DCB-3.1.12

Archival description: Physical storage

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Archival description: physical storage area

Edit an existing container (step 2 above)

The physical storage area contains fields for registering the container and physical location of the materials being described. Any physical object that can hold another physical object can be a container (e.g. a box, a shelf, a file cabinet, a room). Use this information area to:

• View the material's current container / location.
• Edit the material's current container information.
• Delete an existing container.
• Assign to an existing container.
• Create a new container and assign the material to it.

1. View current container / location

• If the metadata record is currently assigned to a container, the current container section will appear.

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

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

2. Edit current container

• If the metadata record 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 in current container section.

• DCB routes you to an edit screen for the container; change the type or location as required and click the save button in the button block.

• DCB returns you to the metadata record and re-loads the page, closing all information areas. Re-open the physical storage area to view results of the edit; the current container section displays the updated information.

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

3. Delete an existing container

• You can delete a container record by clicking the delete icon in the current container section.

• Do not confuse this action with removing the metadata record from the container; this action in fact deletes the container record itself; to remove a metadata record from a container, see step 4 below.

• Because this action deletes the container itself from the system, it will clear the current container section in all other descriptions registered to the same container.

4. Assign to an existing container

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

• When you save the record, DCB will update the description, overwriting the current container section with the information from the selected container.

• Note that when you move a description from one container to another, this action does not affect the container records themselves (i.e. their name, type, or location) nor any other descriptions that are registered to the container.

• To simply unassign a description (i.e. remove it from a container without assigning it to a different container), select the blank value from the drop-down menu.

5. Create a new container

• If the container you want to use does not appear in the drop-down menu in step 4 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, DCB creates the container and assigns the description to it.

• Note if you have entered any data in any of these fields, DCB will upon saving create a new container and use it to overwrite your current container information.