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Instructions for For accessioning new transfers of born-digital records

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In addition to ingesting materials to secure storage, this process will also connect and document the files in an ASpace accession record.

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1. Create a new ASpace Accession

• Basic use will accession records in a transfer folder (see above)
• Will assume transfer is at: \\Lincoln\Library\SPE_Processing\ingest\<Collection Folder>

1. Create a new Accession record in ArchivesSpace
   1. Required fields:
      1. Content Description
      2. Dates
      3. Related Resource
2. Get Note the accession identifier
   1. If there are two fields, connect them with a dash (-) to get the full ID
      1. "2019" and "036" would be: "2019-036"
          
      2. just "2003-17" would just be "2003-17" (for pre-ArchivesSpace accessions)
         
   2. These are the ArchivesSpace accession id_0 and id_1 fields

Simple Accession

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2. Place the files in the ingest directory

This will ingest files while updating the ArchivesSpace accession record.

1. Go to the Accession

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Will assume files are in \\Romeo\SPE\ingest\<collectionID>

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Accession Records from another directory

1. Log on to railsdev server with railsdev
2. Run ingest
   
   1. use an -a flag with the ASpace accession ID (see above)
   2. use a  -p flag with the path

ingest apap101 -p /media/SPE/folder -a 2019-005

• Must use path accessible to the railsdev server
• Must convert to Linux path:
  • \\Romeo\SPE\folder1\folder2 is /media/SPE/folder1/folder2
  • \\Lincoln\Masters\Special Collections\Electronic_Records_Library is /media/Masters/Special Collections/Electronic_Records_Library 
• Script will log to \\Romeo\SPE\ingest
  

Using a Transfer Folder or Accession Template

(Currently not working and needs maintenance)

Use for creating logs in standard transfer folders or template accessions. For other accessions, create the accession manually and use ingest with an -a flag instead.

Overview of Transfer Folder

Requirements:

• Folder starts with collection ID in uppercase, ("UA200", "UA710_Events", "UA608_LACS")
• Located at \\Lincoln\Library\<Collection Folder>
• Has three subfolders, "transfer," "log,", "request"

Examples:

• UA615_History
  • log
  • request
  • transfer
• UA200
  • log
  • request
  • transfer

Accessioning records using a transfer folder

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Run: transfer <collection ID> -a <accession ID>

1. Examples

   1. transfer ua200 -a 2019-045

   2. transfer ua710 -a 2020-003

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Transfer Records from another directory

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transfer ua500 -p "/media/Masters/Special Collections/ua500/transfer"

• Will still log to \\Romeo\SPE\ingest

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1. page in the Processing app
2. Enter the Accession ID noted above and the Collection ID and click "Submit"

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Results of Transfer

1. Accession record will be updated with extents of files and package ID for reference.
2. Files will be packaged unto a SIP bag here: \\Lincoln\Masters\Archive\SIP\<collection ID>/\<package ID>SIP and AIP packages are here: https://github.com/UAlbanyArchives/packages
   
3. Processing folder for package is created in \\Romeo\SPE\processing\<collection ID>/\<package ID>
4. Master files are places in \masters subfolder
5. Example Processing package:
   • ua200_d4f5RMWRXj9dx2aVkV7erL
     
     • derivatives
     • masters
     • metadata

Using an Accession template

Accession templates are for scheduled transfers, so the process can be automated

1. Create a spreadsheet accession template in \\Lincoln\Library\ESPYderivatives\accessionProfiles
2. Must be named with the collection ID in uppercase
   • UA200.xlsx
   • UA395.xlsx

What is happening

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usage: transferAccession.py [-h] [-p PATH] [-a ACCESSION] ID

positional arguments:
  ID                    Collection ID for the files you are packaging.

optional arguments:
  -h, --help            show this help message and exit
  -p PATH, --path PATH  Path of files to ingest.
  -a ACCESSION, --accession ACCESSION
                        Optional ArchivesSpace Accession ID for new
                        acquisitions.

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nohup /opt/lib/ingest-processing-workflow/transferAccessions.py ua200 -a 2019-043 >> /media/SPE/ingest/ua200-transfer.log 2>&1

Uses a pyenv called "ingest" by running: pyenv activate ingest

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