Field Name

Description

Accession No

Use this field to record the accession number for the item. The accession number refers to the collection of items received from the same source at the same time. If the accession record has been created, the Source field will fill automatically with the name of the source. 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. This field links to the Accession catalog.

Accruals

Archive: Detail any possible changes in the extent of the materials or item. Indicate if future accruals, additional transfers, or deposits are expected. Where appropriate, give an estimate of their quantity and frequency. This field applies to the cataloging of corporate records.

Acquisition Value

Use this field to enter the value of the item at acquisition. This may be the price you paid for the item or an appraised value.

Additional Sites

Archive: This memo field lists additional site names associated with this record.

Administrative Biographical History

Archive: Provide a history of the corporation, or a biography of the creator of the archival material. This will help place the material in context. Record any significant information on the origin, progress, development, and work of the corporation or on the life and work of the creator of the material.

Album Title

Music: Record the title of the music album.

Appraisal Destruction & Scheduling Information

Archive: Enter information on any appraisal, destruction, or scheduling action taken. Where appropriate, record the authority by which the action has been taken. Example: "This item is to be kept permanently in the PastPerfect Museum Archives. The item shall be appraised every fifty years for relevance to the collection."

Archival History

Archive: Record the successive transfers of ownership and/or custody of the unit of description, along with the dates thereof, insofar as they can be ascertained. If the custodial history is unknown, record that information.

Archivist's Name

Archive: An archivist arranges, describes, and preserves historical documents and makes them available for research. Record the name of the person responsible for performing archival tasks for the unit of description. This field is controlled by an authority file.

Archivist's Notes

Archive: This field may be used by the archivist to explain how the archival description was prepared.

Area / Region

Map: Area / Region is used to enter the name of the area or region covered by the map being cataloged.

Associated Materials in other Repositories

Archive: If there is any material in another repository that has a relationship by provenance to the material, provide information about the associated items and their repository. Example: "See Catalog #85.1.2 - Cheney Museum of History. Unpublished Manuscript by Ernestine McMillan Hilton entitled, 'Fundraising for Education'. 1958."

Azimuth

Azimuth records the horizontal direction of an object from a fixed point expressed as an angle.

Catalog Date

The date the item was cataloged into your collection.

Cataloged By

Enter the name of the person who cataloged the item. This field is controlled by an authority file.

Classification

This field is designed to contain classifications organized in a hierarchical system. It is recommended that you arrange your classifications from the general to the specific as in: Agriculture | Livestock | Cattle. This field is controlled by an authority file.

Collection

Collection is a body of material formed by or around a person, family, group, corporate body, or subject from a common source. You may wish to subsume several small collections under a general name such as, "Archaeology Collection." However, for research purposes, it is recommended that collection name be derived from the name of the creator or source of the material. For example, "Carter Family Collection." This field is controlled by an authority file.

Condition

This field is used to describe the condition of an item. This field is controlled by an authority file.

Condition Date

Condition Date records the date upon which an item was examined and assigned a Condition.

Conditions Governing Access

Archive: Identify any conditions that restrict or effect access to the unit of description. Indicate the extent of the period of restriction and the date at which the material will open. Example: "Family correspondence closed until 2010."

Conditions Governing Reproduction Copyright

Archive: Identify any restrictions on the use or reproduction of the material. If the conditions governing the use, reproduction, or publication of the material are unknown, or if there are no conditions, no statement is necessary.

Creator Added Entry

Archive: Use this field to record additional information about the Creator or Other Creators.

Credit Line

A credit line may be entered on the Accession or Incoming Loan record and will display on every catalog record in the accession/loan. 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." Note - This field can only be edited on the catalog screen if the catalog record is not linked to an accession or incoming loan. If the catalog record is

associated with an accession or incoming loan, changes to this field must be made on the parent accession or incoming loan record.

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.

Date

Record the date when the item was created, if known. This date field may contain any combination of numbers and characters. This field can accommodate exact dates such as "12/12/2004" as well as approximate dates such as "Circa 1945" or "50,000,000 BP +- 1000."

Dates of Accumulation

Archive: The period over which the material has been accumulated by a collector or creator. For example, the personal papers (including an autograph album) of Ernestine McMillan were accumulated into a collection from 1995 to 1998.

Dates of Creation

Archive: The actual date or range of dates at which the archival material was created.

Dates of Descriptions

Archive: Use this field to indicate when this description was prepared and/or revised.

Default View

Default view provides the specialized set of fields needed for cataloging a particular type of archive. You may select a default screen view for each record, so that whenever the record is called up, the desired screen view is displayed.

Description

Use this field to record subject matter and the form of the item to enable users to judge its potential relevance. Give a brief summary of the subject content. This is an unlimited field so the entry may be as long as you like.

Display Value

This field allows you to assign a Display Value to each object. Some objects may be poor candidates for exhibit due to fragile condition or because they are culturally sensitive items or may be offensive to some museum patrons. Objects may be unsuitable for exhibit because they are inappropriate for the museum's mission or time period. This field is controlled by an authority file.

Disposition

Archive: Enter the type of disposition planned for this item.

Disposition Date

Archive: Enter the date on which the disposition is to take place.

East Longitude

Map: Use this field to record the east longitude or angular distance on the earth's surface east from the prime meridian, expressed in degrees, minutes and seconds. East longitude describes the eastern boundary of the map.

Edition

Map: An edition is the total number of copies of a book or other publication printed from one set of type. Use this field to enter the edition of which the cataloged item was a part. A revised edition is a new edition in which text of the original work has been changed or new material has been added.

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.

Event

Archive: Event refers to a named occasion associated with artifacts, archival materials or photographs. For example, a collection may include photos, printed materials, and hats from a political convention. These items could be linked by recording the name of the event in the Event field, e.g., "Democratic National Convention 1956." This field is controlled by an authority file.

Existence and Location of Copies

Archive: If the item is in another format, record the formats together with any significant Object ID numbers and the location where they may be found. Example: "Photocopies available for researchers."

Existence and Location of Originals

Archive: If the item is a reproduction and another repository holds the originals, record the name of the other repository. Also give any identifying numbers and other information that may help in locating the original material. If the originals no longer exist, give that information.

Extent and Medium of the Unit of Description

Archive: Use this field to identify and record the physical extent (quantity, bulk, or size) and the type of material being described. For example, an autograph album could read, "1 book - Folded leather cover with 32 leaves."

Finding Aids

Archive: Give information about any finding aids that the repository may have that provide information relating to the item. If appropriate, include information on where to obtain a copy. For example, "See - Guide to Historical Document Holdings in Spokane County. 1999."

Flag Date

Date that the record was flagged.

Flag Datails

Detailed notes for flagging a record.

Flag Reason

Reason a record was flagged. This field is controlled by an authority file.

General Appraisal Notes

Use this field to record any additional information about the item that may have affected the appraisal.

General Condition Notes

Use the Condition Notes field to describe details about the item's condition. You may keep a history of the condition of an item by dating your entries. Note any changes when you are performing routine maintenance, or as damage occurs.

Genre

Music: Genre refers to a category of music composition marked by a distinctive style, form, or content. This field is controlled by an authority file.

Group

Music: Enter the name of the group or ensemble responsible for creating the music.

Home Location/Building

Record the building in which the item is normally stored. This field is controlled by an authority file.

Home/Cabinet

Record the cabinet in which the item is normally stored. This field is controlled by an authority file.

Home/Container

Record the container in which the item is normally stored. This field is controlled by an authority file.

Home/Drawer

Record the drawer in which the item is normally stored. This field is controlled by an authority file.

Home/Room

Record the room in which the item is normally stored. This field is controlled by an authority file.

Home/Shelf

Record the shelf on which the item is normally stored. This field is controlled by an authority file.

Home/Wall

Record the wall on which the item is normally stored. This field is controlled by an authority file.

Home/Other

Record any other home location space. This field is controlled by an authority file.

Insets

Map: An inset is a small map or illustration set within a larger map. It is used to detail maps that appear on the map. For example, a map of the state of Maryland may have an inset of the city of Baltimore.

Instrument

Music: Enter the instrument or instruments played by the primary artist. This field is controlled by an authority file.

Insurance Company

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

Insurance Phone

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

Insurance Policy Expiration Date

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

Insurance Policy No

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

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 item.

Insured Value

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

Interview Date

Oral History: Enter the date on which the interview was conducted.

Interview Length

Oral History: Enter the length of the interview in hours and minutes in HH:MM:SS format.

Interview Place

Oral History: Enter the place where the oral history interview was conducted.

Interviewer

Oral History: Select the name of the person who conducted the oral history interview. This field is controlled by an authority file.

Language (Archive)

Archive: Record the predominant language of the materials comprising the item. This field is controlled by an authority file.

Language (Map)

Map: Record the predominant language of the map being cataloged. This field is controlled by an authority file.

Last Inventoried

Enter the last date that the item was located during an inventory.

Last Inventoried by

Enter the name of the person who inventoried the item. This field is controlled by an authority file.

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.

Latitude

Record the latitude location of this item. Enter the latitude degrees as a number from 0 to 90.

Latitude North/South

Indicate N (North Latitude) or S (South Latitude).

Legal Status

Use this unlimited notes field to provide information on the legal status of the unit of description. Describe any specific legal restrictions placed upon the item.

Loan No

This field records the unique incoming loan number for the loaned item. This number replaces the accession number on the catalog record screen.

Longitude

Record the longitude location of this item. Enter the longitude degrees as a number from 0 to 180.

Longitude East/West

Indicate E (East Longitude) or W (West Longitude).

Maintenance Interval

This field allows you to enter the maintenance interval for the artifact. It is controlled by a drop-down list. Maintenance Cycle may be Daily, Weekly, Monthly, Quarterly, Every Six Months, Yearly, Every Two Years, Every Five Years, or Never.

Maintenance Notes

The Maintenance Notes field allows you to keep an unlimited detailed record of maintenance and cleaning applied to an item. Be sure to date your entries so that a maintenance history is created.

Maintenance Start Date

Enter the starting date for the maintenance cycle.

Maximum Value

The maximum current value of the item. For insurance purposes or other reasons you may want to update the value of items to reflect current values. The best way to update values is by adding a new appraisal report.

Minimum Value

The minimum current value of the item. For insurance purposes or other reasons you may want to update the value of items to reflect current values. The best way to update values is by adding a new appraisal report.

Media Quantity

Oral History: Indicate how many videotapes, cassettes, reels, or other media are part of the oral history being described.

Medium

Map: The medium field is used to list all media from which a map is made. Record multiple entries in descending order of percentage. This field is controlled by an authority file.

Multilevel Linking Level of Description

The position of the item in the hierarchy of the fonds or collection. This may be Fonds/Collection, Series, Folder, or Item. This field is controlled by an authority file.

Name of Creator

Archive: Select the name of the organization or the individual responsible for the creation of the material. This field is linked to records marked as Creators within the People section of the program.

Narrator

Oral History: A narrator is a person being interviewed. This field is controlled by an authority file.

No of Sheets

Map: This field is used to record the number of sheets that comprise the map being cataloged.

Nomenclature 2 Legacy Category

This field may contain legacy data from Nomenclature 2.0 used in previous versions of PastPerfect. In the Revised Nomenclature for Museum Cataloging, categories are the highest or most general level of the hierarchical naming system. This field is for reference only and is not editable.

Nomenclature 2 Legacy Subcategory

This field may contain legacy data from Nomenclature 2.0 used in previous versions of PastPerfect. Subcategory is the second level of the hierarchical naming system described in the Revised Nomenclature for Museum Cataloging. This field is for reference only and is not editable.

North Latitude

Map: Use this field to record the north latitude or angular distance north of the earth's equator measured in degrees along a meridian. North latitude describes the northern boundary of the map.

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.

Notes on Related Items

Additional information about how other items are related to this unit of description.

Object ID

This is the unique number assigned to an item by your museum. It may be any combination of characters and/or numbers.

Object Name

PastPerfect allows multiple object names. The three object name fields are controlled by the lexicon which is your approved list of object names based on Nomenclature 4.0 for Museum Cataloging.

Object Name 2

PastPerfect allows multiple object names. The three object name fields are controlled by the lexicon which is your approved list of object names based on Nomenclature 4.0 for Museum Cataloging.

Object Name 3

PastPerfect allows multiple object names. The three object name fields are controlled by the lexicon which is your approved list of object names based on Nomenclature 4.0 for Museum Cataloging.

Old No

If the item has been assigned a new Object ID, enter the old Object ID in this field.

Other Artists & Instruments

Music: Record the name or names of other artists and the instruments they play.

Other Creators

Archive: Record the name or names of other organizations, individuals, agencies, or entities responsible for the creation, accumulation and maintenance of the records in the unit of description. This field is controlled by a drop-down list of records marked as Creators within the People section of the program.

Other Name

For artifacts and objects collected from non-English speaking cultures, there is probably a common native name. This field may be used to record this name. For example, for an object of Hawaiian origin such as a fishhook you may enter the English Object Name, "Fishhook", and the Native Name, "Makau." This field may also be used to record a common alternate name for any item. For example, for the Object Name "Violin," you may wish to record "Fiddle" in the Other Name field.

Other Names

PastPerfect allows multiple object names. Three object name fields are controlled by the lexicon. If a particular object requires more than three names enter the extra names in this field.

Other No

Other Number 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.

Parent Record Object ID

Part of Multilevel Linking, this field records the Object ID of the item that is the parent of the current Object. This field is controlled by a drop-down list of the Object IDs in your program.

Parent Record Level

Part of Multilevel Linking, this field records the level of the parent record. It will automatically fill in with the Multilevel Linking Level of Description.

Parent Record Object Name

Part of Multilevel Linking, this field records the object name of the parent record. It will automatically fill in with the Object Name of the parent record.

People

The People field appears in all four catalogs. This field is used to identify people who are associated with a catalog record. This field is controlled by an authority file.

Physical Characteristics & Technical Requirements

Archive: Indicate any important physical details and any physical conditions of the material that limits its use.

Primary Artist

Music: Record the main artist. This field is linked to records marked as Creators within the People section of the program.

Prime Meridian

Map: Use the Prime Meridian field to record the prime meridian for the map being cataloged. Prime meridian is the zero meridian used as a reference line from which longitude east and west is measured. It passes through Greenwich, England. The prime meridian at Greenwich is accepted as such by international convention (1884). Many maps produced in non-English speaking nations may have numbering systems based on other meridians such as the meridian of Ferro Island or the Paris meridian.

Projection

Map: Use the Projection field to name the type of projection used in the map being cataloged. It is impossible to transfer information from a sphere to a flat surface without distortion. On maps which include enough of the earth's surface for the curvature to be significant, the properties of distance, angular measurement, area, and shape must in some way be distorted. Projections have been devised to preserve a specific property or combination of properties. An example of a projection is "Mercator Projection."

Provenance

This unlimited memo field is used to give a detailed history of the past ownership of an item. Give information, including dates, on successive transfers of ownership and custody of the item. Ideally, the Provenance field will list the history of the item from its creation, through subsequent owners, to its final transfer to your institution.

Public Access

Place a check mark in this box if you want to include this record on your public site. Sharing records requires the Public Access add-on.

Publish Date

Map: The year in which the material was published.

Published Place

Map: The location where the material was published. Include city, state, and country. This field is controlled by an authority file.

Publisher

Map: The name of the publisher of the material. This field is controlled by an authority file.

Received As

This field allows you to select how you received an item. This field is controlled by an authority file. Note - This field can only be edited on the catalog screen if the catalog record is not linked to an accession or incoming loan. If the catalog record is associated with an accession or incoming loan, changes must be made on the accession or incoming loan record.

Received Date

The date on which the item was received. Sometimes the exact date is not known. Note - This field can only be edited on the catalog screen if the catalog record is not linked to an accession or incoming loan. If the catalog record is associated with an accession or incoming loan, changes must be made on the parent accession or incoming loan record.

Recording Label

Music: Use this field to enter the name of a recording company.

Recording Media (Music)

Music: Enter the type of media upon which the original recording was made. This field is controlled by an authority file.

Recording Media (Oral History)

Oral History: Enter the type of media upon which the original recording was made. This field is controlled by an authority file.

Reference Code

Archive: Reference Code is used to identify the unit of description and to provide a link to the description that represents it. Record the country code in accordance with the latest version of ISO 3166, followed by a local repository specific reference code, control number, or other unique identifier. All three elements must be present for the purposes of information exchange at the international level. For example, "US MnHi P2141" is the reference code for item P2141 at the Minnesota Historical Society, in the United States.

Related Publications

Use this field to record a citation to, and/or information about, any publication that is based on the use, study, or analysis of the unit of description.

Related Units of Description in this Repository

Archive: Use this field to identify related units of description in the same repository. If the item consists of material that has a direct and significant connection to another item in your repository, indicate the relationship. For example, "See 1999.1.1 - Photograph of Ernestine McMillan Hilton."

Release Form Signed

Oral History: Enter the date upon which the narrator or interview subject signed the donor release form for the oral history interview.

Restrictions

Oral History: Enter any restrictions that may apply to the use of the oral history interview tapes, transcripts, or other facsimiles of the oral history interview.

Rules or Conventions

Archive: Use this field to identify the protocols on which the description is based. Record the international and/or local rules or conventions followed in preparing the archival description. For example,"Description based on 'Archives, Personal Papers, and Manuscripts', Society of American Archivists, 1989."

Scale

Map: Scale refers to the proportion used in determining the dim ensional relationship between map distance and ground distance. For example, if one inch on the map represents 50,000 inches on the ground, the scale can be expressed as 1 to 50,000, or 1:50,000. This is called the representative fraction. Use the Scale field to record the scale of the map.

Search Terms

Search Terms may be used to record any terms, words, or names that will be helpful in researching the catalog database. This field is controlled by an authority file.

Series

Map: A series is a number of separate works issued successively and related to each other in subject, form, authorship, or publication. Record the series to which the map belongs.

Site

Archive: Select the name of the site associated with this archival item. This field is controlled by a drop-down list.

Size

Map: Use this field to record the size of the map being cataloged, e.g., 24" x 36".

Source

The name of the original donor or source of the item. This can be the name of the individual donor, organization or other entity from which the accession was received. Protocol for entering names is last name, first name, and middle initial. Note - This field can only be edited on the catalog screen if the catalog record is not linked to an accession or incoming loan. If the catalog record is associated with an accession or incoming loan, changes to this field must be made on the parent accession or incoming loan record.

South Latitude

Map: Use this field to record the south latitude or angular distance south of the earth's equator measured in degrees along a meridian. South latitude describes the southern boundary of the map.

Status

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

Status Date

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

Status by

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

Subjects

This field may be used to record the general subject matter of an archival record. The Subject field is controlled by a pre-populated authority file based on the Library of Congress Thesaurus for Graphical Materials (TGM).

System of Arrangement

Archive: Enter information in this field about the arrangement of the material. Specify the order of the material and, if appropriate, how these have been altered by the archivist.

Temp Location Authorized By

Enter the name of the person responsible for authorizing the movement of an item from its home location to a temporary location. This field is controlled by an authority file.

Temp Location From

Temporary Location From date is used to record the data upon which an item was moved to a temporary location.

Temp Location Moved By

Enter the name of the person who moved the item to the temporary location. This field is controlled by an authority file.

Temp Location Notes

This field is used to record any additional information about the temporary location.

Temp Location Reason

This field is used to record the reason for moving an item to a temporary location.

Temp Location Until

Temporary Location Until date is used to record the date upon which an item is expected to return from temporary location to its home location.

Temp Location/Building

Record the temporary building location in which the item is stored. This field is controlled by an authority file.

Temp/Cabinet

Record the temporary cabinet in which the item is stored. This field is controlled by an authority file.

Temp/Container

Record the temporary container in which the item is stored. This field is controlled by an authority file.

Temp/Drawer

Record the temporary drawer in which the item is stored. This field is controlled by an authority file.

Temp/Room

Record the temporary room in which the item is stored. This field is controlled by an authority file.

Temp/Shelf

Record the temporary shelf on which the item is stored. This field is controlled by an authority file.

Temp/Wall

Record the temporary wall on which the item is stored. This field is controlled by an authority file.

Temp/Other

Record any other temporary location space. This field is controlled by an authority file.

Title

A word, phrase, character, or group of characters that names an object, photograph, work of art, book, or archival item. When the material bears a formal title, transcribe it exactly as to wording, order, and spelling. When generating your own title, use a phrase that reflects function, activity, subject, location, or theme.

Transcript Date

Oral History: Enter the date that the oral history tape was transcribed from the tape to written form.

Transcript Location

Oral History: Enter the location where the transcript of the oral history is stored.

Transcript Reviewed

Oral History: Enter the date upon which the oral history transcript was reviewed and approved by the narrator/subject.

Transcriptionist

Oral History: Enter the name of person responsible for transcribing the oral history from the tape to written form. This field is controlled by an authority file.

Valuation Date

The date when the current value was determined for the item. For insurance purposes you may want to update the value of items to reflect current values. If you enter a new current value, you should also enter the date of valuation here.

Web Rights

This field is used to identify copyright for records shared online with Public Access. This field should be filled with the appropriate statement based on http://rightsstatements.org definitions. Be sure to select the Web Rights field to display online under Select Fields for Public View of the Public Site Settings.

West Longitude

Map: Use this field to record the west longitude or angular distance on the earth's surface west from the prime meridian, expressed in degrees, minutes and seconds. West longitude describes the western boundary of the map.

Year Range from

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. This field should be populated with a four-digit year.

Year Range to

The second field in the Year Range is used to record the last possible year in which the item was made, created, generated or manufactured. This field should be populated with a four-digit year.