[Archivesspace_Users_Group] Empty space within a box

[Paul Sutherland]

Hi Olivia,

My memory may be wrong and you may have already tried this: I thought it
was possible to edit the details of a specific top container, including
notes fields, where a top container is linked to multiple archival records
(in your case, collections). I'm not able to test it out right now, but if
that's correct, then the process would be: add and link a top container to
all the relevant collections ("Add instance"), then go into the page for
that top container, and add an "extent remaining" value wherever seems
appropriate (probably a note). Any time you add more folders to a
container, you would edit the top container note to update the extent
remaining value.

Best,
Paul

On Wed, Feb 27, 2019 at 4:55 PM Olivia S Solis <livsolis at utexas.edu> wrote:

> Also slight correction to my response above. We know the folders in a box
> and which collections they belong to. We don't know how wide they are or in
> which orientation in the box they are going.
>
> On Wed, Feb 27, 2019 at 3:50 PM Olivia S Solis <livsolis at utexas.edu>
> wrote:
>
>> Thanks for your input, Jordon! That totally makes sense, and in a
>> universe where I explained myself clearly, that would be a perfect
>> solution. Sometimes we put lots of stuff in the same box for certain
>> restrictions-related reasons. We've got a lot of born-digital stuff or
>> privacy-restricted material that comprises part of a larger collection
>> housed in other boxes. We're not sure how wide all the expandable folders
>> in a box are, or which collections they come from. And we don't have the
>> time to measure. But we do know there are 3 or 4 inches of space in this
>> box. Can we document this in any way at the box (not archival object) level?
>>
>> On Wed, Feb 27, 2019 at 3:36 PM Jordon Steele <jsteele at jhu.edu> wrote:
>>
>>> Hi Olivia,
>>>
>>>
>>>
>>> Sounds like what you might be looking for is a way for ASpace to
>>> calculate for you space left in a box? If so, here’s a thought:
>>>
>>>
>>>
>>> ·         For each collection stored in one box, measure its extent as
>>> cubic feet and record in ASpace
>>>
>>> ·         Obviously, record the volume of the main box in which these
>>> folders are stored, as container profiles, too. Record this volume as cubic
>>> feet.
>>>
>>> ·         Run a report on the number of folders in a box, calculate the
>>> total extent of those folders.
>>>
>>> ·         Subtract from the total volume of the container that they’re
>>> in.
>>>
>>>
>>>
>>> The difference should give you a number of how much space is left.
>>>
>>>
>>>
>>> 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 *Olivia
>>> S Solis
>>> *Sent:* Wednesday, February 27, 2019 3:46 PM
>>> *To:* Archivesspace Users Group <
>>> archivesspace_users_group at lyralists.lyrasis.org>
>>> *Subject:* [Archivesspace_Users_Group] Empty space within a box
>>>
>>>
>>>
>>> Hello all,
>>>
>>>
>>>
>>> We've been wondering if we are alone in this struggle. So we are a
>>> space-deficient archives. Our stacks are boxed to the brim and processors
>>> hunt for on-site space voraciously, particularly for collections that are
>>> just a few inches in extent. For this reason, we have a column in our
>>> spreadsheet shelf lists — which we're trying to wean off of now that we are
>>> increasingly utilizing the container management functionality of ASpace —
>>> that includes inches left in a box. There are some boxes that house 20 or
>>> so different small collections, so documenting this information at the
>>> archival object level seems, to put it mildly, inefficient.
>>>
>>>
>>>
>>> Does anyone else have this problem? If so, have you found a way to
>>> address it in ASpace?
>>>
>>>
>>>
>>> Thanks,
>>>
>>> Olivia
>>>
>>>
>>>
>>> --
>>>
>>> Olivia Solis, MSIS
>>>
>>> Metadata Coordinator
>>>
>>> Dolph Briscoe Center for American History
>>>
>>> The University of Texas at Austin
>>>
>>> 2300 Red River St. Stop D1100
>>>
>>> Austin TX, 78712-1426
>>>
>>> (512) 232-8013
>>> _______________________________________________
>>> Archivesspace_Users_Group mailing list
>>> Archivesspace_Users_Group at lyralists.lyrasis.org
>>> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>>>
>>
>>
>> --
>> Olivia Solis, MSIS
>> Metadata Coordinator
>> Dolph Briscoe Center for American History
>> The University of Texas at Austin
>> 2300 Red River St. Stop D1100
>> Austin TX, 78712-1426
>> (512) 232-8013
>>
>
>
> --
> Olivia Solis, MSIS
> Metadata Coordinator
> Dolph Briscoe Center for American History
> The University of Texas at Austin
> 2300 Red River St. Stop D1100
> Austin TX, 78712-1426
> (512) 232-8013
> _______________________________________________
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group at lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>


-- 
*Paul Sutherland* (he/his)
Archivist of Native American Materials
Center for Native American and Indigenous Research
American Philosophical Society
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