Data Creation
Exporting from CALM: error messages
** This page has been archived **
This advice is aimed at CALM versions 7 and 8. Users of other versions may find that not all information applies to them. If you experience a problem that cannot be solved by following this advice, please contact us, and we will try to resolve it.
When you get an error message the export stops at the point where the error occurred. For example, if you get an error message related to the Collection description you will have no export at all; and if you get an error message on record 50 of 100, the export will have stopped at record 50.
Missing Fields
Error messages are commonly about missing fields.
Error message: Failed to export field CountryCode in record RefNo='AH/1'. Mandatory field CountryCode is missing from record.
Error message: Failed to export field RepositoryCode in record RefNo='AH/1'. Mandatory field RepositoryCode is missing from record.
Error message: Failed to export field EHFDPublisher in record RefNo='AH/1'. Mandatory field EHFDPublisher is missing from record.
At Collection/Fonds Level you need to have the following 3 fields:
CountryCode (eg GB)
RepositoryCode (eg 120)
EHFDPublisher (eg Wellcome Library)
CountryCode and RepositoryCode
The CountryCode and RepositoryCode are both required attributes of the <unitid> EAD tag. Exporting your CALM records with the CountryCode and RepositoryCode will ensure that the Archives Hub can link to your ARCHON contact details.
Example of unitid element with the CountryCode and RepositoryCode attributes:
<unitid countrycode="GB" repositorycode="231" identifier="MS 3054">MS 3054 </unitid>
n.b. your repository code can be found in ARCHON: http://www.nationalarchives.gov.uk/archon/
Error Message: CountryCode not completed
You may get an error message that CountryCode has not been completed. If you have in fact put the CountryCode in, then it is likely either that other required fields are missing, or that there is a slash in the Reference Number field, which appears to be a bug with CALM. Please remove the slash, and try the export again.
EHFDPublisher
The EHFDPublisher field was originally specified for the A2A export and was intended to have the value 'A2A' or 'Archives Hub'. This information goes into the EAD tag <publicationstmt><publisher> together with the date, which is automatically generated.
According to the EAD Tag Library this field is for 'information concerning the publication or distribution of the encoded finding aid, including the publisher's name and address, the date of publication'. This field is not required for the Archives Hub and we will recommend removing it as a required field in later versions of CALM. However, it needs to be completed for the current export to work. We would recommend that you simply enter your repository name.
To Insert the Fields
You can insert the fields quite easily:
(a) Use the 'Insert Field' option from the tool bar - Field > Insert > CountryCode or RepositoryCode (or other relevant field)
(b) If you have a lot of records you might prefer to run an "Insert Field to Hitlist" script.
The Axiell helpdesk will be able to provide guidance on running an “Insert Field to Hitlist” script.
If you can't see the fields press F9 to show all fields (EHFD Publisher may not be visible without doing this).
You can add the fields to the Collection template in CALM Admin, together with the default data for future records.
You don't need these fields to be completed for component records.
Further Error Messages
You may get error messages if a mandatory field has not been filled in.
You will also get an error message in multi-level records if you are missing a level. For example, if your file numbering is as follows:
7PPP/A
7PPP/A/1
7PPP/A/2
7PPP/A/3
7PPP/B/1
7PPP/B/2
You may get an error that indicates the "level" field has not been filled in for record 7PPP/B. What it actually means is it can't find a record for 7PPP/B. You may need to create a record for 7PPP/B.
Other pages in this category:
Exporting from CALM: introduction
Exporting from CALM: record types, mandatory fields, and layout