This data dictionary is based on the descriptions of units of information on pages 269-392 269–392 of version 3.2 of SPECTRUM: The UK Museum Documentation Standard.
The changes made from the default SPECTRUM entries include:
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Units of information not yet implemented by CollectionSpace are shown in LIGHT GRAY.
Units of information not used by PAHMA-CSpace implementation are shown in LIGHT PINK.
Units of information custom created for CollectionSpace are shown in GREEN.
Units of information custom created for the PAHMA-CSpace implementation are shown in BROWN.
Each unit of information is listed in alphabetical order and contains the following information:
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Definition | The date on which an object formally enters the collections and is recorded in the accessions register. |
Instructions | Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year. |
Examples | 8/10/1993; 6.1.1992 |
Use | Record once only for an object or group of objects. |
Info. Group | Acquisition information |
Accession status (custom field)
Definition | A statement of the accession status of an object in relation to the Museum. |
Instructions | Use a single term, without punctuation or capitalization. Maintain a list of standard terms. |
Examples | accessioned; deaccessioned; unaccessioned; on deposit; on loan to PAHMA; unknown |
Use | Record once only for an object. |
Info. Group | Object identification information |
Acquisition authorization date
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Definition | An alternative number for an object other than the Object number. |
Instructions | Exactly as described on an object or documentation from which the Other number is taken. The number may be a former Object number or the number assigned by a lender or a previous owner, for example. |
Examples | 8789 L68-1990 |
Use | As many times as required for an object. |
Info. Group | Object identification information |
Alternate number note
Definition | A description of, or comments relating to, an alternate number associated with an object. |
Instructions | Use normal grammar and punctuation. |
Examples | xxxxx |
Use | xxxx. |
Info. Group | Object identification information |
Alternate number type (originally named "Other number type")
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Definition | The name of an Organization. |
Instructions | Use the name exactly as given by the Organization. Maintain a list of names of Organizations. |
Examples | British Museum; National Motor Museum |
Use | Record once only for an Organization. |
Info. Group | Organization information |
Organization's MDA code
Definition | The Collections Trust assigned code uniquely identifying an Organization. |
Instructions | Usually five capital letters. Use especially to identify objects coming from outside the organization. |
Examples | LEWSA |
Use | Record once only for an Organization. |
Info. Group | Organization information |
Organization's reference number
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Definition | Details of a People, Person or Organization who owned an object before title was transferred to the organization. |
Instructions | It will be necessary to use several units of information, including, for example, for a Person, a surname, a forename and an address. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate. |
Examples | See under People, Person or Organization as appropriate. |
Use | As many times as required for an object. |
Info. Group | Object history and association information |
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Owner’s contribution note
Definition | Any observations or comments on a previous owner's owner’s contributions which the organization wishes to record, e.g. the way in which the information was obtained or any discrepancies noted. |
Instructions | Use normal grammar and punctuation. |
Examples | Information taken from a taped interview. |
Use | Record once only for an owner's owner’s contribution. |
Info. Group | Object owner's owner’s contribution information |
Owner's personal experience
Definition | description of how and why a particular object or group of objects is known to have been of particular importance to a previous owner. |
Instructions | Use normal grammar and punctuation. May include: |
Examples | Played with when was a child; Worn when arrived in the U.S. |
Use | Record once only for an owner's owner’s contribution. |
Info. Group | Object owner's owner’s contribution information |
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Owner’s personal response
Definition | A description of the way in which a previous owner responded intuitively to the object. |
Instructions | Use normal grammar and punctuation. May include one or more different types of personal response, including: |
Examples | Represents the last remains of a 'forgotten world'‘forgotten world’. |
Use | Record once only for an owner's owner’s contribution. |
Info. Group | Object owner's owner’s contribution information |
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Owner’s reference
Definition | Documentation of any additional reference to the object provided by a previous owner, e.g. an event, object, document, person or organization. |
Instructions | Use normal grammar and punctuation. |
Examples | Shown wearing it in a wedding photograph. |
Use | Record as many times as required for an owner's owner’s contribution. If verified, this may be recorded by staff more fully. |
Info. Group | Object owner's owner’s contribution information |
Ownership access
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Definition | The first date on which a license to use the organization's organization’s rights is current. |
Instructions | Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year. |
Examples | 8/10/1993 |
Use | Record once only for a grant of a license. |
Info. Group | Object rights out information |
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Definition | The last date on which a license to use the organization's organization’s rights is current. |
Instructions | Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year. |
Examples | 8/10/1993 |
Use | Record once only for a license. |
Info. Group | Object rights out information |
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Definition | Any details of the license to use the organization's organization’s rights, not recorded elsewhere. |
Instructions | Use normal spelling and punctuation. Record: |
Examples | Any publication must be accompanied with the standard credit line. |
Use | Record once only for a license. |
Info. Group | Object rights out information |
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Definition | The nature of the Title recorded. |
Instructions | Use a single term, without punctuation or capitalization. Maintain a list of standard terms. |
Examples | assigned by artist; series; generic; collection; popular; trade |
Use | As many times as required for a Title. |
Info. Group | Object identification information |
TMS 2003 conversion data source (custom field)
Definition | The identity of the primary data source used to justify including the object in the 2003 migration to TMS. |
Instructions | Deprecated field, included for historical documentation only. A short 2- or 5-character code was used, fully capitalized. |
Examples | |
Use | This term was recorded once only for an object. |
Info. Group | Object history and association information |
Transfer of title number
Definition | A unique identifying number for a transfer of title or acquisition event. It should serve as the reference to written documentation of a transfer of title or acquisition process. The number may be assigned to a transfer of title form. |
Instructions | May include: a prefix to distinguish it from other reference numbers; the year; and a running number. |
Examples | T1993.123 |
Use | The same Transfer of title number can be used for one or more objects acquired together, but an object can only have one Transfer of title number. |
Info. Group | Acquisition information |
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Definition | The Organization responsible for the venue where an exhibition is to be held. |
Instructions | It will be necessary to use several units of information, including, for example, a name and an address. The descriptions for these information units are gathered together under the Organization heading. |
Examples | See under Organization. |
Use | More than one Venue can be recorded for an object if an exhibition is touring. |
Info. Group | Use of collections information |
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Viewer’s contribution note
Definition | Any observations or comments on a viewer's viewer’s contributions which the organization wishes to record, e.g. the way in which the information was obtained or any discrepancies noted. |
Instructions | Use normal grammar and punctuation. |
Examples | Viewer attended the 'Coming ‘Coming to America' America’ event. |
Use | Record once only for a viewer's viewer’s contribution. |
Info. Group | Object viewer's viewer’s contribution information |
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Viewer’s personal experience
Definition | A description of how and why a particular object or type of object is of particular importance to a viewer. |
Instructions | Use normal grammar and punctuation. May include: |
Examples | Exactly like the object my grandfather used to own when I was a boy in the old country. |
Use | Record once only for a viewer's viewer’s contribution. |
Info. Group | Object viewer's viewer’s contribution information |
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Viewer’s personal response
Definition | A description of the way in which a viewer responded intuitively to the object. |
Instructions | Use normal grammar and punctuation. May include: |
Examples | An important example of African art. |
Use | Record once only for a viewer's viewer’s contribution. |
Info. Group | Object viewer's viewer’s contribution information |
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Viewer’s reference
Definition | Documentation of any additional reference to the object provided by a viewer e.g. an event, object, document, person or organization. |
Instructions | Use normal grammar and punctuation. |
Examples | Used while working for a mining company. |
Use | Record as many times as required for a viewer's viewer’s contribution. If verified, this may be recorded by staff more fully. |
Info. Group | Object viewer's viewer’s contribution information |
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Viewer’s role
Definition | The role of a viewer in relation to the object. |
Instructions | Use a single term, without punctuation or capitalization. Maintain a list of standard terms. |
Examples | user; researcher; visitor |
Use | As many times as required for a viewer's viewer’s contribution. |
Info. Group | Object viewer's viewer’s contribution information |
Venue authorization date
Definition | The date on which the Venue authorizer gives final approval for a Venue to take a loan out. |
Instructions | Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year. |
Examples | 8/10/1993 |
Use | Record once only for a Venue. |
Info. Group | Use of collections information |
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