Cataloguing – suggested procedure

You should have a written procedure that explains the steps to follow when cataloguing objects. This suggested procedure is useful starting point. It is given as text and also as a workflow diagram. However you do it, your own procedure should meet the minimum requirements of the Spectrum standard.

Creating catalogue records

Create a record for each object, or group of objects, accessible by object number.

See Note 1 for guidance on the form that catalogue records might take and Note 2 for more on object history files. Your cataloguing policy should set out the kind of information to be recorded for each type of collection, but as a minimum the record should either contain or be linked to the core inventory information for the object or group:

• A unique object number (from which it should be clear whether the object is from your accessioned collections, on loan, or has some other status such as a handling item) – Object number (use a standard format).
• An object name – Object name (use a standard term source).
• The number of objects (if a group) – Number of objects.
• A brief description (or image) – Brief description.
• The current location – Current location. This should be a Location reference name/number.
• If not your museum, a record of who owns the object – Current owner (and, if your museum does own it, a record of where it came from).
• A note of who recorded this information and when – Recorder and Recording date (use standard formats).

If you do not have this information for each object (or group of objects) go to Inventory.

Add other important information.

Based on your cataloguing policy, and according to the type of object and the information available, record as many of the following as you need. For newly-acquired objects you should do this as soon as possible, rather than building up a backlog.

Object identification information

• Other historical reference numbers – Other number with an Other number type (use a standard term source).
• Title.
• Comments.
• Distinguishing features.
• Curatorial responsibility – Responsible department/section (use a standard term source).

Object description information

• Age.
• Colour (use a standard term source).
• Content and subject information:
  • Content – activity (use a standard term source).
  • Content – concept (use a standard term source).
  • Content – date (use a standard format).
  • Content – description.
  • Content – event name (use a standard term source).
  • Content – note.
  • Content – object type (use a standard term source).
  • Content – organisation (use a standard form of name).
  • Content – other (use a standard term source).
  • Content – people (use a standard form of name).
  • Content – person (use a standard form of name).
  • Content – place (use a standard form of name).
  • Content – position (use a standard term source).
• Copy number.
• Dimension, including:
  • Dimension measured part (use a standard term source).
  • Dimension value.
  • Dimension value date (use a standard format).
  • Dimension measurement unit (use a standard term source).
• Edition number.
• Form (use a standard term source).
• Inscription content.
• Inscription description.
• Material (use a standard term source).
• Object status (use a standard term source).
• Phase (use a standard term source).
• Physical description.
• Sex (use a standard term source).
• Style (use a standard term source).
• Technical attribute (use a standard term source), including:
  • Technical attribute measurement.
  • Technical attribute measurement unit (use a standard term source).

Object history and association information

• Associated activity (use a standard term source).
• Associated concept (use a standard term source).
• Associated date (use a standard format).
• Associated event date (use a standard format).
• Associated event name (use a standard term source).
• Associated object.
• Associated organisation (use a standard form of name).
• Associated people (use a standard form of name).
• Associated person (use a standard form of name).
• Associated place (use a standard form of name).
• Association type (use a standard term source).
• Object history note.
• Related object number.

Field collection information

• Field collection date (use a standard format).
• Field collection event name (use a standard term source).
• Field collection method (use a standard term source).
• Field collection number.
• Field collection place (use a standard form of name).
• Field collector (use a standard form of name).
• Geological complex name (use a standard term source).
• Habitat (use a standard term source).
• Stratigraphic unit name (use a standard term source).

Object production information

• Object production date (use a standard format).
• Object production organisation (use a standard form of name).
• Object production people (use a standard form of name).
• Object production person (use a standard form of name).
• Object production place (use a standard form of name).
• Object production reason (use a standard term source).
• Technique (use a standard term source).

Object owner’s contribution information

• Owner’s personal experience (any previous owner).
• Owner’s personal response.
• Owner’s reference.
• Owner’s contribution note.

Reference information

• Reference.
  • Reference author/editor (use a standard form of name).
  • Reference association (use a standard term source).
  • Reference details.
  • Reference note.
  • Reference number.
  • Reference publication date (use a standard format).
  • Reference publication place.
  • Reference publisher.
  • Reference title.
  • Reference type (use a standard term source).
• Catalogue number.
• Document location (use a standard term source).

Amendment history (information about changes to the catalogue)

• Unit of information added (use a standard term source).
• Amendment history authoriser (use a standard form of name).
• Unit of information scheme (use a standard term source).
• Information source (use a standard form of name).
• Recorder (use a standard form of name) and Recording date (use a standard format).

Provide access to records via indexes.

Access to catalogue information should be provided by indexes and/or free-text retrieval. It should be appropriate to the nature of the collection, and might include access by, eg:

• Object name.
• Subject (eg using a standard classification scheme).
• Artist, maker or manufacturer.
• Source (eg donor or vendor).
• Production date.
• Associated people.
• Associated places.

Maintaining catalogue records

Maintain links or cross-references to relevant information recorded during other procedures.

It is important to be able to access relevant information generated during other procedures when looking at an object’s catalogue record. Such information need not be copied into the catalogue in full, but there should be a cross-reference to it so that you and others know it exists and can find it in future. This may take the form of a reference number and, at its simplest, the collections management information in a catalogue record may comprise a series of reference numbers linking to records elsewhere.

Keep the catalogue secure, including digital backups and paper copies.

The museum catalogue is the most complete account of the history of each item, so it is essential to keep this information secure.

If a catalogue is computerised, backups should be made, with the frequency, method and responsibility defined in your policy and procedures. It may be difficult to back up a manual catalogue system; some museums use photocopying.

Improving catalogue records

Add information from documentation projects.

Results from Documentation planning.

Add information from a collections review.

Results from Collections review.

Add information arising from research, interpretation or other use.

Results from Use of collections.

Guidance notes

Note 1: Catalogue records

Catalogue information can be held in a series of individual records:

• In a computerised database.
• On pre-printed catalogue cards.
• On loose-leaf sheets, which are filed numerically.

There is usually one record for each object (or group of objects). In computerised and manual systems, information within each catalogue record is sorted into a set of ‘pigeonholes’ known as ‘fields’. Each discrete piece of information such as the date an object was made or the name of donor, is held in a separate field. Information placed in these fields can be written in a consistent manner to aid indexing: rules can govern the words used, the order in which they are entered and any punctuation which may be required.

Computerised databases

There are a number of commercial computerised systems available which support the Cataloguing procedure (as well as many of the other Spectrum procedures). These are often referred to as ‘collections management systems’ (CMS). On the Collections Trust website you can find details of CMS software from the Spectrum Partners, suppliers who are committed to the development and promotion of Spectrum and are licensed to use it commercially. Many of these systems are Spectrum Compliant, which means they have been validated by Collections Trust and have a place to record every unit of information that users might need during any of the Spectrum procedures.

Pre-printed catalogue cards

Some museums use Collections Trust catalogue cards either as the basis of their main catalogue record, or for temporary inventory projects, where the data collected is later transferred to a CMS.

Note 2: Object history files

Not all your knowledge about the objects in your collections need be recorded in their catalogue records; indeed, in many cases, this would be almost impossible. Additional information (eg correspondence, notes, press cuttings, reports) can be held in object history files. Each folder should be marked with the relevant object number and filed in that order.

It can be helpful to draw attention to particularly useful information held in object history files (eg when making an acquisition note, ‘For full history see the informative letter from the donor in the object history file’).