Objects Cataloging Tutorial

Now that you are aware of the basics for cataloging objects, let's explore the Objects Screen in depth. To begin cataloging a new record, click the Add button at the top of the screen. The Add New Catalog Record screen will appear. For this tutorial, please be sure you have Add a Single Record and Blank Data selected in the Add Options section. Please complete the following fields and click Add New Record.

1. Enter the Accession#: 1999.1
2. Enter the new Object ID#: 1999.1.17
3. Enter the Object Name: Candlestick

Notice that since the accession number "1999.1" was entered in the Add screen, the Source field is automatically filled from the linked Accession record.

Objects Catalog History Screen View

Complete the entry of information in the top section of the Objects catalog screen. Once you have selected the appropriate screen view, "History" in this case, enter information in the fields provided in all the pertinent subscreens.

Fixed Fields at the Top of the Screen

These fields are common for all object types and across all four catalogs.

Collection - This field may be used to record the collection to which this item belongs. Your organization may have developed collections based on similarities in the nature of the objects, collector, or an association with a person, place or event. If this item is not part of a defined collection, please leave the field blank.

Object ID - The unique number assigned to an object by the collecting organization. This is a required field.

Object Name - This is the lexicon-controlled item name. PastPerfect comes with the Lexicon system of categories, classifications, sub-classifications, terms and object names from the Nomenclature 3.0. PastPerfect Software has added a category for natural history and geological objects to its Lexicon. This is a required field.

Other Name - This field may be used for artifacts where there is a traditional or common name different from the standard object name. Examples of common alternate names are "Sneaker" for "Shoe, Tennis" and "Triptych" for "Altarpiece." You can also use the Other Name field to record the name in the language of the culture that produced or used the item. For instance an object of Hawaiian origin, such as a fishhook, may have an English Object Name "Fishhook" and an Other Name of "Makau."

Other# - This field may be used to record any number which may have been given to an item or artifact other than the number assigned by your museum. This is useful for archaeological artifacts which may have been given numbers by the original researcher and may still be needed for research purposes.

Old# - If the item has been assigned a new Object ID, enter the old identification number in this field.

Accession# - This field records the accession number, which refers to a transaction when the item(s) became part of your organization's permanent collection. If the Accession record has been created in the Accession catalog, you may click the file folder icon to view the Accession screen.

Source - The name of the original donor or source of the item. If there is an Accession record linked to the Object record, this information is pulled from the Accession screen.

NOTE: If the Object record was added without an accession number, you may link to an existing Accession record, or create the Accession record from the Object record. Click the file folder icon to the right of the Accession# field. You will be asked if you want to link to an existing Accession record, or create a new Accession record. The next screen will allow you to search the existing Accession records or create a new record.

Home Location - This field displays all of the home location fields from the Location subscreen combined. If you have data in Building, Room, Shelf, Wall, Drawer, Cabinet, and Container fields, it will be displayed in this field.

Date - The date records when the item was created, if known. This field may contain any combination of numbers and characters up to 50 characters. It accommodates exact dates such as "2004/12/12" as well as approximate dates such as "1945 ca," or "50,000,000 BP +- 1000." PastPerfect does not control the type of data entered in this field, so it cannot reliably be used for search purposes. However, you can set a standard format for this field, making searches more reliable. Please go to the Main Menu | Setup | System Parameters and check the YYYY/MM/DD format for the Catalog Record Date. This requires users to enter the year first, then the month, then the day. If you do not know the exact date, you can enter the year or year and month. Having "2004/ /" enables you to search the date field for all Objects created in 2004. The Year Range fields were designed to make searches by date fast and easy.

Determining the Catalog Record Date format should occur before you begin cataloging. Once you select a format, stick with it, so that you are either entering dates in the YYYY/MM/DD format OR in text format like "2004," "1945 ca" and "50,000,00 BP."

Year Range -The date range fields were designed to enable users to search for catalog records whose dates of creation fall between two recorded year dates. The first field in the Year Range is used to record the earliest possible year in which the item was made, created, generated or manufactured. The second field in the Year Range is used to record the latest possible year of creation. Both fields must be populated with four digit years.

Catalog Date - This is the date the item was cataloged. You can use the function key F8 to automatically fill in today's date.

Cataloged by - This is the name of the person entering the catalog record. You can use the Users authority file to fill this field. It is suggested that you enter the names in Last name, First name format for data consistency and easy sorting.

Status Date - Status date is used to record when the status was assigned.

Status by - This is the name of the person assigning the status to the item.

Status - This field provides a flag to alert users to special information about an item. You can use the Status authority file to fill this field. Status examples are: Missing, OK, Pending Repatriation, Restricted, and Unstable.

Image Management - The Image Management screen is located to the right of the common fields. If PastPerfect is equipped with the optional MultiMedia Upgrade, you can click the Image Management button to add images to the catalog record. Up to 999 digital images may be attached to each catalog record. MultiMedia is an optional upgrade that may be purchased at any time. See Chapter 26 - Multimedia for more information.