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Archon to ArchivesSpace Migration: Home

Migration process

Migration process:  Here are the steps in order:
  • FLVC has sent an initial export to Lyrasis. (This is complete for all institutions.)
  • Lyrasis has sent back a report of data clean up, if any.  (This is complete for all institutions.  The email from Lyrasis had the subject line "XXX  Archon To ArchivesSpace Migration Review" where XXX is the name of your institution.  If you need this report resent you can contact Lyrasis or help@flvc.org and be sure to include the name of your institution and the phrase Archon to ArchivesSpace in your request.)
  • Each institution closely compares the Archon site versus the ArchivesSpace test load site.
    • The table below has links to the Archon versus ArchivesSpace sites.
    • You have a login to your ArchivesSpace test site.  This login was included in the email from Lyrasis with the subject line "XXX  Archon To ArchivesSpace Migration Review" where XXX is the name of your institution.
    • If any clean up is needed, then do this clean up on the Archon site.
  • Meanwhile, begin training on ArchivesSpace.  Links to training resources are located in the "Training" section of this LibGuide below.
  • After you have compared the Archon site versus the ArchivesSpace test load site, FLVC will send a final export to Lyrasis.  At this point you will freeze activity on the Archon site, because edits made after the export will not be carried over to ArchivesSpace.  Ideally that export will be loaded to ArchivesSpace and after a thorough review by the institution, the ArchivesSpace site will go live.  Then going forward activity will be on the ArchivesSpace site.
    • All URLs from the Archon site will be redirected to the homepage of the newly launched ArchivesSpace site.
    • Any PURLs through the FCLA/FLVC PURL server which used to point to an Archon finding aid will be redirected to point to the new location of the finding aid in ArchivesSpace.

Training materials for ArchivesSpace

ArchivesSpace.org Training center

  • Training center: https://docs.archivesspace.org
  • All institutions have a login to this.  The login was sent from Lyrasis with the subject line, "Access to the ArchivesSpace Help Center (training materials)".

ArchivesSpace's sandbox

  • http://sandbox.archivesspace.org/ ( login: username: admin password: admin )
  • This site is wiped on a schedule.
  • This site has the same basic configuration that Lyrasis will use for the Lyrasis hosted ArchivesSpace sites.

Comparing Archon records to ArchivesSpace records

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.