[Archivesspace_Users_Group] Top Containers for volumes

[Larry Weimer]

Hi Adrien,

At New-York Historical Society, we would typically create a top container
for each standalone volume. We would do this in part because our finding
aids integrate with the patron request system (Aeon), making it
straightforward to request and page individual volumes. For the numbering,
we would use whatever system seemed to be appropriate for the volumes at
hand. For a bunch of random volumes, we would just assign them all a number
1, 2, 3, etc. In the Sparks case, we'd likely create a numbering that was a
meaningful identifier for each volume. Could be various forms: Vol. 1.1,
1.2, 1.3 (to indicate 1st series and volume within the series); Vol 1.1,
2.1, 3.1 (the reverse of the first option). Or add an S to emphasize the
fact that one of the numbers represents the series (e.g., Vol 1.1s, 2.1s,
etc. But if referring to the Sparks volumes all together in one top
container (e.g. Vols "1-5.1st" or something) like that provides adequate
control and description in your situation, go for it. Hope that helps!

Larry

Larry Weimer
Head of Archival Processing
New-York Historical Society

On Wed, Feb 13, 2019 at 9:53 AM Hilton, Adrien <adrien_hilton at harvard.edu>
wrote:

> 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
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-- 
 <https://www.nyhistory.org/black-history-month>
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