[Archivesspace_Users_Group] Barcoding boxes and shelves in ArchivesSpace

Wed Apr 18 09:36:08 EDT 2018

Hi Everyone, 

Jordon's thoughts below are really helpful, and I 'd be interested in hearing more about different institutional approaches to managing locations in ASpace, generally. At Penn State we are currently in the process of bringing online a new offsite storage facility for Special Collections, and are ultimately looking at moving 20,000+ containers to this new facility (starting this Fall). While we've traditionally managed locations (as well as containers) through our ILS (Sirsi), we're also looking at how to better leverage ASpace features as part of this shift. I would be pleased to hear from anyone (on- or off-list) who can share their experiences around similar considerations. 

Best Regards, 
Ben 

Ben Goldman 
Archivist for Digital Content & Strategies 
Sally W. Kalin Early Career Librarian for Technological Innovations 
Penn State University Libraries 

Throughout 2018, the Eberly Family Special Collections Library will be conducting extensive collections maintenance to better serve our patrons and ensure the preservation of our materials. Researchers may experience intermittent interruptions in open hours; collections may be under review and access may be limited; and researchers may encounter longer wait times for replies and photoduplication orders. As much as possible, these disruptions to usual services will be announced in advance. Thank you for your flexibility and patience we work on this collections maintenance endeavor. 

From: "jsteele" <jsteele at jhu.edu> 
To: "Archivesspace Users Group" <archivesspace_users_group at lyralists.lyrasis.org> 
Sent: Wednesday, April 18, 2018 9:25:57 AM 
Subject: Re: [Archivesspace_Users_Group] Barcoding boxes and shelves in ArchivesSpace 

James, 

We’re considering something similar. Our library uses a unique identifier for locations called a RMST number (Range Module Shelf Tray), I think it’s a standard unique algorithm for high-density storage. This is at present exclusively used at our offsite storage facility, but we intend to adapt the approach to our onsite collections, too. So yes, big picture, I think the idea of assigning unique identifiers to your locations is a good one. A couple caveats you may have already considered: 

· Think about decoupling your container unique ID from your location ID. More flexible if you have to move stuff around. 

· Manage your location unique ID in ASpace’s locations module, not in container management. 

· Barcodes are not semantic character string, so barring some catastrophic failure of ASpace/your inventory management system, you may not be able to find your stuff. Doesn’t rule out using barcodes, just something as you’re assessing risk. 

· I would recommend you suppress your location unique IDs from public view for security reasons. 

Best, 

Jordon 

Jordon Steele 

Hodson Curator of the University Archives 

Sheridan Libraries 

Johns Hopkins University 

3400 N Charles St 

Baltimore, MD 21218 

[ mailto:jsteele at jhu.edu | jsteele at jhu.edu ] 

he/him/his 

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of James E. Cross 
Sent: Wednesday, April 18, 2018 9:18 AM 
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org> 
Subject: [Archivesspace_Users_Group] Barcoding boxes and shelves in ArchivesSpace 

All, 

We are thinking of barcoding * both * our boxes and our shelves using ArchivesSpace. The thought is that by doing both we would have better inventory control and the ability to scan a box/shelf and retrieve information about it quickly. Have any of you done this? What were the pros and cons you discovered after doing the barcoding? 

We look forward to hearing any information or suggestions you can give us. Thank you. 

Sincerely, 

James Cross 

Manuscripts Archivist 

James Edward Cross, C.A. 

Special Collections and Archives 

Clemson University Libraries 

Box 343001 

Clemson, SC 29634-3001 

Phone: (864) 656-5182 

Website: [ http://library.clemson.edu/depts/specialcollections/ | 
http://library.clemson.edu/depts/specialcollections/ ] 

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