This is a list of issues reported so far as institutions compare Archon records against the ArchivesSpace test load sites.
Differences/issues people have noticed in Archon vs ArchivesSpace:
1. Line and paragraph breaks missing
2. When Archon is used to locate the physical item, check that range/shelf/box has come over in such a way that you can still go into your stacks and locate the item.
- FSU has noted that when using Archon / ArchivesSpace to locate physical objects, it's important to look at range/shelf/box and make sure that the info is connected well enough to locate a physical item. FIU mentioned hearing that the College of William and Mary had had a similar problem and might have a workflow for getting this info straight.
3. Automatically inserted container names may be worded oddly
- In ArchivesSpace each collection that didn't have any containers will have inserted into it several "Physical Storage Information" notes. These are basically "Container: 1 (Text) Container: 2 (Text) Container: 3 (Text)". It looks like a list, "1, 2, 3, 4, etc." Example: https://ncof.lyrasistechnology.org/repositories/2/resources/34/inventory . Not all sites have this. Some sites have something like "Box 1, Box 2, Box 3, etc." which maybe makes more sense for someone using the site.
4. "Dummy date"
- Records which didn't have a date in Archon now in ArchivesSpace test sites have the words "dummy date" inserted into the record. You can search by "dummy date".
- Example of keyword searching "dummy date": https://archives.lib.fsu.edu/search?utf8=%E2%9C%93&op%5B%5D=&q%5B%5D=%22dummy+date%22&limit=&field%5B%5D=&from_year%5B%5D=&to_year%5B%5D=&commit=Search
- Example of "Dummy date" showing up visible to the public: https://archives.lib.fsu.edu/repositories/2/archival_objects/144288
- Suggested fix: Solution might be to request Lyrasis put in a different value than "dummy". For example, Lyrasis could put in year 9999 or could put in "unknown date". When thinking about what value to insert, also think about also being able to search on that value if you plan to go through ArchivesSpace later and do clean up (ie. maybe "unknown date" is too generic to search on, even though it looks professional when the public looks at your records).
5. “Archon Finding Aid Title”
- Finding Aids Title default fills to “Archon Finding Aid Title”. This appears to affect every finding aid on every site. If anyone else wants to see it in your records, go to your ArchivesSpace test load site, then click to any Collection finding aid, then click to telescope open the menu for “Finding Aid & Administrative Information”, and that will show you the Title = “Archon Finding Aid Title”.
- Suggested fix: Lyrasis may be able to not fill any info for this field and leave it blank. As of Nov. 19, 2018, this is not confirmed/finalized.
6. Potential clean up needed: Sort order of numbered folders/boxes/etc.
- File folders may not sort in order. File folders in ArchivesSpace may go something like 1, 10, 11, 12, 2, 3, 4 etc.
- Suggested fix: Go in manually on your records (before the final export is sent to Lyrasis for your site, edits should be made in Archon) and redo numbers like 001, 002, 003, etc. - make the numbers to where they will sort.
7. Resolved: Archon URLs showing up in finding aids printed out of the ArchivesSpace sites
- In ArchivesSpace, when you click to print a record to PDF, the contact info on the printout will have the Archon URL.
- Example: https://ucf.lyrasistechnology.org/repositories/5/resources/21 (click "Print" in the top right corner; this will make a PDF with links to the Archon site in the PDF).
- How to fix: This is pulling from a contact info setting on the site. Anyone experiencing this on record should find the contact info in ArchivesSpace, change the contact info setting on the whole site, verify that the printouts now have the correct URL on them, then write down exactly how you changed the setting and put it on a checklist for taking you site live (remember the ArchivesSpace test load sites will not go live, so clean up there will not carry over; instead a second load to ArchivesSpace will be made and that will go live).
8. Custom Container Names
- When items have a custom container name in Archon, the custom container name is displayed as “other level” in ArchivesSpace.
- For example, in the William R. Maples Collection ( https://archives.fgcu.edu/repositories/2/resources/14/collection_organization#tree::archival_object_9263 ), several items were labeled as "Slide Box" in Archon, and this has mapped to "other level" in ArchivesSpace. The green text reading "other level" doesn't look as clear when displayed to the public, as a label like "Slide Box" would be..
- The manual fix is to edit each item in ArchivesSpace, and use a drop down menu to change "other level" to "Other Level" (yes they are different, because of the capitalization). After you select "Other Level", a new field will appear for you to enter the name that will appear to the public, and you can type in "Slide Box" or any other label that you'd like to provide. Because this involves manually editing each container, it is potentially labor intensive, if a site has used a custom container in Archon.
- FLVC plans to ask whether Lyrasis is able to modify the migration script to map custom container names in Archon.