[Yale ArchivesSpace] Update on Several Ongoing Index Issues

[Wisner, Melissa]

Hello,

I wanted to provide an update to the users about several incidents related to indexing in ASpace. These incidents were reported via the tracking system for Library IT (libraryit.entsys at yale.edu<mailto:libraryit.entsys at yale.edu> ), and while reported by individuals, the issues are systemic and everyone should be aware.  I was able to replicate the reported problems in production, but went to see several staff in MSSA to determine if the problem could be replicated in Test ASpace. I apologize if I do not yet have the full archival lexicon.

Incident 1
Problem: Staff add new top containers, but only some of them are retrievable via the index (whether through a search, browse, or type ahead feature in various search fields).
Example: MS 804 Kent State Collection in MSSA
Replication: This problem can be replicated in production ASpace, but NOT in Test ASpace.


Incident 2
Problem: Using ASpace web interface to check which New Accessions have an 'In Progress' status does not show all known 'In Progress' items. These accessions can be found through other types of searches, but not through the filter on 'In Progress.'
Example: MSSA estimates from the physical pile of folders on Matthew's desk 2 dozen 'In Progress' New Accessions, but only 14 are listed with that status in ASpace. (e.g. Good Vibrations Collection is 'In Progress' but does not appear on a filtered search list).
Replication: We added 2 new accessions in Test ASpace and they appeared through a filtered search for 'In Progress' right away. This is NOT the case in production ASpace.


Incident 3
Problem: Importing/merging spreadsheet to an existing FA. File can be imported (the import log shows success and datetimestamp), but it cannot be retrieved through a search (by direct name or even using the 'import' prefix).
Example: Many Office of Origin updates come into MSSA as spreadsheets. Another example is Kroshnitz MS 2013.
Replication: We imported the Kroshnitz file into Test ASpace and it was immediately retrievable via search. This is NOT the case in production ASpace.


We will try to uncover the issue of inconsistent index behavior across test and production as quickly as possible. We will be utilizing HM and Lyrasis to determine the problem and the permanent solution. Please continue to report any problems to the incident tracking system.

Thank you to Christine and Matthew for spending time with me to review the problems, and discussing with me how they need the application to perform.

Melissa Wisner
Library IT



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