Arctos: Split ALMNH Earth Sciences Collections

[jcabbott13]

We need to split the Geology and Paleontology out of the ALMNH Earth Sciences collections and do away with "Earth Sciences" for ALMNH. This should be easily done using the "Other Identifier" field where Geology is indicated by a G in the accession number string. All "G" collections would go to geology; everything else will go to paleontology. Please let us know what we can do move this along. Thanks!

[Jegelewicz]

Discussed further in https://github.com/ArctosDB/data-migration/issues/442

[Jegelewicz]

We need to just bite the bullet and get this done.

[jcabbott13]

Thanks....it holds us up from getting these collections in GBIF and that is important for future proposals.

[Jegelewicz]

It has been tickling the back of my brain for a while, but I was waiting for someone there to bring it up again because I have too much to do already...

[jcabbott13]

Understood...sorry to add to the list, but let us know if we can do anything on this end.

[dustymc]

The first step is creating a new collection.

After that's created, @lkvoong will need to lock things down and transfer whatever needs it to the new collection. I believe she may have magic for creating redirects in that process - are those needed?

@ArctosDB/arctos-working-group-officers we should review https://handbook.arctosdb.org/documentation/catalog.html#guid-prefix particularly "must never be allowed to change or expire" with a view towards incoming collections.

[Jegelewicz]

There will actually be two new collections:

ALMNH:Paleo
ALMNH:Geo

both will be ES collections

@jcabbott13 and @aklompma please confirm that those GUID prefixes are OK

[jcabbott13]

@aklompma should comment on this, but I think we wanted "GEO" rather than "GEOL"

[mbprondzinski]

Why didn't this show up in my mailbox like everything else?! And yes, we want "Geo."

[Jegelewicz]

@mbprondzinski you weren't mentioned - sorry about that.

@dustymc @lkvoong can we get this done ASAP?

[dustymc]

https://github.com/ArctosDB/arctos/issues/3409#issuecomment-774182383

We are not sure of what's being asked. We need new collection requests for any new collections, and clear instructions for anything else that needs to happen.

[Jegelewicz]

new collection requests

OK help me out - this institution already exists - where do they request a new collection?

[dustymc]

https://handbook.arctosdb.org/how_to/new-collection.html

[Jegelewicz]

@mbprondzinski can we set up a time to go through this form together?

I am available today after 3PM MST or tomorrow before the AWG meeting (between 9 and 11 AM MST).

[mbprondzinski]

I'm doing it right now! I take it they are both ES, though the GUIDprefix will be Paleo and Geo?

[mbprondzinski]

Do I need to fill this out twice?

From: dustymc [e-mail]
Sent: Wednesday, February 10, 2021 10:48 AM
To: ArctosDB/arctos [e-mail]
Cc: Prondzinski, Mary Beth [e-mail]; Mention [e-mail]
Subject: [EXTERNAL] Re: [ArctosDB/arctos] Split ALMNH Earth Sciences Collections (#3409)

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[mbprondzinski]

Why does it tell me I'm an "invalid admin user?!"

[mbprondzinski]

Why is it saying I'm an "invalid admin-user?"

[mbprondzinski]

It didn't like "Mary Beth Prondzinski" either!

[mbprondzinski]

Can somebody please respond while I have this up on my computer? I filled the thing out according to instructions and now I can't save it! There is NO REASON why it says I'm an "invalid admin-user"! Please help...someone....

[aklompma]

I just discovered the conversation has been ongoing for a while.
As far as I am concerned, we'd like to get rid of Earth Sciences altogether and just have a ALMNH:Paleo and ALMNH:Geo collection rather than Paleontology and Geology being subdivisions within Earth Sciences.

[mbprondzinski]

I didn't get any messages on this either, Adiel. I am having a dickens of a time trying to "create" two new collections and Arctos keeps telling me I'm an "invalid admin user" (!) I'm also being ignored by the Arctos community so I'm about ready to throw in the towel. There is no acronym in the code table for "Paleo" or "Geo" only "ES", and they are added by the institution that wants them under the field "GUID_Prefix". That's all I can tell you. I filled out the request to split the collections, but I am unable to save it.

MB
From: Adiel Klompmaker [e-mail]
Sent: Wednesday, February 10, 2021 11:30 AM
To: ArctosDB/arctos [e-mail]
Cc: Prondzinski, Mary Beth [e-mail]; Mention [e-mail]
Subject: [EXTERNAL] Re: [ArctosDB/arctos] Split ALMNH Earth Sciences Collections (#3409)

I just discovered the conversation has been ongoing for a while.
As far as I am concerned, we'd like to get rid of Earth Sciences altogether and just have a ALMNH:Paleo and ALMNH:Geo collection rather than Paleontology and Geology being subdivisions within Earth Sciences.

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[dustymc]

Use your Arctos username; I'll clarify the form.

[mbprondzinski]

Geez, thank you! It didn't like the mentor name for Teresa either, so I used myself again.

From: dustymc [e-mail]
Sent: Wednesday, February 10, 2021 11:40 AM
To: ArctosDB/arctos [e-mail]
Cc: Prondzinski, Mary Beth [e-mail]; Mention [e-mail]
Subject: [EXTERNAL] Re: [ArctosDB/arctos] Split ALMNH Earth Sciences Collections (#3409)

Use your Arctos username; I'll clarify the form.

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[mbprondzinski]

Collections have been created: ALMNH:Paleo and ALMNH:Geo

[campmlc]

Yay! Looks like the process was awful. We may have to do something similar
at UNM, so hopefully we can figure out how to streamline. Please document
all the problems you ran into!

On Wed, Feb 10, 2021 at 10:50 AM Mary Beth [e-mail] wrote:

• [EXTERNAL]*

Collections have been created: ALMNH:Paleo and ALMNH:Geo

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[aklompma]

Collections have been created: ALMNH:Paleo and ALMNH:Geo

Yay!

[mbprondzinski]

Okay here is documentation for "creating a new collection" under menu item "Join Arctos":

1. Your new GUID_prefix should be confirmed with your institution and the DBA team.
2. If you already are an established Arctos database institution and just wanting to add another collection type, go to "Finalize collection creation request" under "Join Arctos."
3. Read through the "Prerequisites" and if anything there isn't clear or hasn't been discussed with your institution, then don't proceed. If you believe you know what you're doing,* check all the boxes to affirm. *Note: the "admin_user" is the admin's login name NOT their Agent name.
4. Your "preferred taxonomy source" should be decided ahead of creating the new collection. (There is a wide variety of taxonomy resources to choose from.)
5. Have your Loan Policy URL copied from menu item "Manage Data," "Metadata," "Manage Collection."
6. After you've checked all the boxes, proceed.
7. Fill in the information on the form. Sign it with your login name and your mentor's login name if you know it, or simply sign your login name in the mentor's field as well.
8. Voila! A new collection REQUEST has been created.
9. Summon @lkvoong and let her know the guid_prefix(s) you've submitted.

[dustymc]

Thanks, that should be merged with the existing docs.

I'd move (3) to (1) - we need to see that early in the process.

(8) should be ".. new collection REQUEST..." - this form just gives us what we need to create collections, actually doing so necessitates people with scary passwords, and so...

(9): Summon @lkvoong and let her know the guid_prefix(s) you've submitted.

[mbprondzinski]

I fixed your edits, Dusty. Do I need to summon @lkvoong? Thanks...

[Jegelewicz]

@dustymc and @mbprondzinski WHERE should this documentation go? There is just no intuitive way for anyone to know that this is where you create a collection for an existing Arctos institution.

I propose that we change "Finalize Collection Creation Request" to "Create a New Collection" because that what this does!

Then, we can put what Mary Beth wrote at the top of the page.

[dustymc]

where

https://handbook.arctosdb.org/how_to/new-collection.html (but there are somehow two similar forms??)

change "Finalize Collection Creation Request" to "Create a New Collection" because that what this does!

It doesn't, it's a request, someone with a scary password must do the creation

[Jegelewicz]

Yep so, "Create New Collection Request"?

[Jegelewicz]

Update to documentation. - https://handbook.arctosdb.org/how_to/new-collection.html#existing-institutions

[Jegelewicz]

Who gave the thumbs up and why can't I see that anymore?

[acdoll]

Not sure... maybe Dusty? You get another one from me - thanks for doing the documentation!

[Jegelewicz]

It's easy when someone else writes it!

[dustymc]

Stealth mode...

You forgot (9) which could be part of (8)

(9): Summon @lkvoong and let her know the guid_prefix(s) you've submitted.

[jcabbott13]

If I'm understanding correctly, we have now have the appropriate ALMNH:Paleo and ALMNH:GEO collections, but what needs to be done to actually parse the records from the original ALMNH:ES into these?

[mbprondzinski]

@lkvoong please be advised we have requested two new collections: ALMNH:Paleo and ALMNH:Geo

Thank you!

[campmlc]

Thanks for documenting this, @mbprondzinski and @Jegelewicz !

[Jegelewicz]

You forgot (9) which could be part of (8)

(9): Summon @lkvoong and let her know the guid_prefix(s) you've submitted.

It is part of 8 - that particular issue template already @'s her.

[dustymc]

Done, right?

[mbprondzinski]

Yes, thanks!