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Considerations for Importing Data into ArchivesSpace

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(s). Click on the link(s) to review the record(s).

Advice for Importing Data into ArchivesSpace​

Review Terms and Drop-down Menus​

Review any terms that you will be importing that you would typically use in drop-down menus in ArchivesSpace, such as Extent Types. If the terms do not exactly match (including case and spacing) the terms that are already in ArchivesSpace, then the import will create duplicate values.

Start with One Entry​

Start with one entry in the data file. Import the file and make sure that it imports successfully. Some tips:

  • Be sure to select the correct import data type. If you select the wrong one, the import log is misleading. It will provide a green "success" message, but no file will actually be imported. If a file is imported successfully, you will see both a green "success" message and links to the new records that were created by the import.

  • If you are not able to import the file at all, create a manual record with some or all of the data that you are trying to import. Then export that data in the format in which you are trying to import. This will provide you with a correct template. So for example, if you are trying to unsuccessfully import a resource record using the EAD import, use the data to manually create the resource record and a few components (if applicable) in a new resource record in ArchivesSpace. Save the record, click on the Export button, and elect Download EAD.

Review Imported Records​

After successfully importing the file, review the new record(s) in ArchivesSpace. Links to the records will appear at the bottom of the import results page.

  • 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.

Gradual Import Process​

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

Batch Import​

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

Clean Up and Support​

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