<div dir="ltr"><div>Hi Anne Marie,</div><div><br></div><div>I agree with Olivia about thinking about the drawer as a location equivalent to a shelf and flat file folders as the top containers. We converted to this system at Smith recently. That said, attempting to use the space calculator for drawer space seems difficult to me, since folder height depends on the size of the contents.</div><div><br></div><div>We have yet to use the space calculator at all due to similar issues with free-standing volumes intermixed with boxes. Eventually we will most likely designate certain shelves for volumes and any other materials we are not going to have exact measurements for, so that we can use the space calculator confidently.</div><div><br></div><div>Regarding Olivia's point about shelf depth, another (to me preferable) option is to record the true usable space (including acceptable overhang) in the location profile, as opposed to the actual depth of the shelf.</div><div><br></div><div>All the best,</div><div><br></div><div>Dan<br></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, Jun 2, 2022 at 9:47 AM Olivia S Solis <<a href="mailto:livsolis@utexas.edu">livsolis@utexas.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"><div dir="ltr">Hi Ann,<br><div><br></div><div>The drawer as container is something you will have to consider. We also historically treated drawers as containers in our finding aids, but that is not how ASpace is really designed. The "top container" is conceived of as the thing that circulates, and obviously the drawer can't. It should really be the folders inside the drawer. We have yet to convert our drawers to folders, but there are benefits including being able to calculate the space in the drawer provided the folder container profiles are accurate, unique top containers, more granular extents, a better means of tracking the folders in the drawers and what collections each contains, you could barcode them and track that in ASpace. For now, our drawers are a single "folder" in ASpace with a container profile that matches the width and depth of the drawer with a height of .5 in. But we know we need to address our drawer situation eventually.</div><div><br></div><div>We have not been able to fully use the space calculator because to do so, you would have to account for every container's profile or map it to the closest one. We have free standing items and things like LPs we have not accounted for, so it might seem like space on a shelf is empty when really the boxes/items on the shelf are nonstandard and have have no container profile.</div><div><br></div><div>Finally, we would need to turn of the depth to calculate the space on the shelf. This may not be you, but some of our containers are just slightly deeper than the shelf and an inch might hang over the shelf's edge. The space calculator would think the container you're looking to place won't fit on the shelf if the depth is greater than the shelf depth.</div><div><br></div><div>Thanks,<br>Olivia</div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, Jun 2, 2022 at 8:06 AM Anne Marie Lyons <<a href="mailto:amlyons@atlas-sys.com" target="_blank">amlyons@atlas-sys.com</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">Hello all,<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">I am working with an archive that is planning to use the top container and location management module so that they can make use of the space calculator. They would like to plan out their location records ahead of time and get them imported
into ArchivesSpace. Do you have any advice about getting organized with the location records? Is there anything you wish you had done differently? Some guidelines I have learned so far:<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<ul style="margin-top:0in" type="disc">
<li style="margin-left:0in">Create a spreadsheet of locations<u></u><u></u></li><li style="margin-left:0in">Draw a map of storage areas<u></u><u></u></li><li style="margin-left:0in">Some locations, like map cases, might be more of a container – make some decisions up front<u></u><u></u></li><li style="margin-left:0in">Practice with linking of locations, containers, and profile records; also, get an idea of what’s available in reporting<u></u><u></u></li></ul>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Is there anything else you would like to share about using the space calculator?<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Thank you very much!<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">- Anne Marie<u></u><u></u></p>
<p class="MsoNormal">_______________________<u></u><u></u></p>
<p class="MsoNormal"><span style="color:rgb(31,73,125)">Anne Marie Lyons, MLIS<u></u><u></u></span></p>
<p class="MsoNormal"><span style="color:rgb(31,73,125)">Training and Library Solutions Consultant<u></u><u></u></span></p>
<p class="MsoNormal"><b><span style="color:rgb(31,73,125)">Atlas Systems – You have a job to do. We help you do it.<u></u><u></u></span></b></p>
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</blockquote></div><br clear="all"><div><br></div>-- <br><div dir="ltr"><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 (she/her)</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>
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</blockquote></div><br clear="all"><br>-- <br><div dir="ltr" class="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div>Dan Michelson</div><div>Collections Archivist<br></div><div>Smith College Special Collections</div><div><br></div><div><span><span style="font-family:Arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline;white-space:pre-wrap">For current library access and services details, see </span><a href="https://libraries.smith.edu/library-services-during-covid-19" target="_blank"><span style="font-family:Arial;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Library Services During COVID-19</span></a><span style="font-family:Arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline;white-space:pre-wrap">.</span></span></div></div></div></div></div></div></div></div></div></div></div>