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.
| Container | Dimensions | Cubic Feet |
|---|---|---|
Record carton, “Paige” box | 15” x 12” x 10” | 1 |
| Letter manuscript box, "doc" box | 10.25” x 12.25”x 5” | .36 |
| Legal manuscript box, legal "doc" box | 10.25” 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 |
Other containers use this formula: Length x Width x Height (in inches) divided by 1728 = number of cubic feet | ||
Type (required): Choose one of the following from the drop down menu
Cubic Feet
Megabytes
Gigabytes
Terabytes
Container Summary (required): For analog materials, used to describe the containers that the materials were initially housed in when they arrived at IASC. For digital materials, used to describe the size of the accession in digital files; also use 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 and 1 legal manuscript box)
(5 audiocassettes)
(1 folder)
(5 folders)
(12,345 digital files)
(2,429 digital files; 253,374 emails)
(3 record cartons, including 30 floppy disks)
File Level
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.
