Data Auditing

A list of ArchivesSpace metadata elements that are subject to periodic auditing.

data_point	principle	type	query
Containers not associated with an archival object	Completeness	Top containers	https://github.com/YaleArchivesSpace/yams_data_auditing/blob/master/containers/unassociated_containers.sql
Digital objects not associated with an archival object	Completeness	Digital objects	https://github.com/YaleArchivesSpace/yams_data_auditing/blob/master/containers/unassociated_digital_objects.sql
Agents not linked to a record	Completeness	Agent person, agent corporate entity, agent family	https://github.com/YaleArchivesSpace/yams_data_auditing/blob/master/agents_and_subjects/agent_orphans.sql
Subjects not linked to a record	Completeness	Subject	https://github.com/YaleArchivesSpace/yams_data_auditing/blob/master/agents_and_subjects/subject_orphans.sql
Containers without barcodes	Completeness	Top containers	Total number of containers, total number with and without barcodes
Containers without locations	Completeness	Top containers
Duplicate agent and subject records	Consistency	Agent person, agent family, agent corporate entity, subject	https://github.com/yalemssa/chit_archives_scripts/blob/master/authority_reconciliation/match_names.py
Malformed URLs	Accuracy	Agent person, agent family, agent corporate entity, subject, notes, file versions, external documents
Dead links	Accuracy	Notes, file versions, external documents
Malformed internal links	Accuracy	Notes (odd)
Unstructured dates - expression but no begin/end	Consistency	Dates
Dates with same beginning and end	Accuracy, consistency	Dates
Improper date type usage (i.e. single date for inclusive date)	Accuracy	Dates
Malformed structured dates	Accuracy	Dates
Structured date with no expression	Consistency	Dates
Duplicate/erroneous controlled values	Accuracy, consistency	Enumeration values
Unused controlled values	Accuracy, consistency	Enumeration values
Only active users have permissions	Accuracy	Users
Permission review for departed employees	Accuracy (security?)	Users
Check admin users	Accuracy	Users
Spam users	Accuracy	Users
Accessions unpublished	Accuracy, consistency	Accessions
Preservica digital objects unpublished	Accuracy, consistency	Digital objects
Unauthorized note labels	Consistency	Notes
Boxes without types	Completeness	Top containers	https://github.com/YaleArchivesSpace/yams_data_auditing/blob/master/containers/boxes_missing_types.sql
DACS compliance	Completeness	Resources	https://github.com/YaleArchivesSpace/yams_data_auditing/blob/master/dacs_minimum.sql
Correct field usage	Accuracy	TBD, see sheet for possible fields to check
Non-dates in date fields	Accuracy	Dates, agent person, agent family, agent corporate entity
Qualifier field usage - only uniform titles	Accuracy, consistency	Agent person, agent family, agent corporate entity
Correct data type usage within fields	Accuracy	TBD
Leading and trailing spaces, periods	Consistency	TBD
Extra parentheses in container summaries	Consistency	Extents
Thumbnail logic	Completeness, accuracy, consistency	Digital objects, file version
BDAWG BD description guideline compliance	Completeness, consistency	Archival objects
Agent and subject best practice compliance	Completeness, consistency	Agent person, agent family, agent corporate entity
BornDigital restriction usage	Completeness, consistency	Archival objects, notes
Subject term usage	Accuracy, consistency	Subjects
Malformed accession numbers (MSSA only?)	Accuracy, consistency	Accessions
Check format of imported LCNAF records	Accuracy, consistency	Agent person, agent family, agent corporate entity
Expired restrictions	Accuracy	Notes
Student names unpublished (MSSA)	Accuracy	Archival objects
Access note formatting for “open” materials	Accuracy, consistency	Notes
Repeated note types in a single record	Consistency	Notes
Missing bib IDs	Completeness	Resource, user defined
Voyager/AS consistency	Completeness, consistency	Resource, agent person, agent family, agent corporate entity, subjects
Archival objects linked to Preservica DOs without events (MSSA)	Completeness	Archival objects, events
AV/BD archival objects without appropriate notes (MSSA)	Completeness	Archival objects, notes
Materials present in DL have thumbnail links	Completeness	Archival objects, digital objects
Text restrictions without machine-actionable restriction	Completeness	Archival objects, resources, notes
Note type usage	General reporting	Notes
Acquisitions reporting - new accessions, part of existing collection or new?	General reporting	Accessions
Counts of records and subrecords by repo, collection	General reporting	Various
Counts of enumeration value usage	General reporting	Enumeration values
Published/unpublished records by collection	General reporting	Resources, archival objects
Unpublished agents linked to published records	General reporting	Agents, resources
Counts of records created by year, month, day, record type, user, etc.	General reporting	Various
Records with no dates	General reporting	Archival objects, resources
Records with no language data	General reporting	Archival objects, resources
Digitization reports - digitized materials, not digitized AV, etc.	General reporting	Archival objects, digital objects, resources
AV/BD reports	General reporting	Archival objects
Preferred Citations (DACS requirements)	General reporting