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<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%">Hi Lydia,<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%">We do something similar to what Angela has described and you noted in your message. We have numerous shared containers, and our solution
to avoid any confusion is to place a “Communal” descriptor in the Indicator for the container AND its use designation, e.g. Communal Collections, Communal Accessions. We then assign a sequential number in the indicator field as well, so we end up with Communal
Collections 1, Communal Collections 2, and so on.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%">Using the Manage Top Containers, we keep track of the next available sequential number to be used for a communal container. A search
in the Manage Top Containers keyword field with “Communal Collections” for example, only brings up those containers we’ve designated as communal containers for collections. We use a combination of the notes field in the Top Container and a specific location
in our repository to keep track of those communal containers that still have space, are full, or are used only for restricted materials.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%">We have also developed a system for tracking the placements of materials within communal containers. Thus far, it’s all working quite
nicely.<o:p></o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%"><o:p> </o:p></span></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%">Cheers,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%">Neal</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F4E79">--<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F4E79">Neal Harmeyer<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F4E79">Digital Archivist<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F4E79">Purdue University Archives and Special Collections<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F4E79">Purdue University Libraries<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F4E79"><a href="mailto:harmeyna@purdue.edu">harmeyna@purdue.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoPlainText"><span style="color:#1F4E79;mso-style-textfill-fill-color:#1F4E79;mso-style-textfill-fill-alpha:100.0%"><o:p> </o:p></span></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">-----Original Message-----<br>
From: archivesspace_users_group-bounces@lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org] On Behalf Of Angela Kroeger<br>
Sent: Wednesday, January 3, 2018 4:16 PM<br>
To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
Subject: Re: [Archivesspace_Users_Group] Top Containers and Item Level Descriptions</p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">Hi, Lydia,<o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">We do something like you describe. When we have multiple collections in the same container, then the container numbering follows the pattern MISC-01, MISC-02, MISC-03, etc. Searching by the MISC-XX number (with the number, in quotation
marks) retrieves a list of all collections housed in that box.<o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">As for how to keep track of our last-used MISC-XX number, we don't have a good way of doing that within ArchivesSpace. We've got an external list. Not optimal, I know.
<o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">However, I think your "Shared Container" nomenclature would completely fix that problem. A keyword search of "MISC" without an attached number brings up too many false hits in our system, but "Shared Container" is a sufficiently unique
phrase that the keyword search would zero in on just the containers you're looking for. (Wish I'd thought of that before starting the MISC numbering. :-)<o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">--Angela<o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">Angela Kroeger<o:p></o:p></p>
<p class="MsoPlainText">Archives and Special Collections Associate UNO Libraries | Criss Library 107 University of Nebraska at Omaha | unomaha.edu<o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">402.554.4159<o:p></o:p></p>
<p class="MsoPlainText"><a href="mailto:akroeger@unomaha.edu"><span style="color:windowtext;text-decoration:none">akroeger@unomaha.edu</span></a><o:p></o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText"><o:p> </o:p></p>
<p class="MsoPlainText">On a slightly tangential question re: shared Top Containers, I would love to hear how institutions keep track of numbering their shared containers – especially if some are stored offsite. I am hoping that if I create a Share Container
X, by searching “Shared Container” in Top Containers, it should pull all with those keywords together in order to see the last used box number, but I would love to hear how others have accomplished this. Thanks!<o:p></o:p></p>
<p class="MsoPlainText">Lydia<o:p></o:p></p>
<p class="MsoPlainText">_______________________________________________<o:p></o:p></p>
<p class="MsoPlainText">Archivesspace_Users_Group mailing list<o:p></o:p></p>
<p class="MsoPlainText"><a href="mailto:Archivesspace_Users_Group@lyralists.lyrasis.org">Archivesspace_Users_Group@lyralists.lyrasis.org</a><o:p></o:p></p>
<p class="MsoPlainText"><a href="http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group">http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group</a><o:p></o:p></p>
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