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 a 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 counting the extent of material within a collection. The new system is not based on "item numbers" which were confusing 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. Below are some examples.
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.
Ideally, we would like to present materials in a way that demonstrates we operate as a team, in ways that encourage respect and care. To illustrate this point, since end processing sees all manner of different ways that collections "end" up, here are some examples of undesirable outcomes when consistency and communication are ignored. It is also of note that consistency without authority has little chance of success. So the engagement and support of administrative staff is also very important. Keeping the manual up to date, and reminding others about it is another good way to establish control and encourage best practices.
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. 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 see the Box labeling presentation.
see also: HOU and THE STICKER placement
Graffiti