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Re: Numbering system advice



I suggest you use the numbering systems already in place if you can.  No
doubt, there are lots of associated records, files, old finding aids,
researchers' notes, etc. which reference the number currently assigned to
the items.  If you convert the numbers, you'll need to maintain a permanent
cross reference list for the future.  It seems to me that multiple, diverse,
and inconsistent numbering systems are less problematic now than in times
past.  As long as the software accommodates multiple numbering systems for
both entry data and information recovery, don't make more work for yourself.

Catherine Bruck
University Archivist
Illinois Institute of Technology
Paul V. Galvin Library
35 W. 33rd St.
Chicago, IL  60616
312/567-6840
FAX 312/567-5318
bruck@iit.edu


-----Original Message-----
From: Archives & Archivists [mailto:ARCHIVES@LISTSERV.MUOHIO.EDU]On
Behalf Of Lisa Moellering
Sent: Monday, January 28, 2002 2:46 PM
To: ARCHIVES@LISTSERV.MUOHIO.EDU
Subject: Numbering system advice


Dear List:

We have a collection of some 6,000 objects/items (maybe more).  We recently
purchased PastPerfect for cataloging the objects and archival collections.
The problem is that we have three different numbering systems in place and
was wondering if it was worth the time to re-number everything.  Previous
staff/volunteers also numbered everything (for example - in an archival
collection of hundreds of documents, each page is numbered and described by
item) and when cataloging this collection on PastPerfect, would be more apt
to describe at the series/folder level instead of item level unless the item
is particularly noteworthy.

Any thoughts or advice from others who have encountered collections which
needed help?

Thanks very much.

Regards,

Lisa Moellering
Archives and Research Services
Holocaust Museum Houston
5401 Caroline Street
Houston, Texas 77004
713.942.8000 ext. 110
713.942.7953 (fax)
lmoellering@hmh.org
www.hmh.org

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