Batch change restrictions language in Rose Library and EUA collections

[erussey]

Change text within the Restrictions Governing Access field in the Rose and EUA repositories from

"Collection stored off-site. Researchers must contact the Rose Library in advance to access this collection."

to

"Collection stored off-site; materials must be requested two business days in advance of appointment."

https://archives.libraries.emory.edu/staff/resources/2431/edit#tree::resource_2431

Note that there may be other text or other subnotes within the Restrictions Governing access field as in https://archives.libraries.emory.edu/staff/resources/3391/edit#tree::resource_3391. Only the text string above should be replaced.

[erussey]

@erussey Will ask Rose whether a policy page can be set up for these type of change in the future rather than a data change.

[abelemlih]

@erussey a quick question to clarify requirements: would changing all object of record type "Resource" and with a note of type "Conditions Governing Access" and label "Restrictions on Access" fulfill all the requirements of this ticket? Let me know if there are other record types that should be updated.

As for the update, I plan on running a bulk update via the API on Test, to verify changes, then production once changes are approved.

[erussey]

@abelemlih Yes, just checked with stakeholders and that note is only attached to resource objects. I might be careful with that label though...it's generally true that the note type Conditions Governing Access has a label of Restrictions on Access, but they are starting to drop that label (which is a remnant of the migration).

[abelemlih]

@erussey is it correct then to update all objects of record type "Resource" and with a note of type "Conditions Governing Access", regardless of label? I just want to clarify which conditions to set for the API update.

[abelemlih]

I worked on two scripts, once to compile all relevant resources that we need to update, and one to run the actual update. Below are two resources I updated on Test to match the new note text:

• https://archives-test.libraries.emory.edu/staff/resources/2229
• https://archives-test.libraries.emory.edu/staff/resources/2418

I reached out to Elizabeth for verification and approval. As for next steps, I will update the Test instance in bulk, and once approved, we can run a report of all resources that are relevant in production before we run a bulk update.

[erussey]

@abelemlih We're not catching everything in the current script to find the relevant resources. There are examples (see https://archives-test.libraries.emory.edu/staff/resources/3206#tree::resource_3206) that have additional text in the note. The same text needs to be changed in these with the other part of the note unchanged. Is that possible? When I just did a kw search for the number of resources with the word off-site in the test UI, I got 342 results.

[abelemlih]

I sent Elizabeth an updated report with all resources whose access restriction note includes text "Collection stored off-site. Researchers must contact the Rose Library in advance to access this collection." instead of matching it exactly. I will move forward with a bulk update once the report is approved

[erussey]

@abelemlih : Yes, that is a more accurate report. You can go ahead and try the bulk update in test. Note that the change should only replace the text it matches on. The rest of the note should stay as is.

[abelemlih]

I updated all resources on Test. Once verified and approved by @erussey, I will move forward with compiling a list of all relevant resources in production and update them.

[erussey]

Checking with stakeholders to be sure that the data looks ok. I should be able to give the go-ahead Wednesday or Thursday.

[erussey]

@abelemlih : I've gotten the go-ahead to proceed with the changes above in production. I would appreciate a report of the resource objects that were changed.

[abelemlih]

@erussey sounds good, I will run a report of all items that need to be updated tomorrow, verify it with you, then proceed with the actual update. I plan on working on these tasks tomorrow morning.

[abelemlih]

@erussey I updated all relevant resources in production and sent you a report of all resources updated on Slack. This ticket is ready to close.