NEW Object Records [GSD] CollectionSpace v5.1
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Section
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Field
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Object Identification Information
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Accession Number
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Number of Objects
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Number
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Number Type
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Collection
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Record Status
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Published To
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Inventory Status
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Production Description
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Material
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Handling / Handling Note
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Container / Container Note
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Computed Current Location
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Object Identification Information
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Object Type
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Finish / Finish Note
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Color
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Generic Color
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Physical Description
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Dimensions (Sample Size)
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Hierarchy
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NOT IN USE
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All Object records are created in each institution's CollectionSpace (CSpace) installation.
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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
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In the naming format defined
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Determine next accession number by referring to the GSD_NewMaterials_Log.xlsx
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Section:
Object Identification Information
Description:
Number of samples described per this cataloging record
Use:
Mandatory
Data Type:
Free text
Data Entry Instructions:
- Enter the number of samples.
- If multiple samples are attached to a single folder or board, consider this 1 object.
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:
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Field Name
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Data Entry Directions
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Data Type
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Number
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Assess the material to determine the best storage location and create a corresponding Call Number.
The call number is composed of the letter and number representing the material's dominant classification (ex: C2 for non-ferrous metals), a dash, and an identifying number, assigned in sequential order.
Determine next call number by referring to the Call Number sheet in the Log.
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Free Text
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Type
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Select "call number"
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Controlled List
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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.
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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:
- Select "circulating"
- Catalogers should assess concerns about an item circulating, e.g., fragile, heavy, sharp, etc. Catalogers are advised to have discussions with Institutional Admins.
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Section:
Object Identification Information
Description:
Designates the status of the sample.
Use:
Mandatory
Data Type:
Controlled List
Data Entry Instructions:
- If not able to link Material Record through shared authority: "In process"
- If fully cataloged:
- "New" - student cataloger
- "Approved" - institutional admin per review
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Section:
Object Identification Information
Description:
Use of field indicates publishing target. Only used when record is ready to be published.
Use:
Mandatory
Data Type:
Controlled List
Data Entry Instructions:
The term "Material Order" should be selected from the controlled list when the record is complete and ready to be published in the online discovery system.
04/24/2019 Upon initial roll-out of CollectionSpace v5.1, the Publish To field is auto-populated with "Material Order." We have asked for this to change as we want publishing to be an intentional act.
Until this is addressed, all new material records require the cataloger to de-select "Material Order" when saving the record that is still in progress.
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Data previously entered in this field has been addressed in the creation of new fields. While it has served as "parking lot" during an interim period, the data entered is now to be moved to the specific field the data addresses.
MO members to discuss need and implications.
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Description:
Use:
Optional
Data Type:
Multi-line Free Text; Repeatable
Data Entry Instructions:
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Material
Section:
Object Identification Information
Description:
Links the Shared Material Authority Record to the institutional sample.
Use:
Mandatory
Data Type:
Shared Material Authority (Not Repeatable)
Data Entry Instructions:
- Enter commercial name of the product. NOTE: 3 characters are required before the list appears.
- The product's commercial name populates the field.
- The product record must first be created in the Shared Materials Authority.
NOTE:
Material Records created in the Shared Material Authority are not available the same day. If this link cannot be completed, records should be marked as "in process" in the Record Status field.
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Section:
Object Identification Information
Description:
XXX
Use:
Optional
Data Type:
Controlled List; Free Text (Repeatable)
Data Entry Instructions:
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Field Name
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Data Entry Directions
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Data Type
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Handling
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XXX
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Controlled List
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Note
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XXX
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Free Text
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Container
Section:
Object Identification Information
Description:
XXX
Use:
Optional
Data Type:
Controlled List; Free Text (Repeatable)
Data Entry Instructions:
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Field Name
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Data Entry Directions
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Data Type
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Container
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XXX
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Controlled List
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Note
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XXX
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Free Text
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Condition
Section:
Object Identification Information
Description:
XXX
Use:
Optional
Data Type:
Controlled List; Free Text (Repeatable)
Data Entry Instructions:
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Field Name
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Data Entry Directions
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Data Type
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Condition
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XXX
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Controlled List
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Note
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XXX
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Free Text
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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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- Drawer
- Moving Shelf / Box
- Moving Shelf / Oversize (Bin)
- Moving Shelf / Oversize (Open)
- Wall Shelf / Box
- Wall Shelf / Display
- Table / Display
- Counter / Display
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Section:
Object Description Information
Description:
Designates the object type of the owned objects.
Use:
Mandatory
Data Type:
Controlled List; Repeatable
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Finish
Section:
Object Description Information
Description:
Designates the finish of the owned objects.
Use:
If applicable
Data Type:
Controlled List; Repeatable
Data Entry Instructions:
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Field Name
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Data Entry Directions
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Data Type
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Finish
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Select the appropriate finish from the controlled list.
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Controlled List
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Note
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XXX
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Free Text
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.
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Color
Section:
Object Description Information
Description:
Designates the manufacturer's proprietary color name of the owned objects.
Use:
If applicable
Data Type:
Free Text; Repeatable
Data Entry Instructions:
Enter the color name assigned by the manufacturer.
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Section:
Object Description Information
Description:
Designates the generic color of the owned objects. NOTE: This is not the proprietary color name.
Use:
If applicable
Data Type:
Controlled List; Repeatable
Data Entry Instructions:
Select the generic color that best describes the owned objects.
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):
- Sample is only a portion of a full-sized panel. It contains 3 rows x 3 rows of openings.
- Multiple swatches adhered to panels; three manufacturer provided brochures.
- Multiple pellets contained in plastic bag.
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:
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Field Name
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Data Entry Directions
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Data Type
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Example
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Sample Size
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Enter Size. Measure to the nearest 1/8" unless specific measurements are provided.
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Free Text; Repeatable
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5 ¼ "x 3" x2"
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Dimension
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Controlled List; Repeatable
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length
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Value (Measurements)
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Free Text
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5.25*
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Dimension Unit (Measurements)
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Controlled List
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inches
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".
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Planar FormsL x W x H (length x width x height)
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Linear Formsd x L (diameter or section measures x length)
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Volumetric Formsindicate volume
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Hierarchy
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