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 Accessions 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.

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.

Copyrights

Record information about any restrictions imposed on access to the particular image associated with this Object ID# or any terms governing the use of the image after access has been granted. For example, "This photograph may not be reproduced in any publication or copies sold until the year 2020 or until the death of the donor." Restrictions that apply to all items in a particular accession are entered in the Restrictions field through the Accession Record.

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."

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

This field is unlimited in length and should contain a detailed description of the photograph, slide, or negative. Include information which may be valuable to researchers such as direction from which the photo was taken and the names of any streets, buildings, or other landmarks, if known. Include information regarding the event or occasion upon which the photo was taken. For example: "View of Linden Street taken from south to north during the May Day Parade, 1936. The 1st National Bank Building is in the background. A large crowd lines the street. Many spectators are using umbrellas."

Dimension Details

The Dimension Details field is an unlimited notes field used to record any information about the size and shape of an item.

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.

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.

Film Size

Use this field to record the film size. 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.

Frame

This field may be used to describe the frame associated with a photograph.

Frame No

If there is a specific frame number for the negative, enter it here.

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.

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.

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.

Medium

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.

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.

Negative Location

Enter the location of the negative. This field is controlled by an authority file.

Negative No

If there is a negative associated with the photographic print, enter its negative number here.

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 photograph or image.

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

Original/Copy

Designates the record as the Original or first form from which copies or reproductions are made. Or designate as a Copy, Photocopy, or Reproduction. 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 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.

Photographer

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

Place

Enter the place where the photograph was taken. This field is controlled by an authority file.

Print Size

Use this field to record the print size. This field is controlled by an authority file.

Processing Method

The photographic process refers to the method used to capture and develop an image. It may include how the photographer prepared photographic materials, and how the chemicals reacted to each other. Some historic photographic processes are cyanotype, daguerreotype, ambrotype, albumen print, and gelatin silver print. 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 any publication that is based on the use, study, or analysis of the photograph or any publications in which the image is published.

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.

Site

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

Slide No

Use this field to enter a specific slide number.

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.

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.

Studio

Record the name of the studio where a photograph was created. This field is controlled by an authority file.

Subjects

This field may be used to record objects which appear in the photograph. This field is useful for researchers who may be interested in the incidental details captured on film. For example, there may be a child carrying a cat standing next to an oak tree in a crowd of spectators at a parade. The abstract of the photo may not mention any of these details. Use the Subjects field to record this information, e.g., child, cat, oak tree, parade. 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 photograph. Use the title field to record this formal title. Since most photographic material lacks a formal title, the cataloger may supply a title statement. This statement can be established from the description or finding aid. This may be a title such as, "Picnic at Waikiki Beach" or "Portrait of William and Mary Douglas."

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.