Removing an EAD

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(FIRST)
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## type in escape to stop writing
 
## type in escape to stop writing
 
## type in ":wq" to exit and save what you wrote.
 
## type in ":wq" to exit and save what you wrote.
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# Log in to the LOCKSS interface and suppress the collection (UNLESS THERE IS DIGITAL CONTENT)
  
 
== IN EVERY CASE ==
 
== IN EVERY CASE ==
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'''*Clean up the databases and document'''
 
'''*Clean up the databases and document'''
  
# Modify this entry appropriately, then use it in the InfoTrack database:
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# 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";
 
   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";
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# If the collection was combined with another:
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## Check to see if the other collection is in the InfoTrack database:
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## select * from allColls where id_2009 like "u0003_0003748";  (the gaining collection number)
 +
## If it's there, add a note: 
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  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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# Next, document in removedColls: insert into removedColls values(NULL,"u0003_0003696","A","2014-07-21","Donnelly Lancaster Walton", "combined with collection u0003_0003748");
  
# `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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'''*Clean up the directories and LOCKSS Manifests'''
  
# Remove the live version: `rm /srv/www/htdocs/content/u0003/0003696/Metadata/*ead.xml’
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# First the live content online:
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## cd /srv/www/htdocs/content/u0003/0003696/Metadata (change the numbers to the correct collection directory)
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## 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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## cd ..
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## IF THERE's NO DIGITAL CONTENT:  rmdir 0003696
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#  Then the archive area:
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## cd /srv/archive/u0003/0003696/Metadata  (change the numbers to the correct collection directory)
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## rm *  (IF THERE'S DIGITAL CONTENT:  rm *ead.xml  (leave the collection XML and spreadsheets, but get rid of all EAD versions)
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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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## 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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## cd ../../Documentation (this takes you to the u0003 level Documentation folder, one step up)
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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
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### type in: /u0003_0003696  (forward slash for searching, then the term you're seeking)
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### if found, type in: dd  (to remove that line)
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### type in :wq  (to save what you wrote and exit)
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# Next, clean up the EAD processing area
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## cd /srv/deposits/EADs/
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## CAREFULLY type in:  */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.)
  
             
 
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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'''*Document in the Archivist Spreadsheet'''
  
== SECOND ==
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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)
 
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# 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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## view /srv/archive/u0003/0003748/Documentation/u0003_0003748.xml  (there is none, since there’s no items online yet).
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## vi /srv/archive/u0003/0003748/Documentation/Manifest.html  (changed the title to “Hughes family papers” on both <head> and <title> lines.
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# In the InfoTrack database:
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## 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. )
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## Also in this database, add a note: 
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  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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== THIRD ==
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# 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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# 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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  `delete from lookup where id_2009 like “u0003_0003696” and history like “%EAD%”;
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In InfoTrack we also have a table for deleted collections (this has clearly happened a few times).
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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.
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So, for this one, I logged into InfoTrack and typed in:
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insert into removedColls values(NULL,"u0003_0003696","A","2014-07-21","Donnelly Lancaster Walton", "combined with collection u0003_0003748");
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To see the results, type in “select * from removedColls” and you’ll see the whole list.
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== FOURTH ==
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#  Change directory to /srv/deposits/EADs/ 
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#  do an ls for the finding aid for any directory in that area, for example:  ls */u0003_0003714.ead.xml
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#  remove each of those files, for example:  rm */u0003_0003714.ead.xml
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Revision as of 10:36, 1 September 2016

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.


The process to do this is as follows:


Contents

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)

IN EVERY CASE

*Clean up the databases and document

  1. 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";
  1. 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";
  1. 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. cd ..
    6. IF THERE's NO DIGITAL CONTENT: rmdir 0003696
  2. Then the archive area:
    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)
    7. cd ../../Documentation (this takes you to the u0003 level Documentation folder, one step up)
    8. 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: */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)
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