Configuration and Data Map Templates
- Megan Forbes
Table of Contents
Overview
Each procedure and vocabulary in CollectionSpace (e.g. acquisition, cataloging, place, etc.) has a core schema that defines what fields are included in the procedure, and how the fields behave. These schema can be configured in many ways to match the needs of implementing institutions. A key activity during any implementation is the creation of a data map, which shows how fields in your current system align with those in CollectionSpace. To assist with the creation of your data map, the linked page includes a schema with definitions for each element (field), sample maps from institutions that have already implemented, and blank maps you can use as a starting point.
Schema Sample and Explanation
1. Information group
Each procedure generally has one or more "information groups" that gather together like information. In Intake, for example, the information groups include "Object entry information," "Object collection information," and "Valuation information." Fields in an information group are often grouped together in the user interface:
2. Information unit
An information unit is a field, such as Accession date or Acquisition method. Each information unit has a default name in CollectionSpace; these names can be changed by implementing institutions.
3. Definition
The definition describes the expected use of a field, as recommended by Spectrum or other documentation and data standards. Implementing institutions may choose to use the fields that best fit their needs.
4. Field type
Each field (or information unit) in CollectionSpace has a type. The field types in the core schema are all listed on the project wiki (see full list below); however, these field types are completely configurable by implementing institutions. Available field types include:
- Alphanumeric Fields
- Fields marked as text in the schema may include any alphanumeric (scalar or string) values.
- Fields marked as number in the schema may include any numeric (scalar) value. Institutions may choose to limit the types of numbers that can be used in a field (e.g. whole numbers only if describing number of artifacts; two decimal places for valuation).
- Identification Number Fields
- Fields marked as controlled number in the schema may include any alphanumeric values (scalar or string), or may be filled by the identification number generator. Values created by the generator may be over-written by a user. Patterns in the generator are set by the implementing institutions.
- Vocabulary Fields
- Fields marked as authority or controlled list in the schema are linked to existing vocabularies, authority files (one or more vocabularies), or controlled lists (non-hierarchical or flat vocabularies). Institutions may configure the display option (auto complete, predictive text, dropdown), default value, validation requirements, and source vocabularies for a vocabulary-enabled field.
- Controlled lists may be static or dynamic. The content of dynamic lists may be changed via the CSpace user interface. This type of list is appropriate for lists which change on a regular basis. The content of static lists may only be changed "under the hood." This type of list is appropriate for lists which do not change on a regular basis.
- If the associated field on a data entry form is configured to allow terms to be added, then the user will be able to add a term to the source vocabulary list. If the associated field on a data entry form is configured to allow terms to be added AND the field is associated with multiple sources, then the user will be able to add a term and identify the source vocabulary list the term should be added to.
- Date Fields
- Fields marked as calendar date in the schema can accept a single date. The date may be selected from the date-picker widget or entered manually.
Fields marked Date units of information can accept structured date information, including earliest/single, latest, degree of certainty, and association.
- Fields marked as calendar date in the schema can accept a single date. The date may be selected from the date-picker widget or entered manually.
5. & 6. Field and group repeatable
Fields in a schema may be part of a group, such as a title and its translation. The first field in a group is represented by dark blue shading in the schema, additional fields that are part of a group are shaded light blue. Blank lines separate fields and groups of fields.
Example:
Other number | An alternative number for an object other than the Object number. |
Other number type | A description of an Other number assigned to an object. |
Fields in a schema may be: repeatable; part of a group, the entirely of which is repeatable; or individually repeatable within a group.
Field Repeatable
Schema example
Information Group | Information Unit | Definition | Field Type | Field Repeatable | Group Repeatable |
|---|---|---|---|---|---|
 | Brief description | A text description of an object in approximately one sentence; normally used for administrative and identification purposes. It records the most important information from a number of separate descriptive units of information. | Text | Yes |  |
How it looks
Group Repeatable
Schema example
Information Group | Information Unit | Definition | Field Type | Field Repeatable | Group Repeatable |
|---|---|---|---|---|---|
 | Object production organization | An Organization involved in the design, creation or manufacture of the object. | Name authority: Organization | No | Yes |
 | Object production organization - role | The role or activity performed by a organization in the conception, design, or production of a work. | Text | No |  |
How it looks
Sub-field Repeatable
Schema example
Information Group | Information Unit | Definition | Field Type | Field Repeatable | Group Repeatable |
|---|---|---|---|---|---|
 | Title | The name assigned to an object or group of objects by the artist/creator or collector at the time of origin or subsequent titles either specifically assigned or generally understood to refer to it. | Text | No | Yes |
 | Title language | The language used for the Object title. | Controlled list: static | No |  |
 | Title type | The nature of the Title recorded. | Controlled list; static | Yes |  |
 | Title translation | A translation into the organization's first language of a title as recorded. | Text | Yes |  |
 | Title translation language | The language used for the Object title translation. | Controlled list; static | Yes |  |
How it looks
7. Controlled List Contents
All controlled lists in CollectionSpace are pre-populated with default values. These values are listed in the configuration and data map, and may be changed.
Sample Map
Click here for a sample data map from the Museum of the Moving Image for the Acquisition procedure.
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Blank Maps
In the below table, the columns each represent an available CollectionSpace profile. The COMMON profile includes those fields and procedures common to most collecting organizations. Moving along the columns, each domain-specific profile includes a list of all available procedures, whether they have been configured to support the domain or just use the common schema, and whether they include any extensions.Â