Purpose

The primary purpose of folder numbering is to make it easy to match description in ArchivesSpace to the physical material. The secondary purpose is to help determine the extent of the material being described without looking in the box. A bonus benefit is that it reduces the chances of material getting out of order when used.

When to number

Folders will be numbered in processing, accessioning, and inventorying projects except when, in the judgement of the responsible archivist, it would require excessive work. The only anticipated scenario when folder numbering would not be carried out is with large scale reuse of existing metadata where the physical folders are not going to be handled.

Bound volumes or other non-folder items in boxes with folders will not receive a folder number.

Method

If there is sufficient space, write the folder number on the top right corner of the upper tab of the folder.

If there is not sufficient space, write the folder number on the top right corner of the lower tab of the folder.

Do not write the word "folder."

Numbering starts at 1 for all boxes, including shared boxes.

Renumbering

The only case in which folders will be renumbered is if boxes are being consolidated.