CAF PP User Manual - MeltonPracticumPortfolio
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1. If the name is not in the authority file see pg 6 Definition The date the digital image was created Value Date MM DD YYYY Single vs Single Multiple Values Notes Can be found in the properties of the image under details Definition Value The location of the high res image file Free Description of where these files are located Single vs Multiple Values Single Notes This statement is programmed as function key F10 Definition obligation Mandatory Value The location of the image file Free Navigate to the image file and select the image Single vs Multiple Values Single Notes Definition Value The rights statement for the image Free Single vs Multiple Values Single Notes The copyright statement is located in the collection management folder This statement is programmed as function key F3 2 28 2012 Page 27 Definition Notes about the digital image Value Free Single vs Single Multiple Values Notes The remaining fields for the image metadata are auto filled You have now completed the cataloging process for the object Click the exit button from the image management screen to return you to the object Click exit to return to the main screen 2 28 2012 Page 28 Resources Chagrin Falls Historical Society An organization2. Notes To make additions changes to the authority file navigate to authority files editor and edit the pick list 2 28 2012 Page 25 Multiple Values Definition Number of the negative Value Numeric Single vs Single Notes Definition Value The equipment used to digitize the object Equipment used to acquire pick list Single vs Multiple Values Single Notes To make additions changes to the authority file navigate to authority files editor and edit the pick list Definition Value The software used to digitize the object Software used to acquire pick list Single vs Multiple Values Single Notes To make additions changes to the authority file navigate to authority files editor and edit the pick list Multiple Values Definition The resolution used to digitize the object Value Free Single vs Single Notes Typically 300dpi which is programmed as function key F11 Definition Value The type of digital image Grayscale of RGB Color pick list Single vs Multiple Values Single Notes To make additions changes to the authority file navigate to authority files editor and edit the pick list 2 28 2012 Page 26 Definition Value The person who created the digital image Users Authority File Single vs Multiple Values Single Notes
3. Cleveland Artists Foundation PastPerfect Cataloging Manual Version 1 0 2 27 2012 Created by Jessica Melton Table of Contents Introduction pg 3 Acknowledgements pg 3 Glossary pg 4 Obligation Definitions pg 4 Tips and Tricks pg 5 Before You Begin pg 6 The Accession Folder pg 7 9 Cataloging an Object pg 10 25 The Accession Screen pg 10 Basic Information pg 11 13 Description Dimensions pg 13 14 The Art Screen pg 14 19 The Legal Screen pg 19 The Related Screen pg 20 The Location Screen pg 20 The Condition Screen pg 20 21 The Appraisal Screen pg 21 22 People Classification Subjects Search Terms pg 22 24 Notes pg 24 The Custom Screen Exhibition History pg 24 Image Management pg 25 28 Image Metadata pg 25 28 Resources pg 29 2 28 2012 Page 2 Introduction This manual is intended for users cataloging in PastPerfect version 4 0 using the objects facet This document will describe the people facet as well In particular the cataloging process is described for artwork i e the Cleveland Artists Foundation Collection and for the artists creating these works Each metadata field in the cataloging process is described and appropriate values are defined Controlled vocabularies authority files are put in place for many fields as well as instructions for changes and or additions to these vocabularies The manual will ensure that obj
4. Notes This section consists of numerous activities that may have taken place in the accession process You have now completed creating the accession file for the object Click the save button and then click exit to move to the next step 2 28 2012 Page 9 Cataloging an Object You will now catalog the object itself Click on Objects located on the main screen Click the Add button to begin The first screen the accession screen will be displayed The Accession Screen Field Accession Definition The accession number as entered in the accession file Obligation Mandatory Value Free Enter the accession number exactly as entered in the accession file or click search file and navigate to the accession number This will prefill the accession information already added Single vs Single Multiple Values Notes If the number is not entered in the accession file see pg 7 9 Field Object ID Definition The object identifier which is unique to each object Obligation Mandatory Value Accession Number This number will be the same as the accession number Single vs Single Multiple Values Notes Tip Check the box Prefill object ID with accession Field Obj Name Definition This describes the type of object being cataloged Obligation Mandatory Value Lexicon Authority File Search the autho
5. Single vs Single Notes 2 28 2012 Page 17 Definition Any accessories accompanying an object Multiple Values Value Accessories Authority File Choose the appropriate term i e Frame If the object is a loose paper choose loose If the object is an unframed work of canvas board or other material choose unframed Single vs Multiple Notes To make additions changes to the authority file use best judgment Multiple Values Definition Description of the frame Sees the a Value Free Single vs Single Notes Definition Value The dimensions of the frame accompanying the object Numeric in inches measured to at least two decimal points Single vs Multiple Values Single Notes Definition The size of the image Multiple Values Value Numeric H xW in inches measured to at least two decimal points Single vs Single Notes Most often will be the same value as the dimensions field 2 28 2012 Page 18 Definition The provenance of the object Value Free List from earliest to latest in the following format Date range write Unknown if not known Last name First name Location only if known Use periods to separate owners Single vs Multiple Multiple Values Notes This list should include the source The main scr
6. using PastPerfect which acted as a resource for this manual http www chagrinfallshistoricalsociety org City of Cleveland Heights Historic Preservation Planning An organization using PastPerfect which acted as a resource for this manual http www clevelandheights com citydept_dev_preservation asp Cleveland Artists Foundation Website The organization this manual was created for Provides information on the organization collection and artists http www clevelandartists or Cleveland Memory Project s Best Practices Guide This site acted asa model for this manual specifically the metadata section http cmpguide pbworks com w page 7583940 FrontPage Getty Research Institute Vocabularies Contains the Art and Architecture Thesaurus other vocabularies and well as information on the vocabularies and the institute http www getty edu research tools vocabularies Library of Congress Authorities Includes the authorities information and tips for searching http authorities loc gov PastPerfect Software Website Information and resources on the software http www museumsoftware com index shtml Stan Hywet Hall and Gardens An organization using PastPerfect which acted as a resource for this manual http www stanhywet or 2 28 2012 Page 29 2 28 2012 Page 30
7. Date MM DD YYYY Single vs Multiple Values Single Notes Today s date is programmed as function key F8 Definition Value The person determining the object s status Users Authority File Choose the appropriate name Single vs Multiple Values Single Notes If your name is not in the users authority file see pg 6 Definition Value The status of the object Status pick list Choose the appropriate value Single vs Multiple Values Single Notes To make additions changes to the status pick list navigate to the authority file editor Description Dimensions The next section deals with the description and dimensions of the object Definition Value A description of the object Free Single vs Multiple Values Single Notes Best Practice To describe the object as if you could not view it 2 28 2012 Page 13 Definition Value The dimensions of the object Numeric in inches measured to at least two decimal places Single vs Multiple Values Single Notes Multiple Values Definition Details on the dimensions of the objects Value Free Single vs Single Notes The Art Screen The final section on the display screen can actually be one of five screens Archaeology art geology history and natural history The cataloger has the option to fil
8. Single vs Multiple Values Single Notes Definition The credit line for the object as written in the deed of gift Value Free Be sure to copy exactly as written in the deed of gift Single vs Single Multiple Values Notes Multiple Values Definition A description of the accession a Value Free Single vs Single Notes Definition Obligation Optional e a Value The person who received the object from the source Users Authority File Single vs Multiple Values Single Notes If the name is not in the authority file see pg 6 Definition Value The person who assigned the accession number Users Authority File Single vs Multiple Values Single Notes If the name is not in the authority file see pg 6 2 28 2012 Page 8 Definition Value Any other number associated with the object Numeric Single vs Multiple Values Single Notes Definition Value The price of purchase or object s value at time of entry into the collection Numeric Single vs Multiple Values Single Notes Multiple Values Definition Notes on the accession Value Free Single vs Single Notes Definition Value Activities in the accession process Date MM DD YYYY Single vs Multiple Values Multiple
9. added to contacts database and the Users authority file i For contacts Add yourself and your information ii For the authority file Choose the setup button and navigate to authority files Find the Users authority file Click the Add button and add you name Last name First name Click the Link to Contacts button and find your name This will link your information to the authority file iii This is the same process for adding other CAF employees volunteers to the system who have had involvement with the objects being cataloged 4 Check to see if the appraiser is in the system a If an appraisal was done the appraiser must be in both contacts database and the Experts authority file i For contacts Add their name and information ii For the authority file Choose the setup button and navigate to authority files Find the Experts authority file Click the Add button and add the name Last name First name Click the Link to Contacts button and find the name This will link the information to the authority file 2 28 2012 Page 6 The Accession Folder Now we move to the cataloging process The accession folder located on the main screen must be created first for each object It will then be linked to the object through the cataloging process The accession folder tracks the accession process donors and credit lines Click on the Accession icon from the main page and then cl
10. art of Obligation Required Value Exhibition History Authority File Single vs Multiple Multiple Values Notes To make additions changes to the authority file navigate to custom fields from the set up menu Find memo field 21 and click Set up authority file Add the exhibition in the following format Title Date Organization If the term is too long or there is more information add to more information from the entry You have now completed the cataloging for the object Click the Save button The next section will discuss adding an image of the object 2 28 2012 Page 24 Image Management This screen is where the images for the object are added and described First click the image management button from the main object screen Next click the Acquire new image button Navigate to the image file and select the image You will then be presented with the image metadata screen Image Metadata Definition Value A caption for the image Free Typically the accession number Single vs Multiple Values Single Notes Definition The size of the original object Multiple Values Value Numeric H xW in inches measure to at least two decimal points Single vs Single Notes Definition Value The format of the original object Original Object Format Pick List Single vs Multiple Values Single
11. chnique authority files Also used to add terms to these lists For more information see http www getty edu research tools vocabularies Obligation Definitions Mandatory The field must be filled out for every record Required The field must be filled out if the information is known Optional The cataloger has the option to fill out the field 2 28 2012 Page 4 Tips amp Tricks gt Always right click in a field to view the accompanying authority file Never type in an entry until checking for an authority file Authority files are crucial for linking objects and search and retrieval Most fields are verified meaning they require an authority file value If you attempt to save a record with a value not in the authority file you will receive an error screen Never type a value into the field if it is not present in the authority file Follow the protocol for adding changing the authority file for the specified field in the manual This will most likely require consulting a controlled vocabulary Add the preferred term Finally select it from the authority file To make additions changes to authority files navigate to the authority file editor located under the setup section from the main screen under authority files Unknown and anonymous are both terms under contacts as well as in the people database Always choose these for unknown or anonymous persons to link these objects A few tips for batch e
12. creen describes the condition of the object and allows the user to attach detailed condition reports There is also an optional maintenance scheduling section if action is needed Definition Condition of the object Value Condition Pick List Single vs Single Multiple Values Notes Definition Date the condition was determined Value Date MM DD YYYY Single vs Single Multiple Values Notes 2 28 2012 Page 20 Definition Value The person who assigned the condition Users Authority File Single vs Multiple Values Single Notes If the name is not in the authority file see pg 6 Multiple Values Definition Notes on the condition of the object Value Free Single vs Single Notes The Appraisal Screen This screen is used to record current and past appraisals Definition Value Date of the appraisal Date MM DD YYYY Single vs Multiple Values Single Notes Use 01 01 YYYY if exact date is unknown Definition Value The person responsible for the appraisal Experts Authority File Single vs Multiple Values Single Notes If the name is not entered in the experts authority file see pg 6 2 28 2012 Page 21 Multiple Values Definition The value of the object Value Numeric Single vs Single Notes Multiple Values Definition The minim
13. ects for the Cleveland Artists Foundation s CAF collection are cataloged according to community standards and interoperable with other projects This manual was created to fulfill the Master s Practicum Requirements for the Kent State University s School of Library and Information Science For the complete portfolio of this project see the following website http meltonpracticumportfolio wikispaces com Acknowledgements I would like to thank my supervisors Catherine Smith and William Barrow for making this project possible and providing good advice along the way Lauren Hansgen Executive Director for Cleveland Artists Foundation has also been integral in the completion of this project Special thanks to Christopher Richards who has acted as the photographer for the digitization of the collection I would also like to acknowledge Kara Hamley O Donnell with the City of Cleveland Heights Zo Sykora with the Chagrin Falls Historical Society and Bruce Greer with Stan Hywet Hall and Gardens for allowing me to visit and view your collections Your knowledge and use of PastPerfect has been invaluable in the decision making process and has directed the creation of this document 2 28 2012 Page 3 Glossary Metadata Metadata is described as being data about data which describes a digital object This data is essential for resource discovery presentation administration and preservation of the digital object Controlled Vocabular
14. een is now complete Next we will move to the numerous screens located above the art screen on the right side These screens will be highlighted if they contain information in completed records freies Artists Foundation Collection Lakewood Ohio Date Otpame Drawing Your Renge 0 ara Category t Search Lexicon Catalog Gate 02 23 2012 rt Cetsioges PY Melton Jessica Omer Name Sussose aa ve 0 000 Wie 0 000 0 000 Dept 0 000 0 000 ra 0 000 Recea 11s 0t11S Orin Core AAT onine f Change cataog The Legal Screen Definition The rights statement for the object Value Free The rights statement can be found in the collections management folder Single vs Single Multiple Values Notes Tip Programmed as function keys F4 F5 and F6 Enter them successively to enter the rights statement 2 28 2012 Page 19 The Related Screen This is an optional screen to relate objects and record related publications This screen can be used to link objects that are mounted together or objects belonging to aseries Click the Add relation button to link an object Then click Edit to create a note detailing the relation The Location Screen This is an optional screen to give further details on the objects location within storage such as a room shelf box or container number There is also a field to record a temporary location if the need should arise The Condition Screen This s
15. file however should almost never be altered Simply choose those that best apply Best Practice To list from general to specific Field Subjects Definition This field records what is pictured in the object Obligation Mandatory Value Subjects Authority File Single vs Multiple Multiple Values Notes To make additions changes to classification consult the Library of Congress Subject Headings http authorities loc gov Choose only the preferred term and enter it exactly into the authority file Then select it for the object This authority file however should almost never be altered Simply choose those that best apply Best Practice To list from general to specific Tip Values in the authority file are in the plural 2 28 2012 Page 23 Field Search Terms Definition This field records those keywords specific to CAF and its collections such as The Cleveland School Obligation Mandatory Value Search Terms Authority File Single vs Multiple Multiple Values Notes To make additions changes to the authority file consult the executive director Notes This is an optional screen to record any notes on the object The Custom Screen Exhibition History Exhibition history is a custom field created to record the exhibits an object has been a part of Field Exhibition History Definition The exhibits an object has been a p
16. ick the Add button This will display the screen to catalog the accession Note We will now begin the data dictionary section of the manual Each table will provide a field the description and rules governing the field Field Accession Definition The accession number given to the object Obligation Mandatory Value Free This number follows the format Year running number and occasionally copy number Single vs Single Multiple Values Notes If the accession number is incomplete or unknown consult the executive director Field Source Definition The person organization responsible for the object entering the collection Obligation Required Value Contacts Choose Select Donor from Contacts and select the name If the source is unknown choose Unknown This will prefill information fields on the source with contact folder information Single vs Single Multiple Values Notes If the name is not in the contacts folder see page 6 If the contact is associated with an organization but is personally responsible for the gift change the source to their name Last name First name Tip For batches with the same donor choose fill with current data to auto fill fields from the previous record Click the Add button to move to the full screen description 2 28 2012 Page 7 Definition Value The website of the source Free
17. igned on the object Multiple Values Value Free Enter exactly as signed on the object If there is not signature enter None Single vs Single Notes 2 28 2012 Page 15 Field Sig Location Definition The location of the signature on the object Obligation Required Value Free Single vs Single Multiple Values Notes Field Medium Definition The substance the artist used to create the object Obligation Mandatory Value Medium Authority File Single vs Multiple Multiple Values Notes To make additions changes to the authority file first consult the Art and Architecture Thesaurus http www getty edu research tools vocabularies Choose only the preferred term and enter it exactly into the authority file Then select it for the object Field Material Definition The materials the artist used to create the object Obligation Mandatory Value Material Authority File Single vs Multiple Multiple Values Notes To make additions changes to the authority file first consult the Art and Architecture Thesaurus http www getty edu research tools vocabularies Choose only the preferred term and enter it exactly into the authority file Then select it for the object Field Technique Definition The method the artist used to create the object Obligation Mandatory Value Technique Author
18. ity File Single vs Multiple Multiple Values Notes To make additions changes to the authority file first consult the Art and Architecture Thesaurus http www getty edu research tools vocabularies Choose only the preferred term and enter it exactly into the authority file Then select it for the object 2 28 2012 Page 16 Definition Value The culture of the artist Culture Authority File Single vs Multiple Values Multiple Notes To make additions changes to the authority file first consult the Art and Architecture Thesaurus http www getty edu research tools vocabularies Choose only the preferred term and enter it exactly into the authority file Then select it for the object Definition Value The school the artist belonged to School Authority File Single vs Multiple Values Single Notes To make additions changes to the authority file first consult the Art and Architecture Thesaurus http www getty edu research tools vocabularies Choose only the preferred term and enter it exactly into the authority file Then select it for the object Definition Value The maker s mark as inscribed on the object Free Enter exactly as it appears on the object Single vs Multiple Values Single Notes Multiple Values Definition Details of the inscription on the object Value Free
19. l in all of the screens The art screen however is the only screen necessary for cataloging CAF collection objects Definition Value The person responsible for collecting the object Experts Authority File Single vs Multiple Values Single Notes If the name is not entered in the experts authority file see pg Definition Value The date the object was collected Date MM DD YYYY Single vs Multiple Values Single Notes 2 28 2012 Page 14 Definition The title given to the object Multiple Values Value Free Enter artist given titles If the artist did not give a title enter Untitled If there is an alternative title enter it in parentheses Single vs Single Notes Definition Value The artist creator of the object Artist Creator Authority File Single vs Multiple Values Single Notes If the artist is not in the authority file see pg 6 If there is only one artist leave the other artist fields blank Definition The role the artist played in creating the object Multiple Values Value Artist Role Pick List Choose Artist if only one artist If there are more than one artist choose Artist for the one chiefly responsible for the object Single vs Single Notes To make additions changes to the pick list navigate to the authority file editor Definition The name s
20. longing to the CAF collection choose Cleveland Artists Foundation Collection Lakewood Ohio Single vs Single Multiple Values Notes To make additions changes to the collections authority file consult the executive director 2 28 2012 Page 11 Definition The location of the object in CAF s storage structure Multiple Values Value Home Temporary Location Authority File Choose the appropriate entry from the authority file Single vs Single Notes To make additions changes to the location authority file consult the executive director Definition Value The date the object was created Date YYYY May include c for circa Single vs Multiple Values Single Notes Definition Value A range of dates in which the object may have been created Date YYYY YYYY Single vs Multiple Values Single Notes Definition Value The date the object was cataloged Date MM DD YYYY Single vs Multiple Values Single Notes Tip The current date is programmed as function key F8 Definition Value The person cataloging the object Users Authority File Choose your name Single vs Multiple Values Single Notes If your name is not in the users authority file see pg 6 2 28 2012 Page 12 Definition Value The date the object s status was determined
21. ntering Function keys located under setup can be set with useful phrases such as your name When entering a batch of accession files with the same donor select Fill with Existing Data to simplify the process For entering objects select use default data You can edit the default data screen with fields that will be the same for the entire batch 2 28 2012 Page 5 Before You Begin 1 Check to see if the artist is in the system a The artist must be present in both the people s biographies section and the artist creator authority file i For the People s Biographies check the information with the executive director Make sure to choose the role artist ii For the authority file 1 Consult the Library of Congress Name Authority File http authorities loc gov and choose the preferred version of the artist s name Always include the year of birth and death 2 If the artist s name is not in Library of Congress follow the format Last name First name Year of birth Year of death 2 Check to see if the donor is in the system a The donor must be present in both contacts database and people s biographies i For contacts Add the name and any other information available For an organization write the organization s name in the Last Name field ii For the people s biographies Fill in any information that is known and choose the donor role 3 Add yourself to the system a You must be
22. rity file first If the type is missing search the lexicon This will allow the lexicon categories to auto fill Single vs Single Multiple Values Notes The authority file for this field contains commonly used lexicon terms If you were required to search the lexicon for a term add it to the authority file exactly as entered in the lexicon to simplify the process in the future Then click the Add button to be moved to the next screen 2 28 2012 Page 10 You will now be presented with the final screen to catalog an object To make the manual easier to use the screen will be divided into three sections moving left to right in each section os n Be x Save Cancel Change Accesss Object D or Losas Deaccesson Colecten Cleveland Artists Foundation Collection Lakewood Ohio Date Obet 1986 263 Otpame Drawing pae mnga 0 nmunication Artifact Search Lexicon Cetaiog cate 02 23 2012 f Y Melton Jessica Other Name States dete Gift M a Access Category 5 lt Art 0 000 Wian 0 000 Am C inor C omy C Whe lt Hegi Length 0 000 Depts 0 000 Diam 0 000 Crum 0 000 v Meo 0 000 Count x SSS os Record 11501115 Change Catalog Basic Information The first section will cover basic information about the object beginning with the field Collection Definition The collection the object belongs to Value Collection Authority File For objects be
23. um and maximum value of the object Value Numeric Single vs Single Notes Multiple Values Definition Notes on the appraisal Value Free Single vs Single Notes Multiple Values Definition Any information available on insurance for the object Value Free Single vs Single Notes People Classification Subjects and Search Terms This screen is used to record keywords that will be used to search and retrieve objects It will also allow for similar objects to be linked together such as objects donated by a single individual 2 28 2012 Page 22 Field People Definition Any people associated with the object Obligation Mandatory Value People s Biographies At a minimum select the artist and any donors associated with the object If either of these is unknown select Unknown Single vs Multiple Multiple Values Notes If a person is missing from the people s biographies see pg 6 Field Classification Definition This field records what the object is about Obligation Mandatory Value Classification Authority File Single vs Multiple Multiple Values Notes To make additions changes to classification consult the Library of Congress Subject Headings http authorities loc gov Choose only the preferred term and enter it exactly into the authority file Then select it for the object This authority
24. y a scheme of predefined authorized terms determined by the creator of the vocabulary Such a vocabulary ensures that one term and one term alone is used to describe a certain concept subject classification etc Examples of controlled vocabularies include the Library of Congress Subject Headings and the Getty Research Institute s Art and Architecture Thesaurus Authority File Authority files refers to the creation of a single preferred term or name for a person corporation etc An example of an authority file is the Library of Congress Name Authority Files PastPerfect also uses this term to refer to the files containing the controlled values allowed for specified fields Lexicon The lexicon is used in PastPerfect to refer to the controlled vocabulary of object types The lexicon used by PastPerfect is The Revised Nomenclature for Museum Cataloging Library of Congress Name Authority Files Authority file showing preferred names for people and organizations Used throughout the manual for entering names and organizations For more information see http authorities loc gov Library of Congress Subject Headings Controlled vocabulary of subject terms used in PastPerfect s subject authority file Also used to add terms to this list For more information see http authorities loc gov Art and Architecture Thesaurus Controlled vocabulary created by the Getty Research Institute Used in PastPerfect s medium materials and te
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