Page Comparison

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: • Reasons why the object was particularly relevant to their life; • Reasons why the owner collected the object, or decided to sell, donate or bequeath it; • A reminiscence of an event, situation or other memory prompted by the object. If the experience is a reflection on, or conjecture regarding the significance of an object, a description of feelings about, or personal relevance of an object, then record in Owner's Owner’s personal response.
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: • Feelings about an object beyond their personal experience of it; • Why they 'connected' ‘connected’ with an object, or regarded it as personally special; • The broader cultural meaning which they attached to an object; • Aspects of an object which they felt were of particular artistic, historical or cultural significance; • Their response to it from the point of view of a different cultural standpoint or conjecture as to what the object might have meant to another individual connected with the object, such as the creator, user or another owner. If the experience is a reflection on, or conjecture regarding the significance of an object, a description of feelings about, or personal relevance of an object, then record in Owner's Owner’s personal response.
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: • Contact details of any other Person or Organization who holds the rights being granted; • Copyright status of the original work, where the organization is granting a license for the use of the rights of a copy of it; • Sub-licenses to third parties; • Warranty/indemnity clauses; • Comments on, for example, past history; • Any restrictions (e.g. if any modifications are permitted).
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	see full list here
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: • Reasons why the object is particularly relevant to their life; • Reminiscence of an event, situation or other memory prompted by the object. If the experience is a reflection on, or conjecture regarding the significance of an object, a description of feelings about, or personal relevance of an object, then record in Viewer's Viewer’s personal response.
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: • Their feelings about an object beyond their personal experience of it; • Why they 'connected' ‘connected’ with an object, or regarded it as personally special; • The broader cultural meaning which the viewer attached to an object; • Aspects of an object which they felt were of particular artistic, historical or cultural significance; • Their response to it from the point of view of a different cultural standpoint or conjecture as to what the object might have meant to another individual connected with the object, such as the creator, user or owner.
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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