Difference between revisions of "Removing an EAD"

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The process to do this is as follows:
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The primary considerations in the workflow are whether the collection has already been released in LOCKSS for preservation copying, and whether there is any digitized content for the collection.  <font color="red">Please be careful with the commands below, as they are irreversible</font>, and if you type in the wrong collection number (or worse), we will not be able to restore the deletion.
  
  
== FIRST ==
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The examples below are dependent upon the collection number being "u0003_0003696" or "u0003_0003714", and the gaining collection (which it's been combined with) being "u0003_0003748".  <font color="red">Change the numbers to what is CORRECT for the entry you are working with.</font>
'''*Check to see if the content is in LOCKSS:'''
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 +
Currently, the collections to be removed are being documented in:  S:\Special Collections\Martha\ASpace & Acumen\EAD_Removal_from_Acumen.xlsx .
 +
 
 +
 
 +
The process is as follows:
  
#Log into the database InfoTrack, select * from inLOCKSS where id_2009 like “u0003_0003696”;
 
#if null, then we can delete content in the archive. 
 
#If it’s in there, though, we create a problems.txt in the Documentation folder in the archive and say what happened.
 
  
'''*If NOT in LOCKSS:'''
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== FIRST ==
# If any items are in the collection, we cannot delete the directories!  In that case, ASK DONNELLY IF THE ITEMS NEED TO GO TO THE OTHER COLLECTION, and
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'''*Check to see if the content is in LOCKSS, and if it has digital content:'''
# `rm /srv/archive/u0003/0003696/Metadata/*ead*xml’ (this gets versioned ones as well)
 
# `rm /srv/www/htdocs/content/u0003/0003696/Metadata/*ead.xml’
 
# Modify the manifest to remove EAD links: vi /srv/archive/u0003/0003696/Documentation/Manifest.html
 
 
'''*If NO items are in the collection''':
 
# Make a note of the title for the next set of steps, and then:
 
# `rm –r /srv/www/htdocs/content/u0003/0003696`
 
# Retain the collection directory and Documentation directory for the problems.txt file.
 
# And remove from database:  delete from allColls where id_2009 like “u0003_0003696”
 
# And remove the flat file for checksums:  rm /srv/scripts/md5/cya/checksums/u0003/0003696
 
# In either case, remove the EAD listing from the database:  delete from allColls where id_2009 like “u0003_0003748” and AnalogOrDigital like “A”;
 
  
'''*If in LOCKSS:'''
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# On libcontent, Log into the database InfoTrack: select * from inLOCKSS where id_2009 like "u0003_0003696";  (if null, it is not in LOCKSS yet.)
# Create a problems.txt in /srv/archive/u0003/0003696/Documentation/ and indicate that Donnelly told us on x date to take the EAD down, that it was combined with collection u0003_0003748
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# To check for digital content, there are two parts:
# Remove the live version: `rm /srv/www/htdocs/content/u0003/0003696/Metadata/*ead.xml’
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## in InfoTrack: select * from allColls where id_2009 like "u0003_0003696" and AnalogOrDigital like "D"; (if null, there still might be some in progress)
# If there’s items:   --  ASK DONNELLY IF THE ITEMS NEED TO GO TO THE OTHER COLLECTION       
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##  on the Share drive, look through the Completed folder, the in Progress folder and the Waiting folder for collections with this collection number.  
# If no items, but there's an EAD, remove the EAD and Metadata, but retain the collection directory and Documentation directory for the problems.txt file.  
 
#In either case, update database so it won’t show in the browse listing, and so we know what happened:
 
update allColls set online=NULL, inAcumen=NULL, listLevel=NULL, notes = “MSS 3696 Guide to the Arley E. Hughes Sr. Letters was added to  collection MSS 3748 on 7/21/14 per Donnelly Lancaster, then taken offline” where id_2009 like “u0003_0003748” and AnalogOrDigital like “A”;
 
             
 
6. Whether in LOCKSS or not, remove alternative versions of the EAD:
 
`rm /srv/deposits/EADs/*/u0003_0003696.ead.xml`
 
  
'''NOTE:  If you delete the manifest''' (which happens if you delete the archival directories) you '''MUST''' remove the link to the manifest(s) that are in the holder level directory manifest as well.  For example, if you remove /srv/archive/u0003/0003696/  then you need to edit the /srv/archive/u0003/Documentation/Manifest.html and remove the link(s) to the manifests for the u0003_0003696 collection.
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== IF THERE IS DIGITAL CONTENT==
  
== SECOND ==
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# ASK DONNELLY IF THE ITEMS NEED TO GO TO THE/AN OTHER COLLECTION.  If so, this is a completely separate process.  Do NOT delete those directories or content yet until this is sorted out, either online or in the archive.
  
# Since this impacted another collection, check the title both in the database and in the Manifest in the archive (and the collection xml).
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== IF CONTENT IS IN LOCKSS ==
## view /srv/archive/u0003/0003748/Documentation/u0003_0003748.xml  (there is none, since there’s no items online yet).
 
## vi /srv/archive/u0003/0003748/Documentation/Manifest.html  (changed the title to “Hughes family papers” on both <head> and <title> lines.
 
# In the InfoTrack database:
 
## select * from allColls where id_2009 like "u0003_0003748";  (the title was in this case updated by the upload of the new EAD; if it was not, must modify it. )
 
## Also in this database, add a note: 
 
  update allColls set notes = “MSS 3696 Guide to the Arley E. Hughes Sr. Letters was added into this collection 7/21/14 per Donnelly Lancaster; that collection was removed.” where id_2009 like “u0003_0003748”;
 
  
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# Create a problems.txt in /srv/archive/u0003/0003696/Documentation/ and indicate that "Donnelly Lancaster told us on x date to take the EAD down, that the collection was combined with collection u0003_0003748" (or whatever reason was given; substitute the name as is appropriate).  The process for this step is as follows:
 +
## cd /srv/archive/u0003/0003696/Documentation (change these numbers to get to the correct collection)
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## vi u0003_0003696.problems.txt  (again, change the numbers)
 +
## type in "i" for insert
 +
## type the message
 +
## type in escape to stop writing
 +
## type in ":wq" to exit and save what you wrote.
 +
# Log in to the LOCKSS interface and suppress the collection (UNLESS THERE IS DIGITAL CONTENT)
 +
## Click on "Deactivate AUs"
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## Click the box next to "All University of Alabama AUs"
 +
## Click "Select AUs"
 +
## Click the box next to the collection(s) you need to deactivate
 +
## then click on "Deactivate Selected AUs"
  
 +
== IN EVERY CASE ==
  
== THIRD ==
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'''*Clean up the databases and document'''
  
# If the collection for which an EAD was retracted contains items, check to see if the items go to another collection. If they do, that’s a whole ‘nother process, that impacts checksums too…
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1A) IF THE COLLECTION IS IN LOCKSS:  Modify this entry appropriately, then use it in the InfoTrack database. This will document that this is no longer online, and why:
# Delete the PURL for the EAD from the database so that when we have to update those, we won’t be confused.
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  update allColls set online=NULL, inAcumen=NULL, listLevel=NULL, notes = "MSS 3696 Guide to the Arley E. Hughes Sr. Letters was added to   collection MSS 3748 on 7/21/14 per Donnelly Lancaster, then taken offline" where id_2009 like "u0003_0003748" and AnalogOrDigital like "A";
   `delete from lookup where id_2009 like “u0003_0003696” and history like “%EAD%”;
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1B) IF THE COLLECTION IS NOT IN LOCKSS: Modify this to use your collection number:
In InfoTrack we also have a table for deleted collections (this has clearly happened a few times).
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  delete from allColls where where id_2009 like "u0003_0003696" and AnalogOrDigital like "A";
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2) If the collection was combined with another:
 +
## Check to see if the other collection is in the InfoTrack database:
 +
## select * from allColls where id_2009 like "u0003_0003748";  (the gaining collection number)
 +
## If it's there, add a note: 
 +
   update allColls set notes = "MSS 3696 Guide to the Arley E. Hughes Sr. Letters was added into this collection 7/21/14 per Donnelly Lancaster; that collection was removed." where id_2009 like "u0003_0003748";
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3) Next, document in removedColls: insert into removedColls values(NULL,"u0003_0003696","A","2014-07-21","Donnelly Lancaster Walton", "combined with collection u0003_0003748");
  
3.  If the entire collection was deleted (as this was), then we need an entry here that indicates the identifier, whether it was analog (the EAD) or digital, the date pulled, who requested this, and any notes.
 
  
So, for this one, I logged into InfoTrack and typed in:
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'''*Clean up the directories and LOCKSS Manifests'''
  
  insert into removedColls values(NULL,"u0003_0003696","A","2014-07-21","Donnelly Lancaster Walton", "combined with collection u0003_0003748");
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# First the live content online:
 +
## cd /srv/www/htdocs/content/u0003/0003696/Metadata (change the numbers to the correct collection directory)
 +
## rm *  (IF THERE'S DIGITAL CONTENT:  rm *ead.xml  (leave the collection XML)
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## cd ..  (this takes you up a level)
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## IF THERE's NO DIGITAL CONTENT:  rmdir Metadata
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## rm * - to remove the pdf
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## cd ..
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## IF THERE's NO DIGITAL CONTENT:  rmdir 0003696
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#  Then the archive area:
 +
## IF THIS IS NOT YET IN LOCKSS AND THERE's NO DIGITAL CONTENT: 
 +
### cd /srv/archive/u0003  (change this if your collection is not in u0003);
 +
### then:  rm -r 0003696  (removes the collection directory entirely
 +
## IF IN LOCKSS:
 +
### cd /srv/archive/u0003/0003696/Metadata  (change the numbers to the correct collection directory)
 +
### rm *  (IF THERE'S DIGITAL CONTENT:  rm *ead.xml  (leave the collection XML and spreadsheets, but get rid of all EAD versions)
 +
### cd ..  (this takes you up a level)
 +
### IF THERE's NO DIGITAL CONTENT:  rmdir Metadata
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### cd Documentation
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### IF THERE's NO DIGITAL CONTENT: rm Manifest*  (if there IS digital content, you'll need to edit this manifest and remove the link(s) for the EAD; see below)
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##  WHETHER IN LOCKSS OR NOT, IF NO DIGITAL CONTENT:
 +
### cd ../../Documentation (this takes you to the u0003 level Documentation folder, one step up; if you just deleted the collection directory, just cd Documentation, as you're already on the u0003 level)
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### Edit the live manifest that contains the link for the collection you're taking down (ONLY IF THERE's NO DIGITAL CONTENT)
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#### vi Manifest.html
 +
#### type in: /u0003_0003696 (forward slash for searching, then the term you're seeking)
 +
#### if found, type in: dd  (to remove that line)
 +
#### type in :wq  (to save what you wrote and exit)
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# Next, clean up the EAD processing area
 +
## cd /srv/deposits/EADs/
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## CAREFULLY type in: rm */u0003_0003696.ead.xml  (change the collection number here to what you're trying to delete. This removes the EAD in question from all the subdirectories in this area.)
  
To see the results, type in “select * from removedColls” and you’ll see the whole list.
 
  
== FOURTH ==
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'''*Document in the Archivist Spreadsheet'''
  
# Change directory to /srv/deposits/EADs/ 
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# On the share drive, navigate to S:\Special Collections\Martha\ASpace & Acumen and fill in the last 3 columns in the EAD_Removal_from_Acumen.xlsx spreadsheet for the collection in question. (Date removed, by whom, and when suppressed in LOCKSS interface)
#  do an ls for the finding aid for any directory in that area, for example:  ls */u0003_0003714.ead.xml
 
#  remove each of those files, for example:  rm */u0003_0003714.ead.xml
 

Latest revision as of 14:29, 18 October 2017

The primary considerations in the workflow are whether the collection has already been released in LOCKSS for preservation copying, and whether there is any digitized content for the collection. Please be careful with the commands below, as they are irreversible, and if you type in the wrong collection number (or worse), we will not be able to restore the deletion.


The examples below are dependent upon the collection number being "u0003_0003696" or "u0003_0003714", and the gaining collection (which it's been combined with) being "u0003_0003748". Change the numbers to what is CORRECT for the entry you are working with.

Currently, the collections to be removed are being documented in: S:\Special Collections\Martha\ASpace & Acumen\EAD_Removal_from_Acumen.xlsx .


The process is as follows:


FIRST

*Check to see if the content is in LOCKSS, and if it has digital content:

  1. On libcontent, Log into the database InfoTrack: select * from inLOCKSS where id_2009 like "u0003_0003696"; (if null, it is not in LOCKSS yet.)
  2. To check for digital content, there are two parts:
    1. in InfoTrack: select * from allColls where id_2009 like "u0003_0003696" and AnalogOrDigital like "D"; (if null, there still might be some in progress)
    2. on the Share drive, look through the Completed folder, the in Progress folder and the Waiting folder for collections with this collection number.

IF THERE IS DIGITAL CONTENT

  1. ASK DONNELLY IF THE ITEMS NEED TO GO TO THE/AN OTHER COLLECTION. If so, this is a completely separate process. Do NOT delete those directories or content yet until this is sorted out, either online or in the archive.

IF CONTENT IS IN LOCKSS

  1. Create a problems.txt in /srv/archive/u0003/0003696/Documentation/ and indicate that "Donnelly Lancaster told us on x date to take the EAD down, that the collection was combined with collection u0003_0003748" (or whatever reason was given; substitute the name as is appropriate). The process for this step is as follows:
    1. cd /srv/archive/u0003/0003696/Documentation (change these numbers to get to the correct collection)
    2. vi u0003_0003696.problems.txt (again, change the numbers)
    3. type in "i" for insert
    4. type the message
    5. type in escape to stop writing
    6. type in ":wq" to exit and save what you wrote.
  2. Log in to the LOCKSS interface and suppress the collection (UNLESS THERE IS DIGITAL CONTENT)
    1. Click on "Deactivate AUs"
    2. Click the box next to "All University of Alabama AUs"
    3. Click "Select AUs"
    4. Click the box next to the collection(s) you need to deactivate
    5. then click on "Deactivate Selected AUs"

IN EVERY CASE

*Clean up the databases and document

1A) IF THE COLLECTION IS IN LOCKSS: Modify this entry appropriately, then use it in the InfoTrack database. This will document that this is no longer online, and why:

 update allColls set online=NULL, inAcumen=NULL, listLevel=NULL, notes = "MSS 3696 Guide to the Arley E. Hughes Sr. Letters was added to    collection MSS 3748 on 7/21/14 per Donnelly Lancaster, then taken offline" where id_2009 like "u0003_0003748" and AnalogOrDigital like "A";

1B) IF THE COLLECTION IS NOT IN LOCKSS: Modify this to use your collection number:

 delete from allColls where where id_2009 like "u0003_0003696" and AnalogOrDigital like "A";

2) If the collection was combined with another:

    1. Check to see if the other collection is in the InfoTrack database:
    2. select * from allColls where id_2009 like "u0003_0003748"; (the gaining collection number)
    3. If it's there, add a note:
 update allColls set notes = "MSS 3696 Guide to the Arley E. Hughes Sr. Letters was added into this collection 7/21/14 per Donnelly Lancaster; that collection was removed." where id_2009 like "u0003_0003748";

3) Next, document in removedColls: insert into removedColls values(NULL,"u0003_0003696","A","2014-07-21","Donnelly Lancaster Walton", "combined with collection u0003_0003748");


*Clean up the directories and LOCKSS Manifests

  1. First the live content online:
    1. cd /srv/www/htdocs/content/u0003/0003696/Metadata (change the numbers to the correct collection directory)
    2. rm * (IF THERE'S DIGITAL CONTENT: rm *ead.xml (leave the collection XML)
    3. cd .. (this takes you up a level)
    4. IF THERE's NO DIGITAL CONTENT: rmdir Metadata
    5. rm * - to remove the pdf
    6. cd ..
    7. IF THERE's NO DIGITAL CONTENT: rmdir 0003696
  2. Then the archive area:
    1. IF THIS IS NOT YET IN LOCKSS AND THERE's NO DIGITAL CONTENT:
      1. cd /srv/archive/u0003 (change this if your collection is not in u0003);
      2. then: rm -r 0003696 (removes the collection directory entirely
    2. IF IN LOCKSS:
      1. cd /srv/archive/u0003/0003696/Metadata (change the numbers to the correct collection directory)
      2. rm * (IF THERE'S DIGITAL CONTENT: rm *ead.xml (leave the collection XML and spreadsheets, but get rid of all EAD versions)
      3. cd .. (this takes you up a level)
      4. IF THERE's NO DIGITAL CONTENT: rmdir Metadata
      5. cd Documentation
      6. IF THERE's NO DIGITAL CONTENT: rm Manifest* (if there IS digital content, you'll need to edit this manifest and remove the link(s) for the EAD; see below)
    3. WHETHER IN LOCKSS OR NOT, IF NO DIGITAL CONTENT:
      1. cd ../../Documentation (this takes you to the u0003 level Documentation folder, one step up; if you just deleted the collection directory, just cd Documentation, as you're already on the u0003 level)
      2. Edit the live manifest that contains the link for the collection you're taking down (ONLY IF THERE's NO DIGITAL CONTENT)
        1. vi Manifest.html
        2. type in: /u0003_0003696 (forward slash for searching, then the term you're seeking)
        3. if found, type in: dd (to remove that line)
        4. type in :wq (to save what you wrote and exit)
  3. Next, clean up the EAD processing area
    1. cd /srv/deposits/EADs/
    2. CAREFULLY type in: rm */u0003_0003696.ead.xml (change the collection number here to what you're trying to delete. This removes the EAD in question from all the subdirectories in this area.)


*Document in the Archivist Spreadsheet

  1. On the share drive, navigate to S:\Special Collections\Martha\ASpace & Acumen and fill in the last 3 columns in the EAD_Removal_from_Acumen.xlsx spreadsheet for the collection in question. (Date removed, by whom, and when suppressed in LOCKSS interface)