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<p class="MsoNormal"><span style="color:#1F497D">Hi Kate,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Here is a summary of how we manage physical inventory at Duke (not recommending this approach, but just providing info as a case study). I’m curious about how varied institutional practices are in this area as
well:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">--Physical inventory for books and archival holdings is managed in our ILS (Aleph … soon to be FOLIO). Every volume and archival box is barcoded and represented with an item record in the ILS. Bib records for
archival collections in the ILS may have hundreds of item records attached. In the ILS, holdings and item records for mss. containers are sort of modeled like serials or multi-volume sets. All of this itemization/barcoding work in the ILS happened about
12 years ago for mss. collections.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">--We manage archival description in ArchivesSpace (multi-level) and the ILS (collection-level). Archival containers are enumerated in ASpace, but we currently do not store barcodes or location information in
ArchivesSpace.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">--Books and other published materials that are not part of Archival collections are described only in the ILS and not in ArchivesSpace.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">--We use Aeon to manage requests / fulfillment of all special collections holdings (books and mss.). There is some integration between the ILS and our public finding aid interface (homegrown, not ASpace PUI).
Patrons can initiate a request from either a finding aid or a catalog record, but are then routed to a separate requesting application that just displays all of the requestable items in a given collection as represented in the ILS. Once a request is placed
for a given item, a new request transaction record is created in Aeon. There is some integration between Aeon and our off-site storage inventory management system (GFA) that allow us to push Aeon requests to GFA for onsite-delivery.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">All of the above works fairly well in our setup, although we often have discrepancies between containers listed in published finding aids (and in ASpace) and containers represented in the ILS. Keeping these in-sync
is an issue. Moving all archival holdings and location data to ArchivesSpace and out of the ILS would be one solution, but with over 100,000 archival containers I’ve put that project on hold for a bit</span><span style="font-family:Wingdings;color:#1F497D">J</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">-Noah<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040">================<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040">Noah Huffman<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040">Archivist for Metadata, Systems, and Digital Records<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040">David M. Rubenstein Rare Book & Manuscript Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040">Duke University | 919-660-5982<o:p></o:p></span></p>
<p class="MsoNormal"><a href="http://library.duke.edu/rubenstein/"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040">http://library.duke.edu/rubenstein/</span></a><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#404040"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> archivesspace_users_group-bounces@lyralists.lyrasis.org <archivesspace_users_group-bounces@lyralists.lyrasis.org>
<b>On Behalf Of </b>Bowers, Kate A.<br>
<b>Sent:</b> Thursday, September 5, 2019 4:29 PM<br>
<b>To:</b> Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Inclusive container management in ArchivesSpace<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Do you acquire publications that are not part of collections? If so, how is their housing and storage placement managed?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thanks!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Kate<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b>From:</b> <a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org">
archivesspace_users_group-bounces@lyralists.lyrasis.org</a> <<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org">archivesspace_users_group-bounces@lyralists.lyrasis.org</a>>
<b>On Behalf Of </b>Dean DeBolt<br>
<b>Sent:</b> Thursday, September 05, 2019 2:34 PM<br>
<b>To:</b> Archivesspace Users Group <<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">archivesspace_users_group@lyralists.lyrasis.org</a>><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Inclusive container management in ArchivesSpace<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">We are keeping physical books with collections, noting them on the inventories, but also having our<o:p></o:p></p>
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<p class="MsoNormal">library cataloging department create a catalog record and the call number being the collection title/number<o:p></o:p></p>
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<p class="MsoNormal">and location in the Archives and West Florida History Center.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Dean<o:p></o:p></p>
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<o:p></o:p></p>
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<p class="MsoNormal"><span style="color:#000099;background:white">Dean DeBolt, University Librarian (Professor)/University Archivist<br>
UWF Archives and West Florida History Center</span><o:p></o:p></p>
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<p class="MsoNormal"><span style="color:#000099;background:white">University of West Florida Library<br>
11000 University Parkway<br>
Pensacola, FL 32514-5750<br>
</span><a href="mailto:ddebolt@uwf.edu" target="_blank"><span style="color:#000099;background:white">ddebolt@uwf.edu</span></a><span style="color:#000099;background:white">; 850-474-2213</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="color:#000099;background:white">West Florida History Center is the largest and most comprehensive</span><o:p></o:p></p>
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<p class="MsoNormal"><span style="color:#000099;background:white">history collection about Pensacola and the West Florida region.</span><o:p></o:p></p>
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<p class="MsoNormal"><a href="https://urldefense.proofpoint.com/v2/url?u=http-3A__libguides.uwf.edu_universityarchives&d=DwMFaQ&c=WO-RGvefibhHBZq3fL85hQ&r=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY&m=pQZ2sYGJWxS75hW1KgaTUihFWSda0SDi1cSfye0uzm4&s=KLtesg0LXTzwPnUPesceeMSpLvW7uqfLfplAs-Lqx30&e=" target="_blank"><span style="background:white">http://libguides.uwf.edu/universityarchives</span></a><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="color:#000099;background:white">Digital collections can be found at: </span><a href="https://urldefense.proofpoint.com/v2/url?u=http-3A__archives.uwf.edu_&d=DwMFaQ&c=WO-RGvefibhHBZq3fL85hQ&r=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY&m=pQZ2sYGJWxS75hW1KgaTUihFWSda0SDi1cSfye0uzm4&s=HXKIQkgZzxIvH-ZszIcNvjyIRFmM3CodiON-DF9BHnQ&e=" target="_blank"><span style="background:white">http://archives.uwf.edu/</span></a><a href="https://urldefense.proofpoint.com/v2/url?u=http-3A__143.88.66.76_Archon_&d=DwMFaQ&c=WO-RGvefibhHBZq3fL85hQ&r=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY&m=pQZ2sYGJWxS75hW1KgaTUihFWSda0SDi1cSfye0uzm4&s=y-Ca6IRAMnfprT4HpPxlRy_VpAYeLh4aTdvgAIewsLY&e=" target="_blank">Archon/</a><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"><o:p> </o:p></p>
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<p class="MsoNormal">On Thu, Sep 5, 2019 at 1:29 PM Bowers, Kate A. <<a href="mailto:kate_bowers@harvard.edu">kate_bowers@harvard.edu</a>> wrote:<o:p></o:p></p>
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<span style="color:black">Here at the Harvard University Archives (HUA), we are interested to know how our colleagues are managing special collections inventory.<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;line-height:105%">
<span style="color:black">We are hoping to find colleagues who, like us, manage physical inventory of books as well as archival holdings. At HUA we have a long history of storing rare publications and archival holdings together.
<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;line-height:105%">
<span style="color:black">We use Alma and ArchivesSpace for description, Aeon for patron fulfillment, and a local database to manage physical inventory (boxes, volumes, locations, etc.)<o:p></o:p></span></p>
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<span style="color:black">Is anyone else managing book and archival physical storage in a single system? If so, which tools are you using? Do they meet your needs? Have you achieved integrations between systems?<o:p></o:p></span></p>
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<span style="color:black">We are eager to hear from you!<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;line-height:105%">
<span style="color:black">Kate Bowers and Robin McElheny, Harvard University Archives<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="background:white"><b><span style="font-size:12.0pt;color:black">Kate Bowers</span></b><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:black">Collections Services Archivist for Metadata, Systems, and Standards<o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:black">Harvard University Archives<o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><a href="mailto:kate_bowers@harvard.edu" target="_blank"><span style="font-size:12.0pt">kate_bowers@harvard.edu</span></a><a href="mailto:megan_sniffin-marinoff@harvard.edu" target="_blank"><span style="font-size:12.0pt"><br>
</span></a><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:black">voice: (617) 998-5238<o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:black">fax: (617) 495-8011<o:p></o:p></span></p>
<p class="MsoNormal" style="background:white"><span style="font-size:12.0pt;color:black">web:
</span><a href="https://urldefense.proofpoint.com/v2/url?u=http-3A__nrs.harvard.edu_urn-2D3-3Ahul.eresource-3Aarchives&d=DwMGaQ&c=imBPVzF25OnBgGmVOlcsiEgHoG1i6YHLR0Sj_gZ4adc&r=F0JE8U9-xhxe_nE7d7aEUi-uqfKqvYJ222bS0oz9mko&m=QMju9R1600lgZdcXmeqrKZL6ImVLsat0jgANoo3OP2A&s=cyV7cIC_6gEJ_3fyghvfocghWuqKMkvzJU7Ukh0g3Xk&e=" target="_blank"><span style="font-size:12.0pt">http://nrs.harvard.edu/urn-3:hul.eresource:archives</span></a><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt;background:white"><span style="color:black">Twitter: @k8_bowers</span><span style="font-size:12.0pt;color:black"><br>
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<p class="MsoNormal">_______________________________________________<br>
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