Considerations for Importing Data into ArchivesSpace

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 You can import the following data formats into ArchivesSpace:

  • Accessions records: CSV and MARCXML
  • Resource records: EAD and MARCXML
  • Digital Object records: CSV
  • Subject records: MARCXML
  • Agent records: EAC and MARCXML
  • Assessment records: CSV 

The ArchivesSpace website provides templates for each format in the 'Data Import and Export Maps' section on this page: http://archivesspace.org/using-archivesspace/migration-tools-and-data-mapping

Download the templates and use them to organize your data.

Steps for Importing the Data into ArchivesSpace

1. Click on Create (if you don't see the Create option, then your account does not have the appropriate permissions)

2. Click on Background Job

3. Click on Import Data

4. Click on the appropriate selection in the Import Type menu

5. Click on the Add File button and find the data file

6. Click on the Queue Job button

ArchivesSpace will import the file and refresh the page after the import is finished. If the import fails, then there is something wrong with the data file. Make sure that you have values for any required fields in the type of ArchivesSpace record that you are trying to populate.

If the import is successful, you will see a success message and a link to the new record. Click on the link to review the record. 

Advice for Importing Data into ArchivesSpace

- Start with one entry in the data file.

- Import the file and make sure that it imports successfully.

- Review the new record in ArchivesSpace.

--- Did data map to the fields that you expected it to?

--- Is any data missing?

--- Click on fields that have drop-down menus. Are there extra entries or duplicates? Duplicates could be caused by an uppercase letter vs. lower case. Each value in a drop-down menu has two entries - a database value and a database translation. The value is typically lowercase; the translation is typically uppercase and is just used for display purposes. If a value is imported with an uppercase letter, it will appear to cause a duplication. We saw this with the resource type 'Papers.' If that is the case, make sure that the entry is lowercase in your data file before importing.

- After successfully importing one entry, try to import 3-5 entries in the same data file. Perform the same quality assurance steps.

- Once you are confident about your data, you can import the rest in batch.

- If you need to clean up any controlled vocabulary lists, please contact Atlas support, as these changes must be made on the server itself. Or if you have any problems or questions at all, contact Atlas support at support@atlas-sys.com

 

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