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<p class="MsoNormal">Hi Olivia,</p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I’ve added this kind of information to the locations note field in the top container record, although it often doesn’t seem like the best place for it…more like it’s there so I use it when needed.</p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">-Dawne</p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">--<o:p></o:p></p>
<p class="MsoNormal"><b><span style="color:black">Dawne Howard Lucas (she/her/hers)<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:black">Technical Services Archivist<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:black">Wilson Special Collections Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:black">200 South Road, CB #3926<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:black">Chapel Hill, NC 27515<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:black">The University of North Carolina at Chapel Hill<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#5AA3D2">E </span><span style="font-size:10.0pt;color:black"><a href="mailto:dawne_lucas@unc.edu">dawne_lucas@unc.edu</a></span><u><span style="font-size:10.0pt;color:#5AA3D2"><o:p></o:p></span></u></p>
<p class="MsoNormal"><span style="font-size:9.0pt;color:#4472C4"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:#4472C4"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#4472C4"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="border:none;padding:0in"><b>From: </b><a href="mailto:livsolis@utexas.edu">Olivia S Solis</a><br>
<b>Sent: </b>Monday, December 13, 2021 1:13 PM<br>
<b>To: </b><a href="mailto:archivesspace_users_group@lyralists.lyrasis.org">Archivesspace Users Group</a><br>
<b>Subject: </b>[Archivesspace_Users_Group] Generic top container note?</p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Hey 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">I was wondering if any other institutions out there had an interest in a field that we have consistently found a need for: a generic note for staff attached to top container records. Reasons have included:<o:p></o:p></p>
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We renamed a box. Because boxes may be part of citations or referenced in numerous places in internal documentation, staff sometimes goes to absurd lengths to keep an old box number when it is no longer relevant or the box really should be renamed. Having the
old box # in a note that is indexed gets rid of that problem as there is an immediately obvious place to document the change. Staff and researchers often look for a box number they've found in citations and notes. Keeping this information in a note on the
container record would allow us to locate the correct container through a key-word search.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
We merged two boxes into one.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
We want to document the space left in a box and ASpace currently allows no way to do that.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
The box has a nonstandard size (no container profile yet)<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
The box needs some upkeep (new label, new container, it's missing a lid)<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
We can't find a box. It's happened. We want to document all the places we've looked<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
Other internal notes about the box's status, condition, barcode or indicator or history, restriction status.<o:p></o:p></li></ul>
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<p class="MsoNormal">It seems like ASpace wants us to document information about top containers in other places including Processing Notes attached to specific archival objects/resource records/accessions, assessments, location notes. Location notes sometimes
could work, but we have limited staff time and can't update numerous records (all the archival objects/collections attached to a box or assessments attached to AOs/collections) to document a single change.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">A generic note attached to top containers would solve a lot of problems for us. If you have encountered any similar issue, how have you approached them in ASpace?<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Thanks,<o:p></o:p></p>
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<p class="MsoNormal">Olivia<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:9.5pt;color:black">Olivia Solis, MSIS (she/her)</span><span style="font-size:9.5pt"><o:p></o:p></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"><o:p></o:p></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"><o:p></o:p></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"><o:p></o:p></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"><o:p></o:p></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"><o:p></o:p></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:#888888"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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