Agenda

• Discuss ArchivesSpace Metadata Crosswalks.
  • Creation of a list of questions about fields for which the sub-team is unable to determine the data source.
• Discuss wiki and PDF templates for reports specifications.
• Review repeatable fields issue.
• Discuss methods for revising the data dictionary.

Attendance

The following members of the committee were present:

• Alston Cobourn
• Nancy Enneking
• Ashley Knox
• Carolyn Runyon
• Nikki Thomas

The following members of the committee were not present:

• Jasmine Jones (Unlicensed)

The following guests were present:

• Laney McGlohon (Unlicensed)

Minutes

• ArchivesSpace Metadata Crosswalks
  • Still need to update MARC, OAI MARC, and OAI EAD
  • Use comments in Google Sheets
• The group discussed offering the following export formats for reports:
  • CSV
  • HTML
  • RTF
  • PDF
  • JSON
• The group discussed potential ways to update the data dictionary.
• Discussed a Reports Subteam-only database with JDBC connection.

Action Items

• Everyone to continue reviewing Metadata Crosswalks document.
• Everyone to continue refining reports template
• Laney to ask TAC and UAC Chairs about continued development and maintenance of the Data Dictionary.
• Laney to arrange access to a Reports Subteam instance of ArchivesSpace and MySQL database.

Addendum

Repeatable Fields Issue

Some fields, for lack of a better term, are repeatable. Dates, Extents, Related Accession/Resources, Agent Links, Subjects, and Instances are good examples. For our HTML, PDF, and RTF exports, these pose little issue, as we can simply use an unordered list to display multiple entries in our repeatable fields under a subheading. Below is an example of an HTML, PDF, or RTF export of repeatable field data.

Extents

• Part, 97.98 Linear Feet (212 Boxes)
• Part, 55.8 Gigabytes (219 Files)

Instances

• Library, 5, 516, Manuscripts, Row 1, Section 1, Shelf 1, 11988006458623
  • Box 1, 11988006458544, Document Case (Legal)
  • Box 2, 11988006458545, Document Case (Legal)

The problem occurs when we try to translate repeatable field data to a CSV export. Below are a few options.

1. Add repeatable fields in separate, repeated columns.

   Identifier	Title	Date	Date
   MS-122	Nancy Enneking papers	Creation, 1998-2002	Bulk, 2001

2. Repeat the entire record to accommodate repeatable fields.

   Identifier	Title	Date	Extent
   MS-122	Nancy Enneking papers	Creation, 1998-2002	Part, 97.98 Linear Feet (212 Boxes)
   MS-122	Nancy Enneking papers	Bulk, 2001	Part, 55.8 Gigabytes (219 Files)

3. Separate multiple entires in a repeatable field with a semicolon in a single CSV field.

   Identifier	Title	Date	Extent
   MS-122	Nancy Enneking papers	Creation, 1998-2002; Bulk, 2001	Part, 97.98 Linear Feet (212 Boxes); Part, 55.8 Gigabytes (219 Files)

4. Take a hybrid approach.

   Identifier	Title	Date	Extent Number	Extent Type
   MS-122	Nancy Enneking papers	Creation, 1998-2002; Bulk, 2001	97.98	Linear Feet
   MS-122	Nancy Enneking papers	Creation, 1998-2002; Bulk, 2001	55.8	Gigabytes