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:

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.

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.

Container Management Project (Oct. 2022-May 2024)

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.

1. open the bib record and get into the editing mode of the holdings.
2. 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.
3. 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

A number of collections were housed in a series of clamshell boxes that were placed (in multiples of three) into no. 17 Paige boxes (large) that had a separate numbering sequence. Needless to say the two numbering systems caused confusion. Too, the handles and bottoms of the Paige boxes continually fail during transport from HD. The no. 17 boxes are also too tall to fit on our trucks and shelves. And access to the inner boxes is difficult. Whenever a box is requested, it is routed to end processing for rehousing. The inner boxes are removed, the no. 17 Paige boxes are discarded, and the inner boxes (usually light gray corrugated clamshells) are given barcodes and sent separately to HD. Here is how the records were updated for some of these collections. Included is a running list of call numbers that have ongoing corrections.

New Directions, bMS Am 2077.1

Processing note in front matter:

"Much of the collection was originally processed in large cartons containing 3 boxes each that are now being removed and shelved separately. Each of those inner boxes had a sequential number that differed from the "carton" number. For example, inner boxes 150-152 were removed from a large box labeled "carton" 10. Though the box label still says "carton", the finding aid was changed to say "box", thus creating two series of separate numbering systems, resulting in 2 or more boxes with the same number.

The numbering sequence of the inner boxes is now being restored whenever one of the large boxes (cartons) is brought onsite. Inner boxes are being removed and the empty larger "carton" is discarded. As well, the "carton" number is being removed from the sequence in the finding aid and replaced by:  "Box 150 (carton 10)" to show the original box (carton) number.

Eventually the numbering will be restored to a single sequence which follows that of the inner boxes, but for now, the finding aid will note, for example, that "Box 150 was formerly one of 3 boxes in Carton 10", etc."

______________________________________________________________________________

Additional information:

Box 150 (carton 10) appears in both Alma item records and in AS until all the boxes are taken care of. At which point "(carton 10)" can be deleted because there will be no more duplicate box numbers.

Box 150 was formerly one of 3 boxes in Carton 10 appears in AS as an internal note in Container Management for each box. The location note ("b") was also removed to avoid confusion.

Some items do not have locations because they were not listed on the original CARTON labels, and somehow that information was lost when the finding aid was converted to AS.
End processor does NOT have a printout of all the labels for this collection, unlike most other collections, because it was end processed at a time when the cataloger was the only one allowed to send boxes to HD. When the end processor took over this responsibility, they started the practice of retaining box labels for large collections that went to HD. These are kept in notebooks at the end processor’s workstation, marked “HD”.  For items such as these the location has been left blank after verifying that the item is not in the box. Normally these items were boxed separately because of (usually) size concerns, but it appears that some of this information was simply lost to ArchivesSpace when the finding aid was converted.

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.

Box labeling presentation.

HOU and THE STICKER placement

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)