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.

Accessories

Art: Accessories refers to any additional part or parts that belong with an art object. This field is controlled by an authority file.

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.

Age

Natural History: Age, when used in the context of natural history specimens, refers to the age of the biological specimen at death. For example, if known, the age may be entered as "5 years". If the exact age of the specimen is not known you may enter a range such as "20-30" or in many cases the entry will be in the following form, "Adult", Juvenile", "Unknown".

Assemblage Zone

Geology: Biostratigraphic unit as defined and identified by a group of associated fossils rather than by a single index fossil.

Azimuth

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

Bag Number

Archaeology: Record the original Bag Number that was assigned to the item by the field collector. This number refers to the provenance of an archaeological specimen.

Box Number

Archaeology: Record the original Box Number that was assigned to the item by the field collector. This number refers to the provenance of an archaeological specimen.

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.

Chemical Comp

Geology: Chemical composition reflects the number of different atoms making up a molecule. For example: the chemical formula for quartz is SiO2, which shows that each molecule consists of one atom of silica (Si) bonded to two atoms of oxygen (O2).

Circumference

Measure and record the boundary line of a circle. Use the Display Units selection to indicate units.

Class

Natural History: Class is a taxonomic category ranking below a phylum and above an order. 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.

Classification (Geology)

Geology: Rock Classification records the classifications useful for rock types. 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.

Collection Date (Archaeology)

Archaeology: This field generally relates to the Collector field. It is most often used in reference to field collections such as archaeology, paleontology, or geology. Fill in the date that a specimen was collected from the field.

Collection Date (Art)

Art: This field generally relates to the Collector field. Fill in the date that the artwork was collected.

Collection Date (Geology)

Geology: This field generally relates to the Collector field. It is most often used in reference to field collections such as archaeology, paleontology, or geology. Fill in the date that a specimen was collected from the field.

Collection Date (History)

History: This field generally relates to the Collector field. Fill in the date that an item was collected.

Collection Date (Natural History)

Natural History: This field generally relates to the Collector field. It is most often used in reference to field collections such as archaeology, paleontology, or geology. Fill in the date that a specimen was collected from the field.

Collector (Archaeology)

Archaeology: The Collector field may be used to designate the name of the institution, person, or organization that collected the artifact. For example, it may be the name of the principal researcher of an archaeological field party. This field is controlled by an authority file.

Collector (Art)

Art: The Collector field may be used to designate the name of the institution, person, or organization that collected the artwork. This field is controlled by an authority file.

Collector (Geology)

Geology: The Collector field may be used to designate the name of the institution, person, or organization that collected the geological specimen. This field is controlled by an authority file.

Collector (History)

History: The Collector field may be used to designate the name of the institution, person, or organization that collected the item. This field is controlled by an authority file.

Collector (Natural History)

Natural History: The Collector field may be used to designate the name of the institution, person, or organization that collected the specimen. This field is controlled by an authority file.

Color

Geology: Rock Color is used to record the color of the rock. 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.

Count

Use the Count field to record the number of items associated with this particular Object ID. For example a Shaman's Bundle may contain several items wrapped in a cloth. The Count field is helpful when doing routine maintenance to make sure all elements of an artifact are accounted for.

Creator (History)

History: Select the name of the creator of the item from the Creator Authority File. This field is linked to records marked as Creators within the People section of the program.

Creator (Art)

Art: Select the name of the creator of the work of art from the Creator Authority File. This field is linked to records marked as Creators within the People section of the program.

Creator2

Art: Select the name of an additional creator of the work of art from the Creator Authority File. This field is linked to records marked as Creators within the People section of the program.

Creator3

Art: Select the name of an additional creator of the work of art from the Creator Authority File. This field is linked to records marked as Creators within the People section of the program.

Creator Role (Art)

Art: Use this field to record the professional endeavor of the artist. This field is controlled by an authority file in the People database.

Creator Role (History)

History: Use this field to record the professional endeavor of the creator. This field is controlled by an authority file in the People database.

Creator2 Role

Art: Use this field to record the professional endeavor of the creator. This field is controlled by an authority file in the People database.

Creator3 Role

Art: Use this field to record the professional endeavor of the creator. This field is controlled by an authority file in the People database.

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.

Crystal System

Geology: The crystal shape is an important clue to the identification of a particular mineral. The crystal system is based on the number of axes of symmetry developed. An axis is an imaginary line running through the crystal around which it can be turned to produce the same appearance from more than one side. This field is controlled by an authority file.

Culture

Art: Culture is the intellectual and artistic expression of a particular period, class, community, or population. Use this field to record the culture to which a work of art may be ascribed. This field is controlled by an authority file.

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."

Dating Method

Archaeology: Use this field to record which archaeological dating method was used to date the object. This field is controlled by an authority file.

Datum

Archaeology: Datum describes a point, line, or surface used as a reference for mapping. Archaeological measurements are taken from a fixed point to insure comparability of data. Use the Datum Field to record the fixed point from which measurements were taken for this item.

Default View

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

Depth

Record the depth measurement of the item. Use the Display Units selection to indicate units.

Description

The Description field is used to write a detailed prose description of an item. There is no limit to the number of lines or the type of information recorded in this field. A feast bowl might be described in this way: Elliptical wooden platter supported on each end by a carved human figure. The two figures are identical. The arms of the figures are outstretched and embrace the rim of the dish. The heads are thrown back with the mouths open. The legs form the feet of the platter. The eyes of the figures are inlaid with mother of pearl.

Diameter

Record the diameter of the item. Use the Display Units selection to indicate units.

Dimension Details

The Dimension Details field is an unlimited notes field used to record any information about the size, shape, or any additional measurements that cannot readily be recorded in the numeric dimensions fields.

Display Units

Designates the units used for measuring dimensions and weight of an object. Options are in/oz, cm/gr, or ft/lbs.

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.

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.

Epoch

Natural History: A unit of geologic time that is a division of a period. This field is controlled by an authority file.

Era

Natural History: The longest division of geologic time, made up of one or more periods. This field is controlled by an authority file.

Event

History: 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.

Excavated by

Archaeology: Enter the name of the person who excavated the material. This field is controlled by an authority file.

Excavated date

Archaeology: Enter the date the material was excavated.

Family

Natural History: Family is a taxonomic category of related organisms ranking below an order and above a genus. A family usually consists of several genera. This field is controlled by an authority file.

Feature

Archaeology: An archaeological feature is any definable archaeological phenomenon which is discernibly different from the surrounding deposits. Feature is often defined as material remains that cannot be transported such as fire pits, storage pits, wall foundations, and post holes.

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.

Formation

Geology: The fundamental lithostratigraphic unit, a thickness of, outcropping of, body of rock and soil associated with defined and identifiable characteristics, with a deposition consistent with a certain geologic time and/ or sequence of events. Each geologic formation has a different total aspect of life from that above or below.

Fossils

Geology: Use this field to enter the type of fossils that are present in a rock specimen. This field is controlled by an authority file.

Found

History: An object may be found in a different location than where it was created or manufactured. This field is used to describe where an object was found. It may be a culture area such as "Navajo" or it may be a geographical location such as "Washington/Pierce County/Cromwell Farm". This field is controlled by an authority file.

Fracture

Geology: This field is used to record the nature of the surface left behind when a piece of mineral is broken. Possible entries include "conchoidal" or "uneven."

Frame Description

Art: This field may be used to describe the frame associated with a work of art.

Frame Size

Art: Give the dimensions of the frame associated with an art object. 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.

Genus

Natural History: Genus is the taxonomic category ranking below family and above species and generally consisting of a group of species exhibiting similar characteristics. This field is controlled by an authority file.

Grain Size

Geology: Grain size is an indicator of how a rock was formed and its composition. This field is used to record the grain size of the specimen. The field is controlled by an authority file.

Habitat

Natural History: Habitat is used to record the area or type of environment in which a biological specimen lives or occurs. This field is controlled by an authority file.

Hardness

Geology: In geology, hardness is the property of resisting abrasion or scratching. It is measured by the MOH table of hardness. 1 is the softest and 10 is the hardest. The MOH table is as follows: 1.Talc 2.Gypsum 3.Calcite 4.Fluorite 5.Apatite 6.Orthoclase 7.Quartz 8.Topaz 9.Corundum 10.Diamond. This field is controlled by an authority file.

Height

Record the height of the item. Use the Display Units selection to indicate units.

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.

Identified Date (Archaeology)

Archaeology: Enter the date upon which an item was identified.

Identified Date (Geology)

Geology: Enter the date upon which an item was identified.

Identified Date (Natural History)

Natural History: Enter the date upon which an item was identified.

Identified by (Archaeology)

Archaeology: Identified By allows you to enter the name of the researcher, analyst, or expert who identified the artifact. This field is controlled by an authority file.

Identified by (Geology)

Geology: Identified By allows you to enter the name of the researcher, analyst, or expert who identified the sample. This field is controlled by an authority file.

Identified by (Natural History)

Natural History: Identified By allows you to enter the name of the researcher, analyst, or expert who identified the specimen. This field is controlled by an authority file.

Image Size

Art: For paintings, prints, and works on paper, use this field to enter the image size. This field is controlled by an authority file.

Inscription Language

The language of the maker's mark or inscription. This field is controlled by an authority file.

Inscription Position

The location on the object of the maker's mark or inscription.

Inscription Technique

The technique used to apply the maker's mark or inscription. This field is controlled by an authority file.

Inscription Text

The text of the maker's mark or inscription.

Inscription Translation

If the inscription is in a foreign language, enter the translation in this field.

Inscription Type

The type of maker's mark or inscription. 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 of 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.

Kingdom

Natural History: Kingdom is the highest taxonomic classification into which organisms are grouped, based on fundamental similarities and common ancestry. 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.

Length

Record the length of the item. Use the Display Units selection to indicate units.

Level

Archaeology: Level is the basic vertical subdivision of an excavation unit, defined metrically, such as in 5, 10, or 20 centimeter levels. Level may also refer to natural layers of stratification within the excavation unit.

Lithofacies

Geology: 1. A lateral, mapable subdivision of a designated stratigraphic unit, distinguished from adjacent subdivisions on the basis of lithology. 2. The rock record of any sedimentary environment.

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).

Luster

Geology: The fresh surface of a mineral will reflect light in a characteristic way. This is known as luster. The different lusters are defined by means of comparison with the luster of everyday objects. This field is controlled by an authority file.

Made

History: Use the Made field to record by whom an object was made. This may be an individual artist or maker such as, "O'Keefe, Georgia." It could also be a tribal or cultural affiliation such as "Hopi." This field is controlled by an authority file.

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.

Maker's Mark Notes

Use this field to record and describe any manufacturer's or maker's mark that appears on an object.

Material (Archaeology)

Archaeology: The material field is used to list all materials from which an object is made. These are recorded in descending order of percentage of composition. For example, the materials in a bone-handled knife would be listed as Metal then Bone. This field is controlled by an authority file.

Material (Art)

Art: The material field is used to list all materials from which a piece of artwork is made. These are recorded in descending order of percentage of composition. For example, the materials in a bone-handled knife would be listed as Metal then Bone. This field is controlled by an authority file.

Material (History)

History: The material field is used to list all materials from which an object is manufactured. These are recorded in descending order of percentage of composition. For example, the materials in a bone-handled knife would be listed as Metal then Bone. This field is controlled by an authority file.

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.

Medium

Art: The medium field is used to list all media from which an art object or photograph is made. Record multiple entries in descending order of percentage. This field is controlled by an authority file.

Member

Geology: A lithostratigraphic unit of subordinate rank, comprising some specially developed part of a formation.

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.

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.

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 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.

Occurrence

Geology: Describe the geological conditions under which a rock or mineral is formed. For example, "olivine forms only in basic igneous rocks."

Old No

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

Order

Natural History: Order is a taxonomic category of organisms ranking above a family and below a class. This field is controlled by an authority file.

Origin

Geology: Rock Origin is used to identify the origin of rocks. This field is controlled by an authority file.

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 objects 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 on the Lexicon Accordion.

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.

Owned

History: This field can be used to name the last owner of the object, if known. This field should be used to record an individual or family name. This field is controlled by an authority file.

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.

Period

Natural History: A unit of time, longer than an epoch and shorter than an era. This field is controlled by an authority file.

Phylum

Natural History: Phylum is a primary division of a kingdom, as of the animal kingdom, ranking above class in taxonomic classification. This field is controlled by an authority file.

Place of Origin

History: Use this field to record the place of origin, if known. This might be a city and country or it may be a region such as "Southeastern US." This field is controlled by an authority file.

Preparator

Natural History: Enter the name of the person who prepared the specimen for scientific study or display. This field is controlled by an authority file.

Preparation Date

Natural History: Enter the date upon which the specimen was prepared.

Preservation Methods

Natural History: Use this field to describe how a specimen was preserved. For example, a specimen may be preserved by drying, tanning, taxidermy, freeze-drying, or fixing in preservative fluid.

Pressure

Geology: The process by which rocks are altered in composition, texture, or internal structure by extreme heat, pressure, and the introduction of new chemical substances. Indicate the level of pressure present when the rock specimen was formed. This field is controlled by an authority file.

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.

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

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 object.

Repatriation Authorized by

Enter the name of the person responsible for authorizing the repatriation of the item. This field is controlled by an authority file.

Repatriation Authorized Date

Enter the date upon which the repatriation was authorized by an officer of the organization or museum.

Repatriation Claimant/s

Enter information about the person(s), tribe(s), or group(s) who have submitted claims for the object subject to repatriation. Include tribal affiliations, names, addresses, phone numbers and any other important information about the claimant(s). This is an unlimited note field.

Repatriation Date of Notice in Federal Register

Enter the date upon which the object subject to repatriation was published in the Federal Register. This notice is published as part of the National Park Service's administrative responsibilities under NAGPRA, 25 U.S.C. 3003, Sec. 5 (d)(3). The determinations within this notice are the sole responsibility of the museum, institution, or federal agency that has control of these cultural items.

Repatriation Disposition

This term refers to the return of cultural items excavated or inadvertently discovered on federal or tribal lands after November 16, 1990 to lineal descendants, Indian tribes, and native Hawaiian organizations. Describe the disposition of the item subject to repatriation. Include details about when, how, and where the transfer of the repatriated object took place.

Repatriation Handing Requirements

Describe any special handling, storage, or ceremonial requirements for the object subject to repatriation.

Repatriation Notes

Use this field for any additional information about the object subject to repatriation that has not been covered in the previous fields.

Repatriation Type

The Repatriation Type field is used to record the type of object subject to repatriation. This field is controlled by an authority file. Select one of the following: 1. Human remains, 2. Associated funerary objects, 3. Unassociated funerary objects, 4. Sacred objects, or 5. Cultural patrimony. Native American Graves Protection and Repatriation Act (NAGPRA 1990).

Rock Type

Geology: The Rock type field is used to record the type of rock such as igneous, metamorphic, or sedimentary. This field is controlled by an authority file.

School

Art: School refers to a group of people, especially philosophers, artists, or writers, whose thought, work, or style demonstrates a common origin, influence or unifying belief. This field is controlled by an authority file.

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.

Sex

Natural History: Use the sex field to record the sex of the biological specimen: male, female, hermaphrodite, or unknown. This field is controlled by an authority file.

Signed Location

Art: Record the location of the artist's signature in this field. For example, "Lower right."

Signed Name

Art: This field is used to record the form in which the artist has signed his/her name. For example; if Pablo Picasso has used only his first name as a signature on a work of art, enter "Pablo" in the Signed Name field.

Site (Archaeology)

Archaeology: Select the name of the site from which the artifact was recovered. In the case of archaeological collections, this may be a site name such as "English Camp Site." This field is controlled by a drop-down list.

Site (Geology)

Geology: Select the name of the site from which the artifact was recovered. In the case of paleontological or geological sites, the site name may be in the form of a formation such as "Burgess Shale." This field is controlled by a drop-down list.

Site (Natural History)

Natural History: Select the name of the site from which the artifact was recovered. In the case of paleontological or geological sites, the site name may be in the form of a formation such as "Burgess Shale." This field is controlled by a drop-down list.

Skeletal Elements

Natural History: Elements refers to the separate bones present in a biological sample. For example: a skeletal specimen may not contain all elements of the skeleton. Use this field to record the elements that are present. This field is controlled by an authority file.

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.

Species

Natural History: Enter the name of the species. This field is controlled by an authority file.

Specific Gravity

Geology: Specific Gravity is the weight of a mineral compared with the weight of an equal volume of water.

Stage

Natural History: A subdivision in the classification of stratified rocks, ranking just below a series and representing rock formed during a chronological age. This field is controlled by an authority file.

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.

Stratum

Archaeology: One of several parallel layers of material arranged one on top of another.

Streak

Geology: The diagnostic mark left by a mineral as it is scratched across a hard rough surface.

Subfamily

Natural History: A taxonomic category of related organisms ranking between a family and a genus. This field is controlled by an authority file.

Subjects

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

Subspecies

Natural History: A sub-division of a taxonomic species, usually based on geographic distribution. This field is controlled by an authority file.

Surface Process

Geology: Surface process refers to changes in the surface of a rock or mineral due to environmental processes. For example: Weathering, Stream action, Marine action, Glacier action, Wind action. This field is controlled by an authority file.

Technique

Art: The way in which the fundamentals, as of an artistic work, are handled. A method or way of working with materials to create a work of art. This field is controlled by an authority file.

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.

Temperature

Geology: The temperature field is used to record, in a general way, the temperature at which a metamorphic rock was formed. Metamorphic rock is changed due to extreme conditions of pressure and temperature. Different minerals crystallize at different temperatures in metamorphic aureoles (the area surrounding an igneous intrusion near a lava flow), therefore the mineralogy of a rock close to the intrusion will be different from that farther away. This field is controlled by an authority file.

Texture

Geology: Texture refers to the way grains or crystals are arranged and their size relative to one another in igneous rocks. This is an unlimited notes field so entries may be as long as necessary. For example: "Course-grained with crystals larger than 3/16" (5mm) in diameter."

Title

A word, phrase, character, or group of characters that names an object, photograph, work of art, book, or archival item.

Unit

Archaeology: A unit is defined as a basic area of horizontal control in an excavation; usually it is a test pit, trench, or a standard-sized square. Units are organized in a system of perpendicular lines and equally spaced points to form a rectangle which is used as a frame of locational reference on an archaeological site. Many archaeological sites are surveyed by measuring from a grid enclosing the site. It is a rectilinear system of X, Y coordinates which is established over the area to be excavated so that spatial control can be maintained.

Used

History: This field may be used to record how, where, or by whom an object was used. This may be a phrase such as, "Food processing", or it may be an individual's name. In some cases, this field may record the geographic location where an artifact was used, for example, "Winter Village Site." 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.

Varieties

Geology: Record any variation of the mineral that may occur. For example: quartz occurs in various colors due to the inclusion of mineral impurities. These may be recorded, separated by commas: rock crystal, milky quartz, smoky quartz, amethyst.

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.

Weight

Record the weight of the item. Use the Display Units selection to indicate units.

Width

Record the width of the item. Use the Display Units selection to indicate units.

X Coordinate

Archaeology: The x coordinate is a measurement taken from a reference datum along the x axis of a grid square enabling the archaeologist to plot the three-dimensional position of an archaeological find and record its location from a known datum point.

Y Coordinate

Archaeology: The y coordinate is a measurement taken from a reference datum along the y axis of a grid square enabling the archaeologist to plot the three-dimensional position of an archaeological find and record its location from a known datum point.

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.

Z Coordinate

Archaeology: The z coordinate is the vertical measurement taken from a vertical reference datum enabling the archaeologist to plot the three-dimensional position of an archaeological find and record its location from a known datum point.