[Archivesspace_Users_Group] Instances

[Peterson, Christie]

Hi Joan,

You're asking a really good question, and thinking about this with all the
right principles. There just isn't a single right answer.

It may look weird to have four instances attached to a single description,
but that's how we do it in most cases. It allows you to assign barcodes and
track locations for each box independently.

The example where you feel like you're doing folder level description is a
useful model if you can make a meaningful distinction between the content
in each box and want to save archivists and researchers the bother of
pulling and looking at all of them to determine which they want. In your
example above, it looks like each box has a different set of dates attached
to it, so that would be a good reason to use this method. As a side note,
we use other level = box to indicate when we're actually describing a whole
box and not a folder. **trigger debate on that practice now**

Cheers,

Christie

On Wed, May 10, 2017 at 10:45 AM, Joan Curbow <CurbowJ at bvu.edu> wrote:

> Dear all,
>
>
>
> Description and instantiation are different things. Describing the content
> is not equal to what boxes the content ends up in. Correct? But something
> isn’t making sense to me.
>
>
>
> I wanted to describe a collection at the series level, so in the
> instances, I chose my top container, but I have four boxes for my first
> series, so my container type is “Box” and I put 1-4 for my indicators, but
> this doesn’t calculate four document cases, does it? Doesn’t it only
> calculate 1?
>
>
>
> But if I make four instances, that looks stupid. See below.
>
>
>
> It also results in a finding aid that looks like this:
>
>
>
> If I do this:
>
>
>
> I’m really describing at a file level, which I don’t want to do.
>
>
>
> What am I not understanding?
>
>
>
> Sincerely,
>
>
>
> *Joan Curbow*
>
> Reference Librarian and Archivist
>
> Buena Vista University Library
>
> Buena Vista University
>
> 610 West Fourth Street
>
> Storm Lake, Iowa  50588
>
> 712.749.2094 <(712)%20749-2094>
>
> www.library.bvu.edu​​
>
>
>
>
>
>
>
>
>
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>


-- 
Christie S. Peterson

University Archivist
George Washington University Libraries
704H Gelman Library
cspeterson at gwu.edu
202.994.3925
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