<div dir="ltr"><div>Hi Joan,</div><div><br></div>The only thing I would add to what Christie said is that I think that you have the right instinct to model each of the boxes separately (so that you can assign barcodes, track locations, etc.), and in addition, it may indeed be useful to researchers to see each individual box in the finding aid. This way, they can request boxes 1 and 2 in your circulation system on Monday, and then request box 3 when they're ready on Tuesday. <div><br></div><div>One other point -- with all things systems, it's always possible to <i>display</i> this differently than it's encoded and it's almost always a bad idea to encode <i>for</i> display. It might be worth requesting a change in the ASpace public interface so that boxes are each represented in the database (there's a top container record for each of them) and it just says "1-4" in the display in the public interface (or if you're making XML EADs, you can make your XSLT stylesheet do this for you). </div><div><br></div><div>Thanks,</div><div>Maureen</div></div><div class="gmail_extra"><br><div class="gmail_quote">On Wed, May 10, 2017 at 11:01 AM, Peterson, Christie <span dir="ltr"><<a href="mailto:cspeterson@email.gwu.edu" target="_blank">cspeterson@email.gwu.edu</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div dir="ltr">Hi Joan,<div><br></div><div>You're asking a really good question, and thinking about this with all the right principles. There just isn't a single right answer.</div><div><br></div><div>It may look weird to have four instances attached to a single description, but that's how we do it in most cases. It allows you to assign barcodes and track locations for each box independently.</div><div><br></div><div>The example where you feel like you're doing folder level description is a useful model if you can make a meaningful distinction between the content in each box and want to save archivists and researchers the bother of pulling and looking at all of them to determine which they want. In your example above, it looks like each box has a different set of dates attached to it, so that would be a good reason to use this method. As a side note, we use other level = box to indicate when we're actually describing a whole box and not a folder. **trigger debate on that practice now**</div><div><br></div><div>Cheers,</div><div><br></div><div>Christie</div></div><div class="gmail_extra"><br><div class="gmail_quote"><div><div class="h5">On Wed, May 10, 2017 at 10:45 AM, Joan Curbow <span dir="ltr"><<a href="mailto:CurbowJ@bvu.edu" target="_blank">CurbowJ@bvu.edu</a>></span> wrote:<br></div></div><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div><div class="h5">
<div lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="m_-3290702704505489893m_-5472506154745783429WordSection1">
<p style="background:white"><span style="font-family:"Calibri",sans-serif">Dear all,<u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Description and instantiation are different things. Describing the content is not equal to what boxes the content ends up in. Correct? But something isn’t making sense
to me.<u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">I wanted to describe a collection at the series level, so in the instances, I chose my top container, but I have four boxes for my first series, so my container type
is “Box” and I put 1-4 for my indicators, but this doesn’t calculate four document cases, does it? Doesn’t it only calculate 1?<u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">But if I make four instances, that looks stupid. See below.<u></u><u></u></span></p>
<p style="background:white"><img width="550" height="30" style="width:5.725in;height:.3083in" id="m_-3290702704505489893m_-5472506154745783429Picture_x0020_1" src="cid:image001.jpg@01D2C972.24DFD7F0"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">It also results in a finding aid that looks like this:<u></u><u></u></span></p>
<p style="background:white"><img width="554" height="103" style="width:5.7666in;height:1.075in" id="m_-3290702704505489893m_-5472506154745783429Picture_x0020_4" src="cid:image002.jpg@01D2C972.24DFD7F0"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">If I do this:<u></u><u></u></span></p>
<p style="background:white"><img width="546" height="83" style="width:5.6916in;height:.8666in" id="m_-3290702704505489893m_-5472506154745783429Picture_x0020_2" src="cid:image004.jpg@01D2C972.24DFD7F0"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">I’m really describing at a file level, which I don’t want to do.<u></u><u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">What am I not understanding?<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Sincerely,<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p class="MsoNormal"><b><span style="color:#002244">Joan Curbow</span></b><u></u><u></u></p>
<p class="MsoNormal"><span style="color:#90a4b7">Reference Librarian and Archivist</span><u></u><u></u></p>
<p class="MsoNormal"><span style="color:#90a4b7">Buena Vista University Library<u></u><u></u></span></p>
<p class="MsoNormal"><span style="color:#90a4b7">Buena Vista University<u></u><u></u></span></p>
<p class="MsoNormal"><span style="color:#90a4b7">610 West Fourth Street<u></u><u></u></span></p>
<p class="MsoNormal"><span style="color:#90a4b7">Storm Lake, Iowa 50588</span><u></u><u></u></p>
<p class="MsoNormal"><span style="color:#90a4b7"><a href="tel:(712)%20749-2094" value="+17127492094" target="_blank">712.749.2094</a><u></u><u></u></span></p>
<p class="MsoNormal"><span style="color:#90a4b7"><a href="http://www.library.bvu.edu" target="_blank">www.library.bvu.edu</a></span><u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
<p style="background:white"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><u></u> <u></u></span></p>
</div>
</div>
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<br></blockquote></div><span class="HOEnZb"><font color="#888888"><br><br clear="all"><div><br></div>-- <br><div class="m_-3290702704505489893gmail_signature" data-smartmail="gmail_signature"><div dir="ltr">Christie S. Peterson<div><br></div><div>University Archivist</div><div><div style="color:rgb(80,0,80);font-size:13.1999998092651px"><span style="color:rgb(0,0,0)"><font size="2">George Washington University Libraries</font></span></div><div style="color:rgb(80,0,80);font-size:13.1999998092651px"><span style="color:rgb(0,0,0);font-size:small">704H Gelman Library</span><font size="2"><br></font></div><div style="color:rgb(80,0,80);font-size:13.1999998092651px"><font size="2"><span style="color:rgb(0,0,0)"><a href="mailto:cspeterson@gwu.edu" target="_blank">cspeterson@gwu.edu</a></span></font></div><div style="color:rgb(80,0,80);font-size:13.1999998092651px"><font size="2"><span style="color:rgb(0,0,0)"><a href="tel:(202)%20994-3925" value="+12029943925" target="_blank">202.994.3925</a></span></font></div></div></div></div>
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<br></blockquote></div><br><br clear="all"><div><br></div>-- <br><div class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><font face="arial, helvetica, sans-serif" size="2">Maureen Callahan<br>Sophia Smith Collection Archivist<br>Smith College Special Collections<br>Northampton, Massachusetts 01063<br>T. 413 585 2981 C. 215.863.1860<br><a href="mailto:mcallahan@smith.edu" target="_blank">mcallahan@smith.edu</a></font><div><font face="arial, helvetica, sans-serif" size="2"><br></font></div><div><font face="arial, helvetica, sans-serif" size="2">Pronouns: she/her/hers<br><br>Smith College Special Collections will be closed from May 22 to September 4, 2017 as we move to our interim location and Neilson Library begins renovations. Although we cannot serve researchers onsite during that time, please don't hesitate to be in touch for remote research assistance. <br><br>Facebook: <a href="https://www.facebook.com/SophiaSmithCollection/" target="_blank">https://www.facebook.com/SophiaSmithCollection/</a><br>Instagram: <a href="https://www.instagram.com/smithlibraries/" target="_blank">https://www.instagram.com/smithlibraries/</a><br>Twitter: <a href="https://twitter.com/archivalagents" target="_blank">https://twitter.com/archivalagents</a></font></div></div></div>
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