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<div class="" style="word-wrap:break-word; line-break:after-white-space">The end of the calendar year is apparently when I catch up with finally circling back to colleagues who have generously shared their expertise.
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<div class="">Based on the responses from John Rees, Noah Huffman, and Maureen Callahan, we’ve settled on an approach that adds media as instances. We use a list of instance types derived from the Art and Architecture Thesaurus with just a couple of exceptions.
A practicum student (Sarah Huth) has made amazing progress on getting these recorded (thanks to Heather Mulliner for supervising that practicum), and we are growing ever closer to having a much better handle on all the media lurking on our shelves. </div>
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<div class="">I’ve attached our documentation for anyone who is interested. Thanks again to you all for your always generous advice!</div>
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<div>Best, Jodi</div>
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<div>Jodi Allison-Bunnell<br class="">
(pronouns: She, her)<br class="">
Head of Archives and Special Collections, Senior Archivist<br class="">
Montana State University Library<br class="">
<a href="mailto:jodi.allisonbunnell@montana.edu" class="">jodi.allisonbunnell@montana.edu</a> <br class="">
406-994-5297</div>
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<div class="">On Dec 13, 2021, at 2:24 PM, Rees, John (NIH/NLM) [E] <<a href="mailto:reesj@mail.nlm.nih.gov" class="">reesj@mail.nlm.nih.gov</a>> wrote:</div>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">Jodi,</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"> </span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">About our history/sources, +1 to what Noah said. We apply/gather these archival object values at accession time, as we create accession box/folder lists so these
terms persist there rather than deleting them. We later got a bit smarter and decided to start making media counts for our separate shelflist database, so many of our AV terms are dbase fields we crafted for a retrospective project. And they are colloquially
used across our dept which includes a separate AV unit. We now grow the term list/dbase fields as necessary.</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">I’d like to think some of the terms came from RDA media carrier lists. I don’t recall anymore, but I think a lot of this work was done around the same time RDA
first appeared and sounds like something I would have done back then while sussing out RDA implementations with Tech Services. And I probably did some internet finding aid searching looking for comfort in the approaches others have tried.</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">John</span></p>
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<p class="x_MsoNormal"><b class=""><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">From:</span></b><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"> Noah Huffman <<a href="mailto:noah.huffman@duke.edu" class="">noah.huffman@duke.edu</a>>
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<b class="">Sent:</b> Monday, December 13, 2021 12:22 PM<br class="">
<b class="">To:</b> Archivesspace Users Group <<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" class="">archivesspace_users_group@lyralists.lyrasis.org</a>><br class="">
<b class="">Subject:</b> [EXTERNAL] Re: [Archivesspace_Users_Group] Managing media instances in collection</span></p>
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<p class="x_MsoNormal" style="line-height:12.0pt; background:#FFEB9C"><span class="" style="font-size:10.0pt; font-family:"Calibri",sans-serif; color:#9C6500">CAUTION:</span><span class="" style="font-size:10pt; font-family:Calibri,sans-serif"> This email originated
from outside of the organization. Do not click links or open attachments unless you recognize the sender and are confident the content is safe.</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D">Hi Jodi,</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
<p class="x_MsoNormal"><span class="" 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).</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
<p class="x_MsoNormal"><span class="" 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://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdocs.google.com%2Fspreadsheets%2Fd%2F1NfbeugxEOuGI1YQcudWcQoMUU6UyhijZtirFPL0NcuE%2Fedit%3Fusp%3Dsharing&data=04%7C01%7Cjodi.allisonbunnell%40montana.edu%7C081af839de444c8b322c08d9be7f024e%7C324aa97a03a644fc91e43846fbced113%7C0%7C0%7C637750275589403440%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=1OGdUkcpqf6iEv9sWL7Dxd7GAQlaWwZeGx65A1g3Uzo%3D&reserved=0" originalsrc="https://docs.google.com/spreadsheets/d/1NfbeugxEOuGI1YQcudWcQoMUU6UyhijZtirFPL0NcuE/edit?usp=sharing" shash="boYH6N/WpawXNu0yR2dN2EqadWssE5PfFTF8hmLbPKjmAKnR4LsqRePlYrxdt2TSvlw3pys+BhMexowgF0zaPnXwltjuvlLazN85ghnF+nAsUSAaOstwQjggSPtERxu/Dc4IBLn/j8u1w46dfWYUU3UNwqPJd5eillldSdrT/wA=" class="">
https://docs.google.com/spreadsheets/d/1NfbeugxEOuGI1YQcudWcQoMUU6UyhijZtirFPL0NcuE/edit?usp=sharing</a></span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
<p class="x_MsoNormal"><span class="" 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://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Farchives.lib.duke.edu%2Fcatalog%2Fjwtdetroitav_aspace_536753340d54f53d8b3db51d8598c5d9&data=04%7C01%7Cjodi.allisonbunnell%40montana.edu%7C081af839de444c8b322c08d9be7f024e%7C324aa97a03a644fc91e43846fbced113%7C0%7C0%7C637750275589403440%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=UVpAOEnu03Sh6nBm%2F2AJAgFeSyBkWpLbDPk4LkXlpTw%3D&reserved=0" originalsrc="https://archives.lib.duke.edu/catalog/jwtdetroitav_aspace_536753340d54f53d8b3db51d8598c5d9" shash="yUi5U9k0/p7lQsZ1VtLnRb53920scDjWatwHdpUDQIo6g4KwusZoqbYLJBz60PB4fD6BBKt9OZA912dLpLQiU+w3gwqUKqwR1qY8/BB6tRWLVI8zJ/GGYdU58Mi5MUE/7bqR9o2CZXMP4VfXkYBi1dbnsleYbswzDl4Ve8RDECc=" class="">
https://archives.lib.duke.edu/catalog/jwtdetroitav_aspace_536753340d54f53d8b3db51d8598c5d9</a></span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
<p class="x_MsoNormal"><span class="" 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.</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D">-Noah</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#404040"> </span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">================</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">Noah Huffman</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">Archivist for Metadata, Systems, and Digital Records</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">David M. Rubenstein Rare Book & Manuscript Library</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">Duke University | 919-660-5982</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D"><a href="https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Flibrary.duke.edu%2Frubenstein%2F&data=04%7C01%7Cjodi.allisonbunnell%40montana.edu%7C081af839de444c8b322c08d9be7f024e%7C324aa97a03a644fc91e43846fbced113%7C0%7C0%7C637750275589403440%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=4BuVpFXFdciEbEDwjv07mWZ4M%2FwubMDQaKkYd9OSJ0w%3D&reserved=0" originalsrc="http://library.duke.edu/rubenstein/" shash="fEvioEoyvnAdZnqVm6Xj1L/KZahVIFBRBmbxODusZ0S5V9iA2OwoOhAT3ZDruz53NbuEuWDIdKTgpG25lsais0wJpQzeTMlV+JTALMw1t3gl0HVyGEecXEZWAg0kpJ28w02Un4d2xUOIXWIUe+RslF9sV0lTojnC11EIkUbDZ3c=" class=""><span class="" style="color:#1F497D">http://library.duke.edu/rubenstein/</span></a></span></p>
<p class="x_MsoNormal"><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">Pronouns:</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D">
</span><span class="" style="font-size:10.0pt; font-family:"Georgia",serif; color:#1F497D">he / him / his</span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D"> </span></p>
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<p class="x_MsoNormal"><b class=""><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">From:</span></b><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">
<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" class="">
archivesspace_users_group-bounces@lyralists.lyrasis.org</a> <<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" class="">archivesspace_users_group-bounces@lyralists.lyrasis.org</a>>
<b class="">On Behalf Of </b>Allison-Bunnell, Jodi<br class="">
<b class="">Sent:</b> Monday, December 13, 2021 11:50 AM<br class="">
<b class="">To:</b> Archivesspace Users Group <<a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" class="">archivesspace_users_group@lyralists.lyrasis.org</a>><br class="">
<b class="">Subject:</b> Re: [Archivesspace_Users_Group] Managing media instances in collection</span></p>
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<p class="x_MsoNormal">Hello John: </p>
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<p class="x_MsoNormal">Thank you, this is exactly the approach that I had in mind! I appreciate your reply very much. </p>
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<p class="x_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?</p>
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<p class="x_MsoNormal"><span class="" style="font-size:9pt; font-family:Helvetica,sans-serif">Best, Jodi</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:9pt; font-family:Helvetica,sans-serif"> </span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:9pt; font-family:Helvetica,sans-serif">Jodi Allison-Bunnell<br class="">
(pronouns: She, her)<br class="">
Head of Archives and Special Collections, University Archivist<br class="">
Montana State University Library<br class="">
<a href="mailto:jodi.allisonbunnell@montana.edu" class="">jodi.allisonbunnell@montana.edu</a> <br class="">
406-994-5297</span></p>
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<p class="x_MsoNormal">On Dec 13, 2021, at 6:39 AM, Rees, John (NIH/NLM) [E] <<a href="mailto:reesj@mail.nlm.nih.gov" class="">reesj@mail.nlm.nih.gov</a>> wrote:</p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">Hi Jodi,</span></p>
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<p class="x_MsoNormal"><span class="" 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.</span></p>
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<li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">3.5 computer disk</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">5.25 computer disk</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">8 computer disk</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">35mm slides</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">audio microcassette</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">audio tape reel</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">audiocassette</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">Beta videocassette</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">CD-ROM</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">CD-RW</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">computer tape</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">DVD</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">glass slides</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">microscope slides</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">negatives</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">photographs</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">U-Matic videocassette</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">VHS videocassette</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li><li class="x_MsoNormal" style=""><span class="" style="font-family:"Calibri",sans-serif">video tape reel</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></li></ul>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"> </span></p>
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<h2 class="" style="margin-bottom:7.5pt; background:white; background-position:initial initial; background-repeat:initial initial">
<span class="" style="font-size:11pt; font-family:Calibri,sans-serif">Example folder title:<span class="x_apple-converted-space"> </span></span><span class="" style="font-size:11.0pt; font-family:"Helvetica",sans-serif; color:#333333; font-weight:normal">"Arteriosclerosis
and coronary disease" [audiocassette], <i class="">Family Practice</i> v.23, no.4, Nov. 24, 1975</span><span class="" style="font-family:"Calibri",sans-serif"></span></h2>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">In Aspace:</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">John</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">John P. Rees</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">Archivist and Digital Resources Manager</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">History of Medicine Division</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">National Library of Medicine</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">301-827-4510</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">Teleworking M-F 8:00AM – 4:30PM Eastern Time each day until further notice</span></p>
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<p class="x_MsoNormal"><b class=""><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">From:</span></b><span class="x_apple-converted-space"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"> </span></span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">Allison-Bunnell,
Jodi <<a href="mailto:jodi.allisonbunnell@montana.edu" class="">jodi.allisonbunnell@montana.edu</a>><span class="x_apple-converted-space"> </span><br class="">
<b class="">Sent:</b><span class="x_apple-converted-space"> </span>Tuesday, December 7, 2021 8:09 PM<br class="">
<b class="">To:</b><span class="x_apple-converted-space"> </span><a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" class="">archivesspace_users_group@lyralists.lyrasis.org</a><br class="">
<b class="">Subject:</b><span class="x_apple-converted-space"> </span>[Archivesspace_Users_Group] Managing media instances in collection</span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">A question of practice for your collected wisdom. <span class="x_apple-converted-space"> </span></span></p>
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<p class="x_MsoNormal"><span class="" 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.</span></p>
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<p class="x_MsoNormal"><span class="" 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. </span></p>
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<p class="x_MsoNormal"><span class="" 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. </span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif">Does anyone have a practice that would fit the bill? </span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:9.0pt; font-family:"Helvetica",sans-serif">Best, Jodi</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></p>
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<p class="x_MsoNormal"><span class="" style="font-size:9.0pt; font-family:"Helvetica",sans-serif">Jodi Allison-Bunnell<br class="">
(pronouns: She, her)<br class="">
Head of Archives and Special Collections, University Archivist<br class="">
Montana State University Library<br class="">
</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"><a href="mailto:jodi.allisonbunnell@montana.edu" class=""><span class="" style="font-size:9.0pt; font-family:"Helvetica",sans-serif">jodi.allisonbunnell@montana.edu</span></a></span><span class="" style="font-size:9.0pt; font-family:"Helvetica",sans-serif"> <br class="">
406-994-5297</span><span class="" style="font-size:11.0pt; font-family:"Calibri",sans-serif"></span></p>
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