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:

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	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

Title	Dispostion	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.

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.

Add repeatable fields in separate, repeated columns.
Identifier
Title
Date
Date
MS-122
Nancy Enneking papers
Creation, 1998-2002
Bulk, 2001
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)
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)
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

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