ARCHIVISTS' TOOLKIT > INSTRUCTIONS/TUTORIALS > LOCATIONS

The locations function of the Toolkit is for recording shelf location(s) of the materials in an archival resource or accession record.

Creating a location record

1. From the Setup menu, select Locations.
2. Click the Add Record button.
3. Enter a Building name and Coordinate 1 Label.
or
4. Enter a Barcode.
or
5. Enter a Classification Number.
6. Save the location record by pressing the Ok button.

 

 

Assigning locations

 

You can assign locations to accessions or resources.

 

  Accessions

 

1. Open the desired accession record.
2. From the Basic Information tab, press the Add Location button.
3. The Toolkit will display a window listing all locations available for your repository. Select the location to be assigned.
4. If desired, enter Note/Container information to help track which specific containers in the accession are housed in the location.
5. Click the Link button. You will see the location listed in the accession record.
6. Repeat the process until all locations have been assigned. You may also create a location record from this screen by clicking the Create Location button, which will open a new location record.
7. Once all locations have been assigned to the accession record, click the Close Window button.

 

   Resources

 

1. Open the desired resource or resource component record.
2. Click the Manage Locations button.
3. The Toolkit will display a window listing all containers recorded for the resource and all locations available for the repository. Select one or more containers.
4. Select the location to be assigned to the selected containers, and click the Assign Location button. You will see the location listed next to the container(s) in the Containers window.
5. Once all locations have been assigned to the resource record, click the Done button.