Field Name

Description

Accession No

Use this field to record the accession number for the item or group of items. The accession number refers to the collection of items received from the same source at the same time. Typically, accession numbers are composed of the year the accession was received and a sequential number denoting the order in which the accessions were received in that year. For example, 2009.1 indicates the first object or group of objects received in 2009.

Accessioned By

Select the name of your organization's registrar or data entry person. This field is controlled by an authority file.

Accessioned Date

Enter the date on which the accession was created.

Additional Carriers

Enter the names of other companies or entities that will be involved in the transportation of the shipment.

Address

This field contains the donor's full address, including street lines, city, state, zip and country.

Arrive Date

The Arrive Date field is used to record the date upon which the items reached their destination.

Crate List

The Crate List is used to list the number and description of crates in the shipment.

Crate Types

The Crate Types field is used to enter the type of crate used. For example: Wood, Plastic, Metal, or Cardboard.

Credit Line

The credit line may express a memorial to a donor or relative of a donor, e.g., "Given in memory of Esther Crutch." The credit line often appears on exhibit labels, for example, "Gift of Mr. and Mrs. Edwin Hopewell."

Dataset

The Dataset field is a way to indicate which records are part of certain groups. It is a remnant field from older versions of the software. This field is controlled by an authority file.

Description of Items

Enter a brief description of the items in this unlimited notes field. For example, you may describe a group of items as: 20 black and white photographs 2 books 1 rhinestone bracelet 6 letters from Helen Johnston to her husband, General Albert Johnston. Since each item will later be cataloged individually, a detailed description is not necessary.

Display Restricted Flag on Associated Catalog Records

Check this box to display a Restricted Flag on all associated catalog records.

Entered

The date and time the record was added is automatically entered in this field.

Entered by

The name of the person who added the record is automatically entered.

Form of Transportation

Use this field to describe the form of transportation for the items. For example, "truck."

Handlers

List the person or people responsible for handling the materials during shipping.

In Memory Of

The "In Memory of" field is used to list any special memorial associated with the gift or donation.

Loan No

Loan No is the unique number assigned to an incoming loan. If a loan turns into an accession, this field retains the original incoming loan number.

Instructions

This is an unlimited notes field where you can enter instructions regarding the items.

Insurance Company

Insurance Company is used to record the name of the insurance company which insures the items.

Insurance Phone No

Insurance Phone is used to record the phone number of the insurance company that insures the items.

Insurance Policy Expiration Date

Use this field to record the date upon which the policy will expire.

Insurance Policy No

Insurance Policy No is used to record the insurance policy number covering the items.

Insurance Premium

Insurance Premium is used to record the dollar amount of the insurance policy.

Insurance Representative

Insurance Representative is used to record the name of the insurance agent responsible for the policy insuring the items.

Insured by

Select the radio button to indicate whether the incoming loan items are insured by the borrower or the lender.

Insured Value

Insured Value is used to record the amount of insurance coverage on the items.

Last Modified

The last date and time the record was changed is automatically entered in this field.

Last Modified by

The name of the last person to edit the record is automatically entered in this field.

Notes

The Notes field may be used to record any additional information. There is no limit to the number of lines or the type of information recorded in this field.

No of Crates

Enter the number of crates in the shipment.

Other No

Other Number may be used to record any number which may have been assigned to the accession record.

Price or Value

The current value determined for the item or group of items in the accession.

Primary Carrier

Enter the name of the company or entity that is primarily responsible for the transportation of the shipment.

Primary Contact

If the source of a donation/loan is a company, government agency or other entity, use the Contact field to record the name of the individual to contact regarding the accession.

Purpose

Give a short description of the purpose of the accession.

Receipt No

This is a unique number assigned to any object or group of objects when they are held in temporary custody before being assigned an accession number. After the items have been accessioned, this field retains the original receipt number.

Received As

This field allows you to select the type of accession you have received. This field is controlled by an authority file.

Received By

Enter the name of the officer of the museum who approved the receipt of the accession. This is usually the director, a curator, or head of the collections committee. This field is controlled by an authority file.

Received Date

The date on which the accession was received. Sometimes the exact date is unknown.

Restrictions

Record information about any restrictions imposed on access to the materials in this accession. Make a note specifying the details of the restriction, including the date when such restrictions will be lifted. Additional information should be recorded regarding jurisdiction, i.e., the person, institution, or entity through which the terms governing access are imposed, enforced, or appealed.

Ship Date

The Ship Date field is used to record the date upon which the items were shipped.

Shipped from

Enter the name of the person/institution from which the items were shipped.

Shipped to

Enter the name of the person/institution to which the items were shipped.

Shipping Notes

Use the Shipping Notes field to record additional information about the shipping that may be relevant that has not been covered in the other fields.

Source

The name of the original donor, lender, or source of the item(s). This can be the name of the individual donor, organization or other entity from which the items were received.

Status

The Status field is designed to provide flags to alert the user to special information about the record. This field is controlled by an authority file.

Status by

The name of the person who assigned a value to the Status field is automatically recorded in this field.

Status date

The last date and time an item was assigned a Status value. This field is populated automatically.

Tracking No

Tracking No can be used to record the tracking number for the shipment.

Transportation cost paid by

Select whether the transportation costs will be paid for by the borrower or lender.

When Acquired

Record information about the date on which the artifact was acquired by its original or current owner and any information the owner may have about the date of manufacture or creation of the artifact.

Where Acquired

Record information about the place of origin or manufacture of the artifact and any information the owner may have about where the item was acquired by the current or original owner.

Who Acquired

Record information about the original owner of the artifact and any subsequent owners known by the donor. This provenance information is important in the documentation of the item.