Page Comparison

NEW Object Records [GSD] CollectionSpace v5.1

Introduction
All Object records are created in each institution's CollectionSpace (CSpace) installation.

• Harvard Graduate School of Design https://cspace.gsd.harvard.edu/cspace/gsd/login
• Parsons School of Design https://parsons.lyrasistechnology.org/cspace/parsons/login

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• Rhode Island School of Design https://cspace.risd.edu/cspace/risd/login 

When creating a new Object authority record, there are fields which use authority files. Authorities should not be created in an institution's instance. All authorities should be created in the Shared Material Server.

We need clarification on this. Contact Megan and Ray.
Can we delete Object records? What are the ramifications?

Accession Number Section: Object Identification Information Description: Unique identifying number per sample. Use: Manually enter – do not use the auto-generated feature. Data Type: Controlled List Data Entry Instructions:

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Example: 15
Other Number
Section: Object Identification Information Description: Numbers associated with the owned samples. Material Order primarily users this field block to note call number. It has the potential to note barcode and QR code. Use: Mandatory Data Type: Free Text; Controlled List Data Entry Instructions:

The GSD does have samples with two storage locations – typical storage and oversize. Both call numbers can be added, but if more appropriate, separate Object records could also be created. Discussion on best situation is a discussion between cataloger and Institutional Admin.
Examples: DW A1-101; XL B2-03; C2-19
Log Entry:
Call Number: Enter the call number.
Sheet: Call Numbers: Update to include number assigned to this material.
See also:GSD_NewMaterials_Log.xlsx (sheet: Call Numbers)

Collection Section: Object Identification Information Description: Designates the local collection the sample belongs to, Circulating or Non-circulating.At the GSD, Aerogel products are non-circulating. Use: Mandatory Data Type: Controlled List Data Entry Instructions:

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Handling Section: Object Identification Information Description: XXX
Use: Optional Data Type: Controlled List; Free Text (Repeatable) Data Entry Instructions:

Example:
Container Section: Object Identification Information Description: XXX
Use: Optional Data Type: Controlled List; Free Text (Repeatable) Data Entry Instructions:

Example:

Condition Section: Object Identification Information Description: XXX
Use: Optional Data Type: Controlled List; Free Text (Repeatable) Data Entry Instructions:

Example:

Computed Current Location*Johanna to follow-up with Megan about recommended use of this field and procedure. *Section: Object Identification Information Description: Describes the physical location of the samples and provides a log of a sample's location and use over time.
Use: Mandatory Data Type: Procedure Data Entry Instructions: Each location the material moves to will exist as a separate record within the Computed Current Location tab. The goal is to have multiple records documenting the movement and use of the item over time.

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Object Type Section: Object Description Information Description: Designates the object type of the owned objects.
Use: Mandatory Data Type: Controlled List; Repeatable Data Entry Instructions: Select the appropriate object type.
If new term for Object Type is proposed for addition, Catalogers add to log.  Institutional Admins bring proposed additions to peers for review. If accepted, the new object type terms will be added to the CollectionSpace Materials Profile. If accepted, Institutional Admins oversee the application of term(s) to records, per their logs.
Log Entry: New Object Type: Enter any new terms proposed for addition to the controlled list.

Finish Section: Object Description Information Description: Designates the finish of the owned objects.
Use: If applicable Data Type: Controlled List; Repeatable Data Entry Instructions:

If new term for Finish is proposed for addition, Catalogers add to log.  Institutional Admins bring proposed additions to peers for review. If accepted, the new Finish terms will be added to the CollectionSpace Materials Profile. If accepted, Institutional Admins oversee the application of term(s) to records, per their logs.
Log Entry: New Finish: Enter any new terms proposed for addition to the controlled list.



Color Section: Object Description Information Description: Designates the finish of the owned objects.
Use: If applicable Data Type: Controlled List; Repeatable Data Entry Instructions:

If new term for Finish is proposed for addition, Catalogers add to log.  Institutional Admins bring proposed additions to peers for review. If accepted, the new Finish terms will be added to the CollectionSpace Materials Profile. If accepted, Institutional Admins oversee the application of term(s) to records, per their logs.
Log Entry: New Finish: Enter any new terms proposed for addition to the controlled list.







Generic Color Section: Object Description Information Description: Designates the finish of the owned objects.
Use: If applicable Data Type: Controlled List; Repeatable Data Entry Instructions:

If new term for Finish is proposed for addition, Catalogers add to log.  Institutional Admins bring proposed additions to peers for review. If accepted, the new Finish terms will be added to the CollectionSpace Materials Profile. If accepted, Institutional Admins oversee the application of term(s) to records, per their logs.
Log Entry: New Finish: Enter any new terms proposed for addition to the controlled list.
Physical Description
Section: Object Description Information Description: Indicates a brief description of the objects and the supporting material owned by an institution; including how the objects are packaged.
Use: Mandatory Data Type: Free Text; Repeatable Data Entry Instructions: Enter a description of the physical items owned, including supporting material and packaging.
Example(s):

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Dimensions
Section: Object Description Information Description: Indicate the size of the owned objects(s).
Use: Mandatory Data Type / Data Entry Instructions / Example: Use either imperial units or metric units, but maintain consistency within a dimension block. Only use the specified fields below:

The Dimension field does not support fractions, but fractions can be entered in the Sample Size field. If using imperial units, enter fractions in the Sample Size field. Sample Size Data Entry FormatsIn this order and this formatting with spaces and small "x".

NOTE: *CSpace does not support fractions.

Hierarchy
At this time, Material Order is not using the Hierarchy section in the Shared Material authority. If any members have interest or examples of use, let's discuss as a group so we can establish standards of use.