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Barb, thanks for your response.

Currently, we do not measure everything in linear feet. We'll say something
like 2 folders or 4 videocassettes. But, let me provide some context for my
question.

The impetus was accessions reporting within Archivists Toolkit. It adds up
all the extent numbers, regardless of the extent measurement. So, while
most things may be in linear feet, if you have 3 videocassettes, it just
adds 3 to the total, no matter what the unit is.

Of course, this makes getting an accurate idea of how much material your
taking in difficult. I was thinking it would be better to standardize
everything to a linear foot measurement, to have a more accurate extent
measurement, using the container summary to indicate 3 videocassettes or
whatever the case may be. It'd be nice to have multiple extent statements
that reflect in the reporting.

(I know BYU developed a plugin for this, but it doesn't migrate old extent
data. Also, the reports would need to be modified to reflect the multiple
extent units. I've had too many headaches trying to customize Toolkit
reports...)

Have others who use Archivists' Toolkit faced similar situations? If so,
how did you handle it? (Perhaps I'm missing something obvious within
Toolkit.)

Many thanks,
Nathan


On Thu, Mar 28, 2013 at 2:02 PM, Aikens, Barbara <[log in to unmask]> wrote:

> Hi Nathan, ****
>
> ** **
>
> We adopted an old Yale extent formula for containers a long time ago and
> have stuck by it; we don’t usually measure folders in terms of linear
> feet.  If a collection is really small, we might count the number of
> folders the total collection extent.   We might also use the # of folders
> as the extent for a series/subseries if it is less than 0.2 linear feet
> (1/2 size document box.) ****
>
> ** **
>
> 1 records storage box = 1 linear foot or 1.25 cubic feet****
>
> 1 document/manuscript box = 0.4 linear feet****
>
> 1 ½ size document/manuscript box = 0.2 linear feet****
>
> 1 oversized flat box = 0.3 linear feet (we rarely use varied sizes of flat
> boxes) ****
>
> 1 oversized folder = 0.1 linear feet (not really accurate, but we’re
> stickin’ to it!) ****
>
> ** **
>
> It’s hard to mix items and containers and make it all make sense according
> to linear feet.   For AV extent in a mixed materials collection, we
> generally use the measurement of the container that actually houses the
> audiovisual item/items. ****
>
> However, I could see a “mixed extent” also working, such as “0.4 linear
> feet; 2 sound recordings.” ****
>
> ** **
>
> For us, consistency is key because we barcode all of our containers and
> have extent measurements attached to those barcode items.  This is how
> we’re able to do statistical reports on our holdings.  ****
>
> ** **
>
> Best, ****
>
> ** **
>
> *Barbara D. Aikens*
>
> Chief, Collections Processing | Archives of American Art, Smithsonian
> Institution****
>
> Email: [log in to unmask] | Phone: 202.633.7941 ****
>
> ** **
>
> Visit our website <http://www.aaa.si.edu/> and the Terra Foundation
> Center for Digital Collections <http://www.aaa.si.edu/collections/online>.
> ****
>
> Follow us on Twitter <http://twitter.com/archivesamerart> and Facebook<http://www.facebook.com/#!/archivesofamericanart>
> ****
>
> ** **
>
> FedEx, UPS, and DHL deliveries: 750 9th Street, NW (at H) | Suite 2200 |
> Washington, DC 20001****
>
> ** **
>
> U.S. Postal deliveries:  PO Box 37012 | Victor Building, Suite 2200, MRC
> 937 | Washington, DC 20013-7012****
>
> ** **
>
> *From:* Encoded Archival Description List [mailto:[log in to unmask]] *On
> Behalf Of *Nathan Tallman
> *Sent:* Thursday, March 28, 2013 1:16 PM
> *To:* [log in to unmask]
> *Subject:* Extent Measurements****
>
> ** **
>
> Apologies for cross posting!****
>
> ** **
>
> Does anybody have a handy chart or reference for what they use to estimate
> extent measurements? I'm thinking about when a collection comes in of 3
> audiocassettes or if a collection is 7 Hollinger boxes and 4 DVDs. I've
> seen estimates for folders (ranging from 0.01 to 0.04+ linear feet), but
> never a comprehensive list. ****
>
> ** **
>
> Something that gives a measurement per unit. For example:****
>
> ** **
>
> audiocassette    0.02 linear feet
> record carton     1.00 linear feet****
>
> folder                 0.02 linear feet****
>
> CD-ROM            0.01 linear feet****
>
> ** **
>
> Many thanks!****
>
> Nathan****
>