<div dir="ltr">Thank you Paul and Laurel for your responses!<div><br></div><div>Paul, there doesn't appear to be any kind of note we can attach to the box itself as it relates to features of the box. We can attach a note about the box's location, as shown in the attachments to this email where "OD" represents "oversize drawer" <font size="1">— </font>we still need to go back and number the specific folders within the drawer, which we treat as a location. But remaining extent isn't related to location, so I'm loath to document this information in the location note. And again in some cases, as in the second screenshot attached, there can be dozens different archival objects in a container, documenting this kind of info in archival objects is not feasible. Incidentally, we'd love to have a note for boxes themselves for instances e.g. when a box's name has changed or the box is dedicated to separated born-digital materials.</div><div><br></div><div>Laurel, that may be a solution. But as we already have 175 different container profiles, one that could be difficult to manage, particularly since our processors sometimes need to know that the box has 3 vs 1 inches remaining. Still, the primary candidates are bankers boxes and Hollingers, so it could be possible to restrict these kinds of container profiles to those container types. I will raise this option with my team.</div><div><br></div><div>Again, thank you for your input!!</div><div><br></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, Feb 28, 2019 at 9:57 AM McPhee, Laurel <<a href="mailto:lmcphee@ucsd.edu">lmcphee@ucsd.edu</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex">
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<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif">Hi Olivia,<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif">If I understand your problem correctly, it may be similar to something we’ve addressed using the container profile feature.<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif">We recently completed a survey of our map case drawers, and wanted to express each drawer as a shared top container (each drawer can contain many oversize folders, of course,
from different collections). The challenge was we also wanted to find a way to communicate if a drawer was full, or had space in it for more, so someone could be at their desk using ASpace and figure out a likely location to put something new (as opposed to
going on a space-hunting expedition in the stacks).<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif">Our solution was to create our 200-or-so map case drawer top containers (the unique indicator for each one is MC-XXX, X being the drawer number) , but based on our survey,
also assign a profile to each drawer that makes the “status” of the drawer explicit: the name of the profile assigned to each drawer is either “<span style="background:white">Map case drawer – AVAILABLE” or “Map case drawer – FULL”. Using the assigned profiles,
we always know what has space in it, and what is stuffed, because we can search on that profile name. And if a processor fills up a drawer, they simply change the profile from AVAILABLE to FULL. I’m not sure if this is a hacky work-around, or a brilliant solution,
but it works for us, and got us away from having a separate, always out-of-date spreadsheet that told us the status of our drawers. It does require a fresh survey, for which we used undergraduate workers, to give you a snapshot of your container situation.<u></u><u></u></span></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif;background:white"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif;background:white">May all your containers be half full
</span><span style="font-size:11pt;font-family:Wingdings;background:white">J</span><span style="font-size:11pt;font-family:Calibri,sans-serif;background:white">,<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif;background:white">Laurel</span><span style="font-size:11pt;font-family:Calibri,sans-serif"><u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)"><u></u> <u></u></span></p>
<p class="MsoNormal"><b><span style="font-size:11pt;font-family:Calibri,sans-serif">From:</span></b><span style="font-size:11pt;font-family:Calibri,sans-serif"> <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>Olivia S Solis<br>
<b>Sent:</b> Wednesday, February 27, 2019 12:46 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> [Archivesspace_Users_Group] Empty space within a box<u></u><u></u></span></p>
<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Hello all,<u></u><u></u></p>
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<p class="MsoNormal">We've been wondering if we are alone in this struggle. So we are a space-deficient archives. Our stacks are boxed to the brim and processors hunt for on-site space voraciously, particularly for collections that are just a few inches in
extent. For this reason, we have a column in our spreadsheet shelf lists — which we're trying to wean off of now that we are increasingly utilizing the container management functionality of ASpace — that includes inches left in a box. There are some boxes
that house 20 or so different small collections, so documenting this information at the archival object level seems, to put it mildly, inefficient.<br clear="all">
<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Does anyone else have this problem? If so, have you found a way to address it in ASpace?<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Thanks,<u></u><u></u></p>
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<p class="MsoNormal">Olivia<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">-- <u></u><u></u></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Olivia Solis, MSIS</span><span style="font-size:9.5pt"><u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Metadata Coordinator</span><span style="font-size:9.5pt"><u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Dolph Briscoe Center for American History</span><span style="font-size:9.5pt"><u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">The University of Texas at Austin</span><span style="font-size:9.5pt"><u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">2300 Red River St. Stop D1100</span><span style="font-size:9.5pt"><u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">Austin TX, 78712-1426</span><span style="font-size:9.5pt"><u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt;color:black">(512) 232-8013</span><span style="font-size:9.5pt;color:rgb(136,136,136)"><u></u><u></u></span></p>
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</blockquote></div><br clear="all"><div><br></div>-- <br><div dir="ltr" class="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div dir="ltr"><div dir="ltr"><div style="font-size:12.8px"><font color="#000000">Olivia Solis, MSIS</font></div><div style="font-size:12.8px"><font color="#000000">Metadata Coordinator</font></div><div style="font-size:12.8px"><font color="#000000">Dolph Briscoe Center for American History</font></div><div style="font-size:12.8px"><font color="#000000">The University of Texas at Austin</font></div><div style="font-size:12.8px"><font color="#000000">2300 Red River St. Stop D1100</font></div><div style="font-size:12.8px"><font color="#000000">Austin TX, 78712-1426</font></div><div style="color:rgb(136,136,136);font-size:12.8px"><span style="color:rgb(0,0,0);font-size:12.8px">(512) 232-8013</span></div></div></div></div></div></div></div>