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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Thank you for the latest update. It is great to see that progress continues to be made. Hudson Molonglo’s identification of areas where the application’s performance
can be improved provides a path to enhancing the application. As we know, not all of our issues stemmed from the application itself. I do not want us to lose sight of all the internal work completed by you, Melissa, Bob, Steve, and Maureen, to get us to the
point where the core application could be analyzed by Hudson Molonglo:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">• Outsourcing analysis of our implementation issues;</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">• implementing recommendations by outside ArchivesSpace experts;</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">• stabilizing the development, test, and production environments;</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">• development of procedures for moving the database properly; and</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">• optimizing the infrastructure (which your team reported also significantly improved performance).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">These were all very important steps that we are learning from. Thank you and the rest of the team for your continued efforts.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Regarding the feedback you requested on performance in the new setup. Our folks are reporting much increased speed for regular workflows. You may not be seeing
a lot of use yet, as many folks are waiting for last night’s update (plug-in and index) that Melissa reported had not gone as expected. Once that is resolved I am sure you will see increased use and more feedback.</span><span style="color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> yulaspace-bounces@mailman.yale.edu [mailto:yulaspace-bounces@mailman.yale.edu]
<b>On Behalf Of </b>Frohlich, Raymond<br>
<b>Sent:</b> Thursday, August 13, 2015 6:16 PM<br>
<b>To:</b> yulaspace@mailman.yale.edu<br>
<b>Cc:</b> Library IT<br>
<b>Subject:</b> [Yale ArchivesSpace] Update on ArchivesSpace<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Greetings everyone,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">With the recent transition of ArchivesSpace to new infrastructure and the ongoing upgrade to a new container management plugin scheduled for the remainder of the
week, I have not provided an update since late last week. There are several updates to provide you tonight and I have reorganizing the update categories based on importance.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">ArchivesSpace Core Code Review</span></b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Hudson Molonglo completed work related to a second engagement with Yale that furthered the investigation into performance problems in both the core application
code and our local environment. The work is complete and they have reported to have
<b>found the causes of the significant performance problems we have been experiencing</b>. Our local environment has been discounted as contributing to poor performance. The performance problems we have been experiencing
<b>result from Yale’s data exceeding the design parameters of ArchivesSpace</b>, most particularly regarding the number of linked Agents and Subjects on larger Resource records. Hudson Molonglo has provided a series of recommendations to remediate these issues
that can be found in the report linked to below. Given that this is a community supported open source project, Maureen Callahan has been working with others in the community to determine a best course of action through which to address these concerns and
implement the proposed recommendations. Many of the other institutions that form this collective have expressed a strong willingness and desire to see the product improved for current and prospective users. More to come on this front in the coming weeks.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">The full report from the second engagement with Hudson Molonglo can be found here -
<a href="https://yale.box.com/s/t8pfllrfyqpnkqfprd78mn9otn05c9tz">https://yale.box.com/s/t8pfllrfyqpnkqfprd78mn9otn05c9tz</a><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Infrastructure</span></b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Library IT has received little in the way of feedback from users since moving ArchivesSpace to new infrastructure. Based on our internal tests and survey results
it would appear that performance is improved, but I would invite you to provide us with any and all feedback you may have. Please send comments to Melissa Wisner (<a href="mailto:melissa.wisner@yale.edu">melissa.wisner@yale.edu</a>). Going forward we anticipate
purchasing and deploying a new set of dedicated hardware for the ArchivesSpace test and production instances from Dell and are in the process of finalizing the order details with the vendor.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Database Optimization</span></b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Percona is scheduled to begin performance analysis of the underlying ArchivesSpace database starting Monday, August 17. There are some potential outcomes from
the engagement that we may be able to act upon in the short term at Yale. We may also decide to share the report with the ArchivesSpace community in the event there are opportunities for improvement that should be considered for inclusion in the core ArchivesSpace
product.<o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Hosting</span></b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Lyrasis has turned around a preliminary hosting/proof of concept project outline and has asked us to respond with comments. Maureen Callahan, Melissa Wisner, and
I responded with comments and we have received a response that will need to be discussed further with key stakeholders across Library IT and special collections departments on Tuesday, August 25.<o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Data Integrity </span></b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Based on the outcomes from the ArchivesSpace core code review and conversations with Hudson Molonglo and Lyrasis, we will defer further investigation into this
area.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Future Work</span></b><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">As a potential next step once this phase of work is complete, discussions are underway to consider an upgrade of ArchivesSpace from the current custom release we
are running locally to version 1.3. Maureen Callahan has provided the following information about the benefits of moving to the latest version below.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><i>"Some of you have noticed problems when components transfer from one resource to another — they sometimes become unavailable for editing. This is a problem that has been reported as greatly improved in version 1.3 of ArchivesSpace. Version
1.3 also allows for much more robust reporting, the option for default values in various fields, the ability to save a rapid data entry template, and a number of other features: <a href="https://github.com/archivesspace/archivesspace/releases/tag/v1.3.0"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">https://github.com/archivesspace/archivesspace/releases/tag/v1.3.0</span></a></i><i><span style="font-size:13.5pt;font-family:"Calibri",sans-serif;color:black">.</span></i><i>”</i><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Please do not hesitate to contact me if you have any questions or concerns. Also, be on the look-out giving the all clear tomorrow that the reindex of ArchivesSpace
completed in the overnight.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">All the best,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Ray<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black;background:white">--</span><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Raymond Frohlich<o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">Director, Enterprise Systems and Services, Library IT, Yale University Library<o:p></o:p></span></p>
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<p class="MsoNormal" style="background:white"><span style="font-size:10.5pt;font-family:"Calibri",sans-serif;color:black">phone 203.432.2965 | mobile 347.351.6008 | <a href="mailto:raymond.frohlich@yale.edu">raymond.frohlich@yale.edu</a><o:p></o:p></span></p>
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