PAHMA Data dictionary (based on Spectrum)

This data dictionary is based on the descriptions of units of information on pages 269–392 of version 3.2 of SPECTRUM: The UK Museum Documentation Standard.
The changes made from the default SPECTRUM entries include:

Spelling has been revised to reflect American English spelling.
Definitions have been revised to reflect PAHMA usage.
Examples have been revised to reflect PAHMA usage.

Units of information not yet implemented by CollectionSpace are shown in LIGHT GRAY.
Units of information not used by PAHMA-CSpace implementation are shown in LIGHT PINK.
Units of information custom created for CollectionSpace are shown in GREEN.
Units of information custom created for the PAHMA-CSpace implementation are shown in BROWN.

Each unit of information is listed in alphabetical order and contains the following information:

Name of the unit of information

Definition	A brief description of the unit of information.
Instructions	Basic guidelines on how to record the unit of information.
Examples	Samples of the information which might be recorded. The examples are not exhaustive; they are there to illustrate the kind of information which might be recorded. A semicolon is used to separate a list of examples.
Use	The relationship between this and other units of information and how often it can be recorded within any one record.
Info. Group	The information group that the unit of information appears in.

Access category

Definition	A record of the level of access allowed to an object or group of objects based on their needs or significance.
Instructions	Use a single term or code. Maintain a list of standard terms or codes.
Examples	1; 2; A; B; restricted
Use	Record once only for an object at any one time. Previous Access categories may be retained, but should be associated with the Access category date in order to identify the current Access category.
Info. Group	Object use information

Access category date

Definition	The date on which an Access category was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Access category.
Info. Group	Object use information

Access category note

Definition	Additional information about the Access category of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Researchers allowed access only under supervised conditions.
Use	Record once only for an object.
Info. Group	Object use information

Accession date

Definition	The date on which an object formally enters the collections and is recorded in the accessions register.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993; 6.1.1992
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Accession status (custom field)

Definition	A statement of the accession status of an object in relation to the Museum.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	accessioned; deaccessioned; unaccessioned; on deposit; on loan to PAHMA; unknown
Use	Record once only for an object.
Info. Group	Object identification information

Acquisition authorization date

Definition	The date on which the Acquisition authorizer gives final approval for an acquisition to proceed.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Acquisition authorizer

Definition	The name of a member of staff giving final approval for the acquisition to proceed.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Acquisition date

Definition	The date on which title to an object or group of objects is transferred to the organization.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only, except in exceptional circumstances where title is transferred in stages.
Info. Group	Acquisition information

Acquisition funding

Definition	The funding used to support the acquisition of an object.
Instructions	Use U.S. dollars. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition. Use Acquisition note to record details of non-U.S. dollar currency paid.
Examples	750.00
Use	Use in association with Group purchase price and Object purchase price.
Info. Group	Acquisition information

Acquisition funding source provisos

Definition	Restrictions applying to all the objects acquired with the support from an Acquisition funding source.
Instructions	Use normal grammar and punctuation.
Use	Record once only for an Acquisition funding.
Examples	Objects purchased with funding source's support to be displayed with credit line acknowledging the funding source.
Info. Group	Acquisition information

Acquisition funding source

Definition	The Person or Organization from whom the Acquisition funding was obtained.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	Record once only for Acquisition funding.
Info. Group	Acquisition information

Acquisition method

Definition	The means by which title to an object is formally transferred to the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	gift; purchase
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Acquisition note

Definition	General information about the acquisition.
Instructions	Use normal grammar and punctuation.
Examples	Offered by the vendor at a reduced price.
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Acquisition provisos

Definition	Restrictions applying to the objects in a single acquisition, including conditions for deposition of archaeological archives
Instructions	Use normal grammar and punctuation.
Use	Record once only for an object or group of objects.
Examples	Donor to have access on request. Not to be driven.
Info. Group	Acquisition information

Acquisition reason

Definition	The reason or justification for an acquisition.
Instructions	Use normal grammar and punctuation.
Examples	This engine is still in working condition and is one of only three still known to exist.
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Acquisition reference number

Definition	A unique identifying number for information on the acquisition of an object or group of objects. It should serve as the reference to written documentation of a valuation. This will normally be the object number.
Instructions	May include a year and a running number. See Object number.
Examples	1993.123
Use	The same Acquisition reference number can be used for one or more objects acquired together.
Info. Group	Acquisition information

Acquisition source

Definition	The People, Person or Organization from whom an object was obtained, if different from the Owner. The Acquisition source may be an agent or other intermediary between the acquiring organization and the Owner. For archaeological archives, use Acquisition source to record the excavating body responsible for preparing and depositing the archive with the organization.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname, a forename and an address. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate.
Examples	See under People, Person or Organization as appropriate.
Use	Record once only for an object or group of objects.
Info. Group	Acquisition information

Address - e-mail

Definition	The e-mail address used to contact an Organization or Person.
Instructions	As it is normally given.
Examples	mda@mda.org.uk
Use	As many times as required for an Address.
Info. Group	Address information

Address - fax number

Definition	The fax number used to contact an Organization or Person.
Instructions	As it is normally given, including the area or country code as required.
Examples	01223 362521; 0101 202465976
Use	As many times as required for an Address.
Info. Group	Address information

Address - place

Definition	The elements of an Address which are required for retrieval purposes.
Instructions	It may be necessary to use several units of information, including for example, a town, city or country. The descriptions for these information units are gathered together under the Place heading.
Examples	As for Place.
Use	As many times as required for an Address.
Info. Group	Address information

Address - postcode

Definition	The postcode or zip code of an Address.
Instructions	As it is normally given, including spaces and capitalization where integral to the code.
Examples	91335; 94720-3170; CB1 4DH; OM142354
Use	Record once only for an Address.
Info. Group	Address information

Address - telephone number

Definition	The telephone number used to contact an Organization or Person.
Instructions	As it is normally given, including the area or country code as required.
Examples	01223 315760; 0101 202456976
Use	As many times as required for an Address.
Info. Group	Address information

Address - text

Definition	The address of an Organization, Person or Location as expressed for mailing purposes.
Instructions	Use punctuation and capitalization as required.
Examples	The Spectrum Building, The Michael Young Centre, Purbeck Road, Cambridge, CB2 2PD, United Kingdom
Use	Record once only for an Address.
Info. Group	Address information

Address type

Definition	The status or use of the Address recorded
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms
Examples	street; mailing; alternative
Use	As many as required for an Address.
Info. Group	Address information

Administration name

Definition	The name of a section of the organization charged with the responsibility for an object and maintaining its documentation.
Instructions	Use a single term or code. Use capitalization for proper names. Maintain a list of standard terms.
Examples	geology; ceramics and glass; invertebrates; fine art
Use	Record once only for an Object number
Info. Group	Institution information

Age

Definition	The numeric age of a natural science specimen when it died. Use Age unit to describe the unit of measurement used and Age qualifier to qualify the information.
Use	Phase for a textual description of Age.
Instructions	Numerically and without punctuation.
Examples	1; 3.5; 79
Use	Record once only for a specimen.
Info. Group	Object description information

Age qualifier

Definition	A qualification of the statement of the Age of a natural science specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	over; under; approximately
Use	Record once only for an Age
Info. Group	Object description information

Age unit

Definition	The unit of measurement used to describe the Age of a natural science specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	days; years
Use	Record once only for an Age
Info. Group	Object description information

Alternate number (originally named "Other number type")

Definition	An alternative number for an object other than the Object number.
Instructions	Exactly as described on an object or documentation from which the Other number is taken. The number may be a former Object number or the number assigned by a lender or a previous owner, for example.
Examples	8789 L68-1990
Use	As many times as required for an object.
Info. Group	Object identification information

Alternate number note

Definition	A description of, or comments relating to, an alternate number associated with an object.
Instructions	Use normal grammar and punctuation.
Examples	xxxxx
Use	xxxx.
Info. Group	Object identification information

Alternate number type (originally named "Other number type")

Definition	A description of an Other number assigned to an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	serial; lender; obsolete; unknown; previous
Use	Record once only for an Other number.
Info. Group	Object identification information

Amendment history authorizer

Definition	The name of the person giving final approval for a piece of information being added to a record
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use
Examples	See under Person.
Use	Use with Recorder as required for each amendment to a record where a specific unit identifying the authorizer (e.g. Auditor, Valuer) is not available. This unit should be associated with the unit of information being amended.
Info. Group	Amendment history

Associated activity

Definition	An activity associated an object or group of objects.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	weaving; boat building
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated activity note

Definition	A description of, or comments relating to, an activity associated with an object.
Instructions	Use normal grammar and punctuation.
Examples	It was unusual for a woman to own this type of business at this time.
Use	Record once only for an object.
Info. Group	Object history and association information

Associated activity type

Definition	The way in which an activity is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated concept

Definition	A concept associated with an object or group of objects.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	love; peace
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated concept note

Definition	A narrative description of the nature of the association of a concept with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated concept type

Definition	The way in which a concept is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated cultural affinity

Definition	A wider cultural context to which an object or group of objects relates.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source.
Examples	Belgic; Wessex culture; Romanesque; Anglian; Clactonian
Use	As many times as required for an object or group of objects, and where more precise Object production people/person/place, Date-period, or Style are inappropriate. Note that some terms in common archaeological use can have a range of connotations and could be recorded under different headings, e.g. 6ic might he recorded as Date-period (chronological), Object production people (ethnic) or Cultural affinity (having intrinsic features and/or contextual associations which link object with 'Belgic' material culture).
Info. Group	Object history and association information

Associated cultural affinity note

Definition	A narrative description of the nature of the association of a cultural affinity with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated cultural affinity type

Definition	The way in which a cultural affinity is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated date

Definition	A date associated with an object or group of objects.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated date note

Definition	A narrative description of the nature of the association of a date with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated date type

Definition	The way in which a date is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated event date

Definition	The date of an event in an object's history.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	Record once only for an Associated event name.
Info. Group	Object history and association information

Associated event name

Definition	An historical event associated with an object or group of objects, not including production and collections management events. Use the Object history note to describe details about the nature of the association.
Instructions	Use a single term, using punctuation only where it forms a part of the event name and capitalization for proper names. Maintain a list of standard terms.
Examples	The Goose Fair; The Charge of the Light Brigade
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated event name type

Definition	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Instructions	Use a single term without punctuation. Maintain a list of standard terms.
Examples	coronation; massacre; battle; garden party
Use	As many times as required for an Associated event name.
Info. Group	Object history and association information

Associated event organization

Definition	An Organization associated with an event in an object's or group of objects' history (other than field collection or ownership).
Instructions	It will be necessary to use several units of information, including, for example, a name and an address. The descriptions for these information units are gathered together under the Organization heading
Examples	See under Organization.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated event people

Definition	A people associated with an event in an object's or group of objects' history (other than field collection or ownership)
Instructions	It will be necessary to use several units of information, including for example, a tribe or a linguistic group. The descriptions for these information units are gathered together under the People heading. The organization may have standard forms of names for use.
Examples	See under People.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated event person

Definition	A person associated with an event in an object's or group of objects' history (other than field collection or ownership)
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated event place

Definition	A place associated with an event in an object's history.
Instructions	It will be necessary to use several units of information, including for example, a village name or a country name. The descriptions for these information units are gathered together under the Place heading.
Examples	See under Place.
Use	Record once only for an Associated event name.
Info. Group	Object history and association information

Associated object

Definition	An object associated with an object or group of objects.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source. Use the same sources of terminology as for recording Object name.
Examples	As for Object name.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated object type

Definition	A term describing the nature of the Associated object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	furniture; food
Use	As many times as required for an Associated object
Info. Group	Object history and association information

Associated object note

Definition	A narrative description of the nature of the association of an uncataloged object with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated object type

Definition	The way in which an uncataloged object is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated organization

Definition	An Organization associated with an object's or group of objects' history.
Instructions	It will be necessary to use several units of information, including, for example, a name and an address. The descriptions for these information units are gathered together under the Organization.
Examples	See under Organization.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated organization note

Definition	A narrative description of the nature of the association of an organization with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated organization type

Definition	The way in which an organization is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated people

Definition	A people associated with an object's or group of objects' history.
Instructions	It will be necessary to use several units of information, including for example, a tribe or a linguistic group. The descriptions for these information units are gathered together under the People heading. The organization may have standard forms of names for use.
Examples	See under People.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated people note

Definition	A narrative description of the nature of the association of a people with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated people type

Definition	The way in which a people is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated person

Definition	A person associated with an object's or group of objects' history.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated person note

Definition	A narrative description of the nature of the association of a person with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated person type

Definition	The way in which the person is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Associated place

Definition	A place associated with an object or group of objects.
Instructions	It will be necessary to use several units of information, including for example, a village name or a country name. The descriptions for these information units are gathered together under the Place heading.
Examples	As for Place.
Use	As many times as required for an object or group of objects.
Info. Group	Object history and association information

Associated place note

Definition	A narrative description of the nature of the association of a place with the object being recorded (e.g. design influences and design impact).
Instructions	Use normal grammar and punctuation.
Examples	xxxx.
Use	Record once only for each association with an object.
Info. Group	Object history and association information

Associated place type

Definition	The way in which the place is associated with the history of an object or specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	xxxx
Use	xxxx
Info. Group	Object history and association information

Audit method

Definition	The method used to audit an object or group of objects.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	full; random; selective
Use	Record more than once for an object only if more than one method applies.
Info. Group	Audit information

Audit reference number

Definition	A unique identifying number for the audit of an object or group of objects. It should serve as the reference to written documentation of an audit.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	A1993.123
Use	Record once only for an audit.
Info. Group	Audit information

Audit type

Definition	The type of audit carried out on a object
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	condition; information; location
Use	Record more than once for an object only if more than one Audit applies.
Info. Group	Audit information

Auditor

Definition	The Person or Organization carrying out an audit. The Auditor is individually accountable for the Object audit result.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	Only record more than one auditor if an audit was carried out by and responsibility taken by more than one Person or Organization.
Info. Group	Audit information

Authorization date

Definition	The date on which an authorizer gives final approval for a procedure to take place.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	3/10/1996
Use	Use in association with Information group headings to record the date authorization was given for a procedure, e.g. (Loan out) Authorization date. Use Authorization date for each occurrence of Authorizer.
Info. Group	Common procedural units

Authorizer

Definition	The name of the person giving final approval for a procedure to take place
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use
Examples	See under Person.
Use	Use in association with Information group headings to record the name of the person who gave authorization for a procedure, e.g. (Loan out) Authorizer. Use with Authorization date to record when the authorization was given. Note separate units for Acquisition authorizer and Amendment history authorizer.
Info. Group	Common procedural units

Borrower

Definition	The details of a Person or Organization borrowing an object from the organization.
Instructions	It will be necessary to use several units of information, including, for example, for a Person, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under People, Person or Organization as appropriate.
Use	Record once only for a Loan out reference number.
Info. Group	Loan out information

Borrower's contact

Definition	The details of a Person or Organization designated by the Borrower to be responsible for dealing with the loan on their behalf.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under Person or Organization.
Use	Record once only for a Borrower.
Info. Group	Loan out information

Brief description

Definition	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.
Instructions	Use normal grammar and punctuation. Give sufficient information to identify an object for the purposes of stock checking, written file titles, and accessions registers. The information need not be unique, but use information that enables visual recognition of an object where possible. Aim to keep text to less than 15 words. Construct the phrase from any combination of information; the content will vary between objects and collections. It may be advisable to establish a description protocol e.g. generally begin the description from front to back, or from outside in, or have a controlled set of colors
Examples	Blue spotted earthenware jug, 20th century
Use	Record at least once for an object.
Info. Group	Object identification information

Catalogue number

Definition	The number assigned to an object in an exhibition catalogue
Instructions	Exactly as given in the catalogue, using the same capitalization and punctuation.
Examples	A123 76
Use	Record once only for a reference if required.
Info. Group	References

Color

Definition	The color of an object.
Instructions	Use a single term, without punctuation or capitalization unless this forms part of the name of a color. Maintain a list of standard terms. Record colors which are important for retrieval purposes. If an object comprises many colors, record that fact only if it is significant in the production of the object. Record colors in the Physical description in the context of other aspects of an object.
Examples	red; blue; polychrome
Use	As many times as required for an object.
Info. Group	Object description information

Comments

Definition	Additional comments made about an object by visitors, curators or researchers.
Instructions	Use normal grammar and punctuation. Any information can be recorded here provided there is no other identified unit of information more suitable for the purpose.
Examples	The identification of an object was thought to be wrong by Dr. H Jones who visited on 13.4.1992. He claimed to have detailed knowledge of this form of instrument; his address is held on the department's files.
Use	As many times as required for an object.
Info. Group	Object identification information

Completeness

Definition	A single term describing the completeness of an object
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	complete; incomplete; fragmented
Use	Record once only for an object at any one time. Use with previous Completeness information to record changes in the completeness of an object.
Info. Group	Object condition and technical assessment information

Completeness date

Definition	The date on which the completeness of an object was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Completeness.
Info. Group	Object condition and technical assessment information

Completeness note

Definition	Additional information about the completeness of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Lid missing.
Use	Record once only for an object.
Info. Group	Object condition and technical assessment information

Condition

Definition	A single term describing the condition of an object.
Instructions	Use a single term or code without punctuation. Maintain a list of standard terms or codes. The overall condition of an object will be the same as the most serious individual condition which has been identified.
Examples	1; 2; A; B; poor; fair
Use	Record once only for an object at any one time. Use with previous Conditions to record changes in the condition of an object.
Info. Group	Object condition and technical assessment information

Condition check/assessment date

Definition	The date(s) on which a condition check or technical assessment process took place.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Condition and Condition note.
Info. Group	Condition and technical assessment information

Condition check/assessment method

Definition	The method used when carrying out a condition check or technical assessment process.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	observed; x-rayed
Use	Record more than once for an object only if more than one method applies.
Info. Group	Condition and technical assessment information

Condition check/assessment note

Definition	Additional information about the condition checking or technical assessment process which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	The check was made in the presence of the owner.
Use	Record once only for a Condition check/assessment procedure.
Info. Group	Condition and technical assessment information

Condition check/assessment reason

Definition	The reason for a condition check or technical assessment process taking place
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	loan in; damaged in transit; conservation
Use	Record as many times as required for condition check or technical assessment process.
Info. Group	Condition and technical assessment information

Condition check/assessment reference number

Definition	A unique identifying number for the condition checking or technical assessment process. It should serve as the reference to written documentation of a condition check or technical assessment.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	C1993.123
Use	The same Condition check/assessment reference number can be used for one or more objects checked or assessed together.
Info. Group	Condition and technical assessment information

Condition checker/assessor

Definition	The person or organization which carried out a condition check or technical assessment process.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or organization heading as appropriate. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for a condition check or technical assessment unless carried out by more than one person or organization.
Info. Group	Condition and technical assessment information

Condition date

Definition	The date on which the condition of an object was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Condition.
Info. Group	Object condition and technical assessment information

Condition note

Definition	A brief description of the condition of an object.
Instructions	Use normal grammar and punctuation. Describe in the context of the procedure in which it is used, Referring specifically to any instability, infestation or other notable concern. Positive information can also be usefully recorded if no damage is visible.
Use	Technical Assessment to record a detailed condition report.
Examples	Crack on lid 21mm long, staining around the spout; Woodworm flight holes on left front leg
Use	Record once only for any occasion when the condition of an object is checked.
Info. Group	Object condition and technical assessment information

Confidentiality note

Definition	Restrictions agreed on the publication of details of an object, personnel, site location or other details associated with an object or archive.
Instructions	Use normal grammar and punctuation. Describe precisely the nature of the confidentiality agreement, including how long it applies.
Examples	Grid reference to be published as 4 figures only. Finder wishes to remain anonymous.
Use	Record once for every object, documentary archive or finds archive when appropriate.
Info. Group	Use and provision of information

Conservation material

Definition	The materials used in the conservation of an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	ethanol
Use	As many times as required for an object.
Info. Group	Conservation and treatment information

Conservation method

Definition	The method used in the conservation of an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	cleaned; relined; rehoused
Use	Record more than once for an object only if more than one Conservation method applies.
Info. Group	Conservation and treatment information

Conservation note

Definition	Additional information about conservation of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Original stretcher to be returned to the owner.
Info. Group	Conservation and treatment information

Conservation reference number

Definition	A unique identifying number for the conservation of an object or group of objects. It should serve as the reference to written documentation of conservation.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	C1993.123
Use	The same Conservation reference number can be used for one or more objects conserved together.
Info. Group	Conservation and treatment information

Conservation treatment priority

Definition	A term describing an object's need for Conservation treatment.
Instructions	Use a single term or code, without punctuation. Maintain a list of standard terms or codes.
Examples	1; 2; A; B; urgent
Use	Record once only for an object at any one time
Info. Group	Conservation and treatment information

Conservator

Definition	The name of the Person or Organization treating an object.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under Person or Organization.
Use	Record once only for a Conservation reference number unless conservation is carried out by more than one Person or Organization.
Info. Group	Conservation and treatment information

Content - activity

Definition	An activity depicted in or described by an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	tea drinking; swimming; praying
Use	As many times as required for an object.
Info. Group	Object description information

Content - concept

Definition	A concept depicted in or described by an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	love; peace
Use	As many times as required for an object.
Info. Group	Object description information

Content - date

Definition	A date depicted in or described by an object
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date as well as the production stage which the date is related to. Descriptions of these units of information are gathered together under the Date heading. Use Date - period to record non-numeric dates and eras relating to an object's production.
Examples	As for Date.
Use	As many times as required for an object.
Info. Group	Object description information

Content - description

Definition	A general description of a depiction in an object, or description of an object without making interpretation. This may include descriptions of the content of all audio and visual works. (Use Brief description and Physical description to describe an object's other features.)
Instructions	Use normal grammar and punctuation.
Examples	Hunting scene with two figures on horseback.
Use	Record once only for an object.
Info. Group	Object description information

Content - event name

Definition	An event depicted in or described by an object.
Instructions	Use a single term, using punctuation only where it forms a part of the event name and capitalization for proper names. Maintain a list of standard terms.
Examples	The Goose Fair; The Charge of the Light Brigade.
Use	As many times as required for an object.
Info. Group	Object description information

Content - event name type

Definition	A term describing the nature of the Content - event name.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	coronation; massacre; battle; garden party
Use	As many times as required for a Content event name.
Info. Group	Object description information

Content - note

Definition	Additional information about an object's content which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	The designs in the drawing will be used as the basis for a commissioned sculpture to mark the Millennium.
Use	Record once only for an object.
Info. Group	Object description information

Content - language

Definition	The language the textual content of an object.
Instructions	Use a single term to identify the language used in the inscription. Do not use punctuation except where it forms an integral part of the name of a language. Use initial capitals only for proper names.
Examples	French; English; Fr; En
Use	As many times as required for an object.
Info. Group	Object description information

Content - object

Definition	An object depicted in or described by another object.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source. Use the same sources of terminology as for recording Object name.
Examples	As for Object name.
Use	As many times as required for an object.
Info. Group	Object description information

Content - object type

Definition	A term describing the nature of the Content - object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	furniture; food
Use	As many times as required for a Content - object.
Info. Group	Object description information

Content - organization

Definition	The Organization depicted in or described in an object.
Instructions	It will be necessary to use several units of information, including, for example, a name and an address. The descriptions for these information units are gathered together under the Organization heading.
Examples	See under Organization.
Use	As many times as required for an object.
Info. Group	Object description information

Content - other

Definition	An aspect of the content depicted in or described in an object, not covered by the other Content units.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. The organization should decide what aspects of content it needs to record in order to use this unit.
Examples	wood; female
Use	As many times as required for an object.
Info. Group	Object description information

Content - other type

Definition	The type of aspect being recorded by Content - other.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	See under Organization.
Use	Once only for a Content - other.
Info. Group	Object description information

Content - people

Definition	A People depicted in or described by an object.
Instructions	It will be necessary to use several units of information, including for example, a tribe or a linguistic group. The descriptions for these information units are gathered together under the People heading. The organization may have standard forms of names for use.
Examples	See under People.
Use	As many times as required for an object.
Info. Group	Object description information

Content - person

Definition	A Person depicted in or described by an object.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	As many times as required for an object.
Info. Group	Object description information

Content - place

Definition	A Place depicted in or described by an object.
Instructions	It will be necessary to use several units of information, including for example, a village name or a country name. The descriptions for these information units are gathered together under the Place heading. Record as for Place.
Examples	As for Place.
Use	As many times as required for an object.
Info. Group	Object description information

Content - position

Definition	The position on an object of a depiction or description.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	obverse; reverse; edge; front; back; side 1
Use	As many times as required for a depiction or description.
Info. Group	Object description information

Content - script

Definition	The script the textual content of an object.
Instructions	Use a single term to identify the script used. Do not use punctuation except where it forms an integral part of the name of a script. Use initial capitals only for proper names. Maintain a list of standard terms.
Examples	secretary hand; chancery hand; Cyrillic; unidentified far eastern script
Use	As many times as required for an object.
Info. Group	Object description information

Copy number

Definition	A number assigned to an object by the maker within a limited edition or special run.
Instructions	Use the number of an object followed by the size of the complete run if known. Note if the number of the complete run is not known. Use Other number to record serial number information.
Examples	Number 45 of 5000; Number 3 of unknown number
Use	Record once only for an object.
Info. Group	Object description information

Cost

Definition	The amount paid in the course of a procedure
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition. Use Cost note to record details of non-U.S. dollar currency paid.
Examples	750.00
Use	Use in association with Information group headings to record the cost of a procedure, e.g. (Conservation) Cost. Record once only for a procedure carried out as required.
Info. Group	Common procedural units

Cost note

Definition	Additional information about the cost of a procedure.
Instructions	Use normal grammar and punctuation. Include any non-U.S. dollar currency amount as well as details of the basis for the assigning of a particular cost.
Examples	(Conservation) Cost note - The conservator estimates that the restoration will cost $450 due to high price of materials involved.
Use	Use in association with Information group headings to record the cost of a procedure, e.g. (Conservation) Cost. Record once only for a procedure carried out as required. Do not use for costs incurred in the transfer of title of objects.
Info. Group	Common procedural units

Credit line

Definition	Text acknowledging a donation or loan, normally used on a display label.
Instructions	As agreed with the donor or lender, using normal grammar and punctuation.
Examples	Donated by Ms B. Smith, Sydney, Australia.
Use	Record once only for an object at any one time.
Info. Group	Object use information

Current location

Definition	The place within the organization where an object is currently located.
Instructions	Use a single term or code. Maintain a list of standard terms or codes. Ensure that all locations can be specifically described with unique terms.
Examples	U.23.2.4a room 1, case 3, shelf 4
Use	Record once for any object at any one time. Information about the Current location may be retained but it is only the single Current location which does not have a Removal date associated with it which is the 'active' Current location.
Info. Group	Current location information

Current location fitness

Definition	A term describing the extent to which an object's current location is fitted to an object's requirements.
Instructions	Use a single term or code, without punctuation. Maintain a list of standard terms or codes.
Examples	1; 2; A; B; unsuitable; reasonable; dangerous
Use	Record once only for an object.
Info. Group	Object location information

Current location note

Definition	Information about the reason for an object's being at its Current location.
Instructions	Use normal grammar and punctuation.
Examples	Located here pending completion of secure storage in Store 322.
Use	Record once only for an object.
Info. Group	Object location information

Current owner

Definition	Details of the owner of a loaned or temporarily deposited object, or other object in the organization's custody which does not belong to the organization.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization as appropriate.
Use	Record once only for an object or group of objects.
Info. Group	Object entry information

Date association

Definition	How a Date relates to an event in an object's history.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	carved; commissioned; decorated; designed; manufactured; sold; used; inscribed; painted; produced; collected
Use	As many times as required for an Object production date or Associated event date.
Info. Group	Date

Date - earliest/single

Definition	The earliest probable or exact date at which an event in an object's history is thought to have occurred.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899; 29.1.1994
Use	Record once only for each event in an object's history. If the exact date of an event is known, or if only one probable date is known, only record Date - earliest /single.
Info. Group	Date

Date - earliest/single certainty

Definition	A term describing the extent to which the Date - earliest/single recorded is thought to be correct.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. If left blank, the assumption is that the Date - earliest/single recorded is thought to be correct.
Examples	probably; possibly; circa; before; after
Use	Record once only for a Date - earliest/single if required.
Info. Group	Date

Date - earliest/single qualifier

Definition	A qualification of the earliest probable or exact date at which an event in an object's history is thought to have occurred.
Instructions	Use a single term, without punctuation or capitalization, or the standard statistical notation. Maintain a list of standard terms.
Examples	+ or - 150; approximate
Use	Use for a Date - earliest/single as required
Info. Group	Date

Date - latest

Definition	The latest probable date at which an event in an object's history is thought to have occurred.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Date if required.
Info. Group	Date

Date - latest certainty

Definition	A term describing the extent to which the Date - latest recorded is thought to be correct.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. If left blank, the assumption is that the Date - latest recorded is thought to be correct.
Examples	probably; possibly; circa; before; after
Use	Record once only for a Date - latest if required.
Info. Group	Date

Date - latest qualifier

Definition	A qualification of the latest probable date at which an event in the object's history is thought to have occurred.
Instructions	Use a single term, without punctuation or capitalization, or the standard statistical notation. Maintain a list of standard terms.
Examples	+ or - 150; approximate
Use	Use for a Date - latest as required
Info. Group	Date

Date - period

Definition	A textual expression of the period when an event in an object's history is thought to have occurred.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source.
Examples	medieval; Ming; Bronze Age
Use	Record once only for an event in an object's history.
Info. Group	Date

Date text

Definition	The textual expression of the date or date span when an event in an object's history is thought to have occurred.
Instructions	Use normal grammar and punctuation.
Examples	Late 19th century or early 20th century.
Use	Record once only for an event in an object's history.
Info. Group	Date

Deaccession date

Definition	The date when an item was struck off the accession register.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a disposal.
Info. Group	Disposal information

Delivery date

Definition	The precise date on which an object or objects leaving the organization is due to be delivered at its destination.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a exit authorization.
Info. Group	Object exit information

Depositor

Definition	The person or organization from whom a loaned or temporarily deposited object was obtained, if different from the Current owner or Lender.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization as appropriate.
Use	Record once only for each object or group of objects.
Info. Group	Object entry information

Depositor's requirements

Definition	Requirements made by a depositor or owner concerning the deposit of an object or group of objects, including conditions for deposition of archaeological archives
Instructions	Use normal grammar and punctuation.
Use	Record once only for each deposit.
Examples	Not to be operated.
Info. Group	Object entry information

Dimension

Definition	The aspect of a part or component of an object being measured.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. The organization should agree a standard method of measuring different types of object.
Examples	height; width; depth; diameter; weight; circumference; radius; trade; size
Use	As many times as required for an object.
Info. Group	Object description information

Dimension measured part

Definition	The part of an object measured.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	base; frame; mount
Use	Record once only for a Dimension.
Info. Group	Object description information

Dimension measurement unit

Definition	The unit of measurement used when measuring a Dimension.
Instructions	Use a single term, without punctuation or capitalization, or use a standard abbreviation. Maintain a list of standard terms. The organization should decide which are the standard units for different dimensions and types of object.
Examples	m; mm; inches; troy; grains
Use	Record once only for a Dimension.
Info. Group	Object description information

Dimension value

Definition	The numeric value of the measurement of a Dimension.
Instructions	A number, without punctuation other than a decimal point where required. The value should be to the nearest point of detail dictated by the type of object and the needs of the procedure and the organization.
Examples	987; 0.234
Use	Record once only for a Dimension.
Info. Group	Object description information

Dimension value date

Definition	The date on which the Dimension value was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year. This information is of particular importance to record changes during conservation.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Dimension value.
Info. Group	Object description information

Dimension value qualifier

Definition	The measurement of statistical deviation given for a dimension. If left blank, the assumption is that the Dimension accuracy recorded is thought to be correct. Do not
Use	capitalization or punctuation.
Instructions	Use the standard statistical notation
Examples	+ or - 150; approximate; to the nearest cm
Use	Record once only for the Dimension recorded if there is any uncertainty.
Info. Group	Object description information

Display recommendations

Definition	Specific recommendations for the display of an object in addition to the measures which would normally be taken for that type of object.
Instructions	Use normal grammar and punctuation.
Examples	Do not open beyond 90 degrees to display - binding very tight.
Use	Record once only for an object or group of objects.
Info. Group	Object requirement information

Disposal date

Definition	The date an object is disposed of.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a disposal.
Info. Group	Disposal information

Disposal method

Definition	The way in which an object is disposed of.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	transferred; destroyed; sold
Use	Record once only for an object or group of objects.
Info. Group	Disposal information

Disposal new object number

Definition	The object number assigned to a deaccessioned object by the recipient.
Instructions	As provided by the recipient.
Examples	TWMS:1996.12
Use	Record once only for an object disposed of to another organization.
Info. Group	Disposal information

Disposal note

Definition	Additional information about the disposal of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Infestation spreading, object isolated but needs to be disposed of as soon as possible.
Use	Record once only for an object.
Info. Group	Disposal information

Disposal price

Definition	The total price paid for an object at disposal, including taxes for which the transfer is liable. Associated with the Object number. If no individual prices are known for specific objects in the group, use Group disposal price
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of disposal. Use Disposal note to record details of non-U.S. dollar currency paid.
Examples	750.00
Use	An object can only have one Object disposal price recorded.
Info. Group	Disposal information

Disposal proposed recipient

Definition	The People, Person or Organization proposed as recipients for an object to be disposed of by way of transfer, gift or sale.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization.
Use	Record once only for a disposal.
Info. Group	Disposal information

Disposal provisos

Definition	Restrictions applying to all the objects to be disposed of.
Instructions	Use normal grammar and punctuation.
Examples	Disposal recipient to be within the county.
Use	Record once only for a disposal.
Info. Group	Disposal information

Disposal reason

Definition	The reason or justification for an object or objects being disposed of.
Instructions	Use normal grammar and punctuation.
Examples	This engine is no longer in working, there is a duplicate in good condition already in the collection.
Use	Record once only for an object.
Info. Group	Disposal information

Disposal recipient

Definition	The People, Person or Organization receiving an object to be disposed of by way of transfer, gift or sale.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization.
Use	Record once only for a disposal.
Info. Group	Disposal information

Disposal reference number

Definition	The unique number assigned to the disposal of an object or group of objects. The number should also refer to a file containing all written documentation about the disposal.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	D1993.123
Use	The same Disposal reference number can be used for one or more objects disposed of together, but an object can only have one Disposal reference number.
Info. Group	Disposal information

Distinguishing features

Definition	A description of features which could uniquely identify an object, bringing together details from other groups of units of information such as Identification, Inscription, Condition which could in a sentence uniquely identify an object.
Instructions	Use normal grammar and punctuation. This information may be used in the event of theft to provide the Police with information which will help identify an object in the pursuit and recovery of an object.
Examples	Monogram on base, one handle replaced.
Use	Record once only for an object.
Info. Group	Object identification information

Edition number

Definition	A number assigned to an group of objects produced at the same time by the maker.
Instructions	Record information about the number and nature of a limited edition or special run, e.g. prints or casts, of which an object is one. Use Title to record the model number and Other number to record the serial number.
Examples	5th edition, 1993 release.
Use	Record once only for an object.
Info. Group	Object description information

Entry date

Definition	The date on which an object or group of objects enters the organization.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1990
Use	Record once only for an Entry number.
Info. Group	Object entry information

Entry method

Definition	The method by which an object or group of objects is deposited.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	in person; post; found on doorstep
Use	Record more than once for a deposit only if more than one Entry method is used
Info. Group	Object entry information

Entry note

Definition	Additional information about the deposit of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Enquiry needs to be completed by Friday; owner leaving the country.
Use	Record once only for an object.
Info. Group	Object entry information

Entry number

Definition	A unique number assigned to the entry of an object or group of objects and used to track objects prior to their return or acquisition. It should serve as the reference to written documentation of objects entering the organization for the first time. The number should be the one assigned to an entry form or receipt.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	E1993.123
Use	The same Entry number can be used for one or more objects received together, but an object can only have one Entry number at any one time.
Info. Group	Object entry information

Entry reason

Definition	The reason for an object or group of objects physically entering the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	enquiry; commission; loan
Use	Record once only for an object or group of objects.
Info. Group	Object entry information

Environmental condition date

Definition	The date to which the environmental condition note applies.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	6/10/1996
Use	Record once only for an Environmental condition note.
Info. Group	Condition and technical assessment information

Environmental condition note

Definition	A record of the environmental conditions in which an object is kept
Instructions	Use normal grammar and punctuation.
Examples	Stored in plastic box in wooden shed with leaking roof, 1/3/1990 to 3/1/1992.
Use	As many times as required for an object. Use in association with Environmental condition date to maintain a log of the environmental conditions in which an object has been kept.
Info. Group	Condition and technical assessment information

Environmental recommendations

Definition	Specific recommendations for the environment in which an object is to be displayed or stored in addition to the measures which would normally be taken for that type of object.
Instructions	Use normal grammar and punctuation.
Examples	30 lux maximum uv light exposure due to ink type.
Use	Record once only for an object.
Info. Group	Object requirement information

Exhibition begin date

Definition	The opening date of an exhibition, display, or event at a particular Venue.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Exhibition reference number.
Info. Group	Use of collections information

Exhibition end date

Definition	The closing date of an exhibition, display, or event at a particular Venue.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Exhibition reference number.
Info. Group	Use of collections information

Exhibition organizer

Definition	The name of the Person or Organization organising an exhibition, display, or selecting objects for an event.
Instructions	It will be necessary to use several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	As many as required for an object or group of objects for each exhibition, display or event.
Info. Group	Use of collections information

Exhibition reference number

Definition	A unique identifying number for the exhibition of an object or group of objects under the auspices of the organization. It should serve as the reference to written documentation of an exhibition.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	X1993.123
Use	The same Exhibition reference number should be used for one or more objects exhibited together, but an object should only have one Exhibition reference number for any one exhibition.
Info. Group	Use of collections information

Exhibition title

Definition	The name of an exhibition, display or other type of event.
Instructions	Use normal grammar and punctuation. Use capitalization for proper names. If the working title of an exhibition changes, update the title as required.
Examples	The Art of Mexico; Dinosaurs!
Use	Record once only for an Exhibition reference number.
Info. Group	Use of collections information

Exit date

Definition	The date on which an object or objects leaves the organization.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for each exit.
Info. Group	Object exit information

Exit destination

Definition	The Person or Organization to whom an object is being sent.
Instructions	It will be necessary to use several units of information, including for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	Record once only for an exit.
Info. Group	Object exit information

Exit method

Definition	The method by which an object or group of objects leaves the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	collected by shipper
Use	Record more than once for an object only if more than one method applies.
Info. Group	Object exit information

Exit note

Definition	Additional information relating to the exit of an object which cannot be recorded elsewhere.
Instructions	Use normal grammar and punctuation.
Examples	Refer to exit file for courier information and destination maps.
Use	Record once only for a exit.
Info. Group	Object exit information

Exit reference number

Definition	A unique identifying number for a exit. It should serve as the reference to written documentation of a exit. The number may be assigned to a exit note or receipt.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	D1993.123
Use	The same Object exit reference number can be used for one or more objects sent together, but an object can only have one Exit reference number for any one exit.
Info. Group	Object exit information

Field collection date

Definition	The date an object is collected in the field
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	Record once for an object where required.
Info. Group	Object collection information

Field collection event name

Definition	The name of an event at which an object was collected.
Instructions	Use a single term, using punctuation only where it forms a part of the event name and capitalization for proper names. Maintain a list of standard terms.
Examples	Mission Dakar - Djibouti; East Rudolf 1973
Use	Record more than once only if more than Field collection event applies.
Info. Group	Object collection information

Field collection event reference number

Definition	The unique number assigned to a field collection event. The number should also refer to a file containing written documentation about the event.
Instructions	Record as found.
Examples	Watching Brief No.242; Project 123
Use	The same Field collection event reference number can be used for one or more objects.
Info. Group	Object collection information

Field collection method

Definition	The method used to excavate or collect an object in the field
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	netted; shot; trapped; salvaged; found dead; photographed; metal detector; borehole; purchased; commissioned; exchanged
Use	Record more than once for an object only if more than one method applies.
Info. Group	Object collection information

Field collection note

Definition	Additional information about the place or method of field collection or excavation.
Instructions	Use normal grammar and punctuation.
Examples	Site very wet following flooding.
Use	Record once only for an object.
Info. Group	Object collection information

Field collection number

Definition	A number or code assigned to an object collected in the field before an Entry number or Object number is assigned.
Instructions	Record precisely as assigned by field collector or excavator, using the same punctuation and capitalization.
Examples	F345
Use	Record once only for an object or group of objects.
Info. Group	Object collection information

Field collection place

Definition	The place where an object was excavated or collected in the field.
Instructions	It may be necessary to record several units of information, including for example, a context, town or country. The descriptions for these information units are gathered together under the Place heading.
Examples	As for Place.
Use	Record once only for an object where required.
Info. Group	Object collection information

Field collection source

Definition	The social, socio-professional, or ethnic groups from which an object was collected our bought. May be different from the group of production and/or the group use.
Instructions	It will be necessary to record several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization.
Use	Record once only for an object.
Info. Group	Object collection information

Field collector

Definition	The Person or Organization responsible for collecting a specimen or object in the field.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under Person or Organization.
Use	As many times as required for an object or specimen.
Info. Group	Object collection information

Form

Definition	The method used to mount or preserve a specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	dry; thin section; pinned; wet
Use	Record more than once for an object only if more than one Form applies.
Info. Group	Object description information

Geological complex name

Definition	The name of a geological complex from which a geological specimen was collected.
Instructions	Use a single term, using punctuation only where it forms a part of the name and capitalization for proper names. Maintain a list of standard terms.
Examples	Central ring complex; Dartmoor Granite
Use	As many times as required for an object.
Info. Group	Object collection information

Group disposal price

Definition	The total price paid for a group of objects at disposal including taxes for which the purchase is liable. If individual prices are known for specific objects in the group, use Disposal price.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of disposal. Use Disposal note to record details of non-U.S. dollar currency paid.
Examples	750.00
Use	A Group disposal price can be used for a number of objects, but any object can only have a single Group disposal price.
Info. Group	Disposal information

Group purchase price

Definition	The total price paid for a group of objects at acquisition, including taxes for which the purchase is liable. If individual prices are known for specific objects in the group,
Use	Object acquisition price.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition. Use Acquisition note to record details of non-U.S. dollar currency paid.
Examples	750.00
Use	A Group purchase price can be used for a number of objects, but any object can only have a single Group purchase price.
Info. Group	Acquisition information

Habitat

Definition	A term describing the surroundings and environment of the area where a specimen was collected in the field.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	dune; salt marsh; freshwater lake
Use	As many times as required for an object.
Info. Group	Object collection information

Habitat note

Definition	Additional information about the habitat of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Dune facing north subject to high tides.
Use	Record once only for a Habitat.
Info. Group	Object collection information

Handling recommendations

Definition	Specific recommendations for handling an object in addition to the measures which would normally be taken for that type of object.
Instructions	Use normal grammar and punctuation.
Examples	Neck extremely fragile; handle at base only. Do not wear gloves to handle - friable paint surface.
Use	Record once only for an object.
Info. Group	Object requirement information

Hazard

Definition	Details of potential hazards to people or other objects that the handling and storing of an object can present.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	poisonous; radioactive
Use	As many times as required for an object.
Info. Group	Condition and technical assessment information

Hazard date

Definition	The date on which a Hazard was identified.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Hazard.
Info. Group	Condition and technical assessment information

Hazards note

Definition	Details of potential hazards to people or other objects that the handling and storing of an object can present which are not recorded using controlled terminology in Hazard.
Instructions	Use normal grammar and punctuation.
Examples	Explodes on sharp impact; always move with adequate packing.; Infested with woodworm.; Off-gases acetic acid.
Use	Record in association with Hazard.
Info. Group	Condition and technical assessment information

Identification number (renamed "Museum number")

Indemnity confirmation date

Definition	The date confirmation of indemnity cover is received from the indemnifying body.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Indemnity reference number.
Info. Group	Indemnity information

Indemnity note

Definition	Additional information about the indemnity, including any special conditions which apply.
Instructions	Use normal grammar and punctuation.
Examples	Not covered in transit; obtain additional insurance when moving.
Use	Record once only each time an object is part of an indemnity procedure.
Info. Group	Indemnity information

Indemnity reference number

Definition	A unique identifying number of the indemnity as assigned by the organization. The number should be a reference to written documentation about the indemnity, which should include a copy of the indemnity.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	I1993.123
Use	The same Indemnity reference number can be used for one or more objects covered by the same indemnity agreement , but an object can only have one Indemnity reference number at any one time.
Info. Group	Indemnity information

Indemnity renewal date

Definition	The date when a Government Indemnity arrangement is due for renewal.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990
Use	Record once only each time an object is part of an indemnity procedure. Note that renewal will take place ahead of the end date of the indemnified period.
Info. Group	Indemnity information

Information source

Definition	The People, Person or Organization providing information recorded.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization.
Use	As many times as required each time information is added to the record.
Info. Group	Amendment history

Information source date

Definition	The date information is supplied to be added to the record.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a supply of information for the record.
Info. Group	Amendment history

Information usage

Definition	Information on the use made of the record and associated resources
Instructions	Use normal grammar and punctuation.
Examples	Used in multimedia essay on the Vikings.
Use	Record once only for an object.
Info. Group	Use and provision of information

Inscriber

Definition	The People, Person or Organization responsible for inscribing an object.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the People, Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization.
Use	As many times as required for an Inscription content or Inscription description.
Info. Group	Object description information

Inscription content

Definition	The text inscribed as part of the decoration or construction of an object recorded in the original language.
Instructions	Describe the inscriptions and marks on an object entering any inscribed text exactly as seen as regards spelling, punctuation and capitalization. If inscription is on several lines, use SPACE/SPACE to indicate this. If the inscription or part of the inscription is illegible, put that part in square brackets.
Examples	Greetings from Cowes / Isle of Wight
Use	Record once only for each separate inscription on an object.
Info. Group	Object description information

Inscription date

Definition	The date on which an inscription was made.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date as well as the production stage which the date is related to. Descriptions of these units of information are gathered together under the Date heading. Use Date - period to record non-numeric dates and eras relating to an object's production.
Examples	As for Date.
Use	Record as required when recording Inscription units of information
Info. Group	Object description information

Inscription description

Definition	A description of non-textual marks inscribed on an object.
Instructions	Use normal grammar and punctuation. Note its shape, size and content.
Examples	Triangle in circle, approximately half an inch in diameter.
Use	Record once only for an Inscription content.
Info. Group	Object description information

Inscription interpretation

Definition	The interpretation of an inscription or mark on an object.
Instructions	Use normal grammar and punctuation.
Examples	The symbol of the 'fish' is derived from the scriptures as 'fishers of men' and from the Greek word for 'fish' and Jesus Christ both of which shared the same first two letters.
Use	Required in association with Inscription content and Inscription description.
Info. Group	Object description information

Inscription language

Definition	The language used in a textual inscription on an object.
Instructions	Use a single term, using punctuation only where it forms a part of the name and capitalization for proper names. Maintain a list of standard terms.
Examples	French; Japanese
Use	As many times as required for an Inscription content
Info. Group	Object description information

Inscription method

Definition	The method used to inscribe a mark or text on an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	incised; painted
Use	As many times as required for an Inscription content or Inscription description.
Info. Group	Object description information

Inscription position

Definition	A term describing the position of an inscription on an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	base; inside; rim; back; left
Use	Record once only for each occurrence of the inscription on an object.
Info. Group	Object description information

Inscription script

Definition	The script used in a textual inscription on an object.
Instructions	Use a single term, using punctuation only where it forms a part of the name and initial capitalization for proper names. Maintain a list of standard terms.
Examples	Cyrillic; Glagolitic
Use	As many times as required for an Inscription content.
Info. Group	Object description information

Inscription translation

Definition	A translation into the organization's first language of a textual inscription on an object.
Instructions	Use equivalent grammar and punctuation to that in the original language.
Examples	Cast in Italy.
Use	As many times as required for an Inscription content.
Info. Group	Object description information

Inscription transliteration

Definition	The transliteration of a textual inscription on an object.
Instructions	Record using the exact equivalent grammar and punctuation used in the original language.
Examples	Lusippos epoiese
Use	As many times as required for an Inscription content or Inscription description.
Info. Group	Object description information

Inscription type

Definition	The form or function of the inscription.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. Note if the form or function of the mark or inscription is unclear.
Examples	brand; decoration; estate stamp; label; maker's mark; graffiti
Use	As many times as required for an Inscription content or Inscription description.
Info. Group	Object description information

Insurance note

Definition	Additional information about the insurance, including any special conditions which apply.
Instructions	Use normal grammar and punctuation.
Examples	Not covered in transit; obtain additional insurance when moving.
Use	Record once only each time an object is part of an insurance procedure.
Info. Group	Insurance information

Insurance policy number

Definition	The number of the insurance policy as assigned by the Insurer.
Instructions	Use the number exactly as provided by the Insurer.
Examples	GI86585700-1
Use	Record once only each time an object is part of an insurance procedure.
Info. Group	Insurance information

Insurance reference number

Definition	A unique identifying number of the insurance as assigned by the organization. The number should be a reference to written documentation about the indemnity, which should include a copy of the indemnity.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	Ins1993.123
Use	The same Insurance reference number can be used for one or more objects covered by the same insurance policy, but an object can only have one Insurance reference number at any one time.
Info. Group	Insurance information

Insurance renewal date

Definition	The date when an insurance policy is due for renewal.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for an Insurance policy number. Note that renewal may take place ahead of the end date of the indemnified period.
Info. Group	Insurance information

Insurer

Definition	The name of the Person or Organization responsible for insuring an object or group of objects.
Instructions	It will be necessary to use several units of information, including for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	More than one Insurer can only be recorded for an object if it is jointly insured.
Info. Group	Insurance information

Label audience

Definition	The audience or group a label was aimed at.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	general; KS2; life long learner
Use	As many times as required for a label.
Info. Group	Object use information

Label author

Definition	The Person responsible for the intellectual content of the text of a label.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename.
Examples	See under Person.
Use	As many times as required for a label.
Info. Group	Object use information

Label language

Definition	The language of the text of a label.
Instructions	Use a single term to identify the language used in the text of a label. Do not use punctuation except where it forms an integral part of the name of a language. Use initial capitals only for proper names.
Examples	French; English; Fr; En
Use	As many times as required for a label.
Info. Group	Object use information

Label note

Definition	Additional information or relevant commentary about a label which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	The attitudes expressed in this label reflect an ethical approach deemed acceptable at the time of writing but not in 2007.
Use	Record once only for a label.
Info. Group	Object use information

Label reason

Definition	The reason or purpose for the creation of a label.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	sign; display label; online learning resource
Use	As many times as required for a label.
Info. Group	Object use information

Label/raisonné text

Definition	The text used for an exhibition or display label or a handlist or catalogue.
Instructions	Use normal grammar and punctuation. The organization may have its own 'house style'.
Examples	COPPER KETTLE, 1860s This kettle was used in the main kitchen of Andale Hall. Donated by Mr. John Evans.
Use	As many times as required for an object.
Info. Group	Object use information

Label text date

Definition	The date that a Label text used for an exhibition or display label or a handlist or catalogue was produced.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993; 12.3.1993
Use	Record once only for a Label text.
Info. Group	Object use information

Legal/license requirements

Definition	Details of any legislation (other than associated rights) which applies to an object while in the organization's custody, whether acquired or not.
Instructions	Use normal grammar and punctuation. Refer to relevant acts of parliament as precisely as possible.
Examples	Current firearms certificate on file E.1234.
Use	Record once only for an object.
Info. Group	Object requirement information

Legal/license requirements held

Definition	Details of any licenses or certificates held (other than copyright or other rights of use or performance) which applies to an object while in the organization's custody, whether acquired or not.
Instructions	Use normal grammar and punctuation. Associated documentation may be held in the file referred to by Entry or Acquisition reference numbers.
Examples	MOT certificate.; Fire arms certificate.
Instructions	As many times as required for an object. Use with Legal/license requirements held begin date, Legal/license requirements held end date and Legal/license requirements held renewal date to record the currency of the license held.
Info. Group	Object requirement information

Legal/license requirements held begin date

Definition	The first date on which a license or certificate held by the organization is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for each license or certificate held. Use with Legal/license requirements held.
Info. Group	Object requirement information

Legal/license requirements held end date

Definition	The last date on which a license or certificate held by the organization is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for each license or certificate held by the organization. Use with Legal/license requirements held.
Info. Group	Object requirement information

Legal/license requirements held number

Definition	The unique number stated on the license or certificate held by the organization
Instructions	Use the number exactly as it appears on the license or certificate.
Examples	N1234
Use	Record once only for each Legal/license requirements held.
Info. Group	Object requirement information

Legal/license requirements held renewal date

Definition	The date when a license or certificate held by the organization is due for renewal.
Use	this unit where the renewal is to be applied for in advance of the Legal/license requirements held end date).
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990
Use	Record once only for each license or certificate held by the organization.
Info. Group	Object requirement information

Lender

Definition	The details of a People, Person or Organization lending an object to the organization.
Instructions	It will be necessary to use several units of information, including, for example, for a Person, a surname, a forename and an address. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate.
Examples	See under People, Person or Organization as appropriate.
Use	More than one Lender can be recorded for an object only if it is jointly owned.
Info. Group	Loan in information

Lender's authorization date

Definition	The date on which the lender's authorizer gives approval for a loan in to proceed.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a loan in.
Info. Group	Loan in information

Lender's authorizer

Definition	The name of a member of staff giving final approval for the loan in to proceed.
Instructions	It will be necessary to record several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for a loan in.
Info. Group	Loan in information

Lender's contact

Definition	The details of a Person designated by the lender of an object to be responsible for dealing with the loan on their behalf.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for a Lender.
Info. Group	Loan in information

Loan in contact

Definition	The name of the Person assigned responsibility for managing a loan in on behalf of the organization.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for an object or group of objects.
Info. Group	Loan in information

Loan in conditions

Definition	Conditions applying to objects as part of the loan in agreement, including conditions for deposition of archaeological archives
Instructions	Use normal grammar and punctuation.
Examples	Light levels to be restricted to 50 lux.
Use	Record once only for an object or group of objects.
Info. Group	Loan in information

Loan in note

Definition	General information about a loan in.
Instructions	Use normal grammar and punctuation.
Examples	Lender concerned about environmental conditions; refer to recent gallery monitoring project.
Use	Record once only for a Loan in reference number.
Info. Group	Loan in information

Loan in reference number

Definition	The unique number assigned to the loan of objects from outside the organization. The number should also refer to a file containing written documentation about the loan.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	L1993.123
Use	The same Loan in reference number can be used for one or more objects loaned together, but an loaned object can only have one Loan in reference number at any one time.
Info. Group	Loan in information

Loan out note

Definition	General information about a loan out.
Instructions	Use normal grammar and punctuation.
Examples	Borrower funds limited - possible cost sharing required.
Use	Record once only for a Loan out reference number.
Info. Group	Loan out information

Loan out reference number

Definition	The unique number assigned to the loan of objects to other organizations. The number should also refer to a file containing all written documentation about the loan out.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	LO 1993.123
Use	The same Loan out reference number can be used for one or more objects loaned together.
Info. Group	Loan out information

Loaned object status

Definition	The stage in the Loans out procedure which an individual object to be loaned out has reached.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	requested; authorised; agreed; conservation; requested; sent; photography requested; refused; returned
Use	Record once only at any time for any object. Previous Loaned object statuses may be retained, but should be associated with the Loaned object status date in order to identify the current
Info. Group	Loan out information

Loaned object status date

Definition	The date on which an Loaned object status was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Loaned object status.
Info. Group	Loan out information

Location access note

Definition	Information about the access to a specific Location.
Instructions	Use normal grammar and punctuation.
Examples	Height of entrance to gallery 7 feet. Object hoist will not fit through the door and manual help will be required to move heavy objects.
Use	Record once only for any Location.
Info. Group	Location information

Location address

Definition	The address of a Location where it is not to be found on the main site of an organization.
Instructions	It will be necessary to use several units of information, including for example, a building name, street name and town/city. The descriptions for these information units are gathered together under the Address heading.
Examples	See under Address.
Use	Record once only for any one Location.
Info. Group	Location information

Location condition note

Definition	Information about the condition of the location, including such as the environmental conditions or state of cleanliness.
Instructions	Use normal grammar and punctuation. To record the suitability of an object to a location, use Current location fitness.
Examples	Walls damp, window broken.
Use	The Location condition note may be repeated in association with Location condition note to provide a history of conditions.
Info. Group	Location information

Location condition note date

Definition	The date on which Location condition note was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record in association with Location condition note to provide a history of the conditions in a location.
Info. Group	Location information

Location date

Definition	The date an object was place at the Current location.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Current location.
Info. Group	Object location information

Location identifier

Definition	A unique name, number, or identifier for a display or storage Location. It can also apply a Location on a computer system used for digital objects
Instructions	Must be of sufficient and appropriate detail to locate any object precisely and may be expressed as a hierarchy (e.g. building/room/case) or using a classification system if items are stored in strict classified order.
Examples	Annex 1 Store; G58; c:\objects\2005\
Use	Record once only for a Location.
Info. Group	Object location information

Location security note

Definition	Information about the security of a specific Location.
Instructions	Use normal grammar and punctuation.
Examples	Case lock broken.
Use	Record once only for any Location.
Info. Group	Location information

Location type

Definition	The nature or category of a Location.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	display; storage; external
Use	Record once only at any time for any Location.
Info. Group	Location information

Loss/damage date

Definition	The date an object was first established as damaged or missing.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only each time an object is damaged or lost.
Info. Group	Loss information

Loss/damage method

Definition	The method by which an object or group of objects was lost to the collections.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	stolen; burnt; flood
Use	Record more than once for an object only if more than one Loss/damage method applies.
Info. Group	Loss information

Loss/damage note

Definition	Additional information about the loss of an object
Instructions	Use normal grammar and punctuation.
Examples	Warder reported the case broken and object found to be missing.
Use	Record once only each time an object is damaged or lost.
Info. Group	Loss information

Loss/damage reference number

Definition	The unique number assigned to the record of the loss of an object or group of objects. The number should also refer to a file containing all written documentation about the loss of an object.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	Loss1993.1
Use	The same Loss/damage reference number can be used for one or more objects acquired together, but an object can only have one Loss/damage reference number.
Info. Group	Loss information

Loss/damage reporter

Definition	The person reporting the loss or damage to an object.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only each time an object is reported to have suffered damage or loss.
Info. Group	Loss information

Material

Definition	The basic materials and media from which an object is constructed.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. Describe the medium and support of '2 dimensional' works. Do not describe surface coatings (e.g. varnish on paintings) unless they are of special interest. Do not include brand names.
Examples	wood; tempered steel; canvas; ebony; oil
Use	As many times as required for an object.
Info. Group	Object description information

Material component

Definition	The name of a significant component, inclusion or trace in the material of which an object or specimen is made. This could also include a patina or corrosion product which has developed on an object and is of sufficient significance to require documenting
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms. The organization should decide whether to use chemical abbreviations or full names, e.g. Cu or copper
Examples	shell tempering; carbon; textile; mineralised
Use	One or more times depending on how many material components are needed to record an object. Only significant components of objects that have undergone scientific examination and analysis should be recorded.
Info. Group	Object description information

Material component note

Definition	To record further information about a material component
Instructions	Use normal grammar and punctuation.
Examples	Crushed shell, irregular, range 1 -2.5mm.; Carbon sooting on lower exterior surface.; Compound in patina suggestive of burial in dry conditions.
Use	Record if necessary for a Material component
Info. Group	Object description information

Material name

Definition	The name commonly used to designate a particular or characteristic material, and additional to or further defining the basic material itself. This may be the vernacular or generally used name for a certain type of material or a brand name.
Instructions	As it is commonly used
Examples	St Neot's-type ware; latten; Cistercian ware
Use	Record where necessary for an object
Info. Group	Object description information

Material source

Definition	The geographical origin of naturally occurring vegetable, animal or geological materials which either have been used to form an object or form specimens or deposits in their own right e.g. a quarry source for stone, country of origin of timber, geological outcrop for imported stone or fossil. (Note that this is separate from Object Production Place which is where the original materials are modified by human intervention to form an object)
Instructions	It will be necessary to use several units of information, including for example, a village name or a country name, as well as the production stage with which the Place is associated. The descriptions for these information units are gathered together under the Place heading.
Use	As many times as required for a Material.
Examples	See under Place.
Info. Group	Object description information

Movement contact

Definition	The name of the member of staff responsible for an object during the move.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for a move.
Info. Group	Movement information

Movement method

Definition	The method used in the movement of an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	handcarried; trolley
Use	Record more than once for an object only if more than one Movement method applies.
Info. Group	Movement information

Movement note

Definition	Additional information about the movement of an object or group of objects which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Movement route to take into account current construction work.
Use	Record once only for a movement.
Info. Group	Movement information

Movement reference number

Definition	A unique identifying number for the movement of an object or group of objects. It should serve as the reference to written documentation of a movement.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	M1993.123
Use	The same Movement reference number can be used for one or more objects moved together.
Info. Group	Movement information

Museum number (originally named "Identification number")

Definition	The unique number which identifies an accessioned object.
Instructions	xxxx
Examples	15-1234; 2011.1.22
Use	Record once only for an object.
Info. Group	Object identification information

Next condition check/assessment date

Definition	The date on which the next condition check or technical assessment is due.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972
Use	Record once only for a Condition check/assessment.
Info. Group	Condition and technical assessment information

Normal location

Definition	The place within the organization where an object is normally located.
Instructions	Use a single term or code. Maintain a list of standard terms or codes. Ensure that all locations can be specifically described with unique terms.
Examples	U.23.2.4a room 1, case 3, shelf 4
Use	Record once only for any object or uniquely numbered part of an object.
Info. Group	Object location information

Number of objects (renamed "Number of pieces")

Number of pieces (originally named "Number of objects")

Definition	A record of the number of objects at the next level down in an object record.
Instructions	When the recording information relates to a set of objects, record the total number of whole objects included in the set. When the recording information relates to an individual object, record the total number of separated or separable parts which an object comprises. Record the total figure. Do not use punctuation.
Examples	24 Indicating, for example, a tea service with 24 pieces 2 Indicating, for example, a teapot and its lid
Use	Record once in any record.
Info. Group	Object identification information

Object audit category

Definition	A code indicating the priority of an object for auditing purposes.
Instructions	Use a single term or code. Maintain a list of standard terms or codes.
Examples	2; High; A
Use	Record once only for an object at any one time.
Info. Group	Object audit information

Object audit date

Definition	The date an object was last checked in its location.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for an object at any one time. Each Object audit date will be associated with an Audit reference number identifying separate audits. Previous object audit dates may be retained.
Info. Group	Object audit information

Object audit note

Definition	Additional information about the result or circumstances of the audit of an object.
Instructions	Use normal grammar and punctuation.
Examples	Not found; however Dr. Smith checking with departmental researchers.
Use	Record once only for an object at any time. Each object audit note will be associated with an Audit reference number identifying separate audits. Previous Object audit notes may be retained.
Info. Group	Object audit information

Object audit result

Definition	The result of an audit of an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	present; missing; lost
Use	Record once only for an object at any one time. Each Object audit result will be associated with an Audit reference number identifying separate audits. Previous object audit results may be retained.
Info. Group	Object audit information

Object audit type

Definition	The type of audit carried out on an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	condition; information; location
Use	Record more than once for an object only if more than one Audit applies.
Info. Group	Object audit information

Object component information

Definition	The unit of information describing an Object component name.
Instructions	Use single terms without punctuation to name the unit of information describing the Object component name. Maintain a list of standard terms.
Examples	Object production person; Material; Technique
Use	As many times as required for an Object component name. The system will need to link the unit of information specified with the Object component name.
Info. Group	Object description information

Object component name

Definition	The non-separable part or component of an object which is being described.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source. Use the same sources of terminology as for recording Object name.
Examples	sleeve; handle; blade; buttonhole
Use	Use Object component name to indicate which non-separable and therefore unnumbered part of an object is being described. When describing separable and separately numbered parts of an object, use Object number to record the number of the part and create a new record related to that number. Use Object component information to identify the unit of information describing the Object component name.
Info. Group	Object description information

Object display status

Definition	The stage in the Use of collections procedure which an individual object to be displayed, has reached.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	requested; authorised; agreed; conservation; requested; photography; requested
Use	Record once only for an object. Previous Object display statuses may be retained, but should be associated with the Object display status date in order to identify the current Object display status.
Info. Group	Object use information

Object display status date

Definition	The date on which an Object display status was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Object display status.
Info. Group	Object use information

Object history note

Definition	The history of an object, including its creation, owners, vendors and the circumstances surrounding such events. Record information here which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation. Describe information such as: • Why an object was produced; • Who produced it; • Who owned it, sold it and why; • Individuals who used an object and for what purpose; • Where an object is known to have been.
Examples	This female Bewick swan nested at Caerlaverock for six years with the same mate. It was spotted in 1986 at Martin Mere without a mate. A year later it had not bred and was found to be sick. It was shot by the warden. This cabinet relates to Elizabeth Dashwood, first daughter of Sir James Dashwood, 2nd Baronet, and builder of Kirklington Park, Oxon. who married George Montague.
Use	Record once only for an object.
Info. Group	Object history and association information

Object minimum liability sum

Definition	The sum determined by Government Indemnity Scheme which the indemnified organization is responsible.
Instructions	Use U.S. dollar currency.
Examples	750.00
Use	Record once only for an indemnified object.
Info. Group	Indemnity information

Object name

Definition	A description of the form, function or type of object.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source. The Object name may be a common name or classification of an object in a textual or codified form. By using broader terms in a classification system, the object can be classified as belonging to a particular group or category of objects. An object can be named at a very specific or a very general level, e.g. mug/drinking vessel/container/domestic artefact. The same object could also be assigned different names depending on the context, e.g. mug/commemorative item/studio pot. For this reason it is often necessary to record more than one Object name.
Use	Brief description to record a sentence describing an object more fully. Use Title to record the name of a specific object or group of objects. Use the Content units of information to describe anything depicted or described by an object.
Examples	jug; Windsor chair; palaeoniscum freieslebeni; fossil; rhenium; 1.56 tape recording interview; painting; model; penny; groat; coin
Use	As many times as required for an object.
Info. Group	Object identification information

Object name currency

Definition	A statement of the status of an Object name.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	current; archaic
Use	Record once only for an Object name.
Info. Group	Object identification information

Object name level

Definition	A statement of the position of the Object name in a classification scheme.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	level 1; genus; species; class; group; subgroup
Use	Record once only for an Object name.
Info. Group	Object identification information

Object name note

Definition	Additional information about the Object name.
Instructions	Use normal grammar and punctuation. This can be a description of an object name used to explain further or avoid ambiguity.
Examples	Devices, including sticks or blocks, used to apply polishing material.
Use	Record once only for an Object name.
Info. Group	Object identification information

Object name system

Definition	The classification system from which the Object name is taken.
Instructions	The title of the classification system from which the Object name is taken using punctuation and capitalization as they appear.
Examples	Art & Architecture Thesaurus; Nomenclature
Use	Record once only for an Object name.
Info. Group	Object identification information

Object name type

Definition	The type of Object name recorded.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	typological; simple; classified; taxonomic; denomination
Use	Record once only for an Object name.
Info. Group	Object identification information

Object name/title language

Definition	The language used for the Object name, Other name or Title given to an object.
Instructions	Use a single term, using punctuation only where it forms a part of the name and capitalization for proper names. Maintain a list of standard terms.
Examples	French; German
Use	Record once only for an Object name, Other name and Title.
Info. Group	Object identification information

Object number

Definition	A unique number identifying an object or specimens, including any separated parts.
Instructions	The following points should be considered when assigning an Object number: Only use a single number to describe a group of objects if they are too numerous to number individually and either contained in a single container or separately accounted for, e.g. a box of sherds or an archaeological archive. Do not include in the number any classificatory components as these may change. Avoid alphabetical components
Examples	1992.1234; 1992.12.1
Use	Assign a unique Object number to each separated or separable part of an object.
Info. Group	Object identification information

Object offer price

Definition	The price at which an object is offered for sale to the organization.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition. Use Acquisition note to record details of non-U.S. dollar currency offered.
Examples	750.00
Use	An object can only have one Object offer price recorded at any one time.
Info. Group	Acquisition information

Object production date

Definition	The date when a stage in the design, creation or manufacture of an object took place.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date as well as the production stage which the date is related to. Descriptions of these units of information are gathered together under the Date heading. Use Date - period to record non-numeric dates and eras relating to an object's production.
Examples	As for Date.
Use	As many times as required for an object.
Info. Group	Object production information

Object production note

Definition	Additional information about an object's production.
Instructions	Use normal grammar and punctuation. Record information in the following areas: Detailed descriptions of techniques and processes used in the production, construction or decoration of an object, e.g. 'Recipes' for the manufacture of clays, paints, varnishes, glazes, or lacquers used in the production of an object. Accounts of the designs, moulds, or sketches which were used in the design/creation of an object. If more than one Object production people/person/organization/place are recorded, the Object production note should be used to give further information about the relationship between the different stages in production.
Examples	Biscuit fired to 1060C then painted with copper oxide and salt solution and gas-raku fired to 1050C. Cobalt oxide and salt in solution, dark patches added and refined in electric kiln. An architectural design included among the Adam drawings in the Soane Museum, No. 218, shows a cabinet of closely though not precisely similar type; and with the date 1st June 1771.
Use	Record once only for an object.
Info. Group	Object production information

Object production organization

Definition	An Organization involved in the design, creation or manufacture of the object.
Instructions	It will be necessary to use several units of information, including, for example, the nature of its involvement with the production process. The descriptions for these information units are gathered together under the Organization heading. The organization may have standard forms of names for use.
Examples	See under Organization.
Use	As many times as required for an object.
Info. Group	Object production information

Object production people

Definition	A People involved in the design, creation or manufacture of an object.
Instructions	It will be necessary to record several units of information, including, for example, a surname and a forename as well as the nature of their involvement with the production process. The descriptions for these information units are gathered together under the People heading. The organization may have standard forms of names for use.
Examples	See under People.
Use	As many times as required for an object.
Info. Group	Object production information

Object production person

Definition	A Person involved in the design, creation or manufacture of an object. This may include the commissioner of an object.
Instructions	It will be necessary to record several units of information, including, for example, a surname and a forename as well as the nature of their involvement with the production process. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	As many times as required for an object.
Info. Group	Object production information

Object production place

Definition	A Place where the design, creation or manufacture of an object took place.
Instructions	It will be necessary to record several units of information, including for example, a village name or a country name, as well as the production stage with which the Place is associated. The descriptions for these information units are gathered together under the Place heading.
Examples	See under Place.
Use	As many times as required for an object.
Info. Group	Object production information

Object production reason

Definition	The reason why an object was produced.
Instructions	Use normal grammar and punctuation.
Examples	The table was commissioned for an exhibition of avant garde domestic furniture.
Use	As many times as required for an object.
Info. Group	Object production information

Object purchase price

Definition	The total price paid for an object at acquisition, including taxes for which the purchase is liable. Associated with the Object number. If no individual prices are known for specific objects in the group (e.g. a lot bought at auction), use Group purchase price.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition.
Examples	750.00
Use	An object can only have one Object purchase price recorded.
Info. Group	Acquisition information

Object purchaser offer price

Definition	The price which the organization offers for the purchase of an object.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition. Use Acquisition note to record details of non-U.S. dollar currency offered.
Examples	750.00
Use	An object can only have one Object purchase offer price recorded at any one time.
Info. Group	Acquisition information

Object status

Definition	A statement of the standing of a natural science specimen or other object in relation to others in existence.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	type; paratype; holotype; paralectotype; copy; forgery
Use	Record once only for an object.
Info. Group	Object description information

Object valuation

Definition	The current worth of an object as assigned by a Valuer.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of valuation. Use Valuation note to record any non-U.S. dollar currency valuation amount.
Examples	1050; 2.50
Use	Record once only for an object.
Info. Group	Object valuation information

Object valuation date

Definition	The date the valuation of an object is assigned.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Object valuation.
Info. Group	Object valuation information

Object valuation note

Definition	Additional information about the valuation of an object or group of objects.
Instructions	Use normal grammar and punctuation. Include any non-U.S. dollar currency valuation amount as well as details of the basis for the assigning of a particular value, e.g. replacement value, reason for valuation.
Examples	Large increase in value due to new collectors' interest; recommend close monitoring of the market over the next year. Unconverted valuation by Sotheby's New York - $645.00
Use	Record once only for an Object valuation.
Info. Group	Object valuation information

Object valuation renewal date

Definition	The date the valuation should be re-assessed.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Object valuation.
Info. Group	Object valuation information

Object valuation type

Definition	The type of valuation carried out on an object or group of objects.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	original value; replacement value; current value
Use	Record once only for an Object valuation.
Info. Group	Object valuation information

Organization courier

Definition	The name of the person assigned the responsibility to accompany an object on an external move.
Instructions	It will be necessary to use several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person heading.
Examples	See under Person.
Use	Record once only for an object or group of objects.
Info. Group	Object exit information

Organization's additions to name

Definition	Additional information about the identity of an Organization.
Instructions	This information is used to uniquely identify an Organization in the event of duplicate names. Record any information which serves to differentiate between this Organization and another with a similar name.
Examples	Oxford In the case of the Museum of Modern Art
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's address

Definition	The address where an Organization can be contacted.
Instructions	It will be necessary to record several units of information, including for example, a building name, street name and town/city. The descriptions for these information units are gathered together under the Address heading.
Examples	See under Address.
Use	As many times as required for an Organization.
Info. Group	Organization information

Organization's association

Definition	The way in which an Organization is associated with an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	manufacturer; commissioner; builder; moneyer
Use	As many times as required for an object.
Info. Group	Organization information

Organization's contact name

Definition	The representative of an Organization who is normally liaised with.
Instructions	It will be necessary to use several units of information, including, for example, a forename and surname. The descriptions for these information units are gathered together under the Person heading.
Examples	See under Person.
Use	As many times as required for an Organization.
Info. Group	Organization information

Organization's dissolution date

Definition	The date on which an Organization formally ceased to be. This may be the date on which it was taken over or wound up.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's foundation date

Definition	The date on which an Organization formally came into being.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's foundation place

Definition	Information about the place where an Organization came into being.
Instructions	It may be necessary to use several units of information, including, for example, village or a country. The descriptions for these information units are gathered together under the Place heading.
Examples	See under Place.
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's function

Definition	The activities which make up the main business of an organization.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source.
Examples	bank; charity; publishing house; footwear manufacturer
Use	As many times as required for an Organization.
Info. Group	Organization information

Organization's group

Definition	The social, socio professional, ethnic, or culture group to which the Organization belongs.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source.
Examples	Belgic; Wessex culture; Romanesque; Anglian; Clactonian
Use	As many times as required for an Organization. Note that some terms in common archaeological use can have a range of connotations and could be recorded under different headings, e.g. 6ic might he recorded as Date-period (chronological), Object production people (ethnic) or Cultural affinity (having intrinsic features and/or contextual associations which link object with "Belgic" material culture)
Info. Group	Organization information

Organization's history

Definition	Information about the history of the Organization.
Instructions	Use normal grammar and punctuation. Describe the Organization, or its work in general. Do not record information which is specific to an object; use instead Production note or Object history.
Examples	Underwent several changes of mission in the 1930s before establishing its current role in the market.
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's main body

Definition	The name of an Organization.
Instructions	Use the name exactly as given by the Organization. Maintain a list of names of Organizations.
Examples	British Museum; National Motor Museum
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's MDA code

Definition	The Collections Trust assigned code uniquely identifying an Organization.
Instructions	Usually five capital letters. Use especially to identify objects coming from outside the organization.
Examples	LEWSA
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's reference number

Definition	A code identifying an Organization associated with an object.
Instructions	Record a unique number or code uniquely identifying the Organization where an Organization's MDA code does not exist. Maintain a list of standard codes used.
Examples	FLG1992
Use	Record once only for an Organization.
Info. Group	Organization information

Organization's sub-body

Definition	The name of the sub-body of an Organization.
Instructions	As many times as required. Sub-bodies usually have generic names implying they are part of a larger unit and cannot be recorded as a main body. Maintain a list of names of sub-bodies for each Organization.
Examples	Collections Department; Art School
Use	As many times as required for an Organization.
Info. Group	Organization information

Original object purchase price

Definition	The price paid for an object in the original currency at the time of purchase.
Instructions	The cost of an object in the original currency using punctuation as required within the figure recorded.
Examples	750.00
Use	Record once only for an object.
Info. Group	Acquisition information

Original object purchase price denomination

Definition	The denomination or currency of the Original object purchase price.
Instructions	Use a single term, using punctuation only where it forms a part of the term and capitalization for proper names. Maintain a list of standard terms.
Examples	American dollars; French francs
Use	Record once only for an Original object purchase price.
Info. Group	Acquisition information

Other number (renamed "Alternate number")

Other number type (renamed "Alternate number type")

Owner

Definition	Details of a People, Person or Organization who owned an object before title was transferred to the organization.
Instructions	It will be necessary to use several units of information, including, for example, for a Person, a surname, a forename and an address. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate.
Examples	See under People, Person or Organization as appropriate.
Use	As many times as required for an object.
Info. Group	Object history and association information

Owner’s contribution note

Definition	Any observations or comments on a previous owner’s contributions which the organization wishes to record, e.g. the way in which the information was obtained or any discrepancies noted.
Instructions	Use normal grammar and punctuation.
Examples	Information taken from a taped interview.
Use	Record once only for an owner’s contribution.
Info. Group	Object owner’s contribution information

Owner's personal experience

Definition	description of how and why a particular object or group of objects is known to have been of particular importance to a previous owner.
Instructions	Use normal grammar and punctuation. May include: • Reasons why the object was particularly relevant to their life; • Reasons why the owner collected the object, or decided to sell, donate or bequeath it; • A reminiscence of an event, situation or other memory prompted by the object. If the experience is a reflection on, or conjecture regarding the significance of an object, a description of feelings about, or personal relevance of an object, then record in Owner’s personal response.
Examples	Played with when was a child; Worn when arrived in the U.S.
Use	Record once only for an owner’s contribution.
Info. Group	Object owner’s contribution information

Owner’s personal response

Definition	A description of the way in which a previous owner responded intuitively to the object.
Instructions	Use normal grammar and punctuation. May include one or more different types of personal response, including: • Feelings about an object beyond their personal experience of it; • Why they ‘connected’ with an object, or regarded it as personally special; • The broader cultural meaning which they attached to an object; • Aspects of an object which they felt were of particular artistic, historical or cultural significance; • Their response to it from the point of view of a different cultural standpoint or conjecture as to what the object might have meant to another individual connected with the object, such as the creator, user or another owner. If the experience is a reflection on, or conjecture regarding the significance of an object, a description of feelings about, or personal relevance of an object, then record in Owner’s personal response.
Examples	Represents the last remains of a ‘forgotten world’.
Use	Record once only for an owner’s contribution.
Info. Group	Object owner’s contribution information

Owner’s reference

Definition	Documentation of any additional reference to the object provided by a previous owner, e.g. an event, object, document, person or organization.
Instructions	Use normal grammar and punctuation.
Examples	Shown wearing it in a wedding photograph.
Use	Record as many times as required for an owner’s contribution. If verified, this may be recorded by staff more fully.
Info. Group	Object owner’s contribution information

Ownership access

Definition	Information about the access to an object before title was transferred to the organization.
Instructions	Use a single term or code, without punctuation. Maintain a list of standard terms or codes.
Examples	1; 2; A; B; restricted
Use	Record once only for an Owner at any one time.
Info. Group	Object history and association information

Ownership category

Definition	A term defining the type of ownership existing for an object before title was transferred to the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	public; private; company
Use	Record once only for an Owner at any one time.
Info. Group	Object history and association information

Ownership dates

Definition	The dates when a People, Person or Organization owned the title to an object.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	As many times as required for each period of ownership.
Info. Group	Object history and association information

Ownership exchange method

Definition	The means by which title to an object is transferred between two Owners, before title was transferred to the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	gift; purchase; sale at auction
Use	Record once for each ownership exchange. Use Acquisition method for the transfer of title which occurs when an object enters the organization's ownership. Use Object history note to describe the full circumstances of the change in ownership.
Info. Group	Object history and association information

Ownership exchange note

Definition	Additional information about the ownership exchange, before title was transferred to the organization, which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	The exchange was made as part of a larger arrangement between those involved.
Use	Record once only for an Ownership exchange.
Info. Group	Object history and association information

Ownership exchange price

Definition	The total price paid for an object at when the title passed between two owners, including taxes for which the transfer is liable.
Instructions	Use U.S. dollar currency. Convert any non-U.S. dollar currency into U.S. dollars, using the exchange rate at date of acquisition. Use Object history note to record details of non-U.S. dollar currency paid.
Examples	750.00
Use	Record once only each time a new Owner is recorded for an object.
Info. Group	Object history and association information

Ownership place

Definition	The place where an object was owned before title was transferred to the organization.
Instructions	It may be necessary to use several units of information, including, for example, village or a country. The descriptions for these information units are gathered together under the Place heading.
Examples	See under Place.
Use	Record once only for each place where an object has been owned.
Info. Group	Object history and association information

Packing note

Definition	Information about the packing of an object or group of objects at the time of deposit at the organization.
Instructions	Use normal grammar and punctuation.
Examples	Glass taped, bubblewrapped.
Use	Record once only for a deposit.
Info. Group	Object entry information

Packing recommendations

Definition	Specific recommendations for packing an object in addition to the measures which would normally be taken for that type of object.
Instructions	Use normal grammar and punctuation.
Examples	To be packed and stored upright at all times.
Use	Record once only for an object at any one time.
Info. Group	Object requirement information

People's association

Definition	The way in which a People are associated with a particular object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	builder; moneyer; designer
Use	As many times as required for an object
Info. Group	People information

People's culture

Definition	An identifiable type of civilization.
Instructions	Use a single term, using punctuation only where it forms a part of the term and initial capitalization for proper names. Maintain a list of standard terms.
Examples	Aztec; Olmec
Use	As many times as required for a People.
Info. Group	People information

People's group

Definition	An identifiable community or division of a nation of People.
Instructions	Use a single term, using punctuation only where it forms a part of the term and initial capitalization for proper names. Maintain a list of standard terms.
Examples	Yoruba
Use	Record once only for a People.
Info. Group	People information

People's linguistic group

Definition	A broad grouping of People identifiable by common linguistic roots.
Instructions	Use a single term, using punctuation only where it forms a part of the name and initial capitalization for proper names. Maintain a list of standard terms.
Examples	Dravidian
Use	As many times as required for a People.
Info. Group	People information

Person's additions to name

Definition	Terms of honour used when the Person is referred to in relation to their position or work.
Instructions	The formal form of reference preferred by a person or which is commonly used in reference sources. The information may include expressions denoting royal status, phrases consisting of the person's title and name of their state or people or professional qualifications. The organization may have standard forms of reference.
Examples	Elizabeth I, Queen of England; DFC; BA; Equerry to George III
Use	As many times as required for a Person.
Info. Group	Person information

Person's address

Definition	The address where a Person can be contacted.
Instructions	It will be necessary to use several units of information, including for example, a building name, street name and town/city. The descriptions for these information units are gathered together under the Address heading.
Examples	See under Address.
Use	As many times as required for a Person.
Info. Group	Person information

Person's association

Definition	The way in which a Person is associated with a particular object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	designer; painter; depicted in; criticised in; engraver; moneyer
Use	As many times as required for an object.
Info. Group	Person information

Person's biographical note

Definition	Information about the personal history of a Person.
Instructions	Use normal grammar and punctuation. Describe school and any further education, employment history, current post or professional history. Use also to indicate when the Person worked. Do not put here information which is specific to an object - this should go in an object-related field, such as Production note or Object history. Include information about any employment in an organization if an employee.
Examples	Educated at Burston Village School, Suffolk. She was a carpentry apprentice and worked for 23 years at Wood's furniture makers, Bures.
Use	Record once only for a Person.
Use	this for information about an object owner, selector or viewer taking part of a Revisiting Collections event.
Info. Group	Person information

Person's birth date

Definition	The date on which a Person was born.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date as well as the means by which the date was established. Descriptions of these units of information are gathered together under the Date heading. Use Date - period to record non-numeric dates and eras relating to the Person's birth.
Examples	As for Date.
Use	Record once only for a Person.
Info. Group	Person information

Person's death date

Definition	The date on which a Person died.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date as well as the means by which the date was established. Descriptions of these units of information are gathered together under the Date heading. Use Date - period to record non-numeric dates and eras relating to the Person's death.
Examples	As for Date.
Use	Record once only for a Person.
Info. Group	Person information

Person's forenames

Definition	A Person's given name.
Instructions	Use the capitalization and punctuation normally used by the Person. The organization may have standard forms of name for use.
Examples	John J. G. Anne S.
Use	Record once only for a Person.
Info. Group	Person information

Person's gender

Definition	The sex of a Person.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	female; male
Use	Record once only for a Person.
Info. Group	Person information

Person's group

Definition	The group (social, ethnic, cultural, faith, gender orientation) to which a Person belongs or which he/she identifies him/herself.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source.
Examples	Belgic; Wessex culture; Romanesque; Anglian; Clactonian; Pre Raphaelite
Use	Use one or more times as required for each organization. Note that some terms in common archaeological use can have a range of connotations and could be recorded under different headings, e.g. 6ic might he recorded as Date-period (chronological), Object production people (ethnic) or Cultural affinity (having intrinsic features and/or contextual associations which link object with "Belgic" material culture). Use this for information about an object owner, selector or viewer taking part of a Revisiting Collections event.
Info. Group	Person information

Person's initials

Definition	The initial letters of the Person's forenames and Person's surnames.
Instructions	Record using capital letters.
Examples	J G; ASY
Use	Record once only for a Person.
Info. Group	Person information

Person's name notes

Definition	A note primarily for documentation purposes to explain why the particular form of name was chosen; notes to distinguish this Person from others with the same name.
Instructions	Use normal grammar and punctuation.
Examples	This spelling was used as the maker prefers the archaic form of the forename.
Use	Record once only for a Person.
Info. Group	Person information

Person's nationality

Definition	A Person's official current nationality.
Instructions	Do not use punctuation. Maintain a list of standard terms.
Examples	British; Turkish
Use	Record once only for a Person.
Info. Group	Person information

Person's occupation

Definition	The occupation or employment of a Person.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	chief cashier; curator; museum director; farmer
Use	As many times as required for a Person
Info. Group	Person information

Person's place of birth

Definition	The Place where a Person was born.
Instructions	It may be necessary to use several units of information, including, for example, village or a country. The descriptions for these information units are gathered together under the Place heading.
Examples	See under Place.
Use	Record once only for a Person.
Info. Group	Person information

Person's place of death

Definition	The Place where a Person died.
Instructions	It may be necessary to use several units of information, including, for example, village or a country. The descriptions for these information units are gathered together under the Place heading.
Examples	See under Place.
Use	Record once only for a Person.
Info. Group	Person information

Person's reference number

Definition	A code identifying a Person associated with an object.
Instructions	Use a unique number or code uniquely identifying the Person. Maintain a list of standard numbers or codes.
Examples	FLG1992
Use	Record once only for a Person.
Info. Group	Person information

Person's salutation

Definition	The form of greeting used in correspondence.
Instructions	Use the form as it should appear at the beginning of a letter or other correspondence. The organization may have standard forms of salutation.
Examples	Dear Jeff; Dear Lady Jean
Use	Record once only for a Person.
Info. Group	Person information

Person's school/style

Definition	The primary styles in which the Person worked.
Instructions	Use a single term, without punctuation, only using capitalization for proper names. Maintain a list of standard terms.
Examples	impressionist; neo-classical; surrealist
Use	As many times as required for a Person.
Info. Group	Person information

Person's surname

Definition	A Person's family name.
Instructions	Use the capitalization and punctuation used by the Person. The organization may have standard forms of name for use.
Examples	See SPECTRUM Terminology pages on Collections Trust website.
Use	Record once only a person. Cross references may be made between different forms of the Person's surname.
Info. Group	Person information

Person's title

Definition	The form of address used by a Person.
Instructions	Use the title by which a Person is normally addressed in letters. If the title is normally abbreviated in common use, use the abbreviated form. Otherwise, spell out the title in full. The organization may have standard forms of address used for a Person.
Examples	Mr; Ms; Sir; Reverend; Doctor
Use	Record once only for a Person.
Info. Group	Person information

Phase

Definition	A textual expression of the age or developmental phase of a natural science specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	adult; imago; larva; nymph; pupa
Use	Record once only for a specimen.
Info. Group	Object description information

Physical description

Definition	General visual appearance of an object.
Instructions	Use normal grammar and punctuation. Include a description of an object's completeness if appropriate (e.g. Lacks left arm). Comment on condition only as it affects completeness. Describe items which would be made using an object, e.g. clothing from paper patterns. The frame and mount should also be described if appropriate. The following issues might be addressed: What shape or form does it take? • Describe an object in reference to the direction the work faces (i.e. a sculpture's right side (proper right) not as the viewer). Do not use 'sinister' or 'dexter'. • Where and how is it decorated? • How is it mounted? • How is it constructed? • What colors have been used? • What scale is used?
Examples	A draped figure of a woman stands with her arms out-stretched. Blue damask carpet of pomegranate pattern upon a ground of old cloth, with a broader border of purple velvet, at each corner of which are embroidered the arms of Pope Leo XI cut out of colored silks, applied and outlined with gold thread stitched down.
Use	Record once only for an object.
Info. Group	Object description information

Place association

Definition	The way in which a Place is associated with the object.
Instructions	Use a single term, without punctuation or capitalization. Use past participle forms of verbs. Maintain a list of standard terms.
Examples	manufactured; built; used
Use	As many times as required for an object.
Info. Group	Place

Place context

Definition	A number, code or term identifying physical evidence of an archaeological event, such as a wall, pit or ditch.
Instructions	Record precisely as used by the Field collector.
Examples	34; 56; XXI; kiln stoke-hole; North transept
Use	Record once only for an object if required.
Info. Group	Place

Place context date

Definition	The date of a context.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date. Descriptions of these units of information are gathered together under the Date heading.
Examples	As for Date.
Use	Record once only for a Place context or and Place context level.
Info. Group	Place

Place context level

Definition	A level within a context.
Instructions	Record precisely as used by the Field collector.
Examples	1; 5; B16; XB
Use	Record once only for an object if required.
Info. Group	Place

Place coordinates

Definition	The precise location of a place expressed according to a chosen system.
Instructions	Use the appropriate standard format.
Examples	AS 3192 6024
Use	Record once only for a Place name. Additional Place coordinates can be recorded if different Place coordinate types are used; for example a Latitude/longitude reference and a Grid reference may be recorded for the same location.
Info. Group	Place

Place coordinates qualifier

Definition	The measurement of accuracy of a given for Place coordinates.
Instructions	Use the standard statistical notation. If left blank, the assumption is that the Place coordinates accuracy recorded is thought to be correct. Do not use capitalization or punctuation.
Examples	+ or - 10; approximate
Use	Record once only for Place coordinates, if there is any uncertainty.
Info. Group	Place

Place coordinates type

Definition	The locating system used to describe the coordinates of a Place.
Instructions	Use a single code or term, without punctuation. Maintain a list of standard codes or terms.
Examples	LL (Latitude & longitude); NGR (National Grid reference); UTM (Universal Transverse Mercator); Altitude Depth
Use	Record once only for Place coordinates.
Info. Group	Place

Place environmental details

Definition	Environmental information relevant to an object, such as details about preservation conditions of the surrounding matrix.
Instructions	Use normal grammar and punctuation.
Examples	waterlogged; carbonized bed
Use	Record for a Place name as required.
Info. Group	Place

Place feature

Definition	The name by which a feature associated with an object is normally known.
Instructions	Use a single term, using punctuation and capitalization only where they form a part of the name. Maintain a list of standard terms.
Examples	Ben Lawers; Beachy Head; Chun Castle
Use	As many times as required for a Place. Place feature can relate to Sites and Monuments details.
Info. Group	Place

Place feature date

Definition	The date of the Place feature.
Instructions	It may be necessary to use more than one unit of information to describe this date, e.g. a range of dates or a textual expression of the date as well as the production stage which the date is related to. Descriptions of these units of information are gathered together under the Date heading. Use Date - period to record non-numeric dates and eras relating to an object's production.
Examples	As for Date.
Use	As many times as required for a Place feature.
Info. Group	Place

Place feature type

Definition	The nature or category of Place feature recorded.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	island; mountain; bay; valley; cliff; castle; tomb
Use	As many times as required for a Place feature.
Info. Group	Place

Place name

Definition	The name or title by which the Place is normally known.
Instructions	Use punctuation and capitalization where integral to the name.
Examples	Shrewsbury; North Sea; West Yorkshire; Ambridge; 21; Haddon Hall; Asia; Australasia; Orkney; Manhattan; Stoke Newington; Scotland; Hobbs End
Use	As many times as required for a Place. As many Place names as required for a Place.
Info. Group	Place

Place name type

Definition	The nature or category of Place recorded.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	baths; chambered tomb; market square; town; city; village; continent; sub-continent; site; building number; field; vice county; county; country; building name; state
Use	As many times as required for a Place, to reflect different uses of a site.
Info. Group	Place

Place note

Definition	Additional information about Place which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	The site is four miles north of Ambleside.
Use	Record once only for a Place name.
Info. Group	Place

Place owner

Definition	The name of the owner of a Place associated with an object.
Instructions	It will be necessary to use several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the People, Person and Organization headings.
Examples	See under People, Person or Organization.
Use	Record more than once for a Place if jointly owned.
Info. Group	Place

Place position

Definition	A precise position in a Place, usually to record the finding of an object in field collection.
Instructions	Use normal grammar and punctuation.
Examples	Under a stone at the bottom of the cliff.
Use	Record once only for an object.
Info. Group	Place

Place reference number

Definition	A code describing a Place associated with an object, excavation or specimen.
Instructions	Use a single term or code, without punctuation. Maintain a list of standard terms or codes. May include an abbreviation of the Place name together with the year an object or specimen was found.
Examples	FLG1992
Use	Record once only for a Place.
Info. Group	Place

Place reference number type

Definition	The category of Place reference number recorded.
Instructions	Use a single term, using capitalization and punctuation only where integral to the term used. Maintain a list of standard terms.
Examples	SMR number; Project number; Scheduled monument number; Watching brief number
Use	Record as required in association with Place reference number.
Info. Group	Place

Place status

Definition	A formal administrative or scientific status assigned to a place.
Instructions	Use a single term, using capitalization and punctuation only where integral to the term used. Maintain a list of standard terms.
Examples	National Trust Area of Outstanding Natural Beauty
Use	As many times as required for a Place.
Info. Group	Place

Place type system

Definition	The classification system from which the Place feature type is taken.
Instructions	Use punctuation and capitalization as they appear.
Examples	RCHME; CIDOC
Use	Record once only for a Place feature type.
Info. Group	Place

Planned removal date

Definition	The date an object is due to be returned from a Current location which is not its Normal location.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Current location, if different from the Normal location. Do not record if the Current location and the Normal location are the same.
Info. Group	Movement information

Procedure begin date

Definition	The date on which a procedure is begun.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Use in association with Information group headings to record the date a procedure began, e.g. (Loan out) date begun. Record to describe a procedure covering more than one object. The Procedure group of units is available to record information about a project which involves objects beyond those in the individual record. Record once only for each occurrence of a procedure. Note that this unit applies to procedures which begin and end in less than a day as well as those which take a longer period of time.
Info. Group	Common procedural units

Procedure end date

Definition	The date on which a procedure ended.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Use in association with Information group headings to record the end date of a procedure, e.g. (Loan out) Date ended. Record once only for each occurrence of a procedure. Record to describe a procedure covering more than one object. The Procedure group of units is available to record information about a project which involves objects beyond those in the individual record. Note that this unit applies to procedures which begin and end in less than a day as well as those which take a longer period of time.
Info. Group	Common procedural units

Procedure manager

Definition	The person or organization responsible for carrying out a procedure.
Instructions	It will be necessary to use several unit of information including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	Record once only for a Procedure title. Record to describe a procedure covering more than one object. The Procedure group of units is available to record information about a project which involves objects beyond those in the individual record.
Info. Group	Common procedural units

Procedure note

Definition	Additional information about procedure which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	The audit was carried out in two stages, beginning in Room A, and prioritising all works pre 1850.
Use	Record once only for a Procedure title. Record to describe a procedure covering more than one object. The Procedure group of units is available to record information about a project which involves objects beyond those in the individual record.
Info. Group	Common procedural units

Procedure title

Definition	The name assigned to a procedure or project carried.
Instructions	Use normal grammar and punctuation.
Examples	Audit of main store 1996
Use	Record once for a procedure carried out.
Info. Group	Common procedural units

Process date

Definition	The date on which a process is completed.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Process.
Info. Group	Process information

Process method

Definition	The method used to carry out the process on an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	alteration; preparation
Use	Record more than once for an object only if more than one method applies.
Info. Group	Process information

Process note

Definition	Additional information about the process of an object which has not been recorded elsewhere using controlled terminology.
Instructions	Use normal grammar and punctuation.
Examples	Framed for Francis Towne exhibition at the Tate Gallery.
Use	Record once only for a process event.
Info. Group	Process information

Process person/organization

Definition	The Person or Organization responsible for carrying out a process on an object.
Instructions	It will be necessary to use several units of information, including for example, for a Person, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization headings as appropriate. The organization may have standard forms of names for use.
Examples	See under People, Person or Organization.
Use	As many times as required for a process event.
Info. Group	Process information

Process reference number

Definition	A unique identifying number for the process carried out on an object or group of objects. It should serve as the reference to written documentation of a process.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	P1993.123
Use	The same Process reference number can be used for one or more objects processed together.
Info. Group	Process information

Reason

Definition	The reason for the procedure taking place.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	conservation; sold; transferred; display; research; loan out
Use	As many times as required for a procedure. Use in association with Information group headings to record the reason for a procedure taking place. e.g. (Loan out) Reason. As many times as required for each occurrence of a procedure for an object or group of objects. Note that there are separate units of information for Acquisition reason, Entry reason, Disposal reason, Object production reason.
Info. Group	Common procedural units

Recall date

Definition	The date on which the next stage of a conservation process is due.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972
Use	Record once only for a conservation event.
Info. Group	Conservation and treatment information

Record type

Definition	Describes the level of description which the record contains.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	collection; set; population; ensemble; archival piece; part
Use	Record once only for a record.
Info. Group	Record information

Recorder

Definition	The Person recording the information.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for each time information is added to the record.
Info. Group	Amendment history

Recording date

Definition	The date information is added to the record.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an addition to the record.
Info. Group	Amendment history

Recording progress

Definition	A description of the state of development of information about an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	in progress; altered draft; to be approved
Use	As many times as required for a recording event.
Info. Group	Amendment history

Reference

Definition	Details of a bibliographic or other reference to an object. The reference can be in any media e.g. published, unpublished, audio, video, computer record
Instructions	Use a standard short description format agreed by the organization.
Examples	The citation order for books and journals in: BSI British Standard recommendations for reference to published materials. London: BSI, 1989 is as follows: Books: Surname, Forename. Title. Place of publication: Publisher, Date of publication. No. of pages p., illustrations. (Series title) ISBN. Journals: Title ISSN Year Date Location.	Use	As many times as required for an object.
Info. Group	Reference information

Reference association

Definition	A single term describing the nature of the relationship between the Reference and an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	cited; figured; utilised; illustrated
Use	As many times as required for a Reference.
Info. Group	Reference information

Reference author/editor

Definition	The Person or Organization responsible for the intellectual content of a referenced work.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. Use the form as appears in the referenced work.
Examples	See under Person.
Use	As many times as required.
Info. Group	Reference information

Reference details

Definition	Details, pages, and illustrations. of a bibliographic reference.
Instructions	Use the organization's agreed form of recording.
Examples	pp200-204; fig.21; map 5
Use	Once only for a reference.
Info. Group	Reference information

Reference note

Definition	Details of the specific nature of the relevance of the Reference to the object, including an abstract if required.
Instructions	Use normal grammar and punctuation. The reference may be to such as a published, or unpublished film, sound or reproduction source.
Examples	Discusses the collection in the light of disputes on attribution recently raised in Holland.
Use	Record once only for a Reference.
Info. Group	Reference information

Reference number

Definition	A number or identifier unique to a Reference.
Instructions	Use any reference number providing access to the work either in the organization, local library or other source. For reference only appearing on the world wide web
Use	the URL.
Examples	93.AA.123; 0550102345; http://www.mda.org.uk/acc.htm
Use	Record once only for a Reference.
Info. Group	Reference information

Reference publication date

Definition	The Date when a referenced work was published.
Instructions	Always give all four digits for the year. Use a standard form if more detail is recorded.
Examples	2005; 1984; 1715
Use	Record once only.
Info. Group	Reference information

Reference publication place

Definition	The Place where a referenced work was published.
Instructions	Use the name of the city or other locality.
Examples	New York; London; Cambridge
Use	As many as required by the reference.
Info. Group	Reference information

Reference publisher

Definition	The Organization or Person responsible for the publication of a referenced work.
Instructions	Use the form as appears on in the referenced work.
Examples	MDA; Oxford University Press
Use	Record as many times as required.
Info. Group	Reference information

Reference title

Definition	The title of a referenced work.
Instructions	Use the form as appears in the referenced work.
Examples	SPECTRUM: The UK Museum Documentation Standard
Use	Record once only.
Info. Group	Reference information

Reference type

Definition	A term describing the nature of the Reference.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	film; sound recording; published book
Use	As many times as required for a Reference.
Info. Group	Reference information

Related object association

Definition	The nature of the relationship of an object to the object being documented.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	copy; colorway; depiction; design; model; source
Use	Record as many times as required for each Related object number.
Info. Group	Object history and association information

Related object note

Definition	A narrative description of the nature of the relationship of an object to the object being documented.
Instructions	Use normal grammar and punctuation.
Examples	The object is a design for the object in the collection.
Use	Record once only for each relationship with an object.
Info. Group	Object history and association information

Related object number

Definition	The Object number of an object which is related to the object being documented.
Instructions	See Object number.
Examples	1992.1234; 1992.12.1
Use	Record once only for each relationship.
Info. Group	Object history and association information

Removal date

Definition	The date an object is actually removed from a Current location.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Current location.
Info. Group	Movement information

Request

Definition	Details provided by the person or organization making a request for a procedure or process to occur.
Instructions	Use normal grammar and punctuation.
Examples	(Movement) Request - Move the painting from store to gallery A. (Research/use of object) Request - Demonstrate the car working at the Westbourne vintage car rally.
Use	Use in association with Information group headings to record the request for a procedure or process to occur, e.g. (Loan out) Request. Record once only for each occurrence of a procedure.
Info. Group	Common procedural units

Request date

Definition	The date on which a requester makes a request for a procedure to occur.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	3/10/1996
Use	Use in association with Information group headings to record the date a Request was made e.g. (Loan out) Request date. Use Request date for each occurrence of Request.
Info. Group	Common procedural units

Requested action date

Definition	The date on which a requester wishes for a procedure to occur.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	3/10/1996
Use	Use in association with Information group headings to record the date on which a requester wishes a procedure to take place, e.g. (Loan out) Requested action date.
Info. Group	Common procedural units

Requester

Definition	The name of the person or organization making a request for a procedure to occur.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person and Organization heading. The organization may have standard forms of names for use.
Examples	See under Person and Organization.
Use	Use in association with Information group headings to record the name of the person who makes a request for a procedure, e.g. (Loan out) Requester. Use with Request date to record when the request was made.
Info. Group	Common procedural units

Research/use of object date

Definition	The date an object is researched, selected for an event, or used.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a research or use of collections.
Info. Group	Use of collections information

Research/use of object method

Definition	The way in which an object is researched, used, or the reason for its selection for an event.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	examined; performed; demonstrated
Use	As many times as required for a research event.
Info. Group	Use of collections information

Research/use of object note

Definition	Additional information about the research or use of an object which has not been recorded elsewhere using controlled terminology. This could include an object's operations log.
Instructions	Use normal grammar and punctuation.
Examples	Demonstrated at Bridlington Car Rally to mark 50th anniversary of its invention.
Use	As many times as required for a research event.
Info. Group	Use of collections information

Research/use of object provisos

Definition	Restrictions applying to the research or use of an object.
Instructions	Use normal grammar and punctuation.
Use	Record once only for each occurrence or research or use.
Examples	Manuscript not to be fully transcribed without Trustees permission.
Info. Group	Use of collections information

Research/use of object reference number

Definition	The unique number assigned to the research or use of an object or group of objects. The number should also refer to a file containing all written documentation about the disposal.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	RES1993.123
Use	The same Research/use of object reference number can be used for one or more objects disposed of together. There may be a separate Research/use of object reference number for each occurrence of research or use of an object.
Info. Group	Use of collections information

Research/use of object result

Definition	Information about the outcome of the research or use of object(s).
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	dated; identified; exhibited
Use	Record once only for an object at any one time. Each Research/use of object result will be associated with an Research/use of object reference number identifying separate researches or uses. Previous Research/use of object results may be retained.
Info. Group	Use of collections information

Researcher/user

Definition	The Person or Organization researching, using, selecting or viewing an object or group of objects.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization heading as appropriate. The organization may have standard forms of names for use.
Examples	See under Person or Organization.
Use	Record once only for an object or group of objects.
Info. Group	Use of collections information

Responsible department/section

Definition	The responsible department. Omitted from published list, but referred to.
Instructions
Examples
Use	As many times as required for an object.
Info. Group	Object identification information

Return date

Definition	The date an object is due to be returned to or collected by the Current owner or Depositor.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for an Entry number.
Info. Group	Object entry information

Right begin date

Definition	The first date on which a right is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a right.
Info. Group	Object rights information

Right end date

Definition	The last date on which a right is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a right.
Info. Group	Object rights information

Right holder

Definition	The holder of the right associated with an object or any other work (e.g. personal information held by an organization.)
Instructions	It will be necessary to use several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the People, Person and Organization headings as appropriate.
Examples	See under People, Person or Organization as appropriate.
Use	More than one Rights holder can be recorded, if the rights are jointly held.
Info. Group	Object rights information

Right note

Definition	Any details of the rights not covered elsewhere.
Instructions	Use normal spelling and punctuation. Record, for example, the copyright status of the original painting, where the organization holds copyright of a photograph of it.
Examples	Organization holds right to use the photograph for its internal purposes only. Copyright for the original painting belongs to artist.
Use	Record once only for an object.
Info. Group	Object rights information

Right reference number

Definition	A unique number identifying a right.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	R1993.123
Use	Record once only for a right.
Info. Group	Object rights information

Right type

Definition	The specific type of right being recorded in relation to an object, document, photograph, work of art or record.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	copyright; publication rights; data protection right
Use	Record once only for each type of right residing in an item.
Info. Group	Object rights information

Rights in begin date

Definition	The first date on which a license to use rights not held by the organization is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a license.
Info. Group	Object rights in information

Rights in consent status

Definition	The status of the process of obtaining a license to use rights not held by the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	applied for; granted; refused
Use	Record once only for a request for a license.
Info. Group	Object rights in information

Rights in consent status date

Definition	The date on which an Rights in consent status was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate a component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Rights in consent status.
Info. Group	Object rights in information

Rights in end date

Definition	The last date on which a license to use rights not held by the organization is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a license.
Info. Group	Object rights in information

Rights in holder

Definition	The primary Person or Organization holding the rights the organization is receiving a license to use.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization heading as appropriate. The organization may have standard forms of names for use.
Examples	See under Person or Organization.
Use	Record once only for a license.
Info. Group	Object rights in information

Rights in note

Definition	Any details of the license to use rights not held by the organization, not recorded elsewhere.
Instructions	Use normal spelling and punctuation. Record: • Contact details of any subsequent rights holders or second contact details of the Rights in holder; • Copyright status of the original work, where the organization is being granted a license for the use of the rights of a copy of it; • Sub-licenses to third parties; • Warranty/indemnity clauses; • Comments on, for example, past history and date pervious rights granted; • Any restrictions (e.g. if any modifications are permitted).
Examples	Any publication must be accompanied with the a credit line for the copyright holder.
Use	Record once only for an object.
Info. Group	Object rights in information

Rights in reference number

Definition	A unique number identifying the grant of a license to use rights not held by the organization.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	RI1993.123
Use	Record once only for a license.
Info. Group	Object rights in information

Rights in type

Definition	The specific type of right for which a license to required to use
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	copyright; publication right
Use	Record as many times as required for a license.
Info. Group	Object rights in information

Rights out authorization date

Definition	The first date on which a license to use the organization’s rights is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a grant of a license.
Info. Group	Object rights out information

Rights out authorizer

Definition	The person giving final approval for a license to use the organization's rights.
Instructions	It will be necessary to use several units of information, including for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for a grant of a license.
Info. Group	Object rights out information

Rights out begin date

Definition	The first date on which a rights out license is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a license.
Info. Group	Object rights out information

Rights out consent status

Definition	The status of the process of applying for a license to use the organizations rights.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	applied for; granted; refused
Use	Record once only for a request for a license.
Info. Group	Object rights out information

Rights out consent status date

Definition	The date on which an Rights out consent status was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate a component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Rights out consent status.
Info. Group	Object rights out information

Rights out end date

Definition	The last date on which a license to use the organization’s rights is current.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a license.
Info. Group	Object rights out information

Rights out note

Definition	Any details of the license to use the organization’s rights, not recorded elsewhere.
Instructions	Use normal spelling and punctuation. Record: • Contact details of any other Person or Organization who holds the rights being granted; • Copyright status of the original work, where the organization is granting a license for the use of the rights of a copy of it; • Sub-licenses to third parties; • Warranty/indemnity clauses; • Comments on, for example, past history; • Any restrictions (e.g. if any modifications are permitted).
Examples	Any publication must be accompanied with the standard credit line.
Use	Record once only for a license.
Info. Group	Object rights out information

Rights out reference number

Definition	A unique number identifying the grant of a license to use the organization's rights.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	RO1993.123
Use	Record once only for a license.
Info. Group	Object rights out information

Rights out requester

Definition	The Person or Organization requesting a license to use rights held by the organization.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person or Organization heading as appropriate. The organization may have standard forms of names for use.
Examples	See under Person or Organization.
Use	Record as many times as required for a license.
Info. Group	Object rights out information

Rights out type

Definition	The specific type of right being granted in the license by the organization.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	copyright; publication right
Use	Record as many times as required for a license.
Info. Group	Object rights out information

Salvage priority code

Definition	A record of the salvage priority assigned to an object or group of objects.
Instructions	Use a single term or code, without punctuation. Maintain a list of standard terms or codes.
Examples	1; 2; A; B
Use	Record once only for an object at any one time. Previous Salvage priority codes may be retained, but should be associated with the Salvage priority code date in order to identify the current Salvage priority code.
Info. Group	Object requirement information

Salvage priority code date

Definition	The date on which a Salvage priority code was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Salvage priority code.
Info. Group	Object requirement information

Scheduled begin date

Definition	The date on which a procedure is scheduled to begin.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Use in association with Information group headings to record the scheduled start of a procedure, e.g. (Loan out) Scheduled begin date. Record once only for each procedural reference number. Note that this unit applies to procedures which begin and end in less than a day as well as those which take a longer period of time.
Info. Group	Common procedural units

Scheduled end date

Definition	The date on which a procedure is scheduled to end.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Always give all four digits for the year.
Examples	8/10/1993
Use	Use in association with Information group headings to record the scheduled end of a procedure, e.g. (Loan out) Scheduled end date. Record once only for each procedural reference number. Note that this unit applies to procedures which begin and end in less than a day as well as those which take a longer period of time.
Info. Group	Common procedural units

Sex (renamed "Sex determination")

Sex determination (originally named "Sex")

Definition	The sex of a biological specimen.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	male; female; asexual; hermaphrodite; unknown; indeterminate
Use	Record once only for a specimen.
Info. Group	Object description information

Security recommendations

Definition	Specific recommendations for the security of an object in addition to the measures which would normally be taken for that type of object.
Instructions	Use normal grammar and punctuation.
Examples	Alarmed showcase.
Use	Record once only for an object.
Info. Group	Object requirement information

Shipper

Definition	The name of the Person or Organization assigned responsibility for removing object(s) from the organization's premises.
Instructions	It will be necessary to units several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	As many times as required for an object or group of objects for each exit event.
Info. Group	Object exit information

Shipper's contact

Definition	The name of the person assigned responsibility for a exit by an approved Shipper.
Instructions	It will be necessary to use several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person heading.
Examples	See under Person.
Use	Record once only for a Shipper.
Info. Group	Object exit information

Shipping note

Definition	Additional information about shipping an object, including details of the transit requirements.
Instructions	Use normal grammar and punctuation.
Examples	Keep upright - needs air-ride suspension.
Use	Record once only for an object.
Info. Group	Object exit information

Special conditions of loan

Definition	A statement of conditions on the loan of an object from an organization in addition to those normally laid down.
Instructions	Use normal grammar and punctuation.
Examples	Collection must always have an attendant in the same room.
Use	Record once only for a Loan out reference number.
Info. Group	Loan out information

Special requirements

Definition	Requirements that may be unique or special to a particular object.
Instructions	Use normal grammar and punctuation.
Examples	Cannot be fumigated - sacred object.
Use	Record once only for an object.
Info. Group	Object requirement information

Status

Definition	The stage in the procedure which an individual object has reached.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	planned; authorised; agreed; closed; cancelled; refused; requested; to be reviewed; conservation; requested; photography requested
Use	Use in association with Information group headings to record the status of a procedure, e.g. (Loan out) Status. Record once only for each procedure. Previous statuses may be retained, but should be associated with the appropriate Status date in order to identify the current status.
Info. Group	Common procedural units

Status date

Definition	The date on which the status of a procedure was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Use in association with Information group headings to record the date of the status of a procedure, e.g. (Loan out) Status date. Record once only for Status.
Info. Group	Common procedural units

Status review date

Definition	The date on which the status of a procedure will next be reviewed.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give four digits for the year.
Examples	8/10/1993
Use	Use in association with Information group headings to record the date of the status of a procedure, e.g. (Loan out) Status review date. Record once only for Status.
Info. Group	Common procedural units

Storage requirements

Definition	Specific recommendations for the storage of an object in addition to the measures which would normally be taken for that type of object.
Instructions	Use normal grammar and punctuation.
Examples	Keep at lower than usual relative humidity.
Use	Record once only for an object.
Info. Group	Object requirement information

Stratigraphic unit name

Definition	The stratigraphic unit from which a field collection was made.
Instructions	Use a single term. Maintain a list of standard terms, based on a recognised terminology source.
Examples	lower Jurassic; bathonian; Devonian
Use	May only be recorded more than once for an object or group of objects if it is associated with a different Stratigraphic unit type.
Info. Group	Object collection information

Stratigraphic unit note

Definition	Additional information about a Stratigraphic unit name.
Instructions	Use normal grammar and punctuation.
Examples	Formerly an estuarine series.
Use	Record once only for a Stratigraphic unit name.
Info. Group	Object collection information

Stratigraphic unit type

Definition	The nature of the Stratigraphic unit name from which a field collection was made.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	biostratigraphic; lithostratigraphic; chronostratigraphic; era; stage; system formation; bed; zone; host rock type; age
Use	As many times as required for a Stratigraphic unit name.
Info. Group	Object collection information

Style

Definition	Styles or schools relating to an object.
Instructions	Use a single term, using punctuation only where it forms a part of the name and capitalization for proper names. Maintain a list of standard terms. Styles can be based on historical or geographical grounds, among others.
Examples	Fauve; Gothic; Maruyama School; Staffordshire; Romanesque
Use	As many times as required for an object.
Info. Group	Object description information

Technical assessment

Definition	Detailed assessment of the condition of an object and the required treatment.
Instructions	Use normal grammar and punctuation.
Examples	Badly infected with woodworm. Requires emergency treatment. See Report: GCM 0573
Use	Record once only for an object at any one time. Use previous Technical assessments to record changes in the condition of an object.
Info. Group	Object condition and technical assessment information

Technical assessment date

Definition	The date on which a Technical assessment of an object was recorded.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Technical assessment.
Info. Group	Object condition and technical assessment information

Technical attribute

Definition	The name of a technical attribute possessed by an object which can be described and quantified.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	magnetic tape type; record speed
Use	As many times as required for an object.
Info. Group	Object description information

Technical attribute measurement

Definition	The measurement of a named Technical attribute.
Instructions	Use a number or term, using punctuation and capitalization only where integral. Maintain a standard set of terms.
Examples	metal; 78
Use	Record once only for a Technical attribute.
Info. Group	Object description information

Technical attribute measurement unit

Definition	The unit of measurement used when measuring a Technical attribute.
Instructions	Use a single term, without punctuation or capitalization, or use a standard abbreviation. Maintain a list of standard terms. The organization should decide which are the standard units for different attributes and types of object.
Examples	rpm
Use	Record once only for a Technical attribute measurement if required.
Info. Group	Object description information

Technique

Definition	Processes, methods, techniques or tools used to fabricate or decorate an object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	carved; painted; etched; pencil
Use	As many times as required for an object.
Info. Group	Object production information

Technique type

Definition	A term describing the nature of the Technique.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	decoration; woodwork
Use	As many times as required for a Technique.
Info. Group	Object production information

Title

Definition	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.
Instructions	Always record the Title with punctuation and capitalization exactly as given. If an object is titled 'Untitled' record this as the title. Model names and numbers can be regarded as titles. Record the capitalization as used by the artist or manufacturer.
Examples	Silver Shadow; Barbie; Virgin and child
Use	The same Title can be assigned to one or more objects. An object can have more than one Title. A Title can be used for a named collection where the Record type indicates that the record is describing a collection.
Info. Group	Object identification information

Title translation

Definition	A translation into the organization's first language of a title as recorded.
Instructions	Use equivalent grammar and punctuation to that in the original language.
Examples	The robbers
Use	As many times as required for a Title. Use Title to record named collections of objects.
Info. Group	Object identification information

Title type

Definition	The nature of the Title recorded.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	assigned by artist; series; generic; collection; popular; trade
Use	As many times as required for a Title.
Info. Group	Object identification information

TMS 2003 conversion data source (custom field)

Definition	The identity of the primary data source used to justify including the object in the 2003 migration to TMS.
Instructions	Deprecated field, included for historical documentation only. A short 2- or 5-character code was used, fully capitalized.
Examples	see full list here
Use	This term was recorded once only for an object.
Info. Group	Object history and association information

Transfer of title number

Definition	A unique identifying number for a transfer of title or acquisition event. It should serve as the reference to written documentation of a transfer of title or acquisition process. The number may be assigned to a transfer of title form.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	T1993.123
Use	The same Transfer of title number can be used for one or more objects acquired together, but an object can only have one Transfer of title number.
Info. Group	Acquisition information

Treatment date

Definition	The date on which conservation treatment is completed.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Record all four digits for the year.
Examples	8/10/1990; 06/1972; 1899
Use	Record once only for a Treatment report.
Info. Group	Conservation and treatment information

Treatment report

Definition	Detailed description of the conservation treatment undergone by an object.
Instructions	Use normal grammar and punctuation.
Examples	X-rayed. Treated with a solution of tannic acid, distilled water and ethanol. For a full details see Report no: RLS - 1244
Use	Record once only for a single Conservation reference number.
Info. Group	Conservation and treatment information

Unit of information added

Definition	The name of the unit of information added to the record or updated.
Instructions	Use the name the unit of information as in SPECTRUM.
Examples	Title; Brief description; Comments
Use	Record each time a Unit of information is added to the record or updated. Associate with a Recorder, Recording date, Information source and Information source date. Systems will implement the recording of this information in different ways.
Info. Group	Amendment history

Unit of information scheme

Definition	Information recording the classification system, thesaurus or termlist from which a recorded term is taken.
Instructions	Use a single term, using punctuation only where it forms a part of the name and capitalization for proper names. Maintain a list of standard terms. Use only where there are not specific associated system units e.g. for Object name use Object name system to record the termlist or class system used.
Examples	in house termlist
Use	The unit should be associated with units of information where termlists or classification systems are required, such as Material, Content activity.
Info. Group	Amendment history

Usage

Definition	A single term describing the use of a particular kind of object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	magic; religious
Use	As many times as required for an object.
Info. Group	Object history and association information

Usage note

Definition	The use of a kind of object by the original or subsequent owners.
Instructions	Use normal grammar and punctuation. Describe the functional or decorative use of an object at different stages in its history. Indicate whether the use was widespread and traditional or specific to an individual or organization. For the use of specific objects, use Object history note.
Examples	Used in the Japanese tea ceremony. Used for filling paper bags with pharmaceutical pills.
Use	Record once only for an object or group of objects.
Info. Group	Object history and association information

Valuation reference number

Definition	A unique identifying number for the valuation of an object or group of objects. It should serve as the reference to written documentation of a valuation.
Instructions	May include: a prefix to distinguish it from other reference numbers; the year; and a running number.
Examples	V1993.123
Use	The same Valuation reference number can be used for one or more objects valued together.
Info. Group	Valuation information

Valuer

Definition	The Person or Organization responsible for valuing an object on behalf of the organization.
Instructions	It will be necessary to use several units of information, including, for example, a surname, a forename and an address. The descriptions for these information units are gathered together under the Person and Organization headings as appropriate.
Examples	See under Person or Organization as appropriate.
Use	Record once only for a Valuation reference number.
Info. Group	Valuation information

Venue

Definition	The Organization responsible for the venue where an exhibition is to be held.
Instructions	It will be necessary to use several units of information, including, for example, a name and an address. The descriptions for these information units are gathered together under the Organization heading.
Examples	See under Organization.
Use	More than one Venue can be recorded for an object if an exhibition is touring.
Info. Group	Use of collections information

Viewer’s contribution note

Definition	Any observations or comments on a viewer’s contributions which the organization wishes to record, e.g. the way in which the information was obtained or any discrepancies noted.
Instructions	Use normal grammar and punctuation.
Examples	Viewer attended the ‘Coming to America’ event.
Use	Record once only for a viewer’s contribution.
Info. Group	Object viewer’s contribution information

Viewer’s personal experience

Definition	A description of how and why a particular object or type of object is of particular importance to a viewer.
Instructions	Use normal grammar and punctuation. May include: • Reasons why the object is particularly relevant to their life; • Reminiscence of an event, situation or other memory prompted by the object. If the experience is a reflection on, or conjecture regarding the significance of an object, a description of feelings about, or personal relevance of an object, then record in Viewer’s personal response.
Examples	Exactly like the object my grandfather used to own when I was a boy in the old country.
Use	Record once only for a viewer’s contribution.
Info. Group	Object viewer’s contribution information

Viewer’s personal response

Definition	A description of the way in which a viewer responded intuitively to the object.
Instructions	Use normal grammar and punctuation. May include: • Their feelings about an object beyond their personal experience of it; • Why they ‘connected’ with an object, or regarded it as personally special; • The broader cultural meaning which the viewer attached to an object; • Aspects of an object which they felt were of particular artistic, historical or cultural significance; • Their response to it from the point of view of a different cultural standpoint or conjecture as to what the object might have meant to another individual connected with the object, such as the creator, user or owner.
Examples	An important example of African art.
Use	Record once only for a viewer’s contribution.
Info. Group	Object viewer’s contribution information

Viewer’s reference

Definition	Documentation of any additional reference to the object provided by a viewer e.g. an event, object, document, person or organization.
Instructions	Use normal grammar and punctuation.
Examples	Used while working for a mining company.
Use	Record as many times as required for a viewer’s contribution. If verified, this may be recorded by staff more fully.
Info. Group	Object viewer’s contribution information

Viewer’s role

Definition	The role of a viewer in relation to the object.
Instructions	Use a single term, without punctuation or capitalization. Maintain a list of standard terms.
Examples	user; researcher; visitor
Use	As many times as required for a viewer’s contribution.
Info. Group	Object viewer’s contribution information

Venue authorization date

Definition	The date on which the Venue authorizer gives final approval for a Venue to take a loan out.
Instructions	Always record the day, month and year in the same order. Always use the same character to separate each component. Be as specific as possible and indicate if the date is not known. Always give all four digits for the year.
Examples	8/10/1993
Use	Record once only for a Venue.
Info. Group	Use of collections information

Venue authorizer

Definition	The name of a member of staff at a lending organization giving final approval for a Venue to take a loan out.
Instructions	It will be necessary to use several units of information, including, for example, a surname and a forename. The descriptions for these information units are gathered together under the Person heading. The organization may have standard forms of names for use.
Examples	See under Person.
Use	Record once only for a Venue.
Info. Group	Use of collections information