Often a final step, assigning, reviewing, revising and managing container profiles and locations in ArchivesSpace is an important aspect of archival processing. When we converted from an alpha-numerical/sequential shelving system for all collections to a shelf numbering system in ArchivesSpace, many collections received new box and volume numbers in the finding aids, so that there could be as much consistency in physically ordering items, as much control over extent, locations and use of space, and as little shifting as possible. This monumental undertaking required an equally monumental update of the physical labels on a majority of boxes and volumes that were no longer properly identified. Many collections, because they couldn't all be reviewed physically when finding aids were being updated, still required changes pertaining to their existing locations in the stacks. Many formerly "missing" items were found and errors corrected, explanatory notes added. Volumes were renumbered so that those of a particular size would be together, and so that numbering was simple and sequential, rather than skipping back and forth on the shelves. This also provided a better way of tracking the extent of material within a collection. The new system is not based on or original one that used "item numbers" which became cumbersome to readers and staff.
A large selection of particularly problematic collections was prioritized as a way of managing the workload. And the work on these legacy collections will continue for a long time, just as it is also carried out now on new material. In so doing, we are establishing consistency in our practices and thus communicating more precisely with staff and researchers. In fact, consistency and good communication are perhaps our most important shared values. Here are some other ways we strive to uphold them in our work
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Consistency and Communication (shared values)
In all things, procedures as well as behaviors, consistency and good communication are necessary for maintaining control of collections. That is why we create and share them with each other, rather than leaving each person to invent their own, eventually leading to misunderstanding, missing material, and chaos. As far as communication goes, the more staff feel comfortable asking questions and sharing expertise, the better control there will be. Working slowly and methodically also helps keep stress levels at a minimum, which is good for communication. It is best not to be in a big hurry to get things done. It is better to take the time to let experiences sink in, and to learn from each other.
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Intellectual Management : updating ArchivesSpace and Alma
Creating an item record
Occasionally there will be a holdings that doesn't have an item record, so you will have to create one. The set of steps is simple and short, but won't work unless done in the correct order.
- open the bib record and get into the editing mode of the holdings.
- make sure the cursor first touches/has touched the blue banner at the top of the holdings, or else the "add inventory" tab might be grayed out.
- then put the cursor somewhere in the body of the holdings below the blue banner. This should ensure that the "add item" choice under the "add inventory" drop down is active and not grayed out.
Removing No. 17 Paige boxes from Collections
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Collections with no. 17 boxes in progress:
MS Am 2152 (John Chipman Gray)
MS Eng 1401 (Empson)
Single items shelved together in a box (see:
REBOXING MATERIAL FROM A COLLECTION THAT WAS AT HD
If sending material back to HD in a different size container, you must give it a new barcode and remove the old one from the manifest. To remove the old barcode, delete it from Alma and then also send an email to the Technical Services Librarian with your request. Also physically remove all old barcodes from the old housing, so there is no confusion. See: Returning material to HD (changed)in HD Circulation in Pusey Technical Services.
RESTRICTED MATERIAL (and restricted labels)
MATERIAL MISSING FROM COLLECTIONS
When staff comes to a shared conclusion that an item may have been misshelved, because many people have not been able to find it over a certain period of time, Technical Services and Public Services staff may agree to note in the records that it was missing from its location as of a certain date. If the item is part of a collection, the front matter of the finding aid in ArchivesSpace has a field in which to add such a note.
Physical Management : What to do, What not to do:
Below is a sample of a plastic label holder that had a self-adhesive label stuck to the outside of it, thus making it useless. In this example, an additional label (not pictured) had also been stapled over the label holder and the self-adhesive label. Since the legs of the staple cannot be bent in, they protrude sharply into the box, endangering materials and human hands. Staples should not be used to affix box labels. Label holders are meant to facilitate temporary labeling and future changing of label information during end-processing and for updates. But if a temporary removable label is used by the cataloger, it should be placed directly on the box, rather than the plastic label holder, as these removable labels also tend to stick to the plastic and are hard to remove.
Please download the Box labeling presentation.
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Graffiti
Physical Management : locations
Besides gaining familiarity with the various locations that are outside the scope of ranges and shelves, one should also keep track of less frequently used locations for framed items, large sculptures, and other things that don't fit in the usual places. Consult the Sample Book (and rules) for non-standard labels and tabs. See also:
FRAMED ITEMS (hung in stacks and offices)