[Archivesspace_Users_Group] Top Containers and Item Level Descriptions

[Jordon Steele]

We do as Angela describes.

Cristina, while I totally get your concerns about how the data looks to the public, you might want to consider the collection management implications of making your instance data “look” a certain way. Our container information is presented in a frankly junky way, but we’ve deprioritized concerning ourselves with this since, ultimately, users don’t care what a container is called or how that data is presented, they want the stuff. (We’ve found they largely just send us direct links to the archival component level since we began using the PUI anyway, leaving staff to determine the physical location of what they want.)

FWIW, we barcode folders in map drawers since the folder is the physical unit we deliver to the reading room, akin to barcoded boxes. Map drawers and the flat file itself are managed as locations, akin to shelves and ranges for traditional collections.

Best,

Jordon

Jordon Steele
Hodson Curator of the University Archives
Special Collections
The Sheridan Libraries
Johns Hopkins University
3400 N Charles St
Baltimore, MD 21218
410-516-5493
jsteele at jhu.edu

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Luers, Christina
Sent: Wednesday, January 03, 2018 2:49 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Top Containers and Item Level Descriptions

Thank you Angela,
  I think that our issue is more with the manner in which the items and folders display on the public side.  And it looks like we may be able to reorder the way those box/ folders/ items are displayed from the back end.  Thanks for your assistance- it was very helpful.
Christina

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Angela Kroeger
Sent: Wednesday, January 03, 2018 2:27 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Top Containers and Item Level Descriptions

Hi, Christina,

You can link multiple item-level archival objects to the same top container. So your top container would be the box (not the folder). Within each item-level description, under Instances, add a container instance and link to that same box. Then select the child type of folder and enter a folder number (or potentially even a folder title, if your folders are unnumbered) as the child indicator.

When you have item-level descriptions for multiple items within the same folder, then your top container should still be the box. The child type would still be folder, and the child indicator would be the same for all items within the same folder. Then for each individual item, you'd add a grandchild type of item and give it a grandchild indicator that describes that item's position within the folder. (If "item" is not one of the options in your grandchild type drop menu, then you can have someone with system administrator privileges add it under System/Manage Controlled Value Lists/Container Type.)

This is, of course, not the only way you could handle the situation you describe. This is just how I would approach it. Someone else may suggest a better method.

Hope that's useful!

--Angela


Angela Kroeger
Archives and Special Collections Associate
UNO Libraries | Criss Library 107
University of Nebraska at Omaha | unomaha.edu

402.554.4159
akroeger at unomaha.edu<mailto:akroeger at unomaha.edu>

[Media:UniversityCommunications:Graphic Design:Brand tools:Logos- UNO:Vector files:Lock-up:Lockup-color on white backgrnd.eps]


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