[Archivesspace_Users_Group] container profiles for uniquely sized containers

[Dan Michelson]

Hi All,

As Sarit points out, the best way to use container profiles is dependent on
your individual circumstances.

At Smith College, we use measured container profiles for everything other
than bound volumes that don't have specialized storage.  For those (flat
file folders, rolled items, framed items, etc.), we have generic container
profiles with nominal measurements.  Eventually we intend to consolidate
our volumes in designated shelving areas so that we can make use of the
space calculator function for everything else.

A couple things we did to make the process of establishing container
profiles easier:

   - Did not attempt exact precision.  Depending on the manufacturer and
   model, record cartons can vary a bit in dimensions.  We decided not to
   worry about that and use a single container profile for all record
   cartons.  The same is the case for standard document boxes.
   - Included the dimensions in the title field.  For example, "Non
   standard box (7d x 10h x 4.5w)."  We found that to be useful.  While we
   don't do it here, I've previously included manufacturer/model numbers in
   the titles so that if you have a box that actually has that information on
   it (which is annoyingly rare), it isn't necessary to measure it again.

It took us quite a while to get all the container profiles added, but we
already had to barcode all of our boxes in preparation for moving to a new
building and it was extremely helpful to know ahead of time which boxes had
dimensions that our standard size shelves couldn't accommodate.

All the best,

Dan.

On Mon, Mar 20, 2023 at 8:50 AM Hand, Sarit <shand at ap.org> wrote:

> Hi,
>
>
>
> I create a unique profile for every unique top container. That allows me
> to calculate an extent record. I need this since we are using off-site
> storage. So, I reserve the extent record just for calculated extents. I’ll
> be using Notes fields for other “extent” descriptions. I know some
> institutions create profiles for everything, including media, it all
> depends upon how what you consider a top container. The difficulty is
> keeping track so make sure you decide on a naming convention. Sadly, there
> are too few fields (IMO) for the profile record.
>
>
>
> The issue I have with creating unnecessary profiles is when I have a
> profile for a box but the extent measured by is different based on how it
> sits on the shelf. I had opened a JIRA ticket to change the measure by
> field to the top container, not the profile but it was decided not to
> change that, and I was told to create a new profile for the different
> extent even though it’s the same exact container.
>
>
>
> Hope this helps
>
> Cheers,
>
>
>
>
>
>
>
> *Sarit Hand*
>
> Digital Archivist
> AP Corporate Archives
>
> 200 Liberty Street
>
> New York, NY 10281
>
> T 212.621.7035
>
>
>
> shand at ap.org
> ap.org <http://www.ap.org>
>
>
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> *On Behalf Of *Sherman,
> Becky
> *Sent:* Friday, March 17, 2023 1:39 PM
> *To:* archivesspace_users_group at lyralists.lyrasis.org
> *Subject:* [Archivesspace_Users_Group] container profiles for uniquely
> sized containers
>
>
>
> [EXTERNAL]
>
> Hi All,
>
> I am interested in learning more about how other institutions handle
> container profiles for uniquely sized containers. We have a list of the
> most commonly used container profiles in our repository, and our goal is to
> keep the number of container profiles to a minimum (maybe 12-15). We have
> quite a few uniquely sized containers that we will *not* be creating
> container profiles for (i.e. custom boxes, 3-D artifacts, etc.). How have
> others approached these oddball containers? Is it better to create a single
> container profile for “unique containers” and assign that profile to all
> oddballs regardless of actual dimensions, so that they can be grouped
> together for reports? Or are there advantages to not assigning a container
> profile at all to unique containers? If you’re willing to share your
> container profiles list, that would also be helpful. Thanks for helping us
> to weigh the options!
>
>
>
> Thanks,
>
>
>
> Becky Sherman (*she/her*)
>
> Senior Collections Processing Archivist
>
> Stuart A. Rose Manuscript, Archives, & Rare Book Library
>
> Emory University
>
> 404-727-4032
>
>
>
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>
>
>
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-- 
Dan Michelson
Collections Archivist
Smith College Special Collections

For current library access and services details, see Library Services
During COVID-19
<https://libraries.smith.edu/library-services-during-covid-19>.
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