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Accession numbers at the Museum are modeled: Year.Donation Number.Object Number, e.g. 1984.5.63. In the CMS, zeros are added to these numbers to ensure proper filing, e.g. 1984.005.0063. If the Registrar does not assign individual numbers to an object, each object is given just the first two parts (e.g. 1990.45). Loan numbers are modeled IL.Loan Number.Object Number, e.g. IL24.35. Again, for filing purposes, these numbers are entered into the system as IL0024.0035.
Objects are then given object records in the CMS. The Museum's current CMS allows the user to create a given number of new object records based on a generic template; this feature is not used. For inventory-level only records, the accession number, artifact title, classification, a brief description, extent, and location are added. Some descriptive elements, such as material, technique, or creation date may be added. Some authorities may be linked (e.g. production title, manufacturer, etc.) In the Museum's current CMS, authorities are all added on one screen, they are not added along with an object's basic information.
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