Procedures

CollectionSpace Version 4.0 supports the following core procedures, as defined by the Spectrum museum documentation standard: Acquisition, Cataloging, Intake, Loans In, Loans Out, Location/Movement/Inventory, Object Exit, and Media Handling. In addition, the application includes seven authorities: Citation, Concept, Organization, Person, Place, Storage Location, and Work.

Definitions and procedure-specific user instructions for all procedures and authorities are included in the following sections. Visit the project wiki for the most updated version of the core schema for each procedure. The core schema in CollectionSpace may be extended for domain- or organization-specific implementations. Visit the CollectionSpace documentation wiki to learn more about configuring and extending the core schema.

Acquisition

Documenting and managing the addition of objects and associated information to the collections of the organization and their possible accession to the permanent collections.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Acquisition+Schema

Cataloging

The compilation and maintenance of key information, formally identifying and describing objects. It may include information concerning the provenance of objects and also collections management documentation e.g. details of acquisition, conservation, exhibition and loan history, and location history.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Cataloging+Schema

Procedure-specific functionality: Creating object hierarchies

Condition Check and Technical Assessment

The management and documentation of information about the make-up and condition of an object, and recommendations for its use, treatment and surrounding environment.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Object+Condition+Checking+and+Technical+Assessment+Schema

Intake

The management and documentation of the receipt of objects and associated information which are not currently part of the collections. Any object which does not currently have an object number assigned by the receiving organization must be dealt with within this procedure.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Intake+Schema

Loans In

Managing and documenting the borrowing of objects for which the organization is responsible for a specific period of time and for a specified purpose, normally exhibition/display, but including research, conservation, education or photography/publication.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Loans+In+Schema

Loans Out

Documenting and managing the loan of objects to other organizations or individuals for a specific period of time and for a specific purpose, normally exhibition/display, but including research, conservation, photography and education.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Loans+Out+Schema

Location/Movement/Inventory Control

The management and documentation of information concerning the current and past locations of all objects or groups of objects in the organization's care to ensure the organization can locate any object at any time. A location is a specific place where an object or group of objects is stored or displayed.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Location+and+Movement+Control+Schema and http://wiki.collectionspace.org/display/collectionspace/Inventory+Control+Schema

Procedure-specific functionality: Hard saving a Location/Movement/Inventory Record

Media Handling

The management of digital objects and the management of media that support object, procedural, and organizational records in the system.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Media+Handling+Schema

Procedure-specific functionality: Adding and Deleting Media Files

Object Exit

The management and documentation of objects leaving the organization's premises.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Object+Exit+Schema

Valuation Control

The management of information relating to the financial valuations of individual objects and groups of objects, usually for insurance/indemnity purposes.

Core schema: http://wiki.collectionspace.org/display/collectionspace/Valuation+Requirements

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