Extents

Table of Contents

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

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.

Calculating Extent