Yes, we use our accession number for manuscript or archival collections.
That's critical to having them all grouped together in a PP search. But if
you want PP to sort and list all the 2014.01 together when you search you'd
need to put the Mss at the end. So it would be "2014-01 Mss.042"
That would be critical to have the entire "Mummer's Collection" referred to
in the original query all come up as a single collection or accession
(because PP would recognize Mss.2012.01 as a different accession number from
2014-01)
LS
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On Behalf
Of Jackson, Gregory
Sent: Thursday, February 20, 2014 6:17 AM
To: [log in to unmask]
Subject: Re: [MUSEUM-L] Mixed Object, Manuscript, and Archival Donations in
Small Museums
Kelsey,
I'm not absolutely sure what you mean when you say all the archives
materials are in one big collection with lots of series. Do these series
relate to donated object collections? If so, and you're willing to break
out existing series and assign them to a donor's object collection, you
could try the following. Although most manuscript collections aren't
denoted by accession numbers, there is no reason why you can't use such a
system. Our manuscript collections (kept separately in Archon, not PP - but
maybe later...) use typical collections numbers (e.g. Mss.042 ), so there
should be no reason that you can't use the accession number for your
manuscript collections. For example if your accessioned collection is
2014.01.xxx, I don't think there is any reason not to use Mss.2014.01 for
your manuscript collection number.
Does that sound like it would work for those of you that use PP for archives
collections?
Greg
Gregory A. Jackson, CA
Archivist, Bryn Athyn Historic Landmark District
Glencairn Museum
www.glencairnmuseum.org
267.502.2421
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On Behalf
Of Kelsey Ransick
Sent: Thursday, February 20, 2014 9:00 AM
To: [log in to unmask]
Subject: Re: [MUSEUM-L] Mixed Object, Manuscript, and Archival Donations in
Small Museums
Lucy and Charlene-
Thank you both for jumping right into this! It's definitely an issue that
many small museums around the country face (probably some larger ones too)
and it's great to have Museum-L to work though some of these issues.
I'm glad to hear that keeping all of the donation under the one accession is
the way to go, as it makes the most sense to me as the processor, and I
would imagine it will be helpful to researchers. One of the
exciting-yet-nerve-wracking things is that only our artifact collection has
a numbering system in place (the three-part system with
year.donation#.object#). Therefore, I've also got to determine a numbering
system for our archival collections that integrates with the object
collection (library is less of an issue).
The bulk of our archival material is from one assembled collection built
over about 100 years by members of the community. Obviously, the series list
for this collection is lengthy, and it would be difficult to assign each
series a number on top of the collection number (it would end up having
about 7 parts, which is not particularly helpful). The solution we came up
with as of last night is to only list the series and sub-series in the scope
& content note (eventually we will get to the container list...one day...)
and to assign numbers to the series only in the finding aid. Had we more
resources, we would probably spend time entering all the series into PP and
giving specific numbers to the most important manuscripts. As it is, we're
aiming more for an MPLP approach to processing all our collections just get
to a handle on what we have.
I really like the idea of noting the objects separated from the archival
material in the finding aid and pairing it with a sheet in the document
cases. As much as I love PastPerfect, I know that not everyone can navigate
it so easily, and tangible notes will help everyone at my institution.
Location information definitely needs to be kept up-to-date this way, and I
hope to strongly enforce that as part of the new collections management
policy and procedures!
Thank you both for your input and advice. I really appreciate your
willingness to share!
Best,
Kelsey
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