Agenda

• Discuss drafting an update on Reports for dissemination on appropriate listservs.
• Discuss results of ArchivesSpace v1.5.2 Reports Review.
• Develop a prioritized list of existing and new reports for the March 2017 release of ArchivesSpace.

Attendance

The following members of the committee were present:

• Alston Cobourn (Unlicensed)
• Nancy Enneking
• Jasmine Jones (Unlicensed)
• Carolyn Runyon
• Nikki Thomas

The following members of the committee were not present:

• Brenda Burk

Minutes

• The subteam discussed the results of the ArchivesSpace v1.5.2 Reports Review and determined a prioritized list of reports to keep and remove, in addition to 5 new reports to develop for the March 2017 release. The results of this discussion are included in the Addenda below.
• The subteam discussed the challenge of repeatable fields, like extents and dates, for CSV exports. A full description of the issues is included the Addenda below. The group agreed that all CSV exports should feature separate columns for each discrete value, but failed to come to a consensus about whether (1) repeatable fields should be entered in separate columns, (2) the entire record should be repeats to accommodate repeatable fields, or (3) we should adopt a hybrid approach depending on the need to statistically analyze data in a given field.
  

  Option 1

  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

  Option 2

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

  Option 3

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

• The group decided that list reports (reports with basic information, extents, and dates) should include a CSV export, however, record reports (fuller reports with basic information, extents, dates, notes, instances, subjects, agents, etc.) should not include a CSV export as the CSV for such a detailed report is not ideal for statistical analysis purposes.

Action Items

• Members of the subteam should review the list of ArchivesSpace Reports Priorities, March 2017 Release addendum and send any comments to the group by 8AM ET Monday, January 23, 2017.

Addenda

ArchivesSpace Reports Priorities, March 2017 Release

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