[Archivesspace_Users_Group] Top Containers for volumes

[Maureen Callahan]

A different direction!

I've noticed that we often get in trouble when there's a conflation between
archival/bibliographic description and collection control, particularly
because those descriptors fundamentally serve different purposes and can
even change over time -- sometimes at cross purposes. So I would say that
your best bet would be to think carefully about the purpose the volume
number serves. When you say that these are in two series, is that a
designation made by the publisher/author? Or is it just an organizing
principle imposed by past archivists? Because I think that there are much
better ways of saying that volumes belong together than using volume
numbers, and I also think that whenever possible it's best to keep
inventory management simple and just number widgets seriatim.

MC

On Wed, Feb 13, 2019 at 4:55 PM Jordon Steele <jsteele at jhu.edu> wrote:

> I second (third?) the logic that the container indicator should exactly
> follow the volume label on the spine. So container type=Volume, container
> indicator=1-5 (1st series).
>
>
>
> This may not work with your workflow, but two additional suggestions:
>
>
>
> ·         Barcode each volume and add the barcodes to the container
> records so that staff can track them as such OR
>
> ·         Put each volume in a custom box and barcode the box.
>
>
>
> Best,
>
>
>
> Jordon
>
>
>
> Jordon Steele
>
> Hodson Curator of the University Archives
>
> Sheridan Libraries
>
> Johns Hopkins University
>
> 3400 N Charles St
>
> Baltimore, MD 21218
>
> jsteele at jhu.edu
>
> 410-516-5493
>
> he/him/his
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> *On Behalf Of *Kottman,
> Miloche
> *Sent:* Wednesday, February 13, 2019 1:37 PM
> *To:* Archivesspace Users Group <
> archivesspace_users_group at lyralists.lyrasis.org>
> *Subject:* Re: [Archivesspace_Users_Group] Top Containers for volumes
>
>
>
> I would prefer whatever enumeration had been used to label the pieces to
> avoid confusion for the patron.  For example, if the pieces are labeled v.
> 1-10 but your finding aid has series 1, v. 1-5 and series 2, v. 1-5, the
> patron is likely to be confused if they ask for series 2, v. 1 and get
> volume 6 when it’s paged.
>
>
>
> If there’s no label and/or you get to re-label, I recommend using the
> Arrangement note to explain that there are two series with 5 volumes each,
> e.g.
>
> Series 1, vol. 1-5 shelved as v. 1-5
>
> Series 2, vol. 1-5 shelved as v. 6-10
>
>
>
> Then do top containers as v. 1-10
>
>
>
> This is similar to what we do in the catalog for serials and monographs,
> i.e. a summary holdings statement followed by actual item records/barcodes
> for which volumes the library holds.
>
>
>
> --Miloche Kottman
>
> University of Kansas Libraries
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> *On Behalf Of *Hilton,
> Adrien
> *Sent:* Wednesday, February 13, 2019 8:53 AM
> *To:* archivesspace_users_group at lyralists.lyrasis.org
> *Subject:* [Archivesspace_Users_Group] Top Containers for volumes
>
>
>
> Hi,
>
>
>
> I’m in the process of retrospectively adding top containers to all of our
> 800,000+ archival objects. A large number of our collections are in volume
> format, housed on shelves as is, not in boxes. I’m wondering how folks are
> handling these types of “containers” in AS.
>
>
>
> Just for an example, the Jared Sparks papers consists of 10 individual
> volumes, which if these were boxes, of course would be Boxes 1-10. However,
> the material is a two part series, each consisting of 5 volumes each and
> referred to on spines as volumes 1-5 (1st series) and another volumes 1-5
> (2nd series). I’m disinclined to give them top containers Volumes 1-10
> and I don’t want to have two Volume 1 Top Containers in the same
> collection. Any advise on how to make this clear to users and manageable on
> the back end?
>
>
>
> Thanks in advance,
>
> Adrien
> _______________________________________________
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group at lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>


-- 
Maureen Callahan
Sophia Smith Collection Archivist
Smith College Special Collections
Northampton, Massachusetts 01063
413 585 2981
mcallahan at smith.edu

Pronouns: she/her/hers

Smith College Special Collections is now housed at Young Library
<https://www.smith.edu/libraries/about/new-neilson/wheres-my-library>.
Learn more about renovations to Neilson Library here
<https://www.smith.edu/libraries/about/new-neilson>.
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20190213/c9386faf/attachment.html>