[Archivesspace_Users_Group] Advice requested for location records and the space calculator

[Olivia S Solis]

Hi Ann,

The drawer as container is something you will have to consider. We also
historically treated drawers as containers in our finding aids, but that is
not how ASpace is really designed. The "top container" is conceived of as
the thing that circulates, and obviously the drawer can't. It should really
be the folders inside the drawer. We have yet to convert our drawers to
folders, but there are benefits including being able to calculate the space
in the drawer provided the folder container profiles are accurate, unique
top containers, more granular extents, a better means of tracking
the folders in the drawers and what collections each contains, you could
barcode them and track that in ASpace. For now, our drawers are a single
"folder" in ASpace with a container profile that matches the width and
depth of the drawer with a height of .5 in. But we know we need to address
our drawer situation eventually.

We have not been able to fully use the space calculator because to do so,
you would have to account for every container's profile or map it to the
closest one. We have free standing items and things like LPs we have not
accounted for, so it might seem like space on a shelf is empty when really
the boxes/items on the shelf are nonstandard and have have no container
profile.

Finally, we would need to turn of the depth to calculate the space on the
shelf. This may not be you, but some of our containers are just slightly
deeper than the shelf and an inch might hang over the shelf's edge. The
space calculator would think the container you're looking to place won't
fit on the shelf if the depth is greater than the shelf depth.

Thanks,
Olivia

On Thu, Jun 2, 2022 at 8:06 AM Anne Marie Lyons <amlyons at atlas-sys.com>
wrote:

> Hello all,
>
>
>
> I am working with an archive that is planning to use the top container and
> location management module so that they can make use of the space
> calculator. They would like to plan out their location records ahead of
> time and get them imported into ArchivesSpace. Do you have any advice about
> getting organized with the location records? Is there anything you wish you
> had done differently? Some guidelines I have learned so far:
>
>
>
>    - Create a spreadsheet of locations
>    - Draw a map of storage areas
>    - Some locations, like map cases, might be more of a container – make
>    some decisions up front
>    - Practice with linking of locations, containers, and profile records;
>    also, get an idea of what’s available in reporting
>
>
>
> Is there anything else you would like to share about using the space
> calculator?
>
>
>
> Thank you very much!
>
>
>
> - Anne Marie
>
> _______________________
>
> Anne Marie Lyons, MLIS
>
> Training and Library Solutions Consultant
>
> *Atlas Systems – You have a job to do. We help you do it.*
>
> phone: 800-567-7401 ext.1     fax: 757-467-7875
>
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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
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