[Archivesspace_Users_Group] Generic top container note?

[Lynn Moulton]

Hi Olivia,

This is just to second your wish for a note on the container itself. We
don't like the note on the location for the reasons mentioned above and
because it is too easy to unwittingly delete information. If you change a
container's location using the Manage Top Containers results view you can
easily be unaware that there is a note on the old location.

Best,
Lynn Moulton (she/her)
John J. Burns Library
Boston College

On Mon, Dec 13, 2021 at 1:32 PM Olivia S Solis <livsolis at utexas.edu> wrote:

> Thanks, Dawne for the response. That looks like the only current option to
> attach a note specifically to a container, so we have considered just using
> that field as well. But very often the information is unrelated in any way
> to the location, so as you say, not the best place for it.
>
> Sigh,
> Olivia
>
> On Mon, Dec 13, 2021 at 12:18 PM Lucas, Dawne Howard <dawne_lucas at unc.edu>
> wrote:
>
>> Hi Olivia,
>>
>>
>>
>> I’ve added this kind of information to the locations note field in the
>> top container record, although it often doesn’t seem like the best place
>> for it…more like it’s there so I use it when needed.
>>
>>
>>
>> -Dawne
>>
>>
>>
>> --
>>
>> *Dawne Howard Lucas (she/her/hers)*
>>
>> Technical Services Archivist
>>
>>
>>
>> Wilson Special Collections Library
>>
>> 200 South Road, CB #3926
>>
>> Chapel Hill, NC 27515
>>
>> The University of North Carolina at Chapel Hill
>>
>> E  dawne_lucas at unc.edu
>>
>>
>>
>>
>>
>>
>>
>>
>>
>> *From: *Olivia S Solis <livsolis at utexas.edu>
>> *Sent: *Monday, December 13, 2021 1:13 PM
>> *To: *Archivesspace Users Group
>> <archivesspace_users_group at lyralists.lyrasis.org>
>> *Subject: *[Archivesspace_Users_Group] Generic top container note?
>>
>>
>>
>> Hey all,
>>
>>
>>
>> I was wondering if any other institutions out there had an interest in a
>> field that we have consistently found a need for: a generic note for staff
>> attached to top container records. Reasons have included:
>>
>>    - We renamed a box. Because boxes may be part of citations or
>>    referenced in numerous places in internal documentation, staff sometimes
>>    goes to absurd lengths to keep an old box number when it is no longer
>>    relevant or the box really should be renamed. Having the old box # in a
>>    note that is indexed gets rid of that problem as there is an immediately
>>    obvious place to document the change. Staff and researchers often look for
>>    a box number they've found in citations and notes. Keeping this information
>>    in a note on the container record would allow us to locate the correct
>>    container through a key-word search.
>>    - We merged two boxes into one.
>>    - We want to document the space left in a box and ASpace currently
>>    allows no way to do that.
>>    - The box has a nonstandard size (no container profile yet)
>>    - The box needs some upkeep (new label, new container, it's missing a
>>    lid)
>>    - We can't find a box. It's happened. We want to document all the
>>    places we've looked
>>    - Other internal notes about the box's status, condition, barcode or
>>    indicator or history, restriction status.
>>
>> It seems like ASpace wants us to document information about top
>> containers in other places including Processing Notes attached to specific
>> archival objects/resource records/accessions, assessments, location notes.
>> Location notes sometimes could work, but we have limited staff time and
>> can't update numerous records (all the archival objects/collections
>> attached to a box or assessments attached to AOs/collections) to document a
>> single change.
>>
>>
>>
>> A generic note attached to top containers would solve a lot of problems
>> for us. If you have encountered any similar issue, how have you approached
>> them in ASpace?
>>
>>
>>
>> Thanks,
>>
>> Olivia
>>
>>
>>
>> --
>>
>> Olivia Solis, MSIS (she/her)
>>
>> 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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>> Archivesspace_Users_Group at lyralists.lyrasis.org
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>>
>
>
> --
> Olivia Solis, MSIS (she/her)
> 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
>
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