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Re: Elections and Compact Shelving



  The issue of whether to create a location for each box is an important,
as well as a complex one.  We opted in favor of the collection location,
in effect, not individual box locations as such.  However, since
collections needed to be in box order within themselves, and since we were
also appending later additions to collections, we needed to have an
exact shelf location specified for each collection as it was being moved
back in.  I'm not for individual box location lists as such: too
time-consuming to construct, and, as you say, if shifting needs to be done
at some point, one has to start all over again with the shelf list.  But
for this move, an exact shelf location for each collection was necessary
for moving boxes back in place after the renovations.  Your accessional
system would still have needed such an ordering in the same situation, if
I'm not wrong.

Sylvia Bugbee
Assistant Archivist
University of Vermont

On Tue, 7 Nov 2000, Dean DeBolt wrote:

> Ms. Bugbee's response on the shelving was interesting
> as I use this issue as a case example:  should archives
> have a location for each box?   The answer is, yes if you
> want to make use of every available space, but realize
> the additional work that shifting, renovation, or moving
> will entail along with the little extra work in getting materials
> back to the right shelf.     I presently work with a system
> where the collections are numbered accessionally
> (M1999-02, M1999-03, etc.)....it has made shifting,
> renovations, and moving a lot simpler as well as
> faster for reshelving...but the drawback is you either
> have to shift when you add to a collection....or
> create a new collection.    I do know the shifting is
> a little easier because we don't have to change
> any "shelf locator" records.
>
> 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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Problems?  Send e-mail to Robert F Schmidt <rschmidt@lib.muohio.edu>