This accordion is used for creating searchable access points for your records. The data in these four memo fields can be helpful when performing research. All of these fields are controlled by authority files. See Using Authority Files for details about populating these fields.
The People field is used to identify people who are associated with the item. The People authority file is connected to the People database, accessed from the Main Navigation Bar. Names in the People field are a link to the Person record within the People database where you can add or view more information about that individual.
The Subjects field is used for recording general subject matter in works of art, items that appear in photographs, or general themes represented by the cataloged item. This field may be useful for listing the incidental details captured in a work of art. For example, a landscape painting may include several cows in the background next to a barn. The description of the painting may or may not mention these details. Use the Subject field to record this information, for example:
Landscape paintings
Outbuildings
Cows
The Subjects authority file is pre-populated with terms from the Library of Congress Thesaurus for Graphical Materials (TGM).
The Classification field is based on a hierarchical photograph classification system. It is recommended that you arrange your terms from general to specific as in:
Agriculture
Livestock
Cattle
This system works well for quick and easy retrieval, functioning like a finding aid. You may wish to create your classification system before beginning data entry.
This field is used to record any terms or words that will be helpful in researching the catalog database. These terms are specific to your organization and may include family names, organizations, or entities that are associated with items in your collection. For example, you may have photographs, objects, and archival materials from the Rocky Pine Ranch. Including "Rocky Pine Ranch" as a search term allows all items connected with this ranch to be related within PastPerfect.