Reviewing in the Workbench

The three tabs

Every batch opens to three tabs.

• Review · the batch-wide view. Signal tiles, the About-this-batch strip (housed in, accession, digital access), the access-points roll-up, and the low-confidence triage table
• Documents · every document record, for item-level inspection and editing
• Deliver · exports, direct sends, readiness checks, and narrative drafts (see §7 Delivering & the ArchivesSpace Integration)

When a scan holds more than one unit

Acervo reads a scan as one document, but when it sees an envelope, a letter with its enclosures, or several items in a single file, the classification card says how many units it found and lists each one with its page range and page notes. In a compound scan, an envelope or a letter with enclosures, the primary unit stays the document and each other unit carries a Split out verb that lifts its pages into their own record, where you name the document type and set its rights. When the scan is a file of distinct documents filed together, there is no primary unit. Acervo describes the scan at the file level, its type reads File, and every unit can be split into its own record. Splitting costs nothing, since segmentation and the read were already part of the original document.

A split-out record begins as a stub, with its text already in hand and its own place in the batch. Describe this unit runs the full read over that stored text so the unit gains its own entities, metadata, and authorities. Describing a unit charges per page at the batch's model rate; segmentation and the original read were already paid on the source document, so they are not charged again.

Triaging by confidence

You don't have to review every claim with equal scrutiny. Low-confidence instances are collected in the triage table on the Review tab, worst first, so you start where attention is actually needed. Each entity's confidence is built from two questions, Source Text (how clearly the document supports it) and Visual Legibility (how readable the underlying image is).

Subject headings carry a score and a rationale on hover; FAST and LCSH chips link to the authoritative entry so you can verify a heading against the controlling vocabulary in one click. Authority matches on entities carry no score. A match is committed, with a link you can check, or it is absent. In between, a row can carry a suggestion, Library of Congress suggests or Wikidata suggests, where Acervo found a record it would not write on its own, a name without dates to confirm it, or a name read from a list. This one adopts it into every document of the row. Nothing is written until you choose. Absence of a link means Acervo could not find a candidate it was confident about. That's a signal for cataloger judgment, not an error.

Editing titles and descriptions

Each completed document card on the Documents tab carries an editable title, description, and document date. Edits write through to the stored record, so they ripple into every export, every send, and the batch's derived name. Acervo's original value is kept alongside your edit. An "edited" badge marks the change, and one click restores the original.

The visible box edits the title and description that exports and sends use. The document date field beneath them edits the one date that dates the record in every export. When ArchivesSpace is connected, that date becomes the creation date on the sent record. A performance program is the exception. Its sent date carries every date the program lists, the run and any separately listed day, as one inclusive date, and the field edits the leading one. Titles are prose and carry no date of their own. The card composes its displayed title from the title and the document date, the way the delivered record will read, with a program's full run shown only on the sent record.

The card shows a document's title in the document's own language and its description in your institution's language of description, set on the institution profile. When a stored variant is missing, it falls back to English. This chooses which stored variant you see and edit; it is separate from your interface language.

Fixing entities at the source

Data corrections happen at the item level, where the stored record lives. Removing a wrong authority chip edits the stored data across every affected document in the batch, after one confirmation, and adding a missing authority id works the same way, one identity, written everywhere it appears. The search behind it asks Wikidata, VIAF, and the Library of Congress at once. The one exception is a linked repository record, whose global identifiers replace the row's on the link, additions and removals alike, without a confirmation, see Repository reconciliation in §6. For a place whose roll-up row shows GeoNames alone, remove the other chips from the document's entity table. A wrongly merged identity (two people collapsed because they shared a wrong identifier) separates on its own the next time the roll-up derives.

On the document's entity table, every change saves as you make it. There is no save button to remember. Edit a row, add an entity or a subject heading, or remove a wrong authority chip from that one document's record, and the stored record updates at once. Removing an extracted entity is reversible, the row moves to a Removed from this record list with one-click restore, and Restore original extraction brings back the pipeline's untouched output whenever you need to start over. Authority links appear as named chips, FAST, LCNAF, VIAF, Wikidata, GeoNames, each showing its identifier on hover and opening the authority's own record. Titled musical works add one music authority chip, MusicBrainz. Every row opens an evidence drill with the written forms, pages, and confidence receipts behind the claim.

Label spellings, roles, and merges are batch-level curation, not item edits. They live in the roll-up. See §6 Curating the Batch Roll-up for the boundary. Fix wrong data at the item; curate identity, and selection when your workspace holds a connection, at the batch. While a batch's curation is marked complete, these edits are refused until someone unlocks it on the Review tab. See Marking curation complete in §6.

Sensitivity flags

Processing flags entities and values that look like private financial details, personal identifiers, medical information, or harmful language. Flagged documents show a review notice on their card so you check the material before it goes anywhere public.

A flagged record is withheld from publication until a person clears the flag. When a flag is a false positive, clearing it takes one click and a confirmation. Publication is always a human decision.

Finding past batches

Past work is organized as batches on the History page, opened from History in the sidebar. Outputs stay available there for 90 days.

The History page has a search box. Type a batch name, a document title, a filename, or a collection name and the list narrows to the batches that match, with the matching documents shown inside each. Accents do not matter; Pena finds Peña.

Above the list, chips narrow it to one state. Processing, Review open, which is where a batch stays while its curation is in progress, and Curation complete apply to every workspace. Sent appears only when your workspace holds a repository connection. A file export is made on request and leaves no state, so a workspace that delivers by export ends at Curation complete. Needs attention appears only while a batch holds a failed job. The list shows twenty entries and grows with Show more. Each entry carries the same state beside its processing badges, Review open, Curation complete with a lock, and Sent, once every document has landed.

A batch can be deleted once processing has finished and while its curation is in progress, by the person who created it or by an owner or admin of its team. Every member can delete the batches they created. Delete batch sits in the header of the batch page and on each History entry. The confirmation lists what goes, the documents and their results, the curation record, and the record kept after day 90, and what stays, any local id another batch reused and, when your workspace holds a connection, the identities confirmed against your repository. When the batch was sent, the confirmation names the consequence in amber. Your repository keeps every record it received, and Acervo loses the record of what went where, so a later send of the same documents creates new records instead of updating them. Type the batch name to confirm. Nothing is refunded, and a complete batch waits for Unlock to edit.

See §10 Privacy & Data Handling for the full retention story.

Where to go next

• §6 Curating the Batch Roll-up · Selection, merges, labels, local establishment, and reconciliation against your repository
• §7 Delivering & the ArchivesSpace Integration · Readiness checks, ArchivesSpace sends, and the facts that ride along