Public resource records/AO/DO not visible on PUI

[Greenwood, Amanda Lynn (qkv8sr)]

Good morning, everyone!

In the past 5-6 months, I've discovered that some resource records/AO/DO that are marked as published are not showing up on the PUI. I'm usually alerted to this when I'm searching for the collection in the PUI search box and am thrown back the error that the record does not exist. The finding aid status and processing status for all our published records are marked as "completed." 

When I discover this problem, I go back to the record and republish it, and the problem is solved...until it happens again. This isn't necessarily happening to the same records over and over again; it seems very sporadic. 

Currently on v3.5.1, and colleagues across my institution have not noticed this happening to their repository on ASpace. I've checked my repository preferences and saw nothing squirrely. 

Curious if anyone has encountered this and has managed to solve this issue!

With warmest regards,

Amanda

Amanda Greenwood, ALM, MSIS, CA
Archivist, Historical Collections

E agree...@virginia.edu
P 434.982.0576

University of Virginia
Claude Moore Health Sciences Library
1350 Jefferson Park Avenue
Charlottesville, VA 22908

[Fatemeh Rezaei]

Amanda, 

I experienced the same issue and also couldn't identify the root cause. Republishing resolved it for me as well. It's good to know I wasn’t the only one encountering this!

Fatima

Fatemeh Rezaei, CA

Archivist

Special Collections & Archives

University of Baltimore

5 West Chase St., Room 301

Baltimore, MD 21201

410.837.5047

fre...@ubalt.edu

 

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From: 'Greenwood, Amanda Lynn (qkv8sr)' via Archivesspace_Users_Group
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Subject: [ArchivesSpace Users Group] Public resource records/AO/DO not visible on PUI

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[Joshua D. Shaw]

We've noticed this on 3.3.1 - for us seems to be limited to newly published objects and is very sporadic.  Republishing solves the issue for us as well.

This all points to the indexer missing some published objects. I have not had a chance to see what might be the issue, but I'm wondering if either of your institutions have tweaked the config for the PUI indexer thread count or PUI record per thread settings?

jds

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From: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org> on behalf of Fatemeh Rezaei <fre...@ubalt.edu>
Sent: Tuesday, May 13, 2025 9:18 AM
To: archivesspac...@lyrasislists.org <Archivesspac...@lyrasislists.org>; Greenwood, Amanda Lynn (qkv8sr) <qkv...@virginia.edu>
Subject: [ArchivesSpace Users Group] Re: Public resource records/AO/DO not visible on PUI

 

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[Paul Sutherland]

We have a possibly similar issue, also with 3.5.1, where titles updated using the Bulk Update Spreadsheet are not updating in the PUI, or in some cases update in the tree but not in the main title. See this example, where the tree title is the new one, and the main title (info row and HTML head element title) remains the old one:

Re-saving will fix it (or clicking "publish all").

It may have been resolved in 4.0+, but I'm flagging it here in case this is similar. The timeline of ~6 months seems to match up to your example, Amanda.

I mention the Bulk Update Spreadsheet because this is where I'm usually editing titles. It's possible this happens when just using the plain SUI too.

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--

Paul Sutherland (he/his)
Archivist of Indigenous Materials
Center for Native American and Indigenous Research

Library & Museum
American Philosophical Society
105 S. 5th Street, 2nd Floor
Philadelphia, PA 19406

Lenapehoking

215-440-3408

amphilsoc.org/library/CNAIR

cn...@amphilsoc.org

I respectfully acknowledge that I work and reside in Lenapehoking, the homeland of the Lenape people in past, present, and future generations. I am grateful for the past and ongoing generosity of numerous Indigenous communities and individuals who have offered guidance, expertise, and opportunities for collaboration that make my work possible.

Learn more about ...

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- Scheduling a visit to our Reading Room to view our collections

- Our Museum's next exhibit Philadelphia: The Revolutionary City, opening April 11 2025

[Jessica McMillen]

Hi all,

We ran into this issue a few years ago and found that it was related to having the IDs for those records in the deleted_records table which removes them from the index for the public site. There's an old listserv message about it here. https://groups.google.com/a/lyrasislists.org/g/archivesspace_users_group_archived/c/xG6qA-wWh10/m/6MRFYR8PBwAJ

We were able to run some kind of script to clear that deleted_records table and then reindex which fixed the problem. If that sounds like it could be your issue, I can see if the sys admin who works on our ArchivesSpace instance still has the script or other additional information that he can share with you all.

/ Jessica McMillen
Director of Systems
Downtown Library | WVU Libraries
P.O. Box 6069
Morgantown, WV 26506-6069
(304) 293-0312
jessica....@mail.wvu.edu

(she/her/hers)

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From: 'Greenwood, Amanda Lynn (qkv8sr)' via Archivesspace_Users_Group <Archivesspac...@lyrasislists.org>

Sent: Tuesday, May 13, 2025 9:09 AM

To: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org>

Subject: [ArchivesSpace Users Group] Public resource records/AO/DO not visible on PUI

[Joshua D. Shaw]

Interesting. Though, at first blush, I think that this scenario would/should cause the records in question to remain unpublished regardless of status. And that a re-save wouldn't cause them to appear in the PUI. Could be related though - or symptomatic of some other underlying issue?

jds

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From: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org> on behalf of Jessica McMillen <jessica....@mail.wvu.edu>
Sent: Tuesday, May 13, 2025 4:18 PM
To: archivesspac...@lyrasislists.org <Archivesspac...@lyrasislists.org>
Subject: [ArchivesSpace Users Group] Fw: Public resource records/AO/DO not visible on PUI

 

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[Jessica McMillen]

My best guess is that there is a bug that causes the IDs to only be deleted from that table when a record is re-published, but not when it's initially created.

/ Jessica McMillen
Director of Systems
Downtown Library | WVU Libraries
P.O. Box 6069
Morgantown, WV 26506-6069
(304) 293-0312
jessica....@mail.wvu.edu

(she/her/hers)

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From: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org> on behalf of Joshua D. Shaw <Joshua...@dartmouth.edu>
Sent: Tuesday, May 13, 2025 4:38 PM
To: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org>
Subject: [ArchivesSpace Users Group] Re: Public resource records/AO/DO not visible on PUI

 

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[Joshua D. Shaw]

Resurrecting this thread since I believe I've found a problem in the PUI indexer that's responsible for at least some of the behaviors mentioned in this thread.

Essentially, the PUI indexer runs two types of indexes per index round - a standard object index and a tree index. The two currently share the state files that flag whether a round is complete and provide the timestamp by which to request new/changed objects.

What can happen is that a race condition develops when an index round is running and another set of objects is changed. That second set of objects will get picked up by the tree index round, and the tree indices associated with those objects will be updated, but the standard indices will not because the tree index round will update the state files with a timestamp later than those of the second batch of changed objects. A resave will usually fix the problem because it updates the timestamp on the objects to something later than that created by the tree index.

I've solved this by creating new state files for the trees independent of the current object state files. Need to do a bit more testing locally, but will create a PR this week.

jds

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From: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org> on behalf of Joshua D. Shaw <Joshua...@dartmouth.edu>
Sent: Tuesday, May 13, 2025 9:36 AM
To: Fatemeh Rezaei <fre...@ubalt.edu>; archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org>; Greenwood, Amanda Lynn (qkv8sr) <qkv...@virginia.edu>

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