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Hi all, </div>
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Just wanted to echo Dan's response, as we ended up doing something very similar. When we moved into our new space, we barcoded every container and took the dimensions so I could pre-plan where the boxes would move to. Now that we're trying to capture all containers
in ASpace in order to eventually make use of the calculating functions, I've opted to use estimated dimensions -- rounding up to avoid any future miscalculations from the space calculator -- and to include the just the "measured by" dimension in the container
profile title. </div>
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So, we have "Flat 15" as the title for the flat boxes that measure 15" in length. "Record Storage Box 10" for boxes that are shelved with the short side facing out, and "Record Storage 15" is a second container profile for boxes shelved with the long side facing
out. Obviously changes will be made for different containers, like when two might have the same "measured by" dimension but different heights. We'll need to double check the container profiles in that instance, but these other rules make it simpler for batch
modification to containers. </div>
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We try to take advantage of tracking the brand/model number in the container profile information, just so it's simpler to replace items when we run out, but manufacturers keep making changes so that is less helpful. </div>
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-K</div>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" style="font-size:11pt" color="#000000"><b>From:</b> archivesspace_users_group-bounces@lyralists.lyrasis.org <archivesspace_users_group-bounces@lyralists.lyrasis.org> on behalf of Dan Michelson
<dmichelson@smith.edu><br>
<b>Sent:</b> Monday, March 20, 2023 9:32 AM<br>
<b>To:</b> Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org><br>
<b>Subject:</b> [External Message] Re: [Archivesspace_Users_Group] container profiles for uniquely sized containers</font>
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<div>Hi All,</div>
<div><br>
</div>
<div>As Sarit points out, the best way to use container profiles is dependent on your individual circumstances.<br>
</div>
<div><br>
</div>
<div>At Smith College, we use measured container profiles for everything other than bound volumes that don't have specialized storage. For those (flat file folders, rolled items, framed items, etc.), we have generic container profiles with nominal measurements.
Eventually we intend to consolidate our volumes in designated shelving areas so that we can make use of the space calculator function for everything else.</div>
<div><br>
</div>
<div>A couple things we did to make the process of establishing container profiles easier:</div>
<div>
<ul>
<li>Did not attempt exact precision. Depending on the manufacturer and model, record cartons can vary a bit in dimensions. We decided not to worry about that and use a single container profile for all record cartons. The same is the case for standard document
boxes.<br>
</li><li>Included the dimensions in the title field. For example, "Non standard box (7d x 10h x 4.5w)." We found that to be useful. While we don't do it here, I've previously included manufacturer/model numbers in the titles so that if you have a box that actually
has that information on it (which is annoyingly rare), it isn't necessary to measure it again.</li></ul>
<div>It took us quite a while to get all the container profiles added, but we already had to barcode all of our boxes in preparation for moving to a new building and it was extremely helpful to know ahead of time which boxes had dimensions that our standard
size shelves couldn't accommodate.</div>
<div><br>
</div>
<div>All the best,</div>
<div><br>
</div>
<div>Dan.<br>
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<div dir="ltr" class="x_gmail_attr">On Mon, Mar 20, 2023 at 8:50 AM Hand, Sarit <<a href="mailto:shand@ap.org">shand@ap.org</a>> wrote:<br>
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<p class="x_MsoNormal">Hi,<u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal">I create a unique profile for every unique top container. That allows me to calculate an extent record. I need this since we are using off-site storage. So, I reserve the extent record just for calculated extents. I’ll be using Notes
fields for other “extent” descriptions. I know some institutions create profiles for everything, including media, it all depends upon how what you consider a top container. The difficulty is keeping track so make sure you decide on a naming convention. Sadly,
there are too few fields (IMO) for the profile record.<u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal">The issue I have with creating unnecessary profiles is when I have a profile for a box but the extent measured by is different based on how it sits on the shelf. I had opened a JIRA ticket to change the measure by field to the top container,
not the profile but it was decided not to change that, and I was told to create a new profile for the different extent even though it’s the same exact container.<u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal">Hope this helps<u></u><u></u></p>
<p class="x_MsoNormal">Cheers,<u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
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<p class="x_MsoNormal"><b><span lang="FR" style="font-size:10pt; font-family:"Garamond",serif">Sarit Hand</span></b><b><span style="font-size:10pt; font-family:"Garamond",serif"><u></u><u></u></span></b></p>
<p class="x_MsoNormal" style="margin-bottom:12pt"><span lang="FR" style="font-size:10pt; font-family:"Garamond",serif">Digital Archivist</span><span style="font-size:10pt; font-family:"Garamond",serif"><br>
</span><span lang="FR" style="font-size:10pt; font-family:"Garamond",serif">AP Corporate Archives</span><span style="font-size:10pt; font-family:"Garamond",serif"><u></u><u></u></span></p>
<p class="x_MsoNormal"><span lang="FR" style="font-size:10pt; font-family:"Garamond",serif">200 Liberty Street<u></u><u></u></span></p>
<p class="x_MsoNormal"><span lang="FR" style="font-size:10pt; font-family:"Garamond",serif">New York, NY 10281<u></u><u></u></span></p>
<p class="x_MsoNormal"><span style="font-size:10pt; font-family:"Garamond",serif">T
</span><span lang="FR" style="font-size:10pt; font-family:"Garamond",serif">212.621.7035<u></u><u></u></span></p>
<p class="x_MsoNormal"><span style="font-size:10pt; font-family:"Garamond",serif"><u></u> <u></u></span></p>
<p class="x_MsoNormal"><span style="font-size:10pt; font-family:"Arial",sans-serif"><a href="mailto:shand@ap.org" target="_blank"><span style="color:blue">shand@ap.org</span></a><br>
</span><span style="font-size:12pt"><a href="http://www.ap.org" target="_blank"><span style="font-size:10pt; font-family:"Arial",sans-serif; color:black">ap.org</span></a></span><span lang="FR" style="font-family:"Verdana",sans-serif"><u></u><u></u></span></p>
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<p class="x_MsoNormal"><u></u> <u></u></p>
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<p class="x_MsoNormal"><b>From:</b> <a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">
archivesspace_users_group-bounces@lyralists.lyrasis.org</a> <<a href="mailto:archivesspace_users_group-bounces@lyralists.lyrasis.org" target="_blank">archivesspace_users_group-bounces@lyralists.lyrasis.org</a>>
<b>On Behalf Of </b>Sherman, Becky<br>
<b>Sent:</b> Friday, March 17, 2023 1:39 PM<br>
<b>To:</b> <a href="mailto:archivesspace_users_group@lyralists.lyrasis.org" target="_blank">
archivesspace_users_group@lyralists.lyrasis.org</a><br>
<b>Subject:</b> [Archivesspace_Users_Group] container profiles for uniquely sized containers<u></u><u></u></p>
</div>
</div>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p><span style="font-size:9pt; font-family:"Arial",sans-serif; color:red">[EXTERNAL]<u></u><u></u></span></p>
<div>
<p class="x_MsoNormal">Hi All,<u></u><u></u></p>
<p class="x_MsoNormal">I am interested in learning more about how other institutions handle container profiles for uniquely sized containers. We have a list of the most commonly used container profiles in our repository, and our goal is to keep the number of
container profiles to a minimum (maybe 12-15). We have quite a few uniquely sized containers that we will
<i>not</i> be creating container profiles for (i.e. custom boxes, 3-D artifacts, etc.). How have others approached these oddball containers? Is it better to create a single container profile for “unique containers” and assign that profile to all oddballs regardless
of actual dimensions, so that they can be grouped together for reports? Or are there advantages to not assigning a container profile at all to unique containers? If you’re willing to share your container profiles list, that would also be helpful. Thanks for
helping us to weigh the options!<u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal">Thanks,<u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal"><span style="color:black; border:1pt none windowtext; padding:0in">Becky Sherman
</span><span style="color:black">(<i>she/her</i>)</span><u></u><u></u></p>
<p class="x_MsoNormal"><span style="color:black; border:1pt none windowtext; padding:0in">Senior Collections Processing Archivist</span><span style="color:rgb(32,31,30)"><u></u><u></u></span></p>
<p class="x_MsoNormal"><span style="color:black; border:1pt none windowtext; padding:0in">Stuart A. Rose Manuscript, Archives, & Rare Book Library</span><span style="color:rgb(32,31,30)"><u></u><u></u></span></p>
<p class="x_MsoNormal"><span style="color:black; border:1pt none windowtext; padding:0in">Emory University </span><span style="color:rgb(32,31,30)"><u></u><u></u></span></p>
<p class="x_MsoNormal"><span style="color:black; border:1pt none windowtext; padding:0in">404-727-4032<u></u><u></u></span></p>
<p class="x_MsoNormal"><span style="color:rgb(32,31,30)"><u></u> <u></u></span></p>
<p class="x_MsoNormal"><img id="x_m_-7627025083652453674Picture_x0020_1" alt="RL Horizontal Full Color Clear Background" width="336" height="38" border="0" style="width:3.5in; height:0.3958in" data-outlook-trace="F:1|T:1" src="cid:186ff2298627745b43"><u></u><u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
<p class="x_MsoNormal"><u></u> <u></u></p>
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<div>Dan Michelson</div>
<div>Collections Archivist<br>
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<div>Smith College Special Collections</div>
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<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>
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