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Instructions for accessioning transfers born-digital records

Create a new ASpace Accession

  • Basic use will accession records in a transfer folder (see above)
  • Will assume transfer is at: \\Lincoln\Library\<Collection Folder>
  1. Create a new Accession record in ArchivesSpace
    1. Required:
      1. Content Description
      2. Dates
      3. Related Resource
  2. Get 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

Use when there is no need to create logs for the records creator/donor

This will ingest files while updating the ArchivesSpace accession record.

Accession from the ingest directory

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

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

    ingest apap101 -a 2019-015

  3. Script will log to \\Romeo\SPE\ingest

Accession Records from another diectory

  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

  1. Log on to the railsdev server with: railsdev

  2. Run: transfer <collection ID> -a <accession ID>
    1. Examples
      1. transfer ua200 -a 2019-045
      2. transfer ua710 -a 2020-003
  3. Script will log to \\Romeo\SPE\ingest\log

Transfer Records from another directory

  • Use the additional -p flag to use another transfer directory

  • Must use path accessible to the rails2/processing 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
    • May barfs on paths with spaces

  • -p flag must point to "transfer" directory in a transfer folder (see above)

  • Run transfer using -p flag:

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

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

Results of Transfer

  1. Files will be packaged unto a SIP bag here: \\Lincoln\Masters\Archive\SIP\<collection ID>/<package ID>
    1. SIP and AIP packages are here: https://github.com/UAlbanyArchives/packages

  2. Processing folder for package is created in \\Romeo\SPE\processing\<collection ID>/<package ID>

  3. Master files are places in \masters subfolder

  4. 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

  • transfer is a function defined in: /etc/profile.d/processingFunctions.sh

  • It runs a python script: /opt/lib/ingest-processing-workflow/transferAccession.py
    • relies on /opt/lib/ingest-processing-workflow/ingest.py
    • relies on packages: /opt/lib/ingest-processing-workflow/packages/SIP/...

      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.


  • Github repository for ingest-processing-workflow is here: https://github.com/UAlbanyArchives/ingest-processing-workflow

  • The script is run under nohup, so it runs in the background

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

  • List all pyenv with: pyenv versions

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