May 2018 Update

We are excited to share exciting community updates, including updates on regional forums and the upcoming 4th annual Member Forum. New stories are up on the blog, and we have another great webinar coming up in June! Read on for more news!

Development

The ArchivesSpace team is pleased to announce a release candidate for our next version. It is available at https://github.com/archivesspace/archivesspace/releases/tag/v2.4.0-RC1. This release candidate includes improvements to the search results screen in the staff interface (including new columns for the identifier and the result context), updates to the mapping and a new option for our built-in MARCXML exporter for resources, a new option to search subjects in the PUI, and updates to the French translations. There are also fixes to some bugs with permissions, the OAI-PMH responder, an erroneous error message in the PUI when using the back button with some browsers, and orphaned instance records being created when digital objects were deleted. Please try this release candidate out and let us know by June 6 at ArchivesSpaceHome@lyrasis.org if you notice any problems with the specific areas that are addressed in this release, or if anything that was working before no longer is. Barring major issues, we expect to release 2.4.0 next week.

We expect to put out a PUI search improvement-specific release later in June pending further internal testing.

Annual Member Forum: August 14, 2018, in Washington D.C.

ArchivesSpace will be holding its fourth annual Member Forum on August 14, 2018 at the Josephine Butler Parks Center in Washington, DC. Washington Parks & People is the capital’s hub for activating public lands & waters for broad community revitalization, with a mission to grow city-wide park-based community health & vitality by nurturing innovation & partnerships. We are thrilled to have our annual forum held at this location.

Just as in previous years, this will be a free opportunity for staff from ArchivesSpace member institutions to meet and share information with each other and the program team about all things ArchivesSpace. More information on the developing program is on the ArchivesSpace wiki at https://archivesspace.atlassian.net/wiki/display/ADC/ArchivesSpace+Member+Forum+2018.

The planning group is looking for speakers to cover a range of topics. There is a short Google submission form available at https://goo.gl/forms/6L9UsylUz5u2Ws5n1; you can submit ideas or volunteer yourself to speak. Proposals, ideas, and suggestions received by June 26 will receive priority consideration so that we can get the program squared away as soon as possible. You will receive a response by July 13.

If you have any questions or other suggestions at this point, please feel free to email Kim at christine.kim@lyrasis.org. Registration for the Member Forum will open early July. Thanks in advance for your help in making this a great event!

Webinar: Transforming XLS to EAD: Importing Component Hierarchies: June 27 at 1-2:30pm ET (10-11:30am PT)

Do you list out your components on a spreadsheet before committing the item records into ArchivesSpace? If this is your preferred processing workflow, you’re not alone. In this webinar, we will look at three distinct methods to get your spreadsheet lists into your ArchivesSpace resource record to populate components.

Elizabeth Perkes (Utah State Archives) will demonstrate a workflow that uses built-in Microsoft Office tools to convert Microsoft Excel spreadsheets to EAD via mail merge. Jason Ronallo (North Carolina State University) will provide a demo of the STEAD schema and STEADY tool. And Ben Johnson (Harvard Business School) uses a spreadsheet importer plugin developed by Bobbi Fox (Harvard University) in a variety of ways. However, he will provide an overview of one simple use of the tool: How to easily and quickly add bulk data from new accessions to existing resources. Ben will walk through our workflow for that and show some limitations and pitfalls to avoid.

But perhaps you would like to see more than just workflows. Kelly Spring (East Carolina University) will provide insight into some of the common troubleshooting and other tasks that will help you successfully upload the EAD to ArchivesSpace.

Please join us on June 27, 2018 at 1-2:30pm ET (10-11:30am PT) as Elizabeth, Jason, Ben, and Kelly share a variety of practices to import your spreadsheet contents into ArchivesSpace. Please feel free to bring any questions you have.

The webinar will be available through: http://lyrasis.adobeconnect.com/ruio9pyqjot4/ and the recording will be available at a later date on the ArchivesSpace YouTube channel: https://www.youtube.com/channel/UCxR6D-UlSx6N6UWTeqHTjzA.

No registration required. The session is limited to the first 100 participants. Please feel free to host a webinar viewing group.

If you have any questions about this webinar, please contact Kim at christine.kim@lyrasis.org. We look forward to seeing you at the webinar!

Regional Forum Updates

ArchivesSpace regional forums are opportunities for our diverse ArchivesSpace members to meet up more locally to share and learn from each other through program content shaped by the community.

Upcoming: SoCal Regional Forum: June 28, 2018 at University of California, Irvine

 

Past: Boston Regional Forum: May 3, 2018 at Tufts University

Thanks to all who attended and made the Boston Regional Forum such a lively event! Do you have photos to share? Please feel free to add them to this google drive folder: https://goo.gl/LKUeWv

If you have any questions or ideas about regional forums, feel free to email Kim at christine.kim@lyrasis.org.

New Stories on the Blog

In All About Community (http://archivesspace.org/category/all-about-community/), Scott Hanrath (Assistant Dean for Digital Initiatives and Discovery Services, University of Kansas Libraries) provides insight into the Technical Documentation sub-team. This is a continuation of a series looking into the various sub-teams of the Technical Advisory Council and User Advisory Council to provide insight into the variety of activities and initiatives undertaken by these groups.

In User Insights (http://archivesspace.org/category/user-insights/), Adrienne Harling (Archivist, San Francisco Symphony) shares on her experience successfully organizing an ArchivesSpace workshop for smaller institutions in her region.

We would love to include your ArchivesSpace stories on the blog! If you would like to contribute, please email Kim at christine.kim@lyrasis.org.

Change in Membership Level Criteria for Free-Standing and Non-Academic Archives

The ArchivesSpace Governance Board recently approved a change in our membership level criteria for free-standing and non-academic archives. Beginning with the 2018/2019 membership term, which starts July 1, the membership level criteria for these types of archives will be as follows:

Free-Standing or Non-Academic Archives:

JSTOR or Artstor Classification Total FTE Staff (only for those without a JSTOR or Artstor Classification) ArchivesSpace Level Annual Fee
Very Large 401+ Very Large $7500
Large 301-400 Large $5000
Medium 151-300 Medium $3000
Small 51-150 Small $1000
Very Small 0-50 Very Small $300

This represents higher FTE thresholds across the board for free-standing and non-academic institutions, which may mean that some institutions that were previously classified at a higher level will now be classified at a lower level. This change does not affect academic institutions, anyone with a JSTOR or Artstor classification, or those that were already classified at the Very Small level. Our membership benefits continue to be the same at every level.

ArchivesSpace membership provides for the long-term development and sustainability of the application, and our intent is to give institutions of all sizes and types the ability to contribute toward its future and participate in our community. We very much hope this policy change will encourage certain types of institutions that found it difficult to participate under the previous classification system for free-standing and non-academic archives to join us.

Membership Update

We are excited to welcome our newest members to our community! Our new members since April 30 include:

  • California State University, Sacramento
  • Indiana University of Pennsylvania
  • Newman University (Wichita, Kansas)
  • Saint Mary’s College of California (Moraga, California)

As of May 31, we have 362 General members, 19 Educational Program members, and 3 Registered Service Providers. If you are interested in your institution becoming a member of ArchivesSpace, please email us at ArchivesSpaceHome@lyrasis.org for more information.


ArchivesSpace monthly updates provide news about ArchivesSpace community and program activities and are sent to our member listservs, the ArchivesSpace Google Group, and SAA’s Collection Management Tools Section listserv, as well as being posted on the ArchivesSpace website. Please feel free to share this update with people you know who have an interest in ArchivesSpace but may not be on one of these lists.

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