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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Maureen,<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">My feedback assumes Adrien is thinking of these volumes purely as containers and not as meaningful representations of the nature of what’s within them. So just
like there’s nothing inherently meaningful about calling something Box 1, there’s nothing inherently meaningful about calling a container “Volume 1-5 (1st series).” The latter is a silly label, but it’s just a label.<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">Given this assumption, I think the reason why I would advocate for keeping the confusing, baroque volume labels is three-fold:<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="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><![if !supportLists]><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><span style="mso-list:Ignore">1)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">There may be legacy references to them<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><![if !supportLists]><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><span style="mso-list:Ignore">2)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Renumbering the volumes with something less baroque would require, like, sharpie-ing over the existing numbers, which Jared Sparks would be very grumpy
about because boy, aren’t those some handsome volumes<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><![if !supportLists]><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><span style="mso-list:Ignore">3)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Who cares what the indicators are, they’re just container labels (i.e. from an inventory management standpoint they should be tracked with something
unique like barcodes anyway)<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">But to your point,hypothetically if the items could be easily removed from the volumes, put in folders, and put into boxes, without offending the ghost of Jared
Sparks, definitely just number the new containers 1, 2, 3 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">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">Jordon<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">Jordon Steele<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Hodson Curator of the University Archives<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Sheridan Libraries<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Johns Hopkins University<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">3400 N Charles St<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Baltimore, MD 21218<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><a href="mailto:jsteele@jhu.edu"><span style="color:#0563C1">jsteele@jhu.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">410-516-5493<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">he/him/his<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 <archivesspace_users_group-bounces@lyralists.lyrasis.org>
<b>On Behalf Of </b>Maureen Callahan<br>
<b>Sent:</b> Wednesday, February 13, 2019 5:07 PM<br>
<b>To:</b> Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Top Containers for volumes<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<div>
<p class="MsoNormal">A different direction!<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've noticed that we often get in trouble when there's a conflation between archival/bibliographic description and collection control, particularly because those descriptors fundamentally serve different purposes and can even change over
time -- sometimes at cross purposes. So I would say that your best bet would be to think carefully about the purpose the volume number serves. When you say that these are in two series, is that a designation made by the publisher/author? Or is it just an organizing
principle imposed by past archivists? Because I think that there are much better ways of saying that volumes belong together than using volume numbers, and I also think that whenever possible it's best to keep inventory management simple and just number widgets
seriatim.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">MC<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">On Wed, Feb 13, 2019 at 4:55 PM Jordon Steele <<a href="mailto:jsteele@jhu.edu">jsteele@jhu.edu</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">I second (third?) the logic that the container indicator should exactly follow the volume label on the spine. So container type=Volume, container indicator=1-5 (1<sup>st</sup> series).
<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">This may not work with your workflow, but two additional suggestions:<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="gmail-m-6550280272720101995msolistparagraph"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt">
</span>Barcode each volume and add the barcodes to the container records so that staff can track them as such OR<o:p></o:p></p>
<p class="gmail-m-6550280272720101995msolistparagraph"><span style="font-family:Symbol">·</span><span style="font-size:7.0pt">
</span>Put each volume in a custom box and barcode the box.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Best,<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Jordon<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Jordon Steele<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Hodson Curator of the University Archives<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Sheridan Libraries<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Johns Hopkins University<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">3400 N Charles St<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Baltimore, MD 21218<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><a href="mailto:jsteele@jhu.edu" target="_blank"><span style="color:windowtext">jsteele@jhu.edu</span></a><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">410-516-5493<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">he/him/his<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D"> </span><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>From:</b>
<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">
archivesspace_users_group-bounces@lyralists.lyrasis.org</a> <<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">archivesspace_users_group-bounces@lyralists.lyrasis.org</a>>
<b>On Behalf Of </b>Kottman, Miloche<br>
<b>Sent:</b> Wednesday, February 13, 2019 1:37 PM<br>
<b>To:</b> Archivesspace Users Group <<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" target="_blank">archivesspace_users_group@lyralists.lyrasis.org</a>><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Top Containers for volumes<o:p></o:p></p>
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</div>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">I would prefer whatever enumeration had been used to label the pieces to avoid confusion for the patron. For example, if the pieces are labeled v. 1-10
but your finding aid has series 1, v. 1-5 and series 2, v. 1-5, the patron is likely to be confused if they ask for series 2, v. 1 and get volume 6 when it’s paged.</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">If there’s no label and/or you get to re-label, I recommend using the Arrangement note to explain that there are two series with 5 volumes each, e.g.</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">Series 1, vol. 1-5 shelved as v. 1-5</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">Series 2, vol. 1-5 shelved as v. 6-10</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">Then do top containers as v. 1-10</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">This is similar to what we do in the catalog for serials and monographs, i.e. a summary holdings statement followed by actual item records/barcodes for
which volumes the library holds.</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">--Miloche Kottman</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D">University of Kansas Libraries</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="color:#1F497D"> </span><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>From:</b>
<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">
archivesspace_users_group-bounces@lyralists.lyrasis.org</a> <<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">archivesspace_users_group-bounces@lyralists.lyrasis.org</a>>
<b>On Behalf Of </b>Hilton, Adrien<br>
<b>Sent:</b> Wednesday, February 13, 2019 8:53 AM<br>
<b>To:</b> <a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" target="_blank">
archivesspace_users_group@lyralists.lyrasis.org</a><br>
<b>Subject:</b> [Archivesspace_Users_Group] Top Containers for volumes<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Hi,
<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">I’m in the process of retrospectively adding top containers to all of our 800,000+ archival objects. A large number of our collections are in volume format, housed on shelves as
is, not in boxes. I’m wondering how folks are handling these types of “containers” in AS.
<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Just for an example, the Jared Sparks papers consists of 10 individual volumes, which if these were boxes, of course would be Boxes 1-10. However, the material is a two part series,
each consisting of 5 volumes each and referred to on spines as volumes 1-5 (1<sup>st</sup> series) and another volumes 1-5 (2<sup>nd</sup> series). I’m disinclined to give them top containers Volumes 1-10 and I don’t want to have two Volume 1 Top Containers
in the same collection. Any advise on how to make this clear to users and manageable on the back end?<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Thanks in advance,
<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Adrien<o:p></o:p></p>
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<p class="MsoNormal">_______________________________________________<br>
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<a href="mailto:Archivesspace_Users_Group@lyralists.lyrasis.org" target="_blank">Archivesspace_Users_Group@lyralists.lyrasis.org</a><br>
<a href="http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group" target="_blank">http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group</a><o:p></o:p></p>
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<p class="MsoNormal"><br clear="all">
<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">-- <o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:10.0pt">Maureen Callahan<br>
Sophia Smith Collection Archivist<br>
Smith College Special Collections<br>
Northampton, Massachusetts 01063<br>
413 585 2981<br>
<a href="mailto:mcallahan@smith.edu" target="_blank">mcallahan@smith.edu</a></span><o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size:10.0pt">Pronouns: she/her/hers</span><o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="margin-bottom:12.0pt"><span style="font-size:10.0pt;color:black">Smith College Special Collections is now housed at
<a href="https://www.smith.edu/libraries/about/new-neilson/wheres-my-library" target="_blank">
<span style="color:#1155CC">Young Library</span></a>. Learn more about renovations to Neilson Library
<a href="https://www.smith.edu/libraries/about/new-neilson" target="_blank"><span style="color:#1155CC">here</span></a>.
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