[Yale ArchivesSpace] Agents and Subjects Task Force update

[Spicher, Karen]

ArchivesSpace users:

New agent and subject records were loaded to ASpace and linked to finding aids over the weekend, marking a major step toward reclamation of YUL's legacy data. Agents and subjects linked to finding aids now match 1xx, 6xx, and 7xx fields in collection-level catalog records created before June 23, 2018. Please share the information below with all YUL staff who create or edit finding aids in ArchivesSpace.


For our 9,679 collection-level catalog records and associated finding aids, new authority records with 31,978 distinct linked open data URIs have been imported to ArchivesSpace from the following sources:

  *   Personal, family, corporate, and conference names: Library of Congress Name Authority File
  *   Topical, geographic, preferred title, and occupation subjects: Library of Congress Subject Headings
  *   Form/genre terms: Getty Art and Architecture Thesaurus
  *   Any form/genre terms assigned from RBMS and TGM thesauri do not have URIs.


A total of 213,542 agent and subject links have now been verified or added to finding aids!!!

In addition to enhancing legacy data, these agent and subject records are now available to archivists creating new finding aids. Please use the following workflow when linking agents and subject to finding aids:

  1.  Search for an authority record, identifiable by a URI in the Authority ID field.
  2.  If no authority record is found, choose a local record, if available.
  3.  If no local record is found, create a new record in conformance with YUL's ArchivesSpace Agent and Subject Records Best Practices.<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdrive.google.com%2Fopen%3Fid%3D101OmjGUPXOEMb7Pg9Pi9alHse6Lb1kn1-AnTn4b1YOE&data=02%7C01%7Cfrancis.lapka%40yale.edu%7C0ab5d395172c45a7793608d5ee6444af%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636677036769914126&sdata=WQODCMeJm2z8gzU3vYvY0ZhXbsRzvANvRJ%2FuO0RsA8s%3D&reserved=0>

We have now begun the final phase of agent and subject record reclamation, which will include merging of duplicate records and other clean-up activities in preparation for the new public user interface. More information will be posted to the ArchivesSpace listserv as we plan this editing.  Meanwhile, please observe the following:

  *   Do not merge agent or subject records; merging will soon be underway by the Task Force members.
  *   Do not edit existing URIs or temporary codes beginning "dts...", in Authority ID fields.  Temporary codes identifying local records will be used by the Task Force during merging and later deleted.

Questions or feedback are welcome. Please contact me or any member of the Agents and Subjects Task Force listed below.

Karen Spicher

Chair, YUL ASpace Agents and Subjects Task Force

Members:

Mark Custer

Alicia Detelich

Francis Lapka

Sandra Markham


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