Institution ID settings

[emanuel...@gmail.com]

Hello,

I’m an archivist and a member of the Group of Studies on Culture, Representation and Digital Information – CRIDI (http://cridi.ici.ufba.br/institucional/), from Information Science Institute of the de Federal University of Bahia, Brazil. Within the scope of our research, we are currently using the AtoM, in its 2.4.0 version, for our LEGATUM Repository - Sonus et Imago, which can be visualized at <http://www.legatum.ufba.br/atom/>.  

We have a question regarding the identifier code of the institution that, in the case of Brazilian archival institutions, is always preceded by a BR. What happens is that, when we insert that same code on the lower levels of the description, the AtoM automatically repeats the BR, as in the image below:

The solution we found to avoid that repetition, was to remove the “BR” from the identifier code. But when we do this, the code is incomplete, without the BR that is part of it, as in the image below:

So, what we need to know is, if there is a way to avoid that repetition of the BR in the AtoM, maybe some kind of customization/selection of the option, so that the repetition doesn’t occur.

 

With our thanks,

 

Sincerely

[emanuel...@gmail.com]

Here are the images that did not appear in the previous message:

Em terça-feira, 25 de setembro de 2018 18:04:22 UTC-3, emanuel...@gmail.com escreveu:

Hello,

I’m an archivist and a member of the Group of Studies on Culture, Representation and Digital Information – CRIDI (http://cridi.ici.ufba.br/institucional/), from Information Science Institute of the de Federal University of Bahia, Brazil. Within the scope of our research, we are currently using the AtoM, in its 2.4.0 version, for our LEGATUM Repository - Sonus et Imago, which can be visualized at <http://www.legatum.ufba.br/atom/>.  

We have a question regarding the identifier code of the institution that, in the case of Brazilian archival institutions, is always preceded by a BR. What happens is that, when we insert that same code on the lower levels of the description, the AtoM automatically repeats the BR, as in the image below:

The solution we found to avoid that repetition, was to remove the “BR” from the identifier code. But when we do this, the code is incomplete, without the BR that is part of it, as in the image below:

[Corinne Rogers]

Dear Emanuela,

It seems that your issue is arising because of the way AtoM handles repository identifiers and reference code inheritance in descriptions. When you enter information about a repository, you can add a numeric or alpha-numeric identifier for the repository (identified as a mandatory element). Contact information is also a mandatory element, and if you add the country as part of the repository contact information, AtoM will automatically pull the country code and add that as a prefix to your repository identifier in all archival descriptions.

For example, if your repository is "Test Repository" and you enter the identifier "1234", and contact information that includes "Brazil" in the country of the address block, then all your archival descriptions linked to that repository will begin their reference codes with BR 1234. If your repository identifier is "BR-1234" and Brazil is in the address block, then your description reference codes will begin with BR BR-1234.

You can read about reference code inheritance here: 

https://www.accesstomemory.org/en/docs/2.4/user-manual/administer/settings/#inherit-reference-code-information-object

You could avoid duplicating the country code (BR) in descriptions by:

1. omitting it from the repository identifier, or

2. omitting "Brazil" from the address block

Note - if you do not add any repository identifier, but still add Brazil in the address block, AtoM will add BR to all your descriptions attached to that repository.

If you turn off "Inherit reference code", (Admin/Settings/Global/Inherit reference code) then you will not have any duplication of BR, but you will have to manually add identifiers to all levels of description, including the repository code.

I hope that helps - please let us know if you still have questions.

best regards,

Corinne

Corinne Rogers

Systems Archivist

Artefactual Systems

[emanuel...@gmail.com]

Dear Corinne Rogers,

Thank you so much for your kind and quick response! I will test the suggestions given by you and then I will inform you the result here.

Have a great night!

Best regards.

Em terça-feira, 25 de setembro de 2018 18:04:22 UTC-3, emanuel...@gmail.com escreveu:

[emanuel...@gmail.com]

Dear Corinne Rogers,

I tested the solutions you suggested and what happened was that:

• When attempting to disable the "Inherit reference code" option, AtoM does not allow you to save this change in settings, even with administrator privileges. It returns a blank page, which when reloaded, does not save the change made.

• By not adding any repository identifiers, but still adding Brazil to the address block, AtoM adds BR to the lower levels of the description, but in the institution code it does not. So the problem remains.

• By omitting "Brazil" from the address block, it worked. But the problem is that we are working with institutions from other countries as well, so this is important information that should not be withdrawn, as it will interfere with the moment of research by the users, who will not be able to, in this case, search the institutions registered by country, correct?

• Given this, I ask what would be the problem that’s preventing us from turning off the "Inherit reference code (information object) " option? Because I think that might solve our problem.

I would like to point out that this same problem happens when I try to change the other settings in AtoM: the system returns the blank page, above, and does not save the changes made.

Thank you for any help you can give us.

Sincerely,

Em terça-feira, 25 de setembro de 2018 18:04:22 UTC-3, emanuel...@gmail.com escreveu:

[Dan Gillean]

Hello Emanuela, 

This suggests to me that there is an issue with your AtoM instance - my suspicion is that there is either data corruption, or a missed migration step. Below, I will include some troubleshooting suggestions. If you are not the systems administrator for your site, please pass the suggestions on to the person who has command-line access to your application. In the meantime, can you please check something for us and report back? I need to know the full version number of your AtoM instance, as listed in Admin > Settings > Global at the top of the page. 

First, we need to gather more information about the nature of the error. There are two places we can try to gather more information. The first is to look in the web server logs. See: 

• https://www.accesstomemory.org/docs/latest/admin-manual/maintenance/logging/#web-server-logs
  

The next is by placing the application in Debug mode, and repeating the steps that cause the error. A system administrator may need to make some configuration file changes before you will be able to do this. See: 

• https://www.accesstomemory.org/docs/latest/admin-manual/maintenance/debug/
  

Please share any relevant error messages you find there. 

My two theories, as I mentioned are either a missed schema migration, or corrupted data in the database. 

For the missed migration, this is why I am asking for the full version number. The second number (after the dash) is the schema version - in 2.4.0, this should be v156. When upgrading from a previous version there is a step that sometimes gets forgotten, to run the upgrade task: 

• https://www.accesstomemory.org/docs/latest/admin-manual/installation/upgrading/#run-the-upgrade-task
  

This ensures that a migration script runs that will make any necessary updates to the database schema, to account for new settings, functionality, etc. If this step was missed in your latest upgrade, then it may still be possible to run the task and resolve the issue. PLEASE MAKE BACKUPS FIRST before proceeding!!! 

If however, this was missed in a previous upgrade, things can be a lot trickier to resolve. 

The second possibility is that there is some corrupt data in your system that is affecting things. This can happen when a long-running operation times out before completing, aborting it mid-process. This can end up leaving incomplete data rows in the database, causing errors. We have some recommendations on how to identify and resolve the most common occurrences of data corruption in our troubleshooting guide, here: 

• https://www.accesstomemory.org/docs/2.5/admin-manual/maintenance/troubleshooting/#troubleshooting-data-corruption
  

Good luck, remember to make backups, and let us know what you find! 

Cheers, 

Dan Gillean, MAS, MLIS
AtoM Program Manager
Artefactual Systems, Inc.
604-527-2056

@accesstomemory

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