Import External Data
Summary
CollectionSpace users would like to import reference copies of data and/or blobs stored in one or more external systems or repositories of record. The copied data should be able to be refreshed (either manually or as part of a batch process). System administrators should be able to configure the source repository, which fields to bring over, and what the map into CollectionSpace looks like.
Use Cases
University Library A is using both CollectionSpace and Voyager. Voyager is the system of record for bibliographic information. University library staff would like to copy core bibliographic (cataloging) information on a per-item basis from Voyager to Object records in CSpace so they can related those Object records to Exhibition, Loan, and Conservation procedures in CollectionSpace.
Historical Society B is using both CollectionSpace and ArchivesSpace. New Acquisitions are often split between the archives and museum divisions of the historical society. ASpace is the system of record for Acquisition information. Historical society staff would like to copy core Acquisition information on a per-acquisition basis from ASpace to Acquisition records in CSpace.
Botanical Garden C uses the Integrated Taxonomic Information System (ITIS) as the data source for their Taxon information. Bot garden staff would like to enter the ITIS taxonomic serial number into CSpace and initiates the external record copy function. Data from ITIS taxon record is imported into CSpace Taxon Authority record as per the crosswalk.
Museum D staff want to use a name from the Getty’s Union List of Artist Names (ULAN). They enter the ULAN record number and are able to copy the ULAN record data into the CSpace ULAN Person Authority.
User stories
User Story | Notes | |
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| 1 | User can enter a unique external system ID to import individual record data from an outside system into CollectionSpace | i.e. Not another CSpace instance Individual record - Object, Person, Acquisition, etc. |
| 2 | User can choose which system to import individual record data from |
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| 3 | User can receive a visual and textual notice that the record is linked to data in another system |
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| 4 | User can refresh/update CollectionSpace records populated with data from another system |
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| 5 | User can refresh imported data per record or via batch process |
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| 6 | CollectionSpace system administrator can configure which outside systems are available to end users |
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| 7 | CollectionSpace system administrator can configure which fields to import from an outside system |
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| 8 | CollectionSpace system administrator can configure the data crosswalk between CollectionSpace and the outside system |
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User interaction and design - WIREFRAME IS DRAFT ONLY!
Open Questions
Question | Answer |
|---|---|
Should users be able to edit copied data? Edit fields in the record that weren’t copied over (i.e. if five fields in Cataloging contain data brought over from Voyager, can users add data to all the other fields)? | Not in v1 - as with existing sync functionality, we would lock sync’d records. |
Do we want users to be able to “unlink” - i.e. now that the thing is copied over, they want it to have a life of its own in CSpace and over-write, edit, not refresh, etc.? | Clone button would be available to make a duplicate copy of a sync’d record. |
Out of Scope
Search an external system via CSpace, i.e. enter TULIP into a search box in CSpace and find all TULIP taxon records in ITIS