Introduction

• Editors and administrators can create, edit, and delete physical storage locations. Contributors must work with editors or administrators to create physical storage locations before they can link archival descriptions to physical storage locations.
  
  
• Physical storage locations in the Archives Catalogue consist of three elements:
  
  
  • Container Name: Usually consists of the Collection ID and Box Number
    
    
  • Location: Usually consists of the building name, floor, room number, and range/shelf ID
    
    
  • Type: Indicator of the type of container (e.g., box, oversize-box, oversize-folder, etc.
    
    
• Physical storage locations in ArchivesSpace are more detailed than in the Archives Catalogue. ArchivesSpace locations do not have container information; they are linked to containers.

Create new physical storage locations in the Archives Catalogue

1. Log into the staff data entry site.
   
   
   
   
2. Click on the "Manage" menu in the top horizontal menu and select "Physical storage."
   
   
   
   
3. The Browse Physical Location page shows all of the physical locations managed in the Archives Catalogue. Search box only searches values in the "Name" column:
   
   
    
4. Scroll to the bottom of the page and click "Add New."
   
   
   
   
5. Fill out the Physical Location data entry form.
   
   
   1. Name: Provide the Collection ID and Box Number. Do not include the Collection ID for "Small Fonds" boxes, "Photograph Boxes," or "Oversize Boxes." 
      
      
   2. Location: Provide the Building, Floor, Room Number, and Coordinates. Separate each value with a hyphen (e.g., Killam - 5th Floor - Archives - Range A92)
      
      
   3. Type: Select Box for standard coroplast or Banker's Boxes. Select Oversize-box for "pizza boxes" and ledger boxes. Select Oversize-folder for folders stored directly in map cabinets. 
      
      
      
      
6. Click on the "Save" button to save the new physical location.
   
   
   
   
   
   
7. Editors and administrators can also use the "Link physical storage" page to create new containers. Complete the "create a new container" form at the bottom of the page.
   
   

Edit physical location in Archives Catalogue