ArchivesSpace Records Management Plugin

An ArchivesSpace plugin that adds integration with Dartmouth's Records Management System

Note: This plugin depends on the Container Management Plugin:

https://github.com/hudmol/container_management_dartmouth

How to install it

To install, just activate the plugin in your config/config.rb file by including an entry such as:

 # If you have other plugins loaded, just add 'box_search' to
 # the list
 AppConfig[:plugins] = ['local', 'other_plugins', 'container_management', 'aspace_rms']

And then clone the box_search repository into your ArchivesSpace plugins directory. For example:

 cd /path/to/your/archivesspace/plugins
 git clone https://github.com/hudmol/aspace_rms.git aspace_rms

Or if you are after a particular release, download and unzip it from here:

https://github.com/hudmol/aspace_rms/releases

When installing or upgrading this plugin it will be neceesary to run a database migration like this:

  cd /path/to/archivesspace
  scripts/setup-database.sh

And initialize the plugin like this:

  cd /path/to/archivesspace
  scripts/initialize-plugin.sh aspace_rms

How to use it

Import from Records Management

To import from Records Management, create a new Background Job:

  Job Type:     Import Data
  Import Type:  Records Management Zipfile

The file provided should be a zip that contains at least two files those names end with:

  ArchBoxExport.xlsx
  ArchFileExport.xlsx

The Box file should have the following columns:

  "Orig_SERN", "BOXN", "BOX_SEQ", "Box Location", "BOXNAME", "BEGINDATE", "ENDDDATE"

The File file should have the following columns:

  "BOXN", "FILN", "FILNAME"

Box file

Rows from the Box file will be imported as archival_objects with the following values:

  title:             *BOXNAME*
  level:             otherlevel
  other_level:       box
  parent:            {ref: archival_object with external_id: {source: container_management_rms_source, external_id: *Orig_SERN*}}
  resource:          {ref: the same resource as the parent}
  external_ids:      [{source: container_management_rms_source, external_id: *BOXN*}]
  dates:             [{date_type: inclusive, label: creation, begin: *BEGINDATE*, end: *ENDDDATE*}]
  instances:         [{instance_type: mixed_materials,
                        container: {type_1: box, indicator_1: *BOX_SEQ*,
                          container_location: {status: current, start_date: today, ref: location with coordinate_1_indicator: *Box Location*}}}]
  rms_import_batch:  today as YYYY-MM-DD

Note:

The value matched in external_id.source is taken from config, for example:

  AppConfig[:container_management_rms_source] = "RMS"

If no archival_object is found with an external_id of Orig_SERN, then the entire import will be aborted To allow partial imports, set the following in config.rb:

  AppConfig[:records_management_import_permit_partial] = true

This will cause the row to be skipped, but allow the import to continue.

If no location is found with coordinate_1_indicator of Box Location, then a new location will be created:

  building:               RecordsCenter
  area:                   RecordsManagement
  coordinate_1_label:     Shelf
  coordinate_1_indicator: *Box Location*

File file

Rows from the File file will be imported as archival_objects value the following values:

  title:             *FILNAME*
  level:             file
  parent:            {ref: archival_object imported from the Box file with the same *BOXN*}}
  resource:          {ref: the same resource as the parent}
  external_ids:      [{source: container_management_rms_source, external_id: *FILN*}]
  rms_import_batch:  today as YYYY-MM-DD

If there is no Box corresponding to BOXN, then the entire import will be aborted To allow partial imports, set the following in config.rb:

  AppConfig[:records_management_import_permit_partial] = true

This will cause the row to be skipped, but allow the import to continue.

archival_object.rms_import_batch

Resource Component (Archival Object) records have a new field rms_import_batch. A value in this field is used to identify a batch of imported records. The importer sets the value to today's date (YYYY-MM-DD). This value is indexed, allowing a search like this:

  rms_import_batch_u_sstr:2015-10-24

To return all records imported on October 24, 2015.

Records Management Import Batch Report

This plugin introduces a new report. Select 'Reports' from the Repository menu, then click on 'Records Management Import Batch'. Enter a Batch date to select all boxes imported from Records Management on that day.

The report has two columns:

  BOXN:        The Records Management Number of the box
  Description: "resource.identifier; Box Number: top_container.indicator; box.title"