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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Hi Jacky,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">I’m not sure that there is much in the way of agreed-upon best practices for accession identifiers in the community. The bottom line – which is enforced by ArchivesSpace
– is that they need to be unique. I can tell you, in case it is helpful, how we have chosen to do things at Yale.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">In Yale’s ArchivesSpace we run a plugin the enforces our accession identifier scheme. The code for the plugin is available here:
<a href="https://github.com/hudmol/aspace_yale_accessions">https://github.com/hudmol/aspace_yale_accessions</a>.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">The first segment of the accession identifier is the fiscal year of the accession. This is automatically assigned based on the accession date.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">The second segment of the accession identifier is a department code. The plugin creates a drop-down menu specific to each repository of the permissible codes,
from which we select the appropriate department. In most cases the “department” code corresponds to a curatorial area, e.g. “ycal” for the Yale Collection of American Literature.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">The third segment is a four digit number assigned by the plugin at the time the accession is first saved. The number is assigned in a separate numerical sequence
for each department, and restarts every fiscal year.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">The fourth segment is not used.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Some examples of accession numbers: 2016.ycal.0001; 2016.genm.0016; 2015.osb.0025, etc.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">If you have any further questions, I’m happy to give further detail.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Best,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Mike<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">_____________________________________<br>
Michael Rush<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">Accessioning Archivist<br>
Beinecke Rare Book and Manuscript Library<br>
Yale University<br>
203-432-8123<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">The Beinecke Library’s building is closed for renovation until September 2016. We have opened a temporary reading room in Sterling Memorial Library, but access to
some collections may be limited during the renovation. For more information, visit our renovation website at
<a href="http://beineckelibraryrenovation.yale.edu/"><span style="color:blue">http://beineckelibraryrenovation.yale.edu/</span></a>.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> archivesspace_users_group-bounces@lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org]
<b>On Behalf Of </b>Johnson, Jacqueline<br>
<b>Sent:</b> Wednesday, July 08, 2015 10:49 AM<br>
<b>To:</b> archivesspace_users_group@lyralists.lyrasis.org<br>
<b>Subject:</b> [Archivesspace_Users_Group] Best Practices for Accession Numbers<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Hello,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">This is Jacky Johnson from Miami University. We are transferring records from Filemaker Pro to ArchiesSpace.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">We have to create new accession numbers. Does anyone know the best practices for creating Accession Numbers. <o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Any ideas how to automate the numbers and use the record group.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">It would be nice to have accession numbers based on collections.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">I would appreciate any assistance that anyone could provide.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Peace,<o:p></o:p></p>
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<p class="MsoNormal">Jacky<o:p></o:p></p>
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