Review use of id0 - id4 fields in ASpace (keeping close watch on separator inconsistencies / requirements)

[crugas]

Not sure if we want to run this using an SQL report or through the API. SQL would be much faster, but any updates would need to be through the API on production.

[crugas]

@fordmadox To get CSV of all id_# fields in ASpace from SQL for resources and accessions for @crugas to look through and provide a report on usage.

[crugas]

@fordmadox I've done a review of the identifiers you sent awhile back and produced this document. Please let me know what you think whenever is convenient. Thanks! ArchivesSpace Identifiers Best Practices.docx

[crugas]

@crugas TODO:

• Get a report of all resource IDs that use hyphens and isolate those that will need hand editing (i.e. NMAH.AC.1903-Number Not Used)
• Write a python script to update resource record identifiers with the following parameters:
  • Concatenate all id fields from id_1, id_2, and id_3 to id_0, separated by periods
  • Remove all hyphens, spaces, brackets, and any other symbols and replace with periods for separation
  • Check the updated resource identifier against the EAD ID for the record to see if they match
    • If not - flag for follow up in a report. EAD ID will need to match new identifier (update EAD ID to match new identifier)
    • If match - update the resource identifier in ArchivesSpace
• After testing script locally, reach out to all affected units for ID updates and ask for permission to update IDs in prod (as well as update their identifier practices to use id_0 only and periods for separation.

[crugas]

Meeting updated goals from above:

• Write user stories/requirements following ID convention CAAS team agreed on (id_0 = repository code, id_1-3 are all other parts of the ID, including periods as separators, preferred using separated fields instead of periods): ArchivesSpace_Identifiers_Gherkin_Sheet
• Develop a plugin to validate IDs for users
• Rework refid plugin to generate from unitid (id_0-3 fields) instead of EAD ID. Also make EAD ID field automatically generate from unitid fields (and grey out for users unless admin)