Over the years of having our own Records Center, we have used both systems mentioned in the various responses. Our first was similar to what Julie Colgan mentioned, using Room Location then Shelving Unit/Rack/Section (consecutive numbering), although within the rack we used a consecutive unit number for a group of 4 boxes ( 2 high, 2 deep) instead of a shelf designation, with the lowest on the bottom left shelf and the highest on the top right (See sample below). This would bring you quickly to the exact space, with the chance of the box you want being at the front if often used.
09 10 11 12
05 06 07 08
01 02 03 04
After moving to a larger facility we now do the Aisle-Section-Shelf-Unit system.
Marty Mulinix
Manager, Records & Information Management
Alston & Bird, LLP, Atlanta, GA
, [log in to unmask]
678-355-2901
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Anna Clarkson
Sent: Friday, November 16, 2012 11:07 AM
To: [log in to unmask]
Subject: Records Center Numbering System Question
Dear Records Managers,
I wanted to ask your advice regarding numbering systems for records centers.
To give you a general sense, our institution is pretty small. We have one
location and about 150 employees. We have two small rooms offsite
that we use as a “Records Center”. The rooms hold approximately 500 boxes in total.
We are currently in the process of devising a numbering system for the records center shelving and have some divergent opinions amongst us. All
information will be entered into Archivists’ Toolkit for tracking. The two
ways we are leaning are:
1) Assign one unique location number (i.e. 1-500 for each box position on
shelves)
2) Assign unique shelf numbers (1-36), section letter (A-E), location position (f=front, b=back)to create a unique coordinate (i.e. 1, A, f).
We are trying to be mindful that our Records Center may grow over the coming years and want to develop a system that is expandable. We also want to avoid over-complicating things as what might be necessary for a government agency or fortune 500 company may not be necessary for us.
In addition, we will be adding a more specific location tracking system into our Archives in the near future and are wondering if the Archives location tracking system should use the same type of numbering system as the records center or different as box sizes vary as well as the shelving type.
I would welcome any advice. Thank you for your time.
Kind regards,
Anna
Anna Clarkson
Project Archivist
The Baltimore Museum of Art
10 Art Museum Drive
Baltimore, MD 21218-3898
Email: [log in to unmask]
Tel: 443.573.1782
Fax: 443.573.1781
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