Extents

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: $\begin{array}{l}{\huge \frac{Length \times Width \times Height}{1728} = \text{Extent in Cubic Feet}}\end{array}$ 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.

Extent Dropdown menus

Cubic Feet

Megabytes

Gigabytes

Terabytes

Box(es)

Folder(s)

Item(s)

Sheet(s)

Tube(s)

Volume(s)

Cassette(s) — a sealed plastic unit containing a length of audiotape, videotape, film, etc. wound on a pair of spools, for insertion into a recorder or playback device. May be further described in the container summary using the following terms. For additional options, check A&AT. See also: Guidelines for Processing Collections with Audiovisual Material: Chapter 5, Description in ArchivesSpace

Container summary:

Flash Drive(s) — Computer storage devices involving no moving parts in which data is stored in non-volatile memory. Information can be written and retrieved to flash drives more quickly than electromechanical hard drives.

Container summary:

Memory card

USB flash drives

Hard Drive(s) — Devices that house a fixed (non-removable) hard disk for storage and retrieval of digital computer data.

Magnetic Disk(s) — storage device that uses a magnetization process to write, rewrite and access data. For magnetic hard drives use Hard Drive(s)

Container summary:

Floppy disk (Specify in dimensions: 3.5”, 5.25”, 8”, or other non-standard)

Zip disk

Jaz disk

Optical Disc(s) — electronic data storage medium that can be written to and read from using a low-powered laser beam

Container summary:

DVD