ArchivesSpace Monthly Update - May 2024
Bailey-Grace Harrell
ArchivesSpace Update – May 2024
Upcoming Schedule at a Glance:
- June 5 | ArchivesSpace Demonstration and Overview of Member Benefits
- June 21 | Deadline to Apply as Independent Consultant
- June 26 | Community-wide Training: Data clean up, exports and reports in ArchivesSpace
- August 14 | ArchivesSpace 10th Annual Member Forum
ArchivesSpace 10th Annual Member Forum
Dear ArchivesSpace members,
The ArchivesSpace program team is excited to announce that registration is now open for the 10th Annual ArchivesSpace Member Forum! This year’s forum will be held on August 14, 2024, in Chicago, IL, at the Chicago Public Library. In addition to this in-person opportunity to meet, we will also be holding a virtual learning opportunity the week before the forum.
This community-driven member forum is a free half-day event open to anyone affiliated with an ArchivesSpace member institution. Just as in previous years, this will be a free opportunity for staff from ArchivesSpace member institutions to meet and share information with each other and the program team about all things ArchivesSpace. While this event is free, registration is required.
We are very excited to be partnering with Archive-It to host our individual forums at the Chicago Public Library. We will also be hosting a joint luncheon with Archive-It immediately following the ArchivesSpace half-day forum. We hope you will plan to stay and enjoy this time with both ArchivesSpace and Archive-It members and users.
The agenda for the in-person meeting is still being developed, but anyone planning to attend the events on the 14th is encouraged to register now to assist the planning team in making appropriate arrangements. We also encourage all attendees to consider submitting a proposal for the forum when the submission form opens in the coming weeks.
In addition to the in-person forum, we will be offering a pre-forum virtual workshop the week before the forum. Details and registration for this session will be available soon.
For a more detailed agenda, visit the event wiki at
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/3768385553/ArchivesSpace+Member+Forum+2024
Feel free to contact the ArchivesSpace team at Archives...@lyrasis.org with questions. We look forward to seeing many of you there!
ArchivesSpace Demonstration and Overview of Member Benefits
ArchivesSpace is offering a 60-minute demonstration of the ArchivesSpace application open to anyone interested in ArchivesSpace. This demonstration will be offered on June 5, 2024, at 1:00pm ET (find your local time).
Date: June 5, 2024
Time: 1:00pm ET (find your local time)
Where: Zoom
Registration: https://lyrasis.zoom.us/webinar/register/WN_6UzONGSUQPKh5H2eUsJr4g
This demo will feature an overview of the application, a brief explanation of the ArchivesSpace Staff and Public User Interfaces and an introduction to the ArchivesSpace member community and member benefits. A brief Q&A will follow the demo.
These demos are intended to assist those who are considering using the ArchivesSpace application at their organization to determine if ArchivesSpace is the right tool for their needs.
These demonstrations are not intended for those already using ArchivesSpace or those looking for ArchivesSpace training opportunities. The demo will be recorded and made available with the other freely available resources on our Getting Started webpage.
For more information about this demo, ArchivesSpace, and ArchivesSpace membership, email Archives...@lyrasis.org.
ArchivesSpace 2024 Governance Board Elections
The ArchivesSpace governance model is built on the principles of maintaining a high level of community engagement and fostering an active and responsive development community. It is designed to provide opportunities for all levels of membership to participate. Our three governance groups provide essential community engagement, with members who commit to volunteering their time and expertise toward developing the ArchivesSpace community and software.
The purpose of the ArchivesSpace Governance Board is to provide leadership for the ArchivesSpace community and advise Lyrasis, the ArchivesSpace organizational home, on the ongoing development and support of ArchivesSpace. The board sets membership policies, reviews and approves budgets and resource allocation, and advises on program initiatives, always with a focus on meeting the needs of a broad and diverse spectrum of archival institutions in a balanced and equitable manner. It is composed of five elected members – one from each membership level – plus one member from each of the project partner institutions (New York University and the University of California San Diego) and one ex officio, non-voting member from the Lyrasis senior management team.
This year the positions for the representatives at the Small, Medium, and Very Large membership levels are up for election. Voting will open early June, with the date still TBD.
Each member organization gets one vote in the election for the representative at their membership level. Only the Small, Medium, and Very Large level positions are open this year. (The Medium level election is to complete the remaining two years of the previous representative's term due to an organization change, while the Small and Very Large levels are for full three-year terms.) The Voting Member we have on record for each eligible organization will receive an email with the ballot. If your organization is eligible and your Voting Member does not receive the ballot, or if your Voting Member has changed, please contact the ArchivesSpace Program Team at Archives...@lyrasis.org. The deadline for voting is still TBD and will be shared once it has been confirmed.
Please note: if your organization is in the Large or Very Small levels your representative position is not up for election and you will not be voting this year.
A big thank you to all those who have volunteered to serve, and thanks in advance to everyone who votes. To learn more about ArchivesSpace governance, please visit https://archivesspace.org/governance-board-and-councils.
Call for ArchivesSpace Independent Consultants - 2024 Registry
As the ArchivesSpace user community continues to grow, we occasionally hear from people wanting individualized help beyond what membership or volunteer peer-to-peer guidance can provide. Typical needs include migrating data from a legacy database or a homegrown system, custom interface work, one-on-one user training/tutorials, or deploying an ArchivesSpace server. Often these requests come from people who are not interested in hosting options, or cannot pursue bringing a full workshop with an organized group to their regional area.
To help in these kinds of situations, the ArchivesSpace program maintains an informal registry of individuals interested in providing independent consulting services related to ArchivesSpace. Please note that our involvement is for informational purposes only. Consultants and potential clients work out any details of projects and costs amongst themselves.
If you, or someone you know of, would like to be listed in the independent consultant registry, please email ArchivesSpace at Archives...@lyrasis.org by June 21, 2024, 5pm ET with the following information:
- Your location
- Your preference for remote and/or in-person work
- Services
- Experience with ArchivesSpace
- Best way for prospective clients to contact you and/or see examples of your work
- Your contact information
Affiliation with an ArchivesSpace member institution is not required for an individual to be listed in the registry. You can elect to remove yourself from the registry at any time.
Community-wide Training: Data Clean Up, Exports, and Reporting
ArchivesSpace will be offering our next community-wide training on June 26th, 2024, from 12pm-3pm ET/9am- 12pm PT. This training will cover data clean up, exports, and reporting in ArchivesSpace.
Upon completing this workshop, attendees will:
- Access and use the data import and export templates in ArchivesSpace
- Import record types into ArchivesSpace, including accession, agent, digital object, location and resource records
- Export record types in ArchivesSpace, including agent, digital object and resource records
- Export PDFs and CSVs from ArchivesSpace
- Use import and export options in data cleanup
- Run out-of-the-box reports in ArchivesSpace
- Create and run custom reports in ArchivesSpace
This training assumes a basic understanding of archival workflows and metadata formats as well as experience navigating the staff user interface. If you plan to attend this workshop without the required background, we encourage you to review the recorded ArchivesSpace basics training available on our Getting Started webpage.
Due to the popularity of this workshop, this training is now full. We have a waiting list being maintained through our registration system. You are welcome to register and you will be notified if additional space becomes available. You can register here: https://www.lyrasis.org/ASpaceEventJune
Please note this training will be recorded and uploaded to the Help Center for future access.
This training is open to anyone using or interested in ArchivesSpace but ArchivesSpace members are eligible for a discount. If you qualify for the member discount, you will need to reach out to Archives...@lyrasis.org to receive a member promo code before registering.
If you have any questions, please email Archives...@lyrasis.org.
Membership Update
We are excited to welcome our newest members to our community! Some of our new members since April 30 include:
- Library of Congress | Washington, D.C.
As of May 31, we have 493 General members, 23 Educational Program members, 3 Registered Service Providers, and 1 Consortium Provider.
Thank you to our current ArchivesSpace members for your contribution to the development and sustainability of the ArchivesSpace application. ArchivesSpace has a membership model to support the continued development of the application and user community and ArchivesSpace members are eligible for a variety of benefits. If you are interested in ArchivesSpace membership for your organization, email us at Archives...@lyrasis.org.
ArchivesSpace monthly updates provide news about ArchivesSpace community and program activities and are sent to our member listservs, the ArchivesSpace non-member Google Group, and SAA’s Collection Management Section listserv, as well as being posted on the ArchivesSpace website. Please feel free to share this update with people you know who have an interest in ArchivesSpace but may not be on one of these lists.
Jessica Crouch
Dear ArchivesSpace members,
We are thrilled to be holding our 10th Annual ArchivesSpace Member Forum in person at the Harold Washington Library Center, Chicago Public Library, on August 14, 2024, from 9:00 AM - 12:30 PM CT. In addition to this in-person opportunity to meet, we will also be holding a virtual learning opportunity about creating and editing Digital Object records in ArchivesSpace on August 7, 2024. Registration for this virtual event is separate and you do not need to attend the in-person forum to attend.
Registration is now open for both the in-person meeting and the pre-forum virtual workshop, though the schedule for the in-person meeting is still being developed. Just as in previous years, this will be a free opportunity for staff from ArchivesSpace member institutions to meet and share information with each other and the program team about all things ArchivesSpace.
To that end, everyone attending the in-person meeting is strongly encouraged to consider submitting a proposal. We encourage brief 15-30 minute sessions showing off your organization’s implementation of ArchivesSpace, a tool or plug-in you’ve developed, a project your organization has undertaken or a new workflow you’ve developed. Presentations up to 30 minutes will be considered.
There is a short Google form for proposals available at https://forms.gle/GPy3o1W3pWfLTCvd7. Proposals will be reviewed on a rolling basis. The last day that proposals will be accepted is July 19, 2024, and all presenters will be notified by July 26, 2024.
Please feel free to contact me at jessica...@lyrasis.org with questions. We look forward to seeing you in Chicago!
Best,
Jessica
Jessica Dowd Crouch
Community Engagement Lead for ArchivesSpace
