SMK Gap Analysis I

The schemae below contain the Globus (our current database system) fields missing in CollectionSpace v. 2.0. The information groups are adapted to CS pratice with a few new added. The original Globus field names are given in Danish, however all fields are given in English as either Fine Arts Extensions (deriving from CDWA) or specific SMK Extensions.

The fields on this page represent our minimum needs in order to replace our current Collections Management System - Globus. This page does NOT reflect our requirements for our future system Corpus.

Procedures:

Cataloguing

Information Group	Globus Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Object Identification Information	Verso		Verso	Tic box	No	The behavour should be as follows: When it is stated that a workof art is on the verso (backside) of another work of art (in this context called the recto (frontside)), a box should pop up asking you to state the object number of the recto (which must be catalogued before the verso) - the verso should then be given the same object number with 'verso' added to it. Then cataloguing can proceed as usual. This is the behavour we have at SMK today and we find it the best way yet to secure valid data but we are open to alternative suggestions, however we will not accept a solution making the recto and verso parts of a work of art in multible (two) pieces. Chris has some ideas: 1. The verso checkbox is only active if a work already exists with the same id. 2. The checkbox is not available to the user but is automatically filled out when the user writes "verso" in the object number and the number preceding the "verso" already exists as an object
	Titel > Titel datering	Title date		Date units of information	No	Should be added to the Title group of fields
	Titel > Titel bemærkning	Title remarks		Text box	No	Should be added to the Title group of fields
	(Generel bemærkning / Note til original) > Sprog		Comments > language	Controlled list	No	Should be added to Comments (text box) and the group made repeatable
	Art/Type		Object name	Concept authority	No	This field exists in CS Core but with Text as its datatype. We must have it as a hierarchical list hence a Concept Authority
Object Description Information	Note til værkstatus	Related work label/identification		Text box	Yes
	> Sprog	> Language		Controlled list	No	This field should be added to Related work label/identification and the group be made repeatable
	Materialer/Medier > type	Material/technique role		Controlled list	No	Should be added to the Material group of fields
	Opstilling	Orientation/arrangement description		Text Box	No
	Teknisk artikel		Technical appliance	Group	Yes
	> Artikel		> Appliance	Text	No
	> Mærke		> Brand	Text	No
	> Model		> Model	Text	No
	> Serienummer		> Serial number	Text	No
	> Note		> Remarks	Text box	No
	Note til elementer	Orientation remarks		Text box	No
	Tilstand (stadium)	State description		Text box	No
	Format	Dimensions: shape		Controlled list	No	Shape should be part of Cataloguing description information - not necessarily as a field in the Dimensions schema, but if so it should be on the same level as 'Measured part' and 'Summery'. See wireframe
	Vandmærke	Watermarks		Text	No
(Content)	Stil/Emneord > Type	Style/Period indexing type		Controlled list	No	Shoud be added to the Style field and the group made repeatable
(Content)	(Note til motiv) > Sprog		Content note > Language	Controlled list	No	This field should be added to Content note and the group be made repeatable
(Textual Inscription)	Datering verso / Påskrift verso / Signatur verso / Signatur trykt verso		Inscription verso	Tic box	No	Regarding "Datering verso". In globus this field is actually linked to the Object Production Date, so if value is 'true' it means that the object production date is inscribed on the verso
Object Production Information	Kunstner / Trykker/udgiver / Forfatter	Creator identity		Name authority	Yes (Group)	Should be group repeatable and should be fed by both person and organization authority
	> Rolle	> Role		Controlled list	No
	> Autenticitet	> Qualifier		Controlled list	No
	(Autenticitet) - Bemærkning / Engelsk bemærkning	Creator description		Text	Yes (Group)	Should be group repeatable
	> Sprog		> Language	Controlled list	No
	Datering	Creator date		Date units of information	Yes (row)	Object Production Date - SMK structured date module modification
	> Datering type (udført år / udgivelsesår)	Date > Qualifier		Controlled list	No	This is actually a field in CS Core, but the datatype has been changed to text which forces us to make this an extension (Fine Arts)
	> Engelsk datering		Date Text - English	Text	No
	(Sted) > Sted type	Production Place > Qualifier		Controlled list	No	This is actually a field in CS Core, but the datatype has been changed to text which forces us to make this an extension (Fine Arts)
	(Datering kilde / Note til datering (Original)) > Sprog		Production note > Language	Controlled list	No	This field should be added to Production note and the group made repeatable
	(Teknik) > Sprog		Production technique > language	Controlled list	No	This should be added to the Production technique group and the group made repeatable
	Formeri		Moulder	Text	No
Reference Information	Arkiv		Archive	Archive authority	Yes (row)	See module/authority below
	> Arkivhenvisning note		> Archive reference note	Text box	No	As for artist - see Name Authority below
	Udstilling		Exhibition	Exhibition authority	Yes (row)	See module/authority below
	> Udstilling note		Exhibition reference note	Text box	No
	Tekst		Text	Text authority(?)	Yes	See module/authority below (still unresolved? by April 17th, 2012)
Provenance Information	(Proveniens) > Sprog		Object history note > Language	Controlled list	No	This field should be added to Object history note and the group made repeatable
Object Administration Information (new)	Ophavsret	Copyright statement		Text box	No
	Forsikringsoplysninger		Insurance information	Group	No?
	> Forsikringsdato		> Insurance date	Calendar date	No
	> Forsikringssum		> Insurance value	Currency	No
	> Forsikringsvaluta		> Insurance value - currency	Controlled list	No
	> Valuar		> Valuer	Name authority	No	"Akronym" (which has been used incorrectly in Globus) should be mapped to this field
	ENB-værk/NB-værk/Må værk uddeponeres	Legal status		Controlled list	Yes	Open for debate! Today these fields are three tic boxes
	Evakueringsprioritet		Salvage priority code	Controlled list	No
	Bagklædning		Support	Tic box	No
	Mikroklimaramme		Microclimate frame	Tic box	No
	Foto(s)		Photo(s)	Group	Yes
	> Fotonr.		> Photo no.	Text	No
	> Type		> Type	Controlled list	No
	> Format		> Format	Controlled list	No
	> Fotograf		> Photographer	Name authority	No
	> Dato		> Date	Text	No
	> Bemærkning		> Remarks	Text	No
	Plakat		Poster	Tic box	No
	Plakat bemærkning		Poster remarks	Text	No
	Postkort		Postcard	Tic box	No
	Postkort bemærkning		Postcard remarks	Text	No
	Form		Mould	Group	Yes
	> Formnr.		> Mould number	Text	No
	> Type		> Mould type	Text	No
	> Tilstand		> Condition	Text	No
	> Placering		> Location	Text	No
	> Bemærkning		> Remarks	Text box	No

CDWA Creation Information - Full (in Cataloguing)

Information Group	Globus Field Name	CollectionSpace Field Name	Fine Arts Extension (CDWA)	Data Type	Repeatable
Creation information	Autenticitet - bemærkning	(0)	Creator description	Text	Yes (Row)
	(0)	(0)	> Creator extent	Controlled list	No
	Autenticitet	(0)	> Creator qualifier	Controlled list	No
	Kunstner/autenticitet kunstner/trykker/udgiver/forfatter/redaktør	Object production people/person/organization	> Creator identity	Name authority	No
	>	Object production people/person/organization > Role	> Creator role	Concept authority	No
	(0)	(0)	> Creator statement	Text box	No
	Værkdatering/udført år/udgivelsesår	Object production date	Creation date	Date units of information	Yes (Row)
	>	(0)	> Earliest date	Date units of information	No
	>	(0)	> Latest date	Date units of information	No
	Udført år/udgivelsesår (m.m.)	(0)	> Date qualifier	Controlled list	No
	Autenticitet sted/udført sted	Object production place	Creation place/Original location	Place authority	Yes (Row)
	>	Objectproduction place > role	> Place qualifier	Controlled list	No
	(0)	(Object production people)	Object/Work culture	Concept authority	Yes
	(0)	(0)	Comissioner	Name authority	Yes (Row)
	(0)	(0)	> Comissioner role	Concept authority	No
	(0)	(0)	> Comission date	Date units of information	No
	(0)	(0)	>> Earliest date	Date units of information	No
	(0)	(0)	>> Latest date	Date units of information	No
	(0)	(0)	> Comission place	Place authority	No
	(0)	(0)	> Comission cost	Text	No
	(0)	(0)	Creation numbers	Text	Yes (Row)
	(0)	(0)	> Number type	Controlled list	No
	Note til datering/kilde	Object production note	Remarks	Text box	No
	(0)	(0)	Citations	Citation authority	Yes (Row)
	(0)	(0)	> Page	Text	No

Choosing the CDWA Creation Information as a substitute for the CS Object Production Information would solve all issues regarding Authenticity, and in addition to this enhance the quality of our recordings regarding production/creation information.

The schema above reflects the complete Creation Information in CDWA. Fields not in use today may be left out, however potential future use should be taken into consideration. Creator Extent and Creator Statement may be useful in the future, whereas the fields regarding Comission may have very little relevance to the SMK.

In CollectionSpace Technique and Technique Type are part of the Object Production Information. These fields should be moved to Object Description Information connected to materials and the like which would correspond better to the practice in both CDWA and Globus.

Note: Object Production Reason in CS is not part of the CDWA Creation Information, and since we have no use for this field it might be left out.

Acquisition

Information Group	Globus Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Acquisition Information	Erhvervelseskilde		Acquisition Source	Text	No	Due to the nature of the data in this field in Globus we will maintain it as a text field, contrary to the Name Authority data type in CS. 26-08-2011

Intake

Information Group	Globus Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Object Entry Information	Modtager		Consignee	Name authority - person	No
	Ansvarlig		Responsible	Name authority - person	No

These field derive from the socalled 'Visiting Works of Art'. In the mapping the existing data are mapped to the Loan In procedure, but in future practice (adopting CS/Spectrum) we will need them in Object Entry as a preliminary procedure to Loan In and other procedures.

Loan In

Information Group	Rapid Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Loan In Information	Credit line (låners)		Lender's credit line	Text	No

Actually a Rapid field. Added here as it is the only single field from Rapid that needs to be added to an existing CS procedure. Most other Rapid fields regarding this procedure will be handled in the sub-loan schema once this is fully implemented.

Object Exit

Information Group	Globus Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Object Exit Information	Afgivet		Exit Date	Calendar date	No	This is actually a CS core field; but the data type has been changed to structured date and we want to maintain it as calendar date (as it is in the schema) hence a SMK Extension
	Afgiver		Consignor	Name authority - person	No

Authorities:

Name Authority

Information Group	Globus Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Person Information	(Bemærkning (Kunstner)) > Sprog		Person's biographical note > Language	Controlled list	No	This field should be added to Person's biographical note and the group be made repeatable
	Virkested (Kunstner)	Person/corporate body event		Controlled list	Yes (row)
	> Dato	> Event date		Date units of information	No
	>> Dato fra	>> Event date earliest		Date units of information	No
	>> Dato til	>> Event date latest		Date units of information	No
	> Sted	> Event place		Place authority	No
	Ophavsret (Kunstner)		Person's copyright statement	Text	No
	Regin-id/KIDnr./Bruger ID/Portrætteret person ID etc.		Number	Text	Yes (row)
			> Number type	Controlled list	No
Person Reference Information (new)	Litteratur	Citations		Citation authority	Yes	Needs validation
	Litteraturhenvisning note	> Citations page		Text box	No	Needs validation
	Arkiv		Archive	Archive authority	Yes
	Arkivhenvisning note		Archive reference note	Text box	No
	Tekst		Text	Text authority(?)	Yes	See module/authority below

Regarding Name type, Affiliated organization, and Affiliated organization type; these fields are now part of the CS Nama Authority Schema but are not implemented yet (version 2.0).

Information Group	Globus Field Name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Organization Information	Forvaltningsid		Organization's Reference Number	Text	Yes (row)	This field used to be in the CS Schema, but apparently it will now become a SMK extension - since we need it
			> Number type	Controlled list	No

Regarding Name type, Affiliated person, and Affiliated person type; these fields are now part of the CS Nama Authority Schema but are not implemented yet (version 2.0).

Citation Authority

Update February 14th, 2013: We are nearing completion of the Citation Authority built to the UCB Schema, and which will most likely be contributed to CS Core.

UCB Citation Authority Schema:

Information Group	Information Unit	Definition	Field Type	Field Repeatable	Group Repeatable	Notes	Example
Citation Information	Display Name (brief citation)	A brief reference to the source, for use in abbreviated displays.	Text	No	Yes	CDWA 27.2. Source Brief Citation. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#briefCitation	Excavations at Tell Brak, v. 1
	> Term Type	The specific class of resource	Controlled list	No		CDWA 27.2.1. Source Type. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#RTFToC3	monograph
	> Term Status	Administrative status	Controlled list	No
	> Full Citation	A full reference, formatted according to an accepted citation standard, that uniquely and unambiguously identifies the resource	Text	No		CDWA 27.2.2. Source Full Citation. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#citation	David Oates, Excavations at Tell Brak: the Mitanni and Old Babylonian periods (Cambridge (Eng): McDonald Institute fro Archaeological Research, 1997), vol. 1, frontispiece
	> Title (termName)	The title of the resource	Text	No		CDWA 27.2.2.1. Source Title. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#title	Excavations at Tell Brak
	> Subtitle	Subtitle of the resource	Text	No		Secondary or subsidiary title to main title	The Mitanni and Old Babylonian periods
	> Section Title	Title of an article or subsection of the resource	Text	No		Article title or sub-section title
	> Volume	Volume number for a multi-volume publication	Text	No			1
	> Issue	Issue, number, or other descriptor that uniquely identifies an individual issue of a serial publication.	Text	No			XXVIII, No. 5
	> Language (termLanguage)	Language of the resource	Controlled list	No			English
	> Preferred for Language	Indicates preferred form of title for termLanguage	Boolean	No
	> Term Source	A reference to a bibliographic source or unpublished document that provides the warrant for a particular term.	Text	No
	> Term Source Unique ID	Unique identifier assigned to the term by the source recorded in the Term Source field	Text	No
	> Term Source Detail	Page number, volume, date accessed for Web sites, and any other information indicating where in the source the term was found.	Text	No
	> Term Source Note		Text	No

Publication Information	Publisher	Name of the publisher	Org Authority	No	Yes	CDWA 27.2.2.6 Source Publisher See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#publisher	McDonald Institute for Archaeological Research
	> Publication Place	Place of Publication	Place Authority	No		CDWA 27.2.2.5 Source Publication Place See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#pubPlace	Philadelphia
	> Publication Date	The date, usually year(s), when the reference was published.	Structured date	No		CDWA 27.2.2.7 Source Publication Year. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#pubYear	1997
	> Edition	An indication of the edition of the reference, if any.	Text	No		CDWA 27.2.2.8. Source Edition Statement. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#edition	1^st edition
	> Pages	Information about the number of pages, illustrations, plates, etc.	Text	No		CDWA 27.1.1. Page. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#citationsPage	172-176

Agent Information	Source Name	Name(s) associated with the resource.	Person/Org Authority	No	Yes	CDWA 27.2.2.3. Source Author. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#author AND 27.2.2.4. Source Editor/Compiler. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#editor	Oates, David
	> Agent role	Role of the person/organization in the creation of the resource.	User-managed controlled list	No			editor
	> Agent Note	Any additional information about the person or org name in the Source Name field	Text	No

Citation Note	Citation Note	Additional notes or comments pertinent to the textual reference.	Text area	No	No	CDWA 27.2.3. Remarks. See+http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#RTFToC7+

Resource Identifiers	Resource identifier	Other resource identifying strings or numbers (e.g., ISBN, ISSN)	Text	No	Yes	Local call numbers, external identifying strings, etc.
	> Resource identifier type	Specific kind of identifier string or number	Controlled list	No		Brief description of the kind of resource identifier	Permalink
	> Resource identifier Capture Date	Date the data in this row was captured	Structured Date	No		Anticipated use in future automated data refreshment and link integrity testing.	2011-09-07

Related Terms	Related term	Related terms from any linked vocabulary (concept, future: exhibits) that are better defined by a relationship type	Text	No	Yes
	> Relationship Type	The nature of the relationship	User-managed controlled list	No			facsimile of

Hierarchical Relations	Broader Context	Title of the collection, series, or journal in which the textual reference named in the Title appears. (Also shows above in Source Broader Title)	Text	No		CDWA 27.2.2.2. Source Broader Title. See http://www.getty.edu/research/publications/electronic_publications/cdwa/23related.html#broaderTitle	McDonald Institute monographs, 1363-1349
	Narrower Context
	Equivalent Context

SMK Citation Authority Requirements

Archive Authority

Information Group	Globus Field Name	SMK Extension	Data Type	Repeatable
Archive Authority (new)	Navn	Archive name	Text	Yes (row)
	> Sprog	> Language	Controlled list	No
	Art	Archive type(s)	Concept authority	Yes
	Emne	Archive topic(s)	Concept authority	Yes
	Antal bind	Number of volumes/cases	Text	No
	Arkiv datering	Archive date	Structured date	No
	Note	Remarks	Text box	Yes (row)
	> Sprog	> Language	Controlled list	No

The Archive Authority is related to works of art and artists respectively. Note relations and locations are not accounted for in this schema - see the Globus Class Relations spreadsheet. Further consideration on the relations to Archive Locations may be required. We still need to find a solution for relating scanned documents to Cataloguing and Name Authority records.

2012.11.22: This latest version of the Archive Authority has been authorized by SAFO (databaseudvalget).

Exhibition Authority

Information Group	Globus Field name	Fine Arts Extension (CDWA)	SMK Extension	Data Type	Repeatable	Remarks
Exhibition Authority	Navn	Exhibition title or name		Text	No
	Ansvarlig	Exhibition curator		Name authority - person	Yes
	Lokalitet	Exhibition venue		Storage location authority/Name authority - organization	Yes (group)
	> Fra (dato)	Earliest date	Earliest date	FA: Callendar date/SMK:Structured date	No
	> Til (dato)	Latest date	Latest date	FA: Callendar date/SMK:Structured date	No
	Bemærkning	Remarks		Text box	No

	Værker			Class relation		Exhibited works of art (i.e. cataloguing records related to this procedure)

This Exhibition Authority is a reduced version of the CDWA Exhibition Authority (CDWA Exhibition/Loan History). This authority will be the first step toward an actual Exhibition Management Procedure and will for now serve as a holder for the exhibition information in Globus. Update October/November, 2012: Commenced as a procedure on a limited scale as a container for Globus exhibition information.

An Exhibition Authority will not be part of CS Core at this moment. Walker Art Center is working on a Use of Collections schema as part of their ILMS grant, and judging from their Performance Art Datagroups it will most likely meet our needs. Update October 8th, 2012: Walker Art Center will not implement this authority within a foreseeable future.

Globus issues missing in CS v. 1.0, that may become part of CS v. 2.0:

19 December, 2011: It is now clear that the fields and procedures below did not become part of CS version 2.0. However the Location and Movement Control procedure will be reworked during the first half of 2012 and may still be developed to meet our requirements. The Location, Movement and Inventory Control have mereged to one common procedure (or rather three within the same record format).

Medio 2012: The above procedure (Location/Movement/Inventory Control) now meets our basic requirements but without the automation we have in the Location and Inventory Control modules today. The functionality needs to be reviewed and we still may end up having to build these as SMK extensions for ourselves.

Inventory Control (Revision)

Information Group	Globus Field Name	SMK Extension	Data Type	Repeatable	Remarks
Inventory Control Information	Tilsynsdato	Inventory control date	Calendar date	No
	Tilset af/Ansvarlig	Inventory responsible	Name Authority	Yes
	Intern lokalitet	Current location - internal	Storage location authority	No
	Ekstern lokalitet	Current location - external	Name authority - organization	No
	Detailplacering	Current location - details	Text	No
	Stand	Condition	Controlled list	No
	Bemærkning/Beskrivelse	Remarks	Text box	No
	Takt for tilsyn	Frequency for inventory	Controlled list	No
	Næste tilsyn	Next inventory control date	Calendar date	No	Generated automatically from the (last) Inventory control date and the selected Inventory frequency value

Location and Movement Control

Information Group	Globus Field Name	SMK Extension	Data Type	Repeatable	Remarks
Location Information	Placeringstype	Location type	Controlled list	No	We will rename the CS Core field "Location fitness" to "Location type"; the data type is already a controlled list, listvalues should be identical to "Placeringstype" in Globus
	KKS/KAS placering	KKS/KAS normal location	Text	No	Current Location which is a mandatory field should be recorded as 'KKS' and 'KAS' (listvalues in Storage Location Authority) respectively for these works of art
Movement Information	Bestilt (dato)	Movement order date	Callendar date	No	Not a Globus field
	Destination	Destination	Storage location authority	No	Not a Globus field
	Kontakt(er)	Contact	Name authority	Yes (row)	Not a Globus field
	> Rolle	> Role	Controlled list	No	Not a Globus field

As for Audit Trail below we have decided not to migrate the Location history in Globus.

Text (Tekst)

Information Group	Globus Field Name	SMK Extension	Data Type	Repeatable	Remarks
Text Authority(?)	Tekst	Text	Text box	No
	Tekst type	Text type	Controlled list	No
	Sprog	Language	Controlled list	No
	Dato	Date	Calendar date	No	Autogenerated
	Forfatter	Author	Name authority	No	User's initials (autogenerated)

This text module is related to the works of art and artists respectively. It might be an idea to make the text module an independent module or authority in order to be able to relate it to multiple records rather than repeating its fields in several record types. Open for debate!

Update October 16th, 2012: This module will not be part of CS Core, so it will be an extension that we may consider contributing back the CS community.

Audit Trail (Historik)

Information Group	Globus Field Name	SMK Extension	Data Type	Repeatable	Remarks
Audit Information	Brugernavn	Username	Name authority	No	User's initials (autogenerated)
	Oprettelsesdato	Creation date	Calendar date	No	The date the log entry was created, i.e. the date a record was created or edited (autogenerated)
	Logtekst	Log text	Text box	No	An autogenerated list of the fields that were created or edited - containing both the original value (if any) and the new
	Bemærkninger	Remarks	Text box

Update October 16th, 2012: The Audit Trail did not become part of CS Core version 3.0. All activity is recorded in NUXEO but no UI has been devoloped for CS. The Audit Trail is a mandatory requirement (as it should be for all implementers), so we need to find a solution. We have decided not to migrate the audit trail data from Globus, but we will preserve them in some form or other.