Cataloging Basics Documenting your museum s collections. Beau Harris Collections Manager, Fairbanks Museum & Planetarium

Transcription

1 Cataloging Basics Documenting your museum s collections Beau Harris Collections Manager, Fairbanks Museum & Planetarium

2 What is cataloging? Definitions

3 What is Cataloging? Definition: The compilation of information by systematically describing the works and images in a collection. In other words, cataloging is the systematic assembly of all primary information about objects in a collection. Describe, among other things, WHAT it is, WHO made it, WHERE it was made, HOW it was made, MATERIALS of which it is made, and WHAT it is about. Also include WHY an object was collected and how it meets your collecting goals. Part of cataloging involves researching objects and finding the relationships between them. Cataloging never truly ends. There is always more to learn about specific objects, collections and their relations. Often takes a while to compile even the most basic information about an object.

4 Cataloging vs. Inventory Inventory is significant, but focuses less on broadly compiling information and more on locating where objects are. It is good to have a schedule for conducting inventories For example: Full inventory every five years Select group, generated at random, every year.

5 Inventory Finding objects

6 Inventory Techniques While it is only one component of a catalog, it can be a way to provide some basic, but important information. Most basically, where objects are stored. But other pieces of information can be incorporated: Measurements Condition which can change over time, requiring reassessments Photographs basic reference images, plus for condition changes, exhibits, etc Maker s marks This starts to cross the line into basic cataloging.

7 Data gathering Printed inventory forms Computer data entry Not limited to battery life Can save time Don t have to move collections to a computer Can be a way to check your work Reduce paper usage Can have access to records: Update condition Make connections to other objects Internet access Can perform some basic research

8 Collections Registration Collections tracking

9 First steps - Accessioning Assign an accession number An accession number is assigned to an object or group of objects that come into the museum from the same source at the same time. This is a means for connecting paperwork and information to objects. Includes all objects that come into the museum at the same time from the same source Including donation, bequest, or purchase

10 Numbering systems One part A different number for each object that comes into the museum Two part Can work well with small collections that do not have much added or are static, does not provide very much flexibility. 1, 2, 3 12,000 etc Provides more flexibility 1.1, 1.2 or , Three part Provides most flexibility , ,

11 Object ID numbers Object id numbers are more specific than many accession numbers Relate to a single object within an accession. For an accession with five objects in accession , object id numbers would be through This allows for more specific tracking of collections Multi-part objects can be tricky to number Often museums will add a letter designation at the end of an object id. For a pair of shoes, object id numbers might be A and B

12 Attaching a number to objects Permanent vs. semi-permanent General guidelines specify that at most, an object id number should be applied semi-permanently, i.e. being reversible. Base coat of acryloid B-72 or B-67 with archival, permanent ink on the base coat for nonporous objects, i.e. ceramic, metal, wood (semi-porous). #2 pencil for many archival objects, i.e. paper Tags are a good option, especially when in storage. Permanent marking should be very rare. Can provide a means of identification if an object is stolen.

13 Multi-part objects

14 Loans and Temporary Custody objects Loans to and objects temporarily in the custody of a museum can be treated very similarly to objects owned by a museum Loan or Temporary Custody numbers instead of Accession numbers Might include an L or T prefix L , T Other category or classification designations are sometimes done, but are often more trouble than they are worth. Can lead to confusion and are not often recommended.

15 Filling out the catalog Populating fields and finding information

16 Entering information Consistency is one of the most important aspects of cataloging Especially in the digital realm. It increases the chances for search results to include all the records you are looking for. Data dictionaries (or Metadata schemas) A list of definitions of what should be included in each field and how it should be entered. Should cover which fields are required and which are optional. These can be used to generate printed inventory sheets to be filled out in the initial cataloging process and future inventories.

17 Authority lists and thesauri/nomenclatures Provide ways to limit options for what is included in a field. Authority files/lists are usually generated by an institution. You can have as many as you want or need. Can cover anything from users to makers to common names for birds. For covered fields, you have to choose from the list. These can be included in a data dictionary. Nomenclatures predetermined lists for categorizing objects. May vary from museum to museum and even from department to department. PastPerfect has Chenhall s nomenclature built into it. These are editable, but this should be done with great care to prevent multiple valid names for the same object.

18 Importing data into a database With many digital databases, importing data is an option. Benefits include: A check on your data. Reducing the potential for cluttering your database by making sure data is complete. Making sure all data is complete and required fields are filled out. In some cases copying information that is the same for multiple objects more easily. Downsides include: Not lining up fields correctly so data goes into the wrong field.

19 Paper Records Twenty-first century necessities

20 Pre-digital records Bound registers with complete listing of museum s holdings. Card catalogs, sometimes in conjunction with bound registers Also, sometimes subject, donor, and articles cards to help crossreference holdings. Loan registers that are separate from permanent collection registers. Even in today s technology-focused world, some museums maintain paper registers alongside digital databases. Old paper based records are still useful and should be retained for the foreseeable future. Helps with creation and maintenance of digital records. Paper records are part of the historical record of the museum.

21 Continuing Value Even when you have a well-established digital database, it is still important to have paper records. For each accession. Provides a backup of digital records. Contains original paper documentation, including deed of gifts, loan agreements, temporary custody forms, cataloging sheets, etc Any other previous paper records, including information from registers, card catalogs, and donor files. Can include printed records from the digital database.

22 Digital Databases

23 Digital Programs There are many different programs available Microsoft Access basic, flat system, i.e. not relational Made for museum programs: PastPerfect NetEx(MET, Brooklyn Museum, National Gallery of Art) Collections Space (open source/free) Collector systems (online, $85/user/month)

24 Types of databases Open source Free. Don t have much, if any, tech support. Online databases. One of the more expensive options. Allows for storage of data in the cloud. Allows for access from more computers. Off-the-shelf databases. Good tech support (PastPerfect has some good support, even without the yearly subscription).

25 Populating a database Most databases used by museums are relational databases. This means that there are different sections to the program that compartmentalize data. Allows for data that relates to many different records to be input only once and connected to all other records it needs to be. Contacts section for donor information. Accessions section for acquisition information. Include a general description for the whole accession and leave details for object records. Objects sections for individual object records. Objects for permanent collection items. Loans for temporarily held objects.

26 Accession Record

27 Object Record

28 Loan Record

29 Exhibits records

30 Networking a database Digital databases can be setup on a single computer or on a network Networks allow for multiple computers and users to access the database at the same time. A single, non-networked computer may be less expensive but would still allow for multiple users. Limiting the number of users also has the benefit of providing a level of control over access to data for both sensitive information as well as adding, updating, and changing data.

31 Photography Photography is a key component of cataloging collections Allows for much easier future identification. Should not be a substitute for a good description or other cataloging components Can be a way to document damage Include close up shots of cracks, flaking, chips, or any other damage to supplement descriptions. Including a scale is helpful. Can be useful in cases of stolen or missing objects.

32 Multiple users/catalogers Having one person oversee the process helps with accuracy and consistency. Can be a good way to increase speed of data entry Can also increase the potential for error. Paper inventory sheets can help with checking for accuracy, but can also be difficult if handwriting is difficult to read. Data dictionaries are a great help to minimize errors Minimizes uncertainty in cataloging.

33 Online Catalogs Digital databases now often have the capability to have an online component Provides a way for researchers and others to remotely search your collections Can reduce demand on staff time Allows for increased access It may be an additional cost, so benefits must be weighed. Commercial database programs can provide the means for having significant portions of the collections online.