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Re: Accretion numbering



I found that my predecessor handled collection accretions in two
ways.   First, they would be added to the original collection but
boxed as "Group 2" or "Group 3" etc.   So the Robert H. Smith
Papers might be 4 boxes:  Boxes 1 and 2; and then Group 2, Box
1, and Group 3, box 1.....thought sometimes I found  "Box 1,
Box 2, Group 2/Box 3, Group 3/Box 4"

A second way was to create a separate new collection, so you might
have Robert H. Smith Papers, and also a Robert H. Smith Papers II.

Both of these scenarios have created deep confusion here among
both the staff and users.   Especially where the records overlap in that
papers of a similar topic are scattered among the groups ...

My own preference has been to re-work the original collection and
incorporate any accretions so you always have one unified collection.
If necessary--a BIG if--you can do a separate inventory of the accretion
before it is "assimilated" into the original collection.    Sometimes we
need to differentiate different gifts....say for taxes, to prove that in
1998, you received 1,201 items and in 1999, 1,499 items from the
person.

The only times that I don't maintain the "one collection rule" are those
cases where (1) the accretion is so large that it would necessitate a
massive reshelving project (in simple language: no room on the shelf);
or (2) where the accretion is a distinct record group.   For example,
Robert H. Smith Papers, and  Trinity National Bank Records of Robert
H. Smith....

Dean

Dean DeBolt
University Librarian
Special Collections and West Florida Archives
John C. Pace Library
University of West Florida
11000 University Parkway
Pensacola, FL  32514-5750
Tele:  850-474-2213;   Fax:  850-474-3338

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