Documenting Your Collections
The following definitions of some key words will help you find your way around the guide.
DEFINITION: A definition describes the field and its use.
ENTRY RULES: The entry rules determine the way in which the information is to be entered. They also specify whether the field can contain one or more entries.
EXAMPLE: The examples show how you should consign the data and allocate them among the fields. Where appropriate, examples are preceded by background information. The data are then entered in the proper fields. In addition, the examples sometimes explain how the fields in question relate to other fields.
FIELD: Each record is divided up into fields. A field is a section containing specific information on an object or a specimen.
IN CONJUNCTION WITH: The expression "in conjunction with" means that some fields are interdependent. You must use some fields jointly with others in order to create or maintain logical links between fields.
OBJECT: An object is a piece in an ethnology/history, fine arts/decorative arts, archaeology or science/technology collection that is described in a record.
OBSERVATION: Observations describe the kind of information to be considered in the field, as well as any specific difficulties. Authority lists are also suggested, and the links between fields are specified here.
RECORD: A record is made up of all the fields containing information on an object or a specimen.
SITE: The site refers to the archaeological site described in the record.
SPECIMEN: The term "specimen" refers to the pieces in the natural science collection described in a record. This may be a single organism or a group of organisms covered in a single record (particularly for icthyological samples) or a mineralogical sample.
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