ArchivesSpace Online Forum 2021




Program:


March 29, 2021

ArchivesSpace Online Forum 202

4pm-4:15pm UTC (find your local time)

Welcome and Announcements
Jessica Crouch, ArchivesSpace 

4:15pm-5:15pm UTC (find your local time)

Like Herding Cats: Managing Workflows and Complex Projects

Presentation Recording

Presentation slides

In this session, managers from multiple organizations will talk about managing large scale projects in ArchivesSpace and training workers and volunteers at all levels about working in ArchivesSpace.   

4:15pm-4:30pm

Coordinating collection renumbering across platforms when ArchivesSpace is the "record of record"
Sarah Ponichtera, Seton Hall University

4:30pm-4:45pm

Using scaffolded learning as a model to incorporate graduate archival interns into creating and updating finding aids using ArchivesSpace
Sheridan Sayles, Seton Hall University

4:45pm-5:00pm

Embedding standardized ArchivesSpace data requirements into processing workflows to facilitate large collaborative processing projects with staff and volunteers
Alexandra deGraffenreid, Penn State University

5:00pm-5:15pm 

Q&A

5:15pm-5:35pm UTC (find your local time)

The History of Play via ArchivesSpace: Or, What to Do When You’re the Only ArchivesSpace User at Your Institution
Julia Novakovic, The Strong National Museum of Play

Presentation Recording

Julia Novakovic, Archivist at The Strong National Museum of Play, will talk about how she works with ArchivesSpace on a daily basis to provide the world with information about the collections in the Library & Archives of Play. As the true poweruser of the application at her institution, Julia will address how she created her internal documentation and workflows, trains interns how to use ArchivesSpace for creating resource records after processing collections, and shares knowledge through the public-facing Archives Catalog. This session should be of great comfort to beginner-level users of ArchivesSpace who work as lone arrangers or at a smaller institution—it’s truly not that bad being the only one on staff who knows how to use ArchivesSpace!

5:35pm-5:50pm UTCBREAK
5:50-6:10pm UTC (find your local time)

A Workflow for Accessioning Non-permanent College Archives Records
Dan Michelson and Althea Topek, Smith College

Presentation Recording

Presentation Slides

Smith College Archives is tasked with storing both permanent and non-permanent records created by the College. Dealing with non-permanent records presents unique challenges that our existing workflows did not address. To maintain consistent metadata regarding the College’s retention schedule and to streamline accessioning practices for non-permanent records, we developed a method to maintain physical and intellectual separation of permanent and non-permanent records, document the scheduled destruction date as consistent metadata, and easily maintain container control through unique top container indicators. This presentation will discuss Smith College Archives’ workflow for accessioning non-permanent records in ArchivesSpace and initiate a larger community conversation on managing non-permanent institutional records in ArchivesSpace.

6:10pm-6:30pm UTC (find your local time)
Automation and integration: Creating digital objects in ArchivesSpace and Islandora
Erin Wolfe, University of Kansas Libraries

The University of Kansas Libraries uses ArchivesSpace as its archival collection management system and Islandora as its digital repository. In this presentation, Erin Wolfe will discuss University of Kansas's approach to automation in the creation of digital objects in these two systems and the integration between them.  Wolfe will also highlight how they create and manage Digital Objects in bulk, saving processing time and increasing the relationship between these two content management systems, ultimately resulting in improved findability and usability for the Libraries' staff and users.
6:30pm-6:50pm UTC (find your local time)

Connecting the Dots: Linking ArchivesSpace Public resources to catalog records in Primo through a request button
Lauren Goss and Austin Munsell, University of Oregon Libraries

Presentation Recording

Presentation Slides

Staff at the University of Oregon (UO) libraries developed a plugin that links patrons from Archival Description in their ArchivesSpace Public User Interface to requesting options available in the UO library catalog (Primo). The links appear as a persistent “Request” button present in ArchivesSpace resource records and archival objects. This presentation will cover the development of and requirements for UO’s ArchivesSpace/Primo request integration as well as impacts on patron requesting and public services generally.

Plugin available at https://github.com/uoregon-libraries/aspace-plugin-primo

6:50pm-7:10pm UTC (find your local time)

Implementing a Custom Reports Plugin
Alicia Detelich, Yale University 

Presentation Recording

This presentation will walk attendees through the process of implementing a custom reports plugin. The presentation will include information on the structure of the plugin, how to suppress existing reports, how to write and add new reports, and how to include different types of user-defined parameters. Major benefits and possible workflows that could be supported by a reports plugin will also be discussed.

7:10pm-7:30pm UTC (find your local time)
ArchivesSpace in a Preservation Workflow
Tommy Keswick and Mariella Soprano, California Institute of Technology

Presentation Recording

California Institute of Technology is developing a preservation workflow for our digital collections that relies heavily on ArchivesSpace. For this presentation, Tommy Keswick and Mariella Soprano will walk through the choices that Caltech has made and still has to make regarding policies, collection processing, scanning, data modeling, digital file storage, and scripting. ArchivesSpace will be the center of this plan in that all collections must have a representation in ArchivesSpace to begin with, identifiers stored in ArchivesSpace are the key to connecting records with digital file locations, and new records are created using the ArchivesSpace API during the automated processing. Presenters will also show the details of the automated processing wherein digital files are recognized as belonging to a collection in ArchivesSpace, metadata about the collection and the archival objects are retrieved from ArchivesSpace, file metadata is generated for the digital files, metadata and digital files are sent to storage in the cloud, storage metadata is returned to the script, and finally new digital object records with digital object components are created via the ArchivesSpace API that include information about where the digital files are located in cloud storage.
7:30pm-8:00pm UTC

ArchivesSpace Trivia

Join the ArchivesSpace Online Forum Planning Team for a round of ArchivesSpace themed trivia and the chance to win an ArchivesSpace swag bag! 

March 30, 2021

Discussion Sessions

4pm-8pm UTC (find your local time)

Join members of the ArchivesSpace member community in discussions about a variety of topics.  These sessions are intended to be interactive and we encourage you to come ready to join in with your own questions, comments and insight.

4pm-5pm UTC (find your local time)

Development Prioritization and the life of a JIRA ticket

Join the ArchivesSpace Advisory Councils' Development Prioritization Sub-team for a discussion of the importance of community-submitted feature requests via JIRA and the role of the Development Prioritization sub-team.  This discussion will highlight specific open community tickets and the community is encouraged to attend to submit live feedback on these requests.  Community feedback and comment on feature requests is crucial and helps inform what new features are added to ArchivesSpace.  This discussion is an opportunity to impact ArchivesSpace development in real time! 

5pm-5:40pm UTC (find your local time)

Integrations with ArchivesSpace Discussion

Join the ArchivesSpace Technical Advisory Council's Integrations Sub-team for a discussion highlighting the role this team plays in supporting the ArchivesSpace community by documenting the integration of systems with the ArchivesSpace application.  Those with a current or potential integration they'd like to bring to the team's attention or those with questions about the Integration sub-team's role are encouraged to attend. 

5:40pm-5:50pm UTC (find your local time)

Break

5:50pm-6:45pm (find your local time)

ArchivesSpace Usability Discussion

Join the ArchivesSpace User Advisory Council's Usability Sub-team for a discussion of functional and practical recommendations to enhance the ease of use of the existing ArchivesSpace application. This discussion will highlight specific open community tickets to improve the usability of ArchivesSpace and the community is encouraged to attend to submit live feedback on these requests.  This discussion is an opportunity to improve the usability of ArchivesSpace in real time! 

6:45pm-7:15pm (find your local time)

ArchivesSpace Technical Documentation Discussion

Join the ArchivesSpace Technical Advisory Council's Technical Documentation Sub-team for a discussion on locating and using ArchivesSpace technical documentation, including documentation related to downloading and using the application, the ArchivesSpace API, and ArchivesSpace data maps. In addition to highlighting where to find all these resources, the team is interested in areas where the documentation could be improved or clarified.  Those interested in helping to improve the ArchivesSpace technical documentation are encouraged to attend.  

7:15pm-8:00pm (find your local time)

ArchivesSpace Member Engagement Discussion

Join the ArchivesSpace User Advisory Council's newly created Member Engagement sub-team for this discussion on the importance of community involvement in ArchivesSpace.  In this session, the team will discuss the role individuals and teams play in developing a more robust user community and shaping the future of the application.  The team will highlight initiatives this team has undertaken to increase community outreach, including the soon to be announced Member Match program. 

March 30, 2021

Workshop 

5pm-8pm UTC (find your local time)

Workshop Recording

Workshop: Workflow efficiencies in ArchivesSpace

Workshop presenter: Miloche Kottman, University of Kansas Libraries 

Workshop Registration: Registration for the forum is now closed.  If you registered for this event, you will receive connection information via Zoom.

The number of registrations available for the this workshop is limited to 50 and you may register for one workshop per person.  To give as many people as possible a chance to attend, you may register for only one workshop.  If you register for more than one workshop, you will be admitted to the first workshop for which you register.

Workshop Description: 

In this workshop, users will learn how to clean up data and customize the staff interface in ArchivesSpace using various tools and templates with a particular focus on speeding up and streamlining your workflows in ArchivesSpace.

The learning objectives for this workshop include:

  • Working with Global, Repository, and User preferences
  • Setting up default templates and values
  • Working with controlled values lists
  • Merging agent/subject records and using the LCNAF plugin
  • Managing containers via bulk operations and creating locations in bulk
  • Using tools like the Rapid Data Entry tool and Load via Spreadsheet to add archival or digital objects

This workshop assumes prior experience with ArchivesSpace or attendance in an ArchivesSpace Basics workshop.

March 31, 2021

Workshops


1pm-4pm UTC (find your local time)

Workshop Recording

Workshop: ArchivesSpace Application Overview and Resource Record Creation

Workshop Presenter: Brittany Newberry, Atlanta University Center

Workshop Registration: Registration for the forum is now closed.  If you registered for this event, you will receive connection information via Zoom.

The number of registrations available for this workshop is limited to 100 and you may register for one workshop per person.  To give as many people as possible a chance to attend, you may register for only one workshop.  If you register for more than one workshop, you will be admitted to the first workshop for which you register.

Workshop Description: 

Part presentation, part in-depth demo, this workshop will introduce attendees to the ArchivesSpace application and provide the basic information for creating resource records and archival objects. Those new to ArchivesSpace or in need of an ArchivesSpace basics refresher are encouraged to attend.

5pm-8:30pm UTC (find your local time)

Workshop Recording

Workshop: Introduction to to the ArchivesSpace API

Workshop Presenter: Valerie Addonizio, Atlas Systems

Workshop Registration: Registration for the forum is now closed.  If you registered for this event, you will receive connection information via Zoom.

The number of registrations available for this workshop is limited to 50 and you may register for one workshop per person.  To give as many people as possible a chance to attend, you may register for only one workshop.  If you register for more than one workshop, you will be admitted to the first workshop for which you register.

Workshop Description: 

Part presentation, part in-depth demo, this workshop will introduce attendees to the ArchivesSpace API (Application Programming Interface).  Using the ArchivesSpace API enables the user to perform tasks, like bulk actions, that are not possible or are more time consuming to accomplish in the ArchivesSpace Staff User Interface. The presentation will establish important concepts while the demos bring those concepts into reality. Please note that this is not a hands-on workshop and has instead been designed as an in-depth tutorial with live examples and time for Q&A. The trade-off will be a more seamless introduction to the API. Packets will be provided to all attendees for how to setup and use an API client on their own. This workshop assumes experience with ArchivesSpace but not the API itself; beginners are encouraged to attend.