DRS Reports

Owned by Emilie Hardman (Unlicensed)
Last updated: Jan 25, 2019 by Dorothy Berry (Unlicensed)

This page documents DRS report usage as it relates to creating URNs for linking digital objects. For more detailed DRS documentation, see the DRS User Documentation Center on the LTS wiki.

DRS reports contain the data for all deposits made into the DRS2, Harvard's digital repository. These reports are saved in a folder titled "DRS Reports" according to fiscal year for OTC orders, i.e H:\Imaging_and_Houghton\spreadsheets 20XX-20XX\DRS Reports, and in the "Metadata" subfolder for project digitization, i.e H:\Imaging_and_Houghton\Projects\MODBM\Dickinson Family Library\Metadata\DRS Reports. 

DRS reports are delivered via email from the sender "drs2-support@hulmail.harvard.edu," with a subject line beginning "DRS LOAD REPORT." The frequency of delivery is based on workflows at Imaging Services.

 

Saving DRS Reports

DRS Reports are delivered to recipients with a long subject line. These emails contain the DRS report data in a downloadable .txt file, as well as in the body of the email. 

Step 1. Download the DRS report .txt file, and move to either "DRS Reports" folder, for OTC orders or to a "Metadata" subfolder for a digital project.

Step 2. Rename the DRS report text file. The .txt file will download with a long, numeric name. The example highlighted above downloaded as "1547829841-516415_5196965450434149301521466." The files are renamed using the last portion of the email's subject. For the above example "1547829841-516415_5196965450434149301521466" would be renamed "ORDER_516415_519696_20190118 [DB:725683]"


Pulling URNs from DRS Reports

Step 1. Open a saved DRS report

Step 2. Select all, and copy

Step 3. Locate order deposit documented in DRS report on Tracking Sheet. (see number following "ORDER_" in .txt filename), and check whether deposit contains objects for linking in Hollis/Alma, or in ArchivesSpace.

Step 4. Open the DRS Report Conversion Template (located at Imaging_and_Houghton\spreadsheets 20XX-20XX\Templates and Labels\drs_report_conversion_template.xltx)

Step 5a (Hollis Linking): Copy data from DRS report into cell C2 on Hollis sheet. URNs will generate in column B.

Step 6a (ArchivesSpace Linking). Copy data from DRS report into cell J2 on the ArchivesSpace sheet. EAD IDs, Ref IDs, and URNs will generate in columns B, D, and H respectively.