NEW Object Records [GSD] CollectionSpace v5.1
Section | Field |
Object Identification Information | |
Accession Number | |
Number of Objects | |
Number | |
Number Type | |
Collection | |
Record Status | |
Published To | |
Inventory Status | |
Production Description | |
Material | |
Handling / Handling Note | |
Container / Container Note | |
Computed Current Location | |
Object Identification Information | |
Object Type | |
Finish / Finish Note | |
Color | |
Generic Color | |
Physical Description | |
Dimensions (Sample Size) | |
Hierarchy | NOT IN USE |
All Object records are created in each institution's CollectionSpace (CSpace) installation.
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?
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:
Institution | Type | Format | Example | Note01 | Note02 |
---|---|---|---|---|---|
Harvard | New | GSD.YY#### | GSD.190117 | In the naming format defined
| Determine next accession number by referring to the GSD_NewMaterials_Log.xlsx |
Harvard | Recon (single) | YY#### changed to GSD.YY#### | 110032 changed to GSD.110032 | ||
Harvard | Recon (multiple) | YY#### changed to GSD.YY####.## | 050067 changed to GSD.050067.01, GSD.050067.02 |
Section:
Object Identification Information
Description:
Number of samples described per this cataloging record
Use:
Mandatory
Data Type:
Free text
Data Entry Instructions:
Example:
15
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:
Field Name | Data Entry Directions | Data Type |
Number | Assess the material to determine the best storage location and create a corresponding Call Number. | Free Text |
Type | Select "call number" | Controlled List |
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:
See also:
GSD_NewMaterials_Log.xlsx (sheet: Call Numbers)
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:
Section:
Object Identification Information
Description:
Designates the status of the sample.
Use:
Mandatory
Data Type:
Controlled List
Data Entry Instructions:
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)
MO has never used this. Discuss need and implications.
Section: Object Identification Information
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:
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:
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.
Section:
Object Identification Information
Description:
XXX
Use:
Optional
Data Type:
Controlled List; Free Text (Repeatable)
Data Entry Instructions:
Field Name | Data Entry Directions | Data Type |
Handling | XXX | Controlled List |
Note | XXX | Free Text |
Example:
Section:
Object Identification Information
Description:
XXX
Use:
Optional
Data Type:
Controlled List; Free Text (Repeatable)
Data Entry Instructions:
Field Name | Data Entry Directions | Data Type |
Container | XXX | Controlled List |
Note | XXX | Free Text |
Example:
Section:
Object Identification Information
Description:
XXX
Use:
Optional
Data Type:
Controlled List; Free Text (Repeatable)
Data Entry Instructions:
Field Name | Data Entry Directions | Data Type |
Condition | XXX | Controlled List |
Note | XXX | Free Text |
Example:
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.
Institution | Locations |
---|---|
Harvard |
|
Parsons | |
RISD |
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.
Section:
Object Description Information
Description:
Designates the finish of the owned objects.
Use:
If applicable
Data Type:
Controlled List; Repeatable
Data Entry Instructions:
Field Name | Data Entry Directions | Data Type |
Finish | Select the appropriate finish from the controlled list. | Controlled List |
Note | XXX | 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.
Log Entry:
New Finish: Enter any new terms proposed for addition to the controlled list.
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.
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.
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):
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:
Field Name | Data Entry Directions | Data Type | Example |
Sample Size | Enter Size. Measure to the nearest 1/8" unless specific measurements are provided. | Free Text; Repeatable | 5 ¼ "x 3" x2" |
Dimension | Controlled List; Repeatable | length | |
Value (Measurements) | Free Text | 5.25* | |
Dimension Unit (Measurements) | Controlled List | 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".
Planar FormsL x W x H (length x width x height) | Linear Formsd x L (diameter or section measures x length) | Volumetric Formsindicate volume |
NOTE: *CSpace does not support fractions.
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.