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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Hi Jodi,<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">We also use a more-or-less locally-developed vocabulary / code list to identify format types. We have a short list of controlled container type values for broad
categories of formats (boxes, videocassettes, film-reel, etc.), but more granular format information is communicated using format codes that we store as part of the item’s identifier in the container identifier field. So, in both cases we are storing the format
information at the instance/container level and not necessarily at the archival object level. This has been helpful for reporting and for maintaining consistency across systems (many of these physical items are also represented as item records in our ILS).<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">Here’s a link to a Google sheet where we define the formats and corresponding format codes:
<a href="https://docs.google.com/spreadsheets/d/1NfbeugxEOuGI1YQcudWcQoMUU6UyhijZtirFPL0NcuE/edit?usp=sharing">
https://docs.google.com/spreadsheets/d/1NfbeugxEOuGI1YQcudWcQoMUU6UyhijZtirFPL0NcuE/edit?usp=sharing</a><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">Here’s an example finding aid where many of the item identifiers include format codes for various video formats (e.g. : RL11360-UMATIC-003):
<a href="https://archives.lib.duke.edu/catalog/jwtdetroitav_aspace_536753340d54f53d8b3db51d8598c5d9">
https://archives.lib.duke.edu/catalog/jwtdetroitav_aspace_536753340d54f53d8b3db51d8598c5d9</a><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">Again, this is locally-developed and not based on any external standard or vocabulary, but perhaps useful for reference.<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">-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:#1F497D">================<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#1F497D">Noah Huffman<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#1F497D">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:#1F497D">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:#1F497D">Duke University | 919-660-5982<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#1F497D"><a href="http://library.duke.edu/rubenstein/"><span style="color:#1F497D">http://library.duke.edu/rubenstein/</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Georgia",serif;color:#1F497D">Pronouns:</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">
</span><span style="font-size:10.0pt;font-family:"Georgia",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"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
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<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>Allison-Bunnell, Jodi<br>
<b>Sent:</b> Monday, December 13, 2021 11:50 AM<br>
<b>To:</b> Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
<b>Subject:</b> Re: [Archivesspace_Users_Group] Managing media instances in collection<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello John: <o:p></o:p></p>
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<p class="MsoNormal">Thank you, this is exactly the approach that I had in mind! I appreciate your reply very much. <o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">So far you and one other institution have shared their internally developed CV lists…I’m hoping to find something more standardized, or drawn from a particular standard. Can you tell me anything more about what source(s) you used for this
list?<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:9.0pt;font-family:"Helvetica",sans-serif;color:black">Best, Jodi<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif;color:black">Jodi Allison-Bunnell<br>
(pronouns: She, her)<br>
Head of Archives and Special Collections, University Archivist<br>
Montana State University Library<br>
<a href="mailto:jodi.allisonbunnell@montana.edu">jodi.allisonbunnell@montana.edu</a> <br>
406-994-5297<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="margin-bottom:12.0pt"><o:p> </o:p></p>
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<p class="MsoNormal"><br>
<br>
<o:p></o:p></p>
<blockquote style="margin-top:5.0pt;margin-bottom:5.0pt">
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<p class="MsoNormal">On Dec 13, 2021, at 6:39 AM, Rees, John (NIH/NLM) [E] <<a href="mailto:reesj@mail.nlm.nih.gov">reesj@mail.nlm.nih.gov</a>> wrote:<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:11.0pt;font-family:"Calibri",sans-serif">Hi Jodi,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">We haven’t leveraged any national/international standards, but historically we use internally developed standardized language within folder title text to identify/highlight
instances of non-paper formats within folders. I use these occasionally for kludgie searching exercises. We’ve started to better label these with ASpace container instance controlled values terms. We do similar for free-standing lose items on the shelf like
film cans, artifacts. We’ve noticed a roughly similar pattern in use at Duke Rubenstein.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">3.5 computer disk</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">5.25 computer disk</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">8 computer disk</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">35mm slides</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">audio microcassette</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">audio tape reel</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">audiocassette</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">Beta videocassette</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">CD-ROM</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">CD-RW</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">computer tape</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">DVD</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">glass slides</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">microscope slides</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">negatives</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">photographs</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">U-Matic videocassette</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">VHS videocassette</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level4 lfo1"><span style="font-family:"Calibri",sans-serif">video tape reel</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></li></ul>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<h2 style="margin-bottom:7.5pt;background:white;background-position:initial initial;background-repeat:initial initial">
<span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Example folder title:<span class="apple-converted-space"> </span></span><span style="font-size:11.0pt;font-family:"Helvetica",sans-serif;color:#333333;font-weight:normal">"Arteriosclerosis and
coronary disease" [audiocassette], <i>Family Practice</i> v.23, no.4, Nov. 24, 1975</span><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></h2>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">In Aspace:<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><image001.png><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><image002.png><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">John<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">John P. Rees<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Archivist and Digital Resources Manager<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">History of Medicine Division<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">National Library of Medicine<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">301-827-4510<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Teleworking M-F 8:00AM – 4:30PM Eastern Time each day until further notice<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span class="apple-converted-space"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Allison-Bunnell,
Jodi <<a href="mailto:jodi.allisonbunnell@montana.edu">jodi.allisonbunnell@montana.edu</a>><span class="apple-converted-space"> </span><br>
<b>Sent:</b><span class="apple-converted-space"> </span>Tuesday, December 7, 2021 8:09 PM<br>
<b>To:</b><span class="apple-converted-space"> </span><a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">archivesspace_users_group@lyralists.lyrasis.org</a><br>
<b>Subject:</b><span class="apple-converted-space"> </span>[Archivesspace_Users_Group] Managing media instances in collection<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">A question of practice for your collected wisdom. <span class="apple-converted-space"> </span><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">We would like to be able to pull a report for all media in our collections—audio, video, film, and digital (computer) media. I do not have access to custom reporting and would
need to generate this from a standard report. We need to be able to audit by format (e.g. how many reel to reel tapes do we have? How many obsolete floppy discs do we have?) in order to identify vulnerable media and plan migrations.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Since the media is an instantiation of a described object, I’d like to be able to do this from a standard vocabulary in the instance/container type. It looks like PBcore would
be a possible choice for the audio, video, and film, but I need a concise list of computer media. Neither DCMI formats nor MIME types fit the bill. <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">We do not have the resources to take an elaborate approach to this, and I (always!) want to use standardized practices rather than creating local ones whenever possible. <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Does anyone have a practice that would fit the bill? <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif">Best, Jodi</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif">Jodi Allison-Bunnell<br>
(pronouns: She, her)<br>
Head of Archives and Special Collections, University Archivist<br>
Montana State University Library<br>
</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><a href="mailto:jodi.allisonbunnell@montana.edu"><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif">jodi.allisonbunnell@montana.edu</span></a></span><span style="font-size:9.0pt;font-family:"Helvetica",sans-serif"> <br>
406-994-5297</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
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