Proposed Reports by Procedure

Reports are need in Form and List formats.

Form reports = output is .doc format with template

List reports = output is .xls

Fields are listed in the order in which they appear in the report (top to bottom). In all cases, all fields will not necessarily be used by all implementers. For example: Hearst uses Collection Date and Collector but, Walker, SMK, and MMI do not. As a result, where there are multiple examples of a given report, all fields, from all versions of the same report are included in the requirements.

For v1.0 the following reports will be developed: Deed of Gift, Catalog Report List Basic, Label, ...

Acquisition

All reports are form reports.

1. Accession (sample report from Walker is attached to this page)

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
					Header includes: Name of report = Accessions Memo; Date of Accessions being reported (i.e., meeting date/month + year only); To: Names of staff to receive report; From: person who produced report: Date: Date of report
	Object Name			objectname	See Classification below. This is the most specific term.
Accession Number or Object Number	Object identification number	Object identification information	Object number	objectnumber
Object ID		Object identification information		csid	Hearst displays the internally assigned number as well as the Accession Number
Sort Number					Hearst report only
Department		Object identification information	Responsible department	responsibleDepartments	Hearst report only
Classification					See Object Name above. This is the highest level term.
Artist	Object production person	Object production information	Object production person	objectProductionPerson
		Object production information	Object production person role	objectProductionPersonRole
Maker	Object production organization	Object production information	Object production organization	objectProductionOrganization
		Object production information	Object production organization role	objectProductionOrganizationRole
Culture	Object production people	Object production information	Object production people	objectProductionPeople
		Object production information	Object production people role	objectProductionPeopleRole
	Title	Object description information	Title	title
	Object production date	Object production information	Object production date	dateText
Date Collected	??	Object collection information	Field collection date	fieldCollectionDate
		Object description information			This is the display version of the materials of composition.
	Dimensions	Object description information	Summary		This is the display version of the measurements; unsure where this lives in the xsd schema.
Description	Brief description	Object description information	Brief description	briefDescriptions
	Acquisition Source	Acquisition information	Acquisition Source	acquisitionSources
				v2.0	value of accession

2. Acquisition Committee (sample report from Walker is attached to this page)

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
					Header includes name of report and month of accessions covered in report
	Object production person	Object production information	Object production person	ObjectProductionPerson
		Person Information	Person's nationality	nationalities
		Person Information	Person's birth date	birthDate
		Person Information	Person's death date	deathDate
		Organization Information	Object production organization	ObjectProductionOrganization
				displayName
		Organization's founding date		foundingDate
		Organization's dissolution date		dissolutionDate
		Organization's group		groups
Credit Line	Credit Line	Acquisition information	Credit Line	creditline
	Title	Object description information	Title	title
		Object description information			This is the display version of the materials of composition.
		Object description information		editionNumber
		Object description information			edition?
	Dimensions	Object description information	Summary		This is the display version of the measurements; unsure where this lives in the xsd schema.
					Value
	Acquisition Source		Acquisition Source	acquisitionSource
			Acquisition method	acquisitionMethod
			Acquisition funding source	acquisitionFundingSource

3. Artist’s Questionnaire (sample report from Walker is attached to this page)

4. Bill of Sale (sample report from Walker is attached to this page)

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
	Object purchase price	Acquisition Information	Object purchase price - currency		Opening statement of sale includes amount paid in USD by museum for the purchase of the work.
			Object purchase price - value
Artist	Object production person	Object production information	Object production person	objectProductionPerson
			Object production organization	objectProductionOrganization
Title/Date	Title	Object description information	Title	title
	Object production date	Object production information	Object production date	dateText
Medium		Object description information			This is the display version of the materials of composition.
Dimensions	Dimensions	Object description information	Summary		This is the display version of the measurements; unsure where this lives in the xsd schema.

Signature					Signature of person authorized to sign the document.
Vendor Name	Acquisition Source	Acquisition Information	Acquisition Source	acquisitionSource
		Person Information	Display Name
		Organization Information	Display Name
Address		Contact Information	Address - place
			Address - city/town/municipality
			Address - state/province/territory
			Address - postcode
			Address - country
Date					Date the document was signed.

5. Deed of Gift (sample reports from Walker and MMI are attached to this page)

Note that all but 2 fields come from Catalog; acquisition source, and credit line are the only fields that come from Acquisition.

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
					Statement of transfer of ownership from donor to museum. This text is static, appears on each deed of gift, is different for each institution, and is not pulled from a field in the database.
Artist	Object production person	Object production information	Object production person	objectProductionPerson
Title	Title	Object description information	Title	title
Date	Object production date	Object production information	Object production date	dateText
Medium		Object description information			This is the display version of the materials of composition.
Dimensions	Dimensions	Object description information	Summary		This is the display version of the measurements; unsure where this lives in the xsd schema.
Value				v2.0	Fields contained within Acquisition represent purchases only.
					Statement of verification of ownership. This text is static, appears on each deed of gift, is different for each institution, and is not pulled from a field in the database.
Signature					Signature of Donor
Donor name	Acquisition Source	Acquisition information	Acquisition source	acquisitionSources
Donor address	Address	Contact information	Address - place	addressPlace
	Place		Address - city/town/municipality
	Place		Address - province/territory/state
	Postcode		Address - postal code
	Postcode?		Address - country
Date					Blank space for donor to fill-in to indicate date gift was made.
Insurance value				v2.0	Blank space for donor to fill-in insurance value. This value is then indicated in the initial Insurance record created for the object/work.
Proposed Credit Line	Credit Line	Acquisition information	Credit Line
					Acknowledgement of gift statement. This text is static, appears on each deed of gift, is different for each institution, and is not pulled from a field in the database.
					Signature of Director (or other authorized staff person)
					Date of authorized receipt of deed of gift

6. Non-exclusive License

7. Offer of Purchase

8. Offer of Gift

9. Receipt (front and back)

Catalog

1. Catalog Report: List: Basic (sample reports from SMK, MMI, Hearst are attached to this page)

Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name
Object identification number	Object identification information	Object number	objectNumber
Title	Object identification information	Title	title
Name	Object identification information	Object Name	objectName
Description	Object identification information	Brief Description	briefDescription
Production organization	Object production information	Object production organization	objectProductionOrganization
Production organization role	Object production information	Object production organization	objectProductionOrganizationRole
Production person	Object production information	Object production person	objectProductionPerson
Production person role	Object production information	Object production person	objectProductionPersonRole
Production people	Object production information	Object Production people	objectProductionPeople
Collector	Field collection information	Field collector(s)	fieldCollector
Field collection event name	Field collection information	Field collection event	fieldColEventName
Production Date	Object production information	Object production date	objectProductionDate
Dimensions	Object description information	Summary	dimension
Number of objects	Object identification information	Number of objects	numberOfObjects
Current Location	Objec location information	Current Location	currentLocation

2. Catalog Report: List: Detailed (sample report from Hearst is attached to this page)

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
Cat #	Other Numbers	Object identification information	Other number	otherNumber
				otherNumberType
Object Name	Object name	Object identification information	Object name	objectName	Lowest level term.
Description	Brief description	Object identification information	Brief description	briefDescription
Pri Materials		Object description information
Date collected		Object collection information	Field collection date	fieldCollectionDate	Field collection date appears in the Catalog schema but is not present in the wireframes for Catalog nor in collectionobject xsd schema. Need to confirm.
Constituents	??
Acc #	Object identification number	Object identification information	Object Number	objectNumber
Orig #(s)	Other Numbers	Object identification information	Other number	otherNumber	All other numbers or just those 'typed' as original numbers?
				otherNumberType
Provenience	Ownership: Owner	Object history and association information	Owner	owner
Dimensions	Dimensions	Object description information	Summary		This is the display version of the measurements; unsure where this lives in the xsd schema.
Notes	Comments	Object identification information	Comments	comments
Site	Place Association Type	Object history and association information	Associated place	assocPlaces
Culture	People Association Type	Object history and association information	Associated people	assocPeoples
Bibliography	Published References	Reference Information	Reference	reference
Geography (region)	Place Association Type	Object history and association information	Associated place	assocPlaces
Curatorial remarks	Object history note	Object identification information	Comments	comments

Catalog Report: List: Researcher (Hearst only?)

Catalog Report: List: Audio Recordings (Hearst only?)

3. Catalog Report: Basic Form (sample report from SMK is attached to this page)

Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
				Icon size image for identification purposes is included in the report.
Object identification number	Object identification information	Object number	objectNumber
Context of Use	Context of Use	Context of Use	v2.0
Credit Line	Acquisition information	Credit Line	creditLine
Production people	Object production information	Object Production people	objectProductionPeople
Production Date	Object production information	Object production date	dateText
	Field collection information	Field collection date	fieldCollectionDate	Field collection date appears in the Catalog schema but is not present in the wireframes for Catalog nor in collectionobject xsd schema. Need to confirm.
Description	Object identification information	Brief Description	briefDescription
Dimensions	Object description information	Summary		This is the display version of the measurements; unsure where this lives in the xsd schema.
Object Name	Object identification information	Object Name	objectName
Collector	Field collection information	Field collector(s)	fieldCollectors
Acquisition source	Acquisition information	Acquisition source	acquisitionSources
Object production person	Object production information	Object production person	objectProductionPerson
Object production person role	Object production information	Object production person	objectProductionPersonRole
Object production organization	Object production information	Object production organization	objectProductionOrganization
Object production organization role	Object production information	Object production organization	objectProductionOrganizationRole

Birth Date	Person information	Person's birth date	birthDate
Death Date	Person information	Person's death date	deathDate
Nationality	Person information	Person's nationality	nationalities
	Object description information			This is the display version of the materials of composition.
Ownership: Owner	Object history and association information	Owner	owners
Published References	Reference information	Reference	reference
Title	Object identification information	Title	title
Title language	Object identification information	Title language	titleLanguage	Title language = English
Title type	Object identification information	Title type	titleType	Title type = preferred Title type = English translation
Title translation	Object identification information	Title translation	titleTranslation

4. Label (sample reports from SMK and MMI are attached to this page)

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
	Object name	Object identification information	Object name	objectName
	Production Date	Object production information	Object production date	dateText
	Object production organization	Object production information	Object production organization	objectProductionOrganization
	Object production organization role	Object production information	Object production organization	objectProductionOrganizationRole
	Object production person	Object production information	Object production organization	objectProductionPerson
	Object production person role	Object production information	Object production organization	objectProductionPersonRole
	Birth date	Person information	Person's birth date	birthDate
	Death date	Person information	Person's death date	deathDate
	Nationality	Person information	Person's nationality	nationalities
	Title	Object identification information	Title	title
	Title type	Object identification information	Title type	titleType	titleType = Preferred
	Title language	Object identification information	Title language	titleLanguage	titleLanguage = English
	Title translations	Object identification information	Title translation	titleTranslations
	Title type	Object identification information	Title type	titleType	titleType = engelsk titel
	Credit Line	Acquisition	Credit line	creditLine
SMK only	Object identification number	Object identification information	Object number	objectNumber
Hearst only	Context of Use	Context of Use	Context of Use	v2.0
Hearst only	People Association Type	Object history and association information	Associated people	assocPeoples	Culture

Loan In

1. Exhibitions

2. Loan Agreement: Loan In

Field name (in report)	Field Label (on wireframe)	Information Group	Information Unit (schema)	xs: element name	Comments/Notes
					Pre-set details: Loan Agreement; Institution name and address; Today's date; Instructions
Lender	Lender	Loan in information	Lender	lender
Address	Contact information	Address - type		addressType
		Address - place		addressPlace
		Address - city/town/municipality
		Address - province/territory/state
		Address - country
Tel. (home)		Address - telephone number		telephoneNumber
Tel. (bus.)		Address telepone number		telephoneNumber
Fax		Address - fax number		faxNumber
Email		Address - e-mail		email
Exhibition				v2.0
Venues				v2.0
Loan Period		Loan in date		loanInDate
		Loan return date		loanReturnDate
Object Description Information Artist	Object production person	Object production information	Object production person	objectProductionPerson
	Object production person role	Object production information	Object production person role	objectProductionPersonRole
	Object production organization	Object production information	Object production organization	objectProductionOrganization
	Object production organization role	Object production information	Object production organization role	objectProductionOrganizationRole
Title	Title	Object description information	Title	title
		Object description information	Title type	titleType	titleType = preferred
Date	Object production date	Object production information	Object production date	dateText
Medium		Object description information			This is the display version of the materials of composition.
Dimensions	Dimensions	Object description information	Summary
Credit Line	Credit Line	Context of Use	Context of Use	v2.0	Need to discuss how this will work.
Estimated fair market value in U.S. dollars
Insurance					A list of questions to be answered by borrower.
Right to Reproduce					A statement of copyright
Pick Up/Return Location					Details provided by borrower.
Special Handling, Packing and Installation					Details provided by borrower
Terms and Conditions					Statement with signature provided by borrower.
Signature					Signatures of borrower and lender

3. Long term Loan In

4. Painting Condition Report

5. Receipt of Delivery

6. Loan In: Courier

7. Loan In: Transport

8. Loan In: Condition

Loan Out

1. Loan Out

2. Loan Out: Facility Report

Intake and Exit

1. Receipts

Location and Movement

1. Object tracking

by object number
by location

Location Control Revision

Locations with crates

Location by location cross check

CollectionSpace