NEW GSD Object Records v5dot1_FOR REVIEW

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
  
  
• 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:
Create an accession number using the institutional format:

Number of Objects

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:

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:

• 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.

Record Status

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

Publish To

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.

Example:
Material Order (when complete); Null (when in progress)

*Inventory Status*

MO has never used this. Discuss need and implications.
Section: Object Identification Information

*Production Description*

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.

Section:
Object Identification Information

Description:

Use:
Optional

Data Type:
Multi-line Free Text; Repeatable

Data Entry Instructions:

Example:

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.

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.

1. From a Cataloging record, click on the secondary tab for Location/Movement/Inventory
   
   
2. Select Add Record
   
   
3. Select Create
   
   
4. Using only the locations noted below, enter the material's Current Location; the location populates the field.  NOTE: 3 characters are required before the list appears.
   Only use locations from the controlled list below.
   
   
5. Enter the Location date (today's date)
   
   
6. Hard Save the record; NOTE: location record is now read only and can no longer be edited
   
   
7. Enter the material's Normal location (same as current location)
   
   
8. Return to the Current Record tab and save the record. The current location will be listed under "Computed Current Location"
   
   

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 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.

Generic Color

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):

1. Sample is only a portion of a full-sized panel. It contains 3 rows x 3 rows of openings.
2. Multiple swatches adhered to panels; three manufacturer provided brochures.
3. 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:

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.