Details of the fields used for managing an Item.
Field name | Description | Example(s) |
Acquisition method | Method in which the item entered the collection. Standardised terminology advised for later retrieval. | Purchased; Donated; Bequeathed |
Internal source | Details of how the item was acquired prior to entering your collection. For internal auditing purposes. | Commercial Gallery, Johannesurg; John Smith Private Collection |
External source | Details of how the item was acquired prior to entering your collection. For external purposes which appears when printed. | African Artefacts, Harare; The Estate of the Late Lady Donaldson; John Smith Private Collection |
Admin info | Administrative information pertaining to the item. | File: 30/1996:23; Documentation in drawer 4, File 12.1961 |
ID temporary | Temporary ID number given to the item as soon as it enters the collection. | 90/121:T; TMP10.1997; 1998/AF/10 |
Item ID | This field is for a unique code or number for the item but it cannot be edited on this form as it is determined on the Description form. | 90/121; 1.013.1997; 1998/AF/10 |
Documentation complete? | Identify this item as being fully documented. | This box is either ticked or not |
Documentation verified? | Identify this item as being fully documented and the documentation is verified. | This box is either ticked or not |
Documentation query? | Identify this item as having a documentation query associated with it. | This box is either ticked or not
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Project? | Identify this item as part of a project. | This box is either ticked or not |
Item out? | Identify this item as being out of it's permanent storage location. | This box is either ticked or not |
Reproduction right? | Identify this item as having reproduction rights by the organisation. | This box is either ticked or not |
Conservation? | Identify whether this item requires conservation. | This box is either ticked or not |
Internet? | Can this item be exported to an external database suitable for the Internet. | This box is either ticked or not |
Database updated | Date the documentation was entered on the database. Standardised terminology advised for later retrieval. Prefered standard is: dd/mm/yyyy | 20/10/1998 |
Date received | Date the item was received into the collection. Standardised terminology advised for later retrieval. Prefered standard is: dd/mm/yyyy | 20/10/1998 |
Received by | Person who received the item into the collection. | Temba Dhlomo; Gladys Louw; David Jones |
Date accepted | Date the item was formally accepted into the collection. Standardised terminology advised for later retrieval. Prefered standard is: dd/mm/yyyy | 20/10/1998 |
Date accessioned | Date the item was first accessioned. Standardised terminology advised for later retrieval. Prefered standard is: dd/mm/yyyy | 20/10/1998 |
Accessioned by | Person who first accessioned the item. This person normally attributes accession/identification numbers and records basic details about the item and producer(s) | Temba Dhlomo; Gladys Louw; David Jones |
Date documented | Date the item was documented. Standardised terminology advised for later retrieval. Prefered standard is: dd/mm/yyyy | 20/10/1998 |
Documented by | Name of the person who documented the item. This person is normally a specialist who records detailed information about the item and producer(s). | Temba Dhlomo; Gladys Louw; David Jones |
Date verified | Date the item's documentation was verified. Standardised terminology advised for later retrieval. Prefered standard is: dd/mm/yyyy | 20/10/1998 |
Verified by | Name of the person who verified the item. This person is normally a specialist who records detailed information about the item and producer(s). | Temba Dhlomo; Gladys Louw; David Jones |
Price paid | Price paid for the item if applicable. This is a currency field - the currency is determined by the setting on your computer. | R for Rands; $ for dollars |
Insurance value | Value the item is insured for. This is a currency field - the currency is determined by the setting on your computer. | R for Rands; $ for dollars |
Type/details of expense | You can use any terms that identify the type of expense | Conservation; Framing; Mounting |
Date budgeted | Date the expense was budgeted | Format: mm/dd/yyyy |
Amount budgeted | Amount budgeted for - enter an amount and it will be displayed in the currency that your compuer is set to | R2000.00 |
Date paid | Date the expense was paid | Format: mm/dd/yyyy |
Amount paid | Amount paid - enter an amount and it will be displayed in the currency that your compuer is set to | $2000.00 |
Total expenses | Total expenses related to the item (including the price). This is a currency field - the currency is determined by the setting on your computer. | R for Rands; $ for dollars |
Total per item | This field cannot be manually edited as it is the total of the Price paid and Additional costs. | R5500; R400 000 |
Storage building | Permanent storage building. Standardised terminology advised for later retrieval. | Main building; National Gallery |
Storage room | Permanent storage room. Standardised terminology advised for later retrieval. | Room 10; Basement; Main vault |
Storage specific | Permanent storage specific. Standardised terminology advised for later retrieval. | Shelf 10; Rack 13; Cabinet 23, box 19 |
Storage temporary | Temporary storage of the item. | Reception; Main building, vault; City Library, basement, row 8, shelf 10 |
Display ready | Enter terms that state whether the item is ready to display, go on exhibition, etc.. Standardised terminology advised for later retrieval. | Mounted; Framed; Secured |
Condition | Condition | Brief description of the condition of the item on entering the collection. | Good; Poor, torn; Fair, worn |
Date | Date the stock take was undertaken | Date field, entry format: Format: mm/dd/yyyy |
Person responsible for the stock take. | Any name can be enter |
General notes about the stock take relating to the item. | Any information can be recorded in this field |
General notes | General notes pertaining to the management of an item, mainly to assist in documentation. | Check if source is correct; More detailed administration needed; Confirm reproduction rights |
Reproduction notes | Notes pertaining to the reproduction rights. | Contact producer prior to any use; Educational purposes only |
First evaluation date | Year item was first evaluated. | 1955 1875 |
First evaluation | First evaluation in local currency. | R5000; R90.50 |
Latest evaluation date | Year item was last evaluated. | 1955 1875 |
Latest evaluation | Latest evaluation in local currency. | R5000; R90.50 |
Evaluation notes | Notes pertaining to the evaluation of the item. | Note marked increase over last 2 years; Evaluation not verified |