shelflist Report
  • Subject with Linked Records Report
• The committee recommends considering the adoption of a limited set of new formatting requirements:
  • A report will be able to be canceled after it has started and before it has completed.
  • Data exported as CSV must be in tabular format so as to allow archivists the ability to sort, filter, edit, and format the exported data and to enable the creation of summary charts and tables.
    
  • Report data exported as HTML must exclude HTML styles and classes, including colors, fonts, etc, thereby enabling easier use of data in a variety of content management systems.
    
  • Enumeration identifiers should be automatically translated to the enumeration values.  For example, if the user wants the extent type to display, the number 277 should be automatically translated to “linear feet” in the resulting export.
    
  • Brackets, quotation marks, commas, and null values should be removed from reported identifier fields, including accession, resource, and digital object identifiers. Instead, subfields should be separated by hyphens, e.g. ABC123-DEF456-GHI789-JKL123.
    
  • Report data exported in PDF and RTF formats must include footers that feature the title of the report, the date the report was generated, and the page number.
    
  • Report data exported in PDF, RTF, and HTML formats must use appropriate use heading tags (h1, h2, etc.) to facilitate accessibility.