ade/de control number example

2 min read 11-03-2025

Accession and Document (ADE/DE) control numbers are crucial for managing and tracking records within archives, libraries, and other institutions. These unique identifiers provide a systematic way to locate and retrieve specific items. Understanding how these numbers are structured and used is key to efficient record management. This article will explore ADE/DE control number examples and their importance.

What are ADE/DE Control Numbers?

ADE/DE control numbers, often shortened to just "control numbers," are unique alphanumeric identifiers assigned to individual items within a collection. "ADE" typically refers to "Accession, Document, and Entity," representing the broader scope of materials an archive might house. "DE" simplifies this to "Document and Entity." The specific structure and components of the number can vary depending on the institution's cataloging system.

The primary purpose is to ensure each item has a distinct identifier, preventing confusion and enabling efficient retrieval. They are invaluable for managing large and complex collections.

Examples of ADE/DE Control Numbers

The exact format of an ADE/DE control number will vary significantly from institution to institution. There isn't a universal standard. However, some common elements and example formats might include:

Example 1: Simple Numeric System

Format: YYYYMMDD-XXX (Year, Month, Day, Sequential Number)
Example: 20231027-001 (representing the first item accessioned on October 27th, 2023)
Advantages: Simple to generate and understand.
Disadvantages: Limited capacity, may not be suitable for large collections with many accessions daily.

Example 2: Alphanumeric System with Prefixes

Format: ARC-YYYY-XXX (Archive Prefix, Year, Sequential Number)
Example: ARC-2022-125 (the 125th item accessioned in the "ARC" archive in 2022)
Advantages: Allows for multiple archive designations and clearer organization.
Disadvantages: Requires a more complex generation system.

Example 3: More Complex System with Collection Codes

Format: COLL-001-YYYY-XXX-ZZZ (Collection Code, Sequential Accession Number, Year, Item Number, Sub-Item Number)
Example: MAP-001-2024-015-A (15th item within accession 001 of the Map collection in 2024, sub-item A)
Advantages: Highly detailed and capable of handling extensive and complex collections with multiple sub-items.
Disadvantages: Requires sophisticated database management.

Importance of Consistent ADE/DE Control Number Usage

Consistent use of ADE/DE control numbers is paramount for several reasons:

Accurate Retrieval: Provides a unique identifier for locating specific items efficiently.
Inventory Management: Facilitates accurate tracking of collections and their contents.
Organization: Simplifies the organization of large and diverse collections.
Data Management: Enables integration with digital databases and cataloging systems.
Preservation: Ensures that items are properly identified and tracked throughout their lifecycle.

Choosing the Right ADE/DE Control Number System

The best system for your institution will depend on several factors including:

Size of the Collection: A small collection might only need a simple numeric system.
Complexity of the Collection: A large and diverse collection will require a more complex system.
Existing IT Infrastructure: The system should integrate with existing databases and software.
Future Scalability: Choose a system that can accommodate growth in the collection.

Implementing a well-designed ADE/DE control number system is a cornerstone of effective archive and record management. Careful consideration of these factors will ensure a system that is both efficient and adaptable to future needs. Remember to consult with archivists and library professionals to design a system optimized for your specific context.