[Archivesspace_Users_Group] Empty space within a box

[Olivia S Solis]

Thank you Paul and Laurel for your responses!

Paul, there doesn't appear to be any kind of note we can attach to the box
itself as it relates to features of the box. We can attach a note about the
box's location, as shown in the attachments to this email where "OD"
represents "oversize drawer" — we still need to go back and number the
specific folders within the drawer, which we treat as a location. But
remaining extent isn't related to location, so I'm loath to document this
information in the location note. And again in some cases, as in the second
screenshot attached, there can be dozens different archival objects in a
container, documenting this kind of info in archival objects is not
feasible. Incidentally, we'd love to have a note for boxes themselves for
instances e.g. when a box's name has changed or the box is dedicated to
separated born-digital materials.

Laurel, that may be a solution. But as we already have 175 different
container profiles, one that could be difficult to manage, particularly
since our processors sometimes need to know that the box has 3 vs 1 inches
remaining. Still, the primary candidates are bankers boxes and Hollingers,
so it could be possible to restrict these kinds of container profiles to
those container types. I will raise this option with my team.

Again, thank you for your input!!


On Thu, Feb 28, 2019 at 9:57 AM McPhee, Laurel <lmcphee at ucsd.edu> wrote:

> Hi Olivia,
>
>
>
> If I understand your problem correctly, it may be similar to something
> we’ve addressed using the container profile feature.
>
>
>
> We recently completed a survey of our map case drawers, and wanted to
> express each drawer as a shared top container (each drawer can contain many
> oversize folders, of course, from different collections). The challenge was
> we also wanted to find a way to communicate if a drawer was full, or had
> space in it for more, so someone could be at their desk using ASpace and
> figure out a likely location to put something new (as opposed to going on a
> space-hunting expedition in the stacks).
>
>
>
> Our solution was to create our 200-or-so map case drawer top containers
> (the unique indicator for each one is MC-XXX, X being the drawer number) ,
> but based on our survey, also assign a profile to each drawer that makes
> the “status” of the drawer explicit: the name of the profile assigned to
> each drawer is either “Map case drawer – AVAILABLE” or “Map case drawer –
> FULL”. Using the assigned profiles, we always know what has space in it,
> and what is stuffed, because we can search on that profile name. And if a
> processor fills up a drawer, they simply change the profile from AVAILABLE
> to FULL. I’m not sure if this is a hacky work-around, or a brilliant
> solution, but it works for us, and got us away from having a separate,
> always out-of-date spreadsheet that told us the status of our drawers. It
> does require a fresh survey, for which we used undergraduate workers, to
> give you a snapshot of your container situation.
>
>
>
> May all your containers be half full J,
>
> Laurel
>
>
>
> *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 12:46 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
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