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.

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.

Author

Author refers to the original writer of a literary work. Use this field to record the primary author of the material. This field is controlled by an authority file.

Author Added Entry

If a book has a joint author or an important editor, illustrator, or translator, these names are entered in Author Added Entry field.

Azimuth

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

Call No

The call number is the number used in libraries to classify a book and indicate its location on the shelf. For new books, you will find the Library of Congress Cataloging-in-Publication or CIP information on the verso of the title page. The Library of Congress call number, subject information, author, title and physical description are provided in CIP. For older materials, you may need to generate that number or obtain the information from an online library service.

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.

Control No

The Control Number is a number commonly assigned to MARC records by vendors who provide MARC records to libraries.

Copy No

If you have more than one copy of a book, use the Copy Number field to indicate which copy is associated with the particular Object ID.

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

The year in which the material was published.

Default View

Default view provides the specialized set of fields needed for cataloging a particular type of item. 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

The Description field should include the title of the work and a condensed presentation of the substance of the book presenting its main points. For example, "Registration Methods for the Small Museum presents preferred registration techniques with systems and forms which can be easily understood and adapted to virtually any museum." There is no limit to the number of lines or the type of information recorded in this field.

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.

Edition

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

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.

Flag Date

Date that the record was flagged.

Flag Details

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.

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.

ISBN

ISBN or International Standard Book Number is a unique 13-digit number assigned to each book to facilitate identification. Even though the content may be identical a different ISBN number is assigned to the Hard Cover and Paperback versions of a book.

ISSN

International Standard Serial Number. A unique number that identifies the publisher and serial number of a journal, periodical, magazine or newspaper.

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.

LCCN

Library of Congress Number. The Library of Congress began to print catalog cards in 1898 and began to distribute them in 1901. The Library of Congress Card Number was the number used to identify and control catalog cards. With the development of the MARC format and the first distribution of machine-readable records for book materials in the late 1960s, the name of the LCCN was changed to Library of Congress Control Number.

Language

Record the predominant language of the book or library item. 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.

Mulitlevel 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.

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.

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 library item.

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 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 of the parent record.

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 Description

The Physical Description field is used in library cataloging to help identify a book by how many pages it has and how it looks. For new books, you will find the Library of Congress Cataloging-in-Publication or CIP information on the verso of the title page. The physical description is provided in CIP. For older materials, you may need to generate original descriptions or obtain the information from existing cataloging from an online library service.

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.

Published Place

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

Publisher

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.

Related Publications

List any related publications by or about the creator of this work or publications in which criticisms of analyses of the work may be found.

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

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 book or item belongs. For example: the title, Registration Methods for the Small Museum, by Daniel R. Reibel is part of the American Association for State and Local History Book Series. This field is controlled by an authority file.

Series Added Entry

If a book has any additional series to which it belongs, this information may be recorded in the Series Added Entry field.

Site

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

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.

Spine Label

Enter the call number as you would like it to appear on the printed spine label.

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 locate library materials for which an exact author or title is unknown. For new books, you will find the Library of Congress's Cataloging in Publication or CIP information on the verso of the title page. The Library of Congress call number, subject information, author, title and physical description is provided in CIP. For older materials, you may need to generate original subject headings or obtain the information from existing cataloging from an online library service. You may also consult the Anglo-American Cataloguing Rules (AACR 2) for subject information. The Subject field is controlled by a pre-populated authority file based on the Library of Congress Thesaurus for Graphical Materials (TGM).

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 date 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 a book or archival item.

Title Added Entry

Use the Title Added Entry field in the event that the item has a former title, a title variation, or an alternative title that appears somewhere on the item, but differs significantly from the title that appears on the title page of the work.

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.

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.