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Overview

Extent should be recorded at both the collection and file level.

At the collection level, it is recorded using cubic feet for physical materials or in megabytes, gigabytes, or terabytes for digital materials. In addition to calculating the total cubic feet for a collection, a container summary is also recorded to give a breakdown of the numbers and types of containers, or the number of files for digital materials. Container summaries are enclosed in parentheses.

At the file level, it may be described in a more granular fashion, by the number of containers or carriers (e.g., 2 folder(s), 3 cassette(s)). If feasible at this stage, record separate extents for the number and the type of carrier for legacy physical digital and audio-visual material (e.g. things like floppy disks or cassette tapes).

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Examples

ExtentContainer Summary
3 cubic feet(3 record cartons)
10.2 cubic feet(10 record cartons, 1 phase box, 1 oversize folder)
83 cubic feet(24 record cartons, 58 manuscript boxes, 1 legal manuscript box)
3 cassettes(2 VHS, 1 Betamax)
2 folders 
91.4 megabytes(79 digital files)
1.5 terabytes

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Extent Module

Collection Level

Add new extent by clicking the “Add Extent” button.

Portion (required)

Select “Whole” if the accession is entirely analog or entirely digital. If it’s a hybrid accession, select “Part” and enter analog and digital extents separately.

Number (required)

 For analog materials, a numeric value for the number of cubic feet (for single items or anything less than one manuscript box in extent, use numeric value 0.1). For digital materials, a numeric value for the storage space in megabytes, gigabytes, or terabytes.

Type (required)

 Choose one of the following from the drop down menu:

  • Cubic Feet

  • Megabyte(s)

  • Gigabyte(s)

  • Terabyte(s)

Container Summary (required)

For analog materials, the container summary is used to describe the containers that the materials were initially housed in when they arrived at Distinctive Collections. For digital materials, it is used to describe the size of the accession in digital files. Also use this field to call out specific digital formats that may require special accessioning procedures. Text in the Container Summary field should be in parentheses.

Examples:

  • (2 record cartons, 1 legal manuscript box)

  • (5 audiocassettes)

  • (1 folder)

    • (12,345 digital files)
    (2,429 digital files
    ;
    , 253,374 emails
    )(3 record cartons, including 30 floppy disks
    )

    File Level

     

    Image Removed

    For each entry at the file level add an extent. This will usually be measured in folders, but it could also be individual items - especially if they are not foldered. For example a box of VHS tapes may not be in folders. Portion = Whole, Number = 10, Type = cassette, Container summary = 2 VHS tapes.

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    Calculating Extent

    ContainerDimensionsCubic Feet

    Record carton, “Paige” box

    15” x 12” x 10”

    		1
    Letter manuscript box, "doc" box
    Manuscript box (letter)10.25” x 12.25”x 5”.36
    Legal manuscript
    box, legal "doc"
    box10.25” x 15.25” x 5”.45
    Half manuscript box (letter)10.25” x 12.25” x 2.5”.18
    Legal half manuscript box
    (legal)
    10.25” x 15.25” x 2.5”.23
    Folder or other small items .01

    Other containers use this formula:

    Mathinline
    body{\huge \frac{Length \times Width \times Height}{1728} = \text{Extent in Cubic Feet}}

    Length x Width x Height (in inches) divided by 1728 = number of cubic feet

    Using the Extent Module

    Add new extent to a resource record or component by clicking the “Add Extent” button.

    FieldHow to Use
    PortionRequired. The portion of the extent being recorded —select "Whole" to record an extent of a collection that is entirely analog or digital. For hybrid collections, select "Part" and record the analog and digital extents separately. 
    NumberRequired. Numeric field. For analog materials, a numeric value for the number of cubic feet (at collection level) or by container or carrier type (at file or item level). For digital materials, a numeric value for the storage space in megabytes, gigabytes, or terabytes.
    TypeRequired. Choose the unit of measurement or carrier type from the drop down menu. See Guide to Extent Types for more information. At the collection level, record extents using cubic feet for physical materials. For digital content choose from megabytes, gigabytes, or terabytes as appropriate.
    Container Summary

    Required at the collection level. Suggested at file level when additional description is warranted. Free text field. For analog materials, the container summary is used to describe the containers that the materials are housed in, or the carrier format. For digital materials, it is used to describe the size of the digital materials in bytes or digital files. Text in the Container Summary field should be enclosed in parentheses. See Guide to Extent Types for suggested vocabulary.

    Expand
    titleExamples

    • (2 record cartons, 1 legal manuscript box)

    • (5 audiocassettes)

    • (2 VHS, 1 Betamax)

    • (1 folder)

    • (12,345 digital files)

    • (2,429 digital files; 253,374 emails)

    • (3 legal manuscript boxes, 1 manuscript box)

    • (1 archived website)


    Physical Details 
    DimensionsRequired when indicated in the Guide to Extent Types as necessary for that extent type.
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    Content Reference

    DACS 2.5