Physical storage

archival description: Physical storage

Main Page > User manual > UM-3 Add / edit content > UM3.1 Add / edit archival descriptions > UM-3.1.8 Physical storage

archival description: physical storage area

Edit current container (step 3 above)

Use this information area to:

• Select the archival institution which holds the records (Dublin Core and MODS templates only)
• View the resource's current container / location
• Edit the resource's current container information
• Delete an existing container
• Assign to an existing container
• Create a new container and assign the resource to it

1. Select repository (archival institution) (Dublin Core and MODS templates only)

• NOTE: Select a repository only at the highest level of description; leave this field blank at the lower levels if they are all held by the same repository. It is important to remember this because if a repository is selected for the lower levels then these lower levels will all be displayed in the holdings area of an archival institution's context menu box.

• From the drop-down menu, select the archival institution that holds the resource being described.

• The list in the drop-down menu is generated from all existing archival institution records.

• If the repository does not appear in this list, you need to create it separately; see UM-3.3 Add / edit archival institutions.

2. View current container / location

• If the resource is currently assigned to a container, the containers section will appear.

• This shows the container name, its location, and its type.

• If the resource is not currently assigned to a container, this section will not appear on your screen.

3. Edit current container

• If the resource is currently assigned to a container and the container information needs to be updated (e.g. the type is not correct or the location has changed), click the edit icon.

• ICA-AtoM routes you to an edit screen for the container; change the Name, Location or Type as required and click the save button in the button block.

• ICA-AtoM returns you to the archival description and re-loads the page, closing all information areas. Re-open the physical storage area to view results of the edit; the containers area displays the updated information.

• Note that this action updates every resource registered to the same container; e.g. if 6 resources are registered to box D9, you need only edit box D9 once and the changes will be reflected in all 6 archival descriptions.

4. Remove a resource from an existing container

• You can remove a resource from a container by clicking the delete icon in the containers section.

5. Assign to an existing container

• To assign the resource to a different container or additional container, use the drop-down menu to select the container you want to use.

• When you save the record, ICA-AtoM will update the description.

6. Create a new container

• If the container you want to use does not appear in the drop-down menu in step 5 above, it is not registered in the system and needs to be created; use the create a new container section for this.

• Enter the container name, type, and location.

• When you save the record, ICA-AtoM creates the container and assigns the resource to it.