University of Alberta Archaeology Collection
Data Dictionary
&
Documentation Standards Manual
Created: December 1996
Richard Lello
Archaeology Collections Management
Updated: February 9, 2016
Angela Younie
MACS Digitization Project
TABLE OF CONTENTS
Object Authority ..................................................................................................................................... 5
Object Naming .............................................................................................................................. 7
Accession No. .......................................................................................................................... 1
Object Status ........................................................................................................................... 3
Object Name............................................................................................................................ 5
Object Title .............................................................................................................................. 7
Object Relationships ..................................................................................................................... 9
Item Count ............................................................................................................................. 11
Whole/Part ............................................................................................................................ 13
Portion ................................................................................................................................... 15
Physical Characteristics .............................................................................................................. 17
Materials................................................................................................................................ 19
Technique .............................................................................................................................. 21
Cortex .................................................................................................................................... 23
Measurements ...................................................................................................................... 25
Inscription .............................................................................................................................. 29
Description ............................................................................................................................ 31
Stylistic, Cultural & Chronological Information .......................................................................... 33
Culture ................................................................................................................................... 35
Geographic Cultural Area ...................................................................................................... 37
Period Designation ................................................................................................................ 39
Artifact Age ............................................................................................................................ 41
Location & Geography ................................................................................................................ 43
Place Collected ...................................................................................................................... 45
Site ......................................................................................................................................... 47
Provenience ........................................................................................................................... 49
Collector ................................................................................................................................ 51
Date Collected ....................................................................................................................... 53
Creation Information for Replicas, Casts and Experimental Artifacts ........................................ 55
Maker of Replica.................................................................................................................... 57
Place Replica Made ............................................................................................................... 59
Date Replica Made ................................................................................................................ 61
Notes .......................................................................................................................................... 63
Note ....................................................................................................................................... 65
Lot Summary ......................................................................................................................... 67
Linked Activities .......................................................................................................................... 69
Legal Status............................................................................................................................ 71
Home Location ...................................................................................................................... 71
Location ................................................................................................................................. 72
Condition ............................................................................................................................... 72
Valuation................................................................................................................................ 72
Linked Authorities ....................................................................................................................... 75
Linked Authorities.................................................................................................................. 77
Copyright & User Information .................................................................................................... 83
Loan Allowed? ....................................................................................................................... 85
Publish? ................................................................................................................................. 85
Originally Modified By ........................................................................................................... 86
Original Date Modified .......................................................................................................... 86
Original Date Created ............................................................................................................ 86
Created By ............................................................................................................................. 86
Create Date ............................................................................................................................ 86
Updated By ............................................................................................................................ 87
Update Date........................................................................................................................... 87
CHIN Required Fields ............................................................................................................................ 89
Institution .............................................................................................................................. 91
Institution City ....................................................................................................................... 91
Institution Province ............................................................................................................... 92
Discipline................................................................................................................................ 92
CCO Recommended & Required Fields for Authorities ........................................................................ 93
View Information (Media Authority) ..................................................................................... 95
Personal and Corporate Names Authority (People Authority) .............................................. 97
Geographic Place Authority (Place Authority) ..................................................................... 101
Concept Authority (Thesaurus) ........................................................................................... 105
Subject Authority ................................................................................................................. 107
Reference Lists .................................................................................................................................... 109
Formatting and Data Standards........................................................................................... 111
Overall Vocabulary Resources ............................................................................................. 112
Classification & Object Name .............................................................................................. 112
Alternate Names & Artifact Typology.................................................................................. 113
Material & Technique .......................................................................................................... 114
Style & Culture ..................................................................................................................... 114
Geographic Data .................................................................................................................. 115
Description and Miscellaneous............................................................................................ 115
OBJECT AUTHORITY
OBJECT NAMING
ACCESSION NO.
Definition: This field contains the current unique accession number assigned to the object, or to a group
(lot) of objects, by the Department of Anthropology.
Hint Text: Unique Accession Number assigned to the object. *
Data Type: Free-text alphanumeric
Entry Rules: Enter the Accession Number for the object. The Archaeology collection uses the following
format: the four digits of the year (or last three digits if prior to 2000), a period (.), the accession lot
number, another period, and the object number.
 accession lot number refers to the accession (sample, lot, or group) received by or collected for
the institution in that year
 object number refers to the single item or specimen with the accession
Within the Archaeology collection, related artifacts are identified as follows:
 If they are pieces of one object or parts of a set, they would be accessioned as part a, b, c, etc.,
and then linked as a group with a single parent record. For example group 978.14.10 might be
composed of 978.14.10a and 978.14.10b.
 If there is more than one identical cast this will be given the same ID, with the number of items
reflected in the Item Count and noted in the description.
 If the item breaks after accessioning, the pieces will be labeled 978.14.10(a) and 978.14.10(b) on
the artifact but no change will be made to the accession number. Documentation of the break
and relabeling should be noted in Description and in the Condition Activity.
Formatting Rules: Do not enter a number that refers to more than one object. For example, “972.10.1ad” and “985.21.1-14” are incorrect. Do not use colons, commas, or semicolons.
All items must have their own unique identifier, and the numbering system must be consistent
throughout the catalogue. All existing and previous accession and catalogue numbers must be
recorded.
Examples:
996.1.200
972.10.2a
2005.7.1
Flexi-Fields: Previously used accession numbers (such as Geology Catalogue numbers) and other
numbers (such as Borden or Parks Canada catalogue numbers) associated with the object should be
entered in the flexi-field.
Rationale: Lot records (.LOT) have been created and are used for administrative and tracking purposes.
Lots do not reflect actual groupings of related artifacts, but are used to track the locations of artifacts
that have been stored together. These records are used by the laboratory coordinator and should not
be uploaded to Artefacts Canada or the website.
Administrative Data:
CCO Requirement: None
CCO Element: Object Naming
CHIN Requirement: Required
Object Naming 1
CHIN Element: AN
Created: April 1996
Updated: January 2010
Object Naming 2
OBJECT STATUS
Definition: This field contains the physical status of the object, indicating whether it is an original
artifact, a replica or cast of an existing artifact, or a new artifact created by a modern artist or scholar.
Hint Text: The physical status of the object. <pop-up list>
Data Type: Controlled pop-up list
Entry Rules: Use F9 to open the pop-up list, and select the object status:
 original: archaeological cultural material produced by a historic or prehistoric tool-maker or
artisan.
 cast: a copy of a specimen in a synthetic material that is made by taking a mold of an original.
 experimental: specimens produced during any experimental procedure. These specimens may be
copies of original specimens but they are created for the purpose of experimentation.
 replica: a copy of an original specimen made using the same or similar material and the same
forming techniques. A replica is created by an expert for the purpose of creating a copy.
 fossil: fossilized organic material.
CCO Formatting Rules: Enter a single word in lowercase format.
Examples:
original
replica
cast
Flexi-Fields: None
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Requirement: Optional
CHIN Element: OS
Created: April 1996
Updated: January 2010
Object Naming 3
OBJECT NAME
Definition: This field is intended to identify the object that is the focus of the Object Record, and will
contain a name that most closely characterizes the artifact. The object name is composed of the
common name for the object (CHIN’s Object Name), and basic descriptive terms (CHIN’s Object Type).
Hint Text: Name that most closely characterizes the object.
Data Type: Controlled pop-up list
Entry Rules: Use F9 to open the pop-up list, and select the most accurate term. Refer to reference notes
or textbooks if necessary to identify the object. Alternate terms such as colloquial names, prior
names, and foreign-language names should be entered under the flexi-field. A list of preferred and
alternate object names, sorted by artifact material & type (lithic tool, lithic debitage, ceramic, faunal,
historic) and general type (biface, uniface, ground stone, microblade, etc), can be found under the
help menu.
DO NOT LEAVE THIS FIELD BLANK. If the desired descriptive term is not on the list, do not create a new
one. Select the most accurate term form the list, and enter additional information into the Title and
Description fields. Report any new terms that could be added to the list to the laboratory coordinator.
Formatting Rules: Use lowercase format, unless the term is a proper noun or is typically capitalized in
published literature. Use English except in cases where no English-language equivalent exists. Use
accents or diacritics as required, but do not use punctuation unless it is part of the standard object
name. Record terms in natural word order, not inverted.
Examples:
end scraper
dihedral burin
bone
zoomorphic figurine
Flexi-Fields:
 Object Name: The object name entered in the anchor field will also be auto-filled in the flexi-field
under “Object Names.” Use F6 to enter any alternate names for the object. Alternate names
include colloquial names, specific typological names (such as Bordes names), foreign-language
names, and names previously assigned during cataloguing or analysis. Most lithic artifacts have
various alternate names that can be found under the Alternate Names list in the Help menu
 Type: Use F9 to open the pop-up list and select whether this is the preferred name, alternate
name, colloquial name, or foreign-language name.
 Prior name?: Check the box if the artifact has been renamed and this name no longer applies, and
make a note of why the name has been changed in the “Note” field.
 Sort: Number the names from most relevant to least relevant. The preferred name should be “1,”
followed by alternate names “2,” “3,” etc. in order of relevance, with prior names last.
 Certainty: If you are unsure whether you have correctly identified an artifact, enter “reasonably
positive” or “significant doubt.”
 Attributor and Attribution Date: Enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For prior names, or preferred names that were assigned during a
Object Naming 5
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
 Note: Enter any further notes about the Object Name, for example the specific language of a
foreign-language term, or the reason a prior name has been discarded.
Rationale: Object Type has been removed to reflect CCO standards. Object Name is now a simplified
combined OB/OT. This change is intended to improve consistency in terminology, and to provide
artifact names that may be more easily understood by the public. More detailed names are given as
alternate object names and in the Title field.
Administrative Data:
CCO Requirement: Required
CCO Element: Work Type
CHIN Requirement: Required
CHIN Element: OB/OT (Object Name/Object Type)
Mimsy Name: CATALOGUE.ITEM_NAME
Created: April 1996
Updated: January 2010
Object Naming 6
OBJECT TITLE
Definition: This field contains an identifying phrase or name assigned by an archaeologist that may be
used for creation of a technical or museum artifact label.
Hint Text: Descriptive title for the object.
Data Type: Free-text alphanumeric
Entry Rules: Enter a descriptive title for the object that would be appropriate for display. A variety of
desired labels may be entered in the flexi-fields, including original artist title, web copy label, technical
laboratory label, and display case label. Ideally the title should be based on the Object Name (and if
applicable, Materials and Techniques), and should use terminology from published sources and the
Standard Vocabularies.
Formatting Rules: Use title case (capitalize the first word and all nouns, adjectives, verbs, and adverbs)
and avoid abbreviations. Avoid initial articles such as “A” and “The.” Use English, but if necessary
include foreign-language alternate titles.
Examples:
rim sherd from a stoneware plate by Bakersfield & Co. (web copy label)
utilized obsidian flake (display case label)
utilized flake (technical label)
Flexi-fields:
 Title: The object name entered in the anchor field will also be auto-filled in the flexi-field under
“Title.” Use F6 to enter any alternate titles for the object.
 Type: Use F9 to open the pop-up list and select whether this is a descriptive title, original artist
title, web copy label, technical label (for the laboratory), or display case label.
 Prior title?: check the box if the artifact has been renamed and this title is no longer in use, and
make a note of why the name has been changed in the “Note” field.
 Sort: number the titles from most relevant to least relevant. The preferred name should be “1,”
followed by alternate names “2,” “3,” etc. in order of relevance, with prior names last.
 Certainty: if you are unsure whether you have correctly identified an artifact, enter “reasonably
positive” or “significant doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For previously assigned titles, enter the name of the previous
cataloguer (or if their name is unknown, the source of this name, such as the artifact card or
catalogue sheets). For previous dates, follow the directions in the Date Formatting Help, found
under the Help Menu.
 Note: Enter any further notes about the Object Name, for example the specific language of a
foreign-language term, or the reason a prior name has been discarded.
Rationale: A descriptive object title field has been created to reflect CCO standards and to allow for
more specific identification of each object. One of the titles entered will consist of the combined
OB/OT name for CHIN purposes, while other titles, such as web copy, descriptive titles, artist’s titles,
and storage labels may also be created. This is much more readable than automatically combined but
Object Naming 7
separately entered terms in OB/OT, because different descriptors for a basic term may grammatically
appear before or after the term depending on context, leading to unreadable names or misleading
classifications when combined. Previous Object Type designations will be kept in the flexi-fields to
maintain a record of previously entered names.
Administrative Data:
CCO Requirement: Required
CCO Element: Work Title
CHIN Requirement: Optional
CHIN Element: TI
Mimsy Name: CATALOGUE.TITLE
Created: January 2010
Updated: January 2010
Object Naming 8
OBJECT RELATIONSHIPS
ITEM COUNT
Definition: This field is used to enter the number of items described in the object record.
Hint Text: The total number of elements (pieces) described in the record.
Data Type: Free-text numeric
Entry Rules: Enter the number of objects appropriate to the record. This field defaults to ‘1,’ since most
records should contain data for a single item. For group or lot records, enter the number of individual
objects in the lot.
CCO Formatting Rules: None
Examples:
1
5
11
Flexi-Fields: None
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Requirement: Optional
CHIN Element: QTY
Created: April 1996
Updated: January 2010
Object Relationships 11
WHOLE/PART
Definition: This field is used to show describe whole/part relationship of the object record to other
records within a lot.
Hint Text: Relationship of the object to other objects in the database.
Data Type: Linked field and pop-up list
Entry Rules: Use F9 to open the pop-up list and select if the record is for a single “whole” artifact, a
parent record of a “group” of related artifacts that form a whole, or an object that is a component
“part” of a group.
CCO Formatting Rules: Enter a single word in lowercase format.
Examples:
whole
group
part
Flexi-Fields: When cataloguing the “group” parent record, click on the flexi-field to open the Record
Hierarchy window.
The parent record name will appear on the left column, and all currently visible records will appear on
the right. If the records you wish to link are not on the list, enter the Object Name or Accession
Number in the “Object Set” search box and perform a search using F8. You may also search for a
different desired group or “parent” record using the “Link To” search box.
When the desired child and parent records are listed in both columns, drag the record name for the
“parts” you want to link from the right column and place them on top of the “group” record name in
the left column. The records will now be linked, and a flexi-field tab will appear next to the parent
record name. Hierarchical relationships between records may be viewed by clicking on parent record
names.
Rationale: This field was originally intended to be used to link related artifacts, although not used this
way by the anthropology department. In order to meet CCO standards, it should be used as intended,
so that hierarchical or other relationships between artifacts may be expressed in the database, and so
that related artifacts may be immediately accessed by clicking on the flexi-field tab rather than having
to perform a search based on the information entered in the lot summary field.
Administrative Data:
CCO Requirement: Required
CCO Element: Relationship Type
CHIN Requirement: None
CHIN Element: None
Created: November 05
Updated: January 2010
Object Relationships 13
PORTION
Definition: This field is used to indicate what portion of the object is being described in the current
record.
Hint Text: Part of the object that is described.
Data Type: Pop-up list
Entry Rules: Use F9 to open the pop-up list and select the appropriate portion term. For fragments, if it
can be determined which part of the original artifact is being catalogued, select a specific term. If it
cannot, simply select “fragment.” For groups, it is not ideal to describe the portions of multiple
objects at once, so this field should be left blank.
CCO Formatting Rules: None
Examples:
whole
fragment
medial fragment
distal fragment
rim
handle
epiphysis
Flexi-Fields: None
Administrative Data:
CCO Requirement: Recommended as part of Condition & Examination History
CCO Element: Condition
CHIN Requirement: Optional
CHIN Element: OP
Created: April 1996
Updated: January 2010
Object Relationships 15
PHYSICAL CHARACTERISTICS
MATERIALS
Definition: This field identifies the material used to make the object.
Hint Text: The materials used to create the object
Data Type: Pop-up list
Entry Rules: Use F9 to open the pop-up list, and select the materials that were used to create the object.
Terms in the pop-up list are entered in a hierarchical list beginning with the most basic material type
and ending with the specific material name, with each level separated by a “>”. Select the most
specific term possible to describe the material. If the specific material type cannot be identified, select
one of the most general categories (for example, simply “lithic”). For organic materials, enter the type
of material that has been used from the organism, rather than the species of the organism, which may
be entered in the linked Taxonomy field.
Formatting Rules: Enter terms in natural word order, with lowercase letters unless the material type
includes a proper noun or brand name. Only use the brand name only if there is no well-known
generic name. Terminology should appear in the singular form in English, avoiding abbreviations.
When entering new material types, ensure to research the accurate hierarchy. Separate each term on
the hierarchy with a space, “>”, and another space.
Examples:
ceramic
lithic > mineral > quartz > amethyst
organic > faunal > shell
organic > floral > bark
metal > copper > native copper
Flexi-Fields: The flexi-fields for Material are used to describe notable characteristics of the material.
These fields are not auto-filled; click on an empty box and use F6 to start a new line of entry.
 Component: Use F9 to open the pop-up list, and select the portion of the artifact being
described.
 Descriptor: Use F9 to open the pop-up list, and select whether you are describing the colour,
grain size (lithics), inclusions (lithics), or post-depositional effects. This field defaults to “colour.”
 Term: Use F9 to open the pop-up list, and select a descriptive term. Use a Munsell chart to choose
a descriptor for colour.
 Note: Enter any other notes or comments about the material.
 Sort: Number the descriptions from most to least prevalent.
Rationale: The use of carrots (>) was developed to mimic the hierarchical format of the Thesaurus or
CCO’s Concept Authority. A full materials list has been developed for the current project, which could
be easily transferred to the Thesaurus in the future, with this field linked to the Materials facet within
the Thesaurus.
Administrative Data:
CCO Requirement: Required
CCO Element: Materials and Techniques
CHIN Requirement: Strongly Recommended
Physical Characteristics 19
CHIN Element: MA
Created: April 1996
Updated: January 2010
Physical Characteristics 20
TECHNIQUE
Definition: This field identifies the processes, techniques, or implements used to create the object.
Hint Text: The technique used to make the object.
Data Type: Pop-up list
Entry Rules: Use F9 to open the pop-up list, and select the techniques that were used to create the
artifact. Terms in the pop-up list are sorted by the material they would be used to work. Enter the
techniques from the most predominant to the least predominant, selecting the most specific term
possible. Mimsy will automatically separate terms with a semicolon.
For casts and replicas, enter the technique that was used to create the original artifact represented by
the cast or replica. Do not enter casting for casts (unless the original artifact was also cast) as this is
self-evident and would confuse interpretation.
Formatting Rules: Use natural word order, with lowercase letters unless the technique name includes a
proper noun or brand name. Avoid abbreviations, and only use the brand name if there is no wellknown generic name. Terminology should appear in the singular form in English, using the gerund
form (-ing).
Examples:
chipped-stone
carved
etched
transfer printed
naturally modified
Flexi-Fields: None
Rationale: CCO recommends using the gerund verb form (flaking, carving, printing) while CHIN
recommends using the past participle. Because the change is relatively easy to make (a simple search
and replace of “-ing” for “-ed”), this is not a time-sensitive update. Until CHIN decides to change their
standards to match CCO, we will continue following CHIN standards.
Administrative Data:
CCO Requirement: Required
CCO Element: Materials and Techniques
CHIN Requirement: Strongly Recommended
CHIN Element: MT
Created: April 1996
Updated: January 2010
Physical Characteristics 21
CORTEX
Definition: This field is used to note the presence of cortex on a lithic specimen.
Hint Text: N/A
Data Type: Yes/No check-box
Entry Rules: If cortex is visible anywhere on the artifact surface, click on the box so that a check-mark
appears in it. If no cortex is visible, leave the field unmodified. This field defaults to a blank check-box
with an N beside it to represent “no” cortex. When the box is checked, the N changes automatically to
a Y for “yes.”
Formatting Rules: N/A
Examples: N/A
Flexi-Fields: None
Administrative Data:
CCO Requirement: None
CCO Element: Materials and Techniques
CHIN Requirement: None
CHIN Element: COR
Created: November 05
Updated: January 2010
Physical Characteristics 23
MEASUREMENTS
Definition: This field describes the full set of measurements for the object, including dimensions and
weight.
Hint Text: Do not enter text in this field. Open the flexi-fields to enter measurement data.
Data Type: Display field
Entry Rules: Do not fill this field. Data entered in the flexi-fields is concatenated by Mimsy to create the
display field data here.
Formatting Rules: The display must include the numerical value, unit of measurement, and type of
measurement for each dimension. It should also describe the portion of the object that is being
measured. All dimensional measurements for the object should be given in the same unit. All lettering
should be in lowercase, with the exception of any standard unit abbreviations that use the uppercase.
Enter a space between the numeric value and the unit. Measurements are always given in the order
length by width by thickness, followed by “other” dimensions and weight.
Examples:
overall: 5.1 cm x 2.1 cm x 3.8 g
diameter: 23.8 cm
stem: 1.7 cm x 0.4 cm
Flexi-Fields: Use the flexi-fields to enter each separate measurement into its own field.
 Part Measured: See the instructions below.
 Length, Width, Thickness & Weight: See the instructions below.
 Unit (Length, Width, Thickness & Weight): See the instructions below.
 (Conv) Fields: These fields are used to convert metric values entered in the Length, Width,
Thickness & Weight fields to imperial units automatically. Do not enter text in these fields; values
will be automatically generated.
 Display: This field is used to concatenate the information from the Length, Width, Thickness,
Weight & Unit fields automatically to the complete phrase that will be shown in the anchor field .
Do not enter text into this field.
 Sort: Number the measurements from most to least relevant.
 Note: Enter any qualifiers or comments about the measurement, such as “estimate” or “refitted.”
Rationale: CHIN and CCO suggest 3D objects be recorded height, width, and depth; however, for
artifacts the most obvious dimensions are length, width and depth, and our exiting records are use a
Length rather than Height field. We will continue to use Length as the greatest overall measurement,
mapping it to HT for CHIN.
Administrative Data:
CCO Requirement: Required
CCO Element: Measurements
CHIN Requirement: None
CHIN Element: None
Mimsy Name: CATALOGUE.MEASUREMENTS
Created: November 05
Physical Characteristics 25
Updated: January 2010
PART MEASURED
Definition: This field identifies the part of the object that is being measured.
Hint Text: The portion of the object being measured.
Data Type: Pop-up list
Entry Rules: This field defaults to “overall” to indicate the measure of maximum dimensions for
an entire object. If a portion of the object is being measured instead, use F9 to open the pop-up
list and select the appropriate term.
Formatting Rules: Enter a single term in lowercase letters
Examples:
overall
opening
working edge
LENGTH; WIDTH; THICKNESS; WEIGHT
Definition: These fields contain the numeric value of the object's length, width, thickness, and
weight.
Hint Text: The numeric value for the length/width/thickness/weight measurement.
Data Type: Free-text numeric
Entry Rules: Enter a single measurement for each field, expressed as a number only. If the object
is irregular, record the maximum value for each measurement unless otherwise noted in the
Part Measured field. Take only metric measurements. Do not include mounts or pedestals in the
measurement.
Formatting Rules: Use numeric values in Arabic. Enter decimals rather than fractions.
Examples:
70.5
50
9.21
Rationale: Our Thickness is equal to Depth in the Artefacts Canada dictionary.
Administrative Data:
CHIN Element: HT; WI; DP; WT
CHIN Requirement: At least one dimension field is required
UNIT (LENGTH; WIDTH; THICKNESS; WEIGHT)
Definition: These fields identify the unit of measurement for each dimension.
Hint Text: The unit for the length/width/thickness/weight measurement.
Physical Characteristics 26
Data Type: Drop-down list
Entry Rules: Use the drop down list to select the unit of measurement. All measurements of the
object should be made in the same unit. Use cm or mm for dimensions and g for weight. If
different units are used (m, kg, in, oz), explain why in the note field. Use metric units unless
transcribing data that is given in imperial and the artifact is not available to be re-measured.
Formatting Rules: Abbreviate units according to ISO 31-0:1992 Quantities and units.
Examples:
cm
mm
g
Administrative Data:
CHIN Element: UNL
CHIN Requirement: Required for all measured values
Physical Characteristics 27
INSCRIPTION
Definition: Any physical lettering, annotation, text, markings, or labels that are affixed, applied,
stamped, written, inscribed, or attached to the object, excluding any mark or text inherent in the
materials of which the work is made.
Hint Text: The text inscribed on the object.
Data Type: Free-text alphanumeric.
Entry Rules: There is no display field for this entry. Click on the Inscription field label to open the flexifields, click on any box to place the cursor within them, and press F6 to start a new line of entry.
Formatting Rules: Record the transcription so that it accurately reflects the language, spelling, case,
diacritics, and abbreviations of the inscription on the work. Fill in abbreviated text if necessary for
clarity, but place these or any other editorial additions or translations in square brackets, “[ ]”. Note
line breaks with a forward slash,“/” and illegible text with a question mark inside of brackets, “[?]”.
Note missing text with an ellipsis in brackets, “[…]”. If the inscription is lengthy or written in nontextual symbols, provide a brief description in square brackets instead.
Examples:
Crown Staffordshire China Co. Ltd.
L [in circle]/ 314./ 452./ 55
Paley./ S.+M./ 1923
66[?]/ 452./ 335
Flexi-Fields:
 Type: Use F9 to open the pop-up list and select the type of inscription, such as signature, stamp,
ink, or affixed artifact label.
 Inscription: Record an exact transcription of the text, including all punctuation and any spelling
errors. Follow the formatting rules described above.
 Location: Note the location of the inscription on the artifact, such as “centre of base,” “neck,” or
“right side of ventral surface”
 Method: Note the method by which the artifact was inscribed, such as “ink,” “incision,” or “pencil
on affixed paper.”
 Sort: Number the inscriptions from most to least prominent.
 Description: Enter any further descriptive notes such as the colour of ink used, or detailed
description of logo designs.
 Note: Enter any notes, regarding translation or the language of inscription, the type of script used,
or the author or manufacturer responsible for creating the inscription and the date of production
it may represent.
Administrative Data:
CCO Requirement: Recommended
CCO Element: Inscription
CHIN Requirement: None
CHIN Element: NTRLT
Physical Characteristics 29
Created: November 05
Updated: January 2010
Physical Characteristics 30
DESCRIPTION
Definition: This field is used to describe notable physical characteristics of the object.
Hint Text: Physical description of the object.
Data Type: Free-text alphanumeric
Entry Rules: Provide a physical description of the object , focusing on information that will supplement,
qualify, or explain information indexed in various other fields. Include a basic description of the
processes by which the artifact was created, the general shape of the artifact, instances of use-wear
and locations of retouch. If it appears that an artifact was recycled or re-used, describe the evidence
and what it may have been used for. For flakes and cores, describe any visible platform
characteristics. Typological descriptions may also be given here. Note markings or inscriptions, but do
not describe them in detail here; enter all coded or textual markings or affixed labels in the Inscription
field instead.
Any information included here that is relevant to other fields, should also be entered in those fields.
Significant subjects should be linked under the Linked People, Objects, Subjects, Publications, or Terms
fields.
DO NOT ENTER COMMENTS OR CATALOGUING/ANALYTICAL NOTES HERE. This field is for physical
description of the artifact only. Comments and notes may be entered in the Note field.
Formatting Rules: The text entered into this field should form a coherent, easily understood statement.
Use complete sentences, and generic terms when possible. List information in the order of
importance, or from general to specific. Use sentence case and capitalize proper names. Avoid
abbreviations.
Examples:
Core reduction flake exhibiting three remnant flake scars and a single platform scar.
Cortex is present on 50% of the dorsal surface.
This artifact would be classified as a Bordes type 5 biface.
Roughly shaped side and end scraper. Made from Beaver River Sandstone that exhibits a
pink rind where it has not been retouched, indicating possible heat-treatment of the
material. There is heavy use wear on the working edges.
Burin on a break. Retouch and use wear across the burin facet indicate secondary use as a
scraper.
The vessel has a short neck, plain rim, plain base, and appliqué handles. It has been fired
with a turquoise glaze on the outer surface.
Flexi-Fields:
 Description: The description text entered in the anchor field will be auto-filled here. Changes to a
previously existing Description field will be auto-filled into a new entry line; if the changes involve
the addition and not the deletion of previous information, or if they are minor (related to spelling
or grammar), delete the old entry line.
 Type: Use F9 to open the pop-up list and select whether this is a new description, or whether it is
being transcribed from an old catalogue or artifact label.
 Sort: Number the descriptions from most to least recent.
Physical Characteristics 31
 Certainty: If you are unsure of some aspect of the description, enter “reasonably positive” or
“significant doubt.”
 Attributor and Attribution Date: Enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For prior names, or preferred names that were assigned during a
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
 Note: Enter any further notes, for example the reasons for modifying an old Description or
comments on out-of-date descriptive terminology.
Administrative Data:
CCO Requirement: Recommended
CCO Element: Physical Description
CHIN Requirement: Strongly Recommended
CHIN Element: DE
Mimsy Name: CATALOGUE.DESCRIPTION
Created: November 05
Updated: January 2010
Physical Characteristics 32
STYLISTIC, CULTURAL & CHRONOLOGICAL
INFORMATION
CULTURE
Definition: For the archaeological materials database, this field refers more specifically to an
“archaeological culture” composed of regularly occurring associated artifacts, features, or burial types
and house forms suggesting a distinct cultural identity. These associated artifacts typically display
consistencies in form, style, or production method that would have been culturally transmitted from
one generation to the next. Such groupings include traditions (often spanning millennia and
continents), complexes (regional culture groups), techno-complexes, industries (local culture groups),
and types (specific artifacts representing a larger cultural group).
Hint Text: The society or ethnic group associated with the object.
Data Type: Pop-up list.
Entry Rules: Use F9 to open the pop-up list, and select the related archaeological culture. If entering
more than one culture, select them one at a time; Mimsy will automatically add semi-colon to
separate each culture name.
DO NOT LEAVE THIS FIELD BLANK. If the artifact cannot be assigned to any known archaeological culture,
enter “unknown.”
Formatting Rules: Use the most commonly published version of the culture name. If various terms are
often in use, generally capitalize the name, and use the adjectival form. When there is no commonly
used adjectival form, use the noun form (for example, “Oxbow”). Capitalize terms for culture and
nationality. Avoid abbreviations. Use terms in the language of the catalogue record, except in cases
where no exact English-language equivalent exists. Use diacritics as required.
Examples:
Acheulean
Denali
Pelican Lake
Plains Side-Notched
Flexi-Fields:
 Date Text: The culture name entered in the anchor field will be auto-filled here. Use F6 to enter
alternate or previous names for the archaeological culture.
 Stage Type: If the artifact represents or dates to a specific stage within the culture, enter the
stage here. You may use F9 for the pop-up list, or type the value into the field.
 Prior Culture Name?: Check the box if the artifact has been reassigned to a different
archaeological culture and the entry is for a previous attribution. Make a note of why the artifact
has been reassigned in the “Note” field.
 Sort: Number the cultures according to priority, with most specific attributions first and more
general attributions last.
 Certainty: If you are unsure whether the assigned culture is accurate, enter “reasonably positive”
or “significant doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For prior names, or preferred names that were assigned during a
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
Stylistic, Cultural & Chronological Information 35
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
 Note: Enter any further notes about the archaeological culture.
Administrative Data:
CCO Requirement: Recommended; Required when unknown Creator
CCO Element: Style; Culture
CHIN Requirement: Required
CHIN Element: CU
Created: April 1996
Updated: January 2010
Stylistic, Cultural & Chronological Information 36
GEOGRAPHIC CULTURAL AREA
CCO Requirement: Strongly Recommended
Hint Text: The geographic culture area associated with the object.
Data Type: pop-up list
Definition: This field refers to a grouping of prehistoric peoples believed to share similar cultural
adaptations based on similar environmental influences. They are typically grouped by broad
ecoregional categories. This field is most relevant to North American prehistory.
Entry Rules: Use F9 to open the pop-up list, and select a single geographic cultural area. Entries in the
list are sorted by continent, and are listed from north to south, and west to east. A map of North
American culture areas is available in Appendix A. The culture area should be selected based on the
location of artifact discovery or collection. For example, a projectile point found near Edmonton
would belong to the Plains ecoregion/culture area; an artifact from Siberia would belong to the
Northeastern Asia culture area. If it is not known where the artifact was discovered, enter “unknown.”
DO NOT LEAVE THIS FIELD BLANK. If the desired Culture Area is not on the list, do not create a new one.
Select the most accurate term form the list, and enter additional information into the Description or
Notes field.
Examples:
Mesoamerica
Northwest Coast
Southeastern Asia
Flexi-Fields: none
Administrative Data:
CCO Requirement: Recommended
CCO Element: Culture
CHIN Requirement: Recommended
CHIN Element: GCUD
Created: April 1996
Updated: January 2010
Stylistic, Cultural & Chronological Information 37
PERIOD DESIGNATION
Definition: This field contains the name of the historical period or any non-numeric chronological data
associated with the object. Period designations are based on generalized groupings of historic or
archaeological cultures based on similarities in art and technology over time. It should be notes that
different culture areas tend to be grouped into slightly different cultural sequences, depending on the
pace and types of localized technological advances
Hint Text: Geological, chronological, or human time period associated with the object.
Data Type: Pop-up list
Entry Rules: Use F9 to open the pop-up list, and select a single period designation. Entries in the list are
sorted by continent, and by cultural area when relevant, and representative date ranges are given.
Select the most specific period designation that can be accurately assigned to the artifact (if it is only
known that the artifact represents the Palaeolithic Period, enter simply “Palaeolithic” rather than
“Lower,” “Middle,” or “Late Palaeolithic”).
The pop-up list provided is fairly comprehensive, but not entirely complete. Before using a term not on
the list, ensure that the desired term is truly a time period, and not an archaeological culture (see
Culture, p. 33). Finally, ensure that the name and date range for the time period have been obtained
from a published, authoritative source on the relevant geographic area or artifact type. Follow the
formatting rules for this field.
Formatting Rules: Enter the name of the period in natural word order, capitalizing all proper nouns.
Examples:
Middle Woodland (2000 – 1500 BP)
Bronze Age (4300 – 2500 BP)
Ming Dynasty (1368–1644 CE)
Early Prehistoric (Palaeoindian) (13 000 – 8000 BP)
Flexi-fields: None
Administrative Data:
CCO Requirement: Recommended
CCO Element: Style/Period
CHIN Requirement: Required
CHIN Element: PER
Mimsy Name: CATALOGUE.AGE
Created: April 1996
Updated: January 2010
Stylistic, Cultural & Chronological Information 39
ARTIFACT AGE
Definition: This field identifies the age of an original artifact in years BP based on radiocarbon dates,
typological dates, or associations with a specific culture or period. This includes the age of any
original artifacts on which a cast or replica was based.
Hint Text: Age of the original artifact in years Before Present (BP).
Data Type: Free-text alphanumeric
Entry Rules: Enter the age of the original artifact as determined by archaeometric dating or typological
or historical associations. If there is a date range during which the artifact may have been created,
enter the earliest and latest possible dates, separated by a dash.
This field is intended for original artifacts and for the original artifacts represented by casts or replicas.
Formatting Rules: Always enter the date in years BP (before present). Convert historic dates in BCE/CE
(BC/AD) to years BP for consistency in searching. If a calibrated radiocarbon date has been provided,
use the calibrated date in the display field, adding "cal." after the date, and enter the uncalibrated
date in the Notes flexi-field explaining the calibration used. For radiometric dates, in order to prevent
problems with the auto-parsing of date ranges, enter the full date range in the display field (for
example "2600-2000 cal."), and also enter the full scientific date in the Notes flexi-field (for example
"2300+/-200 cal. years BP") Always enter the oldest (earliest) date first, and always use a dash to
express date ranges, but do not use punctuation or commas in any other circumstance. Do not use
commas to separate digits.
Examples:
13500-12000
5880-5610 cal.
2300-2000
Flexi-Fields:
 Date Text: The text or date range entered in the display field will be auto-filled here.
 Relationship: Enter the method for dating the artifact: radiocarbon dating, tree-ring dating,
typological date, fluoride dating, obsidian hydration, palaeomagnetic, etc.
 Earliest Year/Latest Year: These fields will be auto-entered based on the information given in the
display field. A date range will be parsed into the Earliest and Latest fields, while a single date will
be entered into both fields identically.
Check to ensure that the date range has been correctly parsed. If a single uncertain date was
entered, modify these fields so that the date range reflects this uncertainty. The extent of the
range (five years, ten years, or a century) should depend on the level of uncertainty.
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For prior names, or preferred names that were assigned during a
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
Stylistic, Cultural & Chronological Information 41
 Certainty: If you are unsure whether an age is accurate, enter “reasonably positive” or “significant
doubt.”
 Note: Enter any textual information about the age of the artifact, such as "9th Century BCE"
"based on a stratigraphic association with an Avonlea point" or "calculated to a 95% accuracy."
 Sort: Number the dates from most accurate to least accurate.
Rationale: This field was created so that individual searches can be made for original versus
experimental/replica artifacts, and to prevent confusion between archaeological dates "before
present" (BP) and modern dates in the "current era" (CE or AD). It was also created because replicas
and casts may have two dates, one for the original artifact represented by the replica, and one
identifying the date the replica was created or manufactured.
Administrative Data:
CCO Requirement: Required
CCO Element: Creation Date
CHIN Requirement: Required where applicable
CHIN Element: BPD1/EPD2
Mimsy Name: CATALOGUE.OPTION8
Created: January 2010
Updated: January 2010
Stylistic, Cultural & Chronological Information 42
LOCATION & GEOGRAPHY
PLACE COLLECTED
Definition: This field is used to indicate the place from which the specimen was collected.
Hint Text: The geographic location where the object was collected.
Data Type: Linked authority
Entry Rules: Use F9 to open the link to the Places Authority, which will be displayed as a hierarchal
name tree in the left-hand column. Select the most specific place from which the specimen is known
to have been collected. This can be done by following the hierarchy tree to the correct place name, or
by typing the desired name into the search box (Use “ %” before and after the name if you are
uncertain of the full name). Use F8 to run the search. Once the correct place name is highlighted in
the left-hand column of the menu, click “copy hierarchy” to enter the full name in the artifact record.
DO NOT LEAVE THIS FIELD BLANK. Use the most specific place name known for the object. If the
continent is all that is known, enter the continent. If the desired place name is not on the list, select
the most accurate term form the list, and enter additional information in the flexi-fields. If the
location is truly unknown, enter “unknown.”
Formatting Rules: See Geographic Place Authority (Place Authority), page 101.
Examples:
Europe: France, Dordogne, Le Moustier
North America: Canada, Alberta
South America: Brazil, Minas Gerais, Lagoa Santa Karst
Flexi-fields:
 Place: The place name entered in the anchor field will be auto-filled here. Use F6 to enter any
alternate, former, or foreign-language names for the location.
 Place Details: Enter any information pertaining to the proximity of place listed to the exact
location from which the object was collected, for example: “Found 5km southeast of Medicine
Hat.”
 Prior Attribution?: Check this box for prior place names that are no longer in use.
 Sort: number the place names from most relevant to least relevant. The preferred name should
be “1,” followed by alternate names “2,” “3,” etc. in order of which names are more commonly
known.
 Certainty: if you are unsure whether you have entered the correct place name, enter “reasonably
positive” or “significant doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For previously assigned data, enter the name of the previous
cataloguer (or if their name is unknown, the source of this name, such as the artifact card or
catalogue sheets). For previous dates, follow the directions in the Date Formatting Help, found
under the Help Menu.
 Note: Enter any further notes about the Place Collected, for example the specific language of a
foreign-language term, or reasons for uncertainty.
Administrative Data:
CCO Requirement: Recommended
Location & Geography 45
CCO Element: Discovery Location
CHIN Requirement: Strongly recommended
CHIN Element: ORCT; ORCRY; ORPR; ORMU
Created: April 1996
Updated: January 2010
Location & Geography 46
SITE
Definition: This field contains the name of the archaeological site where the object was collected.
Hint Text: The site name where the object was collected.
Data Type: Linked authority
Entry Rules: Use F9 to open the link to the Sites Authority, which will be displayed as a pop-up list.
Select the name of the site from which the specimen was collected. Enter all the site names or
designations by which the site is or has been known, including the Borden number or Parks Canada
number for Canadian archaeological sites. Use the pop-up list each time; a semicolon and a space will
automatically separate multiple entries. Enter the preferred name first.
Formatting Rules: Enter the full place name, avoiding abbreviations. Capitalize all proper names. If a
name includes an article or preposition (des, la, l’), generally use lowercase unless it is the first word in
the name. Use English unless no common English version for the name exists. Use accents and
diacritics as needed.
Examples:
Barma Grande
Head-Smashed-In Buffalo Jump
Combe Capelle
Flexi-Fields:
 Site: The site names entered in the anchor field will be auto-filled here. Use F6 to enter any
alternate, former, or foreign-language names for the site, as well as all names based on national
or institutional numbering systems (including Borden, Smithsonian, or Parks Canada designation).
 Prior Attribution?: Check this box for prior site names that are no longer in use.
 Sort: Number the site names from most relevant to least relevant. The preferred name should be
“1,” followed by alternate names “2,” “3,” etc. in order of which names are more commonly
known.
 Certainty: if you are unsure whether you have entered the correct site name, enter “reasonably
positive” or “significant doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For previously assigned data, enter the name of the previous
cataloguer (or if their name is unknown, the source of this name, such as the artifact card or
catalogue sheets). For previous dates, follow the directions in the Date Formatting Help, found
under the Help Menu.
 Note: Enter any further notes about the Site, for example the specific language of a foreignlanguage term, or reasons for uncertainty.
Administrative Data:
CCO Requirement: Recommended as part of Discovery Location
CCO Element: Discovery Location
CHIN Requirement: Recommended
CHIN Element: ZNA; ZBN
Created: April 1996
Location & Geography 47
Updated: January 2010
Location & Geography 48
PROVENIENCE
Definition: This field is used to indicate the specific location and context within the site from which the
object was collected.
Hint Text: The exact location where the object was discovered.
Data Type: Free-text alphanumeric
Entry Rules: Enter the provenience beginning from the most general category (ie. excavation block or
site feature) to the most specific (three dimensional measurements within an excavation unit). Give as
much information as possible. If the artifact was discovered on the surface with no other provenience
information, enter “surface collection.” If the provenience is unknown (for example, a surface find by
a farmer), enter “unknown;” however, provenience information is usually recorded for all excavated
materials.
Formatting Rules: Use lowercase letters except for proper nouns. Qualify locations if necessary (for
example, “next to house pit 13”). Do not use abbreviations. Ensure that all features, excavation areas,
and datum reference points are described within the Sites Authority, as well as any relevant
publications.
Examples:
unknown
surface collection
master pit 2, unit H-13, depth 269"
Abrigo 6, area A, level 8, T E 2-3
surface collection, area D
Flexi-Fields: None.
Administrative Data:
CCO Requirement: Recommended as part of Discovery Location
CCO Element: Discovery Location
CHIN Requirement: Recommended
CHIN Element: various Archaeological Site fields
Created: November 05
Updated: January 2010
Location & Geography 49
COLLECTOR
Definition: This field contains the names of the collectors or researchers responsible for excavating,
recording, or otherwise acquiring the specimen prior to its ownership by the Department of
Anthropology.
Hint Text: The name of the collector, intermediary, excavator, and/or surveyor.
Data Type: Linked authority
Entry Rules: Use F9 to open the link to the People Authority, which will be displayed as a pop-up list.
Select the name of the collector, intermediary, or excavator. Institutions may be selected if the
specific researcher is unknown. If entering more than one name, select the names one at a time. They
will automatically be separated by a semi-colon. Enter names from senior to junior or alphabetically.
Formatting Rules: See Personal and Corporate Names Authority, page 97.
Examples:
Gruhn, Ruth, Dr.
Geology Department, University of Alberta
Corner, F.
Roy, C. A., M.Sc.
Flexi-Fields:
 Name: The names entered in the anchor field will be auto-filled here.
 Type: Use F9 to open the pop-up list and select whether the person or institution was responsible
for artifact collection, excavation, surveying, or acting as an intermediary. This field defaults to
“collector.”
 Prior name?: Check the box if this person has changed names, or is now known not to have been
associated with the artifact. Make a note of why the name has been changed in the “Note” field.
 Sort: Number the names from most relevant to least relevant, based on seniority or level of
involvement in artifact collection.
 Certainty: If you are unsure whether you have correctly identified a collector, enter “reasonably
positive” or “significant doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For prior names, or preferred names that were assigned during a
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
 Note: Enter any further notes about the collector.
Rationale: CCO recommends using natural word order for formatting names in the display field;
however, given that CCO also recommends using inverted order in the Names Authority, and since
CHIN recommends using inverted word order, we have chosen to continue using inverted word order
for the collector name display.
Administrative Data:
CCO Requirement: None
Location & Geography 51
CCO Element: Examination History
CHIN Requirement: Recommended
CHIN Element: MCOL
Created: November 05
Updated: January 2010
Location & Geography 52
DATE COLLECTED
Definition: This field describes the date the object was collected and/or acquired by the intermediary.
Hint Text: Date object or specimen was collected (YYYY-MM-DD).
Data Type: free-text alphanumeric
Entry Rules: Enter the date that the artifact was collected from its original context at an archaeological
site. Other relevant dates, such as the date that the artifact was acquired by a private collector, can be
entered in the flexi-fields. If the month or day are unknown, enter only the year. If there is a date
range during which the artifact may have been collected, enter the earliest and latest possible dates,
separated by a dash. Do not use “n.d.” or “no date.” If the specific date is unknown, record dates or
date ranges with the greatest accuracy known, and make a note in the Certainty field.
For casts and replicas, enter the date that the original artifact was collected from its original context, if
known. Do not use this field for experimental artifacts.
Formatting Rules: Enter the date as YYYY-MM-DD, YYYY-MM, or YYYY, depending on the level of detail
known. Always use a dash to separate the year, month, and day, and to express date ranges, but do
not use punctuation or commas in any other circumstance. Always use four digits for the year and two
digits for the month and day. Do not use abbreviations. Please refer to Date Made formatting rules in
the Help Menu for further information.
Examples:
2005-07-07
1975-06 - 1975-07
1927
Flexi-Fields:
 Date Text: The full date or date range entered in the anchor field will be auto-filled here.
 Type: Use F9 to open the pop-up list and select the type of collection activity that occurred at this
date.
 Prior date?: Check the box if this date is now known to be incorrect. Make a note of why the date
has been changed in the “Note” field. If the same date has simply been re-entered in a new
format, delete the old entry rather than checking this box.
 Sort: Number the dates from most important to least important.
 Earliest and Latest Year, Month/Day: These fields will be auto-parsed based on the information
entered in the anchor field. A date range will be parsed into the Earliest and Latest fields, while a
single date will be entered into both fields identically. The month/day will be translated into a
three or four digit number (2008-08-12 (August 12) 812). Check to ensure that the date range
has been correctly parsed.
If a single uncertain date was entered, modify these fields so that the date range reflects this
uncertainty. The extent of the range (five years, ten years, or a century) should depend on the
level of uncertainty.
 Certainty: If you are unsure whether a date is accurate, enter “reasonably positive” or “significant
doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
Location & Geography 53
the current date automatically. For prior names, or preferred names that were assigned during a
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
 Note: Enter any further notes about the date the artifact was collected.
Rationale: In terms of dating, CCO make recommendations for Creation Date only, and recommends
using a more complex display field format, allowing for many variations in the date fields for periods,
eras, and decades during which an object was created. However, given that the collection date is
usually a specific, known date, and given that Mimsy’s flexi-fields parse out the Earliest Date and
Latest Date most accurately when the date is entered in the YYYY-MM-DD format, we have chosen to
continue using this more basic format.
Administrative Data:
CCO Requirement: None
CCO Element: Examination History
CHIN Requirement: None
CHIN Element: COLD
Created: November 05
Updated: January 2010
Location & Geography 54
CREATION INFORMATION FOR REPLICAS,
CASTS AND EXPERIMENTAL ARTIFACTS
MAKER OF REPLICA
Definition: This field names the maker or manufacturer of a cast, replica, or experimental artifact.
Hint Text: Person or organization responsible for creation of a cast, replica, or experimental artifact.
Data Type: Linked authority
Entry Rules: F9 to open the link to the People Authority, which will be displayed as a pop-up list. Select
the name of the individual or organization that created the specimen. If entering more than one
name, select one at a time. A semi-colon will automatically separate multiple entries. If the desired
name is not found in the pop-up list, do not enter a new name here; go to the People Authority and
create a full record of the individual or institution, which can then be linked to the object.
Formatting Rules: See Personal and Corporate Names Authority, page 97.
Examples:
Bonnichsen, Robson, Dr.
Young, David E.
University of New Mexico
Institut de Paleontologie Humaine
Flexi-Fields:
 Name: The names entered in the anchor field will be auto-filled here. Use F6 to enter any
common alternate names for the makers.
 Bio: If a brief biography was entered in the People Authority, it will be auto-filled here. If you wish
to add a biography, go to the maker’s entry in the Authority and enter it under Brief Bio.
 Relationship: This field will auto-fill as “maker.” If this is incorrect, delete “maker” and use F9 to
open the pop-up list and select “manufacturer” or “artist.”
 Prior name?: Check the box if this person has changed names, or is now known not to have been
associated with the artifact. Make a note of why the name has been changed in the Note field.
 Sort: Number the names from most relevant to least relevant, based on seniority or level of
involvement in artifact production.
 Certainty: If you are unsure whether you have correctly identified a maker, enter “reasonably
positive” or “significant doubt.” One reason certainty may be in question is when it is unknown
whether an Institution tied to the object actually produced the cast or if they are simply an
intermediary, or the holder of the original. Describe such certainty issues under Note.
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For previously assigned titles, enter the name of the previous
cataloguer (or if their name is unknown, the source of this name, such as the acquisition
documentation or catalogue sheets). For previous dates, follow the directions in the Date
Formatting Help, found under the Help Menu.
 Note: Enter any further notes about the maker.
Rationale: CCO recommends using natural word order for formatting names in the display field;
however, given that CCO also recommends using inverted order in the Names Authority, and since
Creation Information 57
CHIN recommends using inverted word order, we have chosen to continue using inverted word order
for the collector name display.
In order to accommodate AC’s flat database, information from the relationship and certainty fields will
be mapped and/or appended to the appropriate AC field. CHIN-CCO rule: There may be one or more
names, pseudonyms, nicknames, appellations for each person or corporate body, which are entered
in the Variation flexi-field in the People Authority. Variations will include inverted and natural word
order, and names with and without titles and honorifics. It must be ensured that the preferred name
used in the Authority is the name entered in this field.
Administrative Data:
CCO Requirement: Required
CCO Element: Creator
CHIN Requirement: Required
CHIN Element: AR/ME/MF
Mimsy Name: CATALOGUE.MAKER
Created: April 1996
Updated: January 2010
Creation Information 58
PLACE REPLICA MADE
Definition: This field describes the place where a cast, replica, or experimental artifact was made.
Hint Text: The geographic location where the cast, replica, or experimental artifact was created.
Data Type: Linked authority
Entry Rules: Use F9 to open the link to the Places Authority, which will be displayed as a hierarchal
name tree in the left-hand column. Select the most specific place from which the specimen is known
to have been collected. This can be done by following the hierarchy tree to the correct place name, or
by typing the desired name into the search box (Use “ %” before and after the name if you are
uncertain of the full name). Use F8 to run the search. Once the correct place name is highlighted in
the left-hand column of the menu, click “copy hierarchy” to enter the full name in the artifact record.
DO NOT LEAVE THIS FIELD BLANK. Use the most specific place name known for the object. If the
continent is all that is known, enter the continent. If the desired place name is not on the list, select
the most accurate term form the list, and enter additional information in the flexi-fields. If the
location is truly unknown, enter “unknown.”
Formatting Rules: See Geographic Place Authority (Place Authority) page 101.
Examples:
North America: Canada, Alberta, Edmonton
North America: United States, New Mexico
Europe: British Isles, Great Britain, England, Greater London
Flexi-fields:
 Place: The place name entered in the anchor field will be auto-filled here. Use F6 to enter any
alternate, former, or foreign-language names for the location.
 Place Details: Enter any information pertaining to the proximity of place listed to the exact
location from which the object was collected, for example: “Found 5km southeast of Medicine
Hat.”
 Prior Attribution?: Check this box for prior place names that are no longer in use.
 Sort: number the place names from most relevant to least relevant. The preferred name should
be “1,” followed by alternate names “2,” “3,” etc. in order of which names are more commonly
known.
 Certainty: if you are unsure whether you have entered the correct place name, enter “reasonably
positive” or “significant doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For previously assigned data, enter the name of the previous
cataloguer (or if their name is unknown, the source of this name, such as the artifact card or
catalogue sheets). For previous dates, follow the directions in the Date Formatting Help, found
under the Help Menu.
 Note: Enter any further notes about the Place Collected, for example the specific language of a
foreign-language term, or reasons for uncertainty.
Creation Information 59
Rationale: This field has been created to differentiate the creation location of casts, replicas, and
experimental artifacts from the collection location of true artifacts. This is especially important in
cases of replicas and casts where the collection location of the original artifact on which the
cast/replica is based is valuable data that should also be entered in the catalogue.
Administrative Data:
CCO Requirement: Recommended; Required when known
CCO Element: Creation Location
CHIN Requirement: Required
CHIN Element: ORCT; ORCRY; ORPR; ORMU
Created: October 09
Updated: January 2010
Creation Information 60
DATE REPLICA MADE
Definition: This field identifies the date a cast, replica, or experimental artifact was created.
Hint Text: Date the cast, replica, or experimental artifact was made or manufactured. (YYYY-MM-DD)
Data Type: Free-text alphanumeric
Entry Rules: Enter the date that the object was created. If there is a date range during which the artifact
may have been created, enter the earliest and latest possible dates, separated by a dash. Do not use
“n.d.” or “no date.” If the specific date is unknown, record dates or date ranges with the greatest
accuracy known, and make a note in the Certainty field.
This field is intended for casts, replicas, and experimental artifacts only. Do not use this field for original
artifacts. If a specific date for an original artifact is known based on carbon dating, known historic use,
or known dates of site occupation, enter this information in the Artifact Age field.
Formatting Rules: Enter the date as YYYY-MM-DD, YYYY-MM, or YYYY, depending on the level of detail
known. Always use a dash to separate the year, month, and day, and to express date ranges, but do
not use punctuation or commas in any other circumstance. Always use four digits for the year, and
two digits for the month and day. Do not use abbreviations. Please refer to Date Made formatting
rules in the Help Menu for further information.
Examples:
2005-07-07
1975-06 - 1975-07
1927
Flexi-Fields:
 Date Text: The full date or date range entered in the anchor field will be auto-filled here.
 Relationship: Enter the type of creation activity that occurred at this date (“manufactured,”
“flintknapped,” “designed,” “molded”).
 Prior date?: Check the box if this date is now known to be incorrect. Make a note of why the date
has been changed in the “Note” field. If the same date has simply been re-entered in a new
format, delete the old entry rather than checking this box.
 Sort: Number the dates from most important to least important.
 Earliest and Latest Year, Month/Day: These fields will be auto-parsed based on the information
entered in the anchor field. A date range will be parsed into the Earliest and Latest fields, while a
single date will be entered into both fields identically. The month/day will be translated into a
three or four digit number (2008-08-12 (August 12) 812). Check to ensure that the date range
has been correctly parsed.
If a single uncertain date was entered, modify these fields so that the date range reflects this
uncertainty. The extent of the range (five years, ten years, or a century) should depend on the
level of uncertainty.
 Certainty: If you are unsure whether a date is accurate, enter “reasonably positive” or “significant
doubt.”
 Attributor and Attribution Date: enter your name and the date of analysis. Use the F9 in
“Attributor” to select your name from the pop-up list, and use F9 in “Attribution Date” to enter
the current date automatically. For prior names, or preferred names that were assigned during a
Creation Information 61
previous cataloguing event, enter the name of the previous cataloguer (or if their name is
unknown, the source of this name, such as the artifact card or catalogue sheets. For previous
dates, follow the directions in the Date Formatting Help, found under the Help Menu.
 Note: Enter any further notes about the date the artifact was created.
Rationale: If there is a single date, it maps to BPD1 in Artefacts Canada. If there is a date range, it goes
to BPD1 and EPD1 in Artefacts Canada. Our date made is for replicas and casts only. In order to keep
information consistent, the radiocarbon or typological dates of original artifact should be entered in
the Period Designation and Description fields instead. This is especially important given that these
types of dates are of necessity uncertain, and should not be considered effective for indexing artifacts
in this database.
Administrative Data:
CCO Requirement: Required
CCO Element: Creation Date
CHIN Requirement: Required where applicable
CHIN Element: BPD1/EPD2
Mimsy Name: CATALOGUE.DATE_MADE
Created: November 2005
Updated: January 2010
Creation Information 62
NOTES
NOTE
Definition: This field contains any notes, comments, or additional information about the object, its
historic or prehistoric significance, and its collection history.
Hint Text: Notes, comments, or additional information.
Data Type: Free-text alphanumeric.
Entry Rules: Enter notes, comments, or additional information that cannot be entered elsewhere in the
catalogue. Topics that may be relevant include the relationship of this artifact or artifact type to
others or to a specific archaeological culture or period. This field may also include comments on the
historic or prehistoric significance of the object, the relevance of technological or artistic features
exhibited by the object, or disputed issues regarding classification or dating. For replicas or
experimental artifacts, this field may be used to discuss significance of the item to the intended
research goals or conclusions. Significant subjects should be linked under the Linked People, Objects,
Subjects, Publications, or Terms fields.
If a record must be flagged for follow-up, or if you are noting uncertainties that should be researched
and corrected in the future, they may be entered here, but ensure to create a real flagged note
through Mimsy’s “Note” function as well.
Formatting Rules: The text entered into this field should form a coherent, easily understood statement.
Use complete sentences, and generic terms when possible. List information in the order of
importance, or from general to specific. Use sentence case and capitalize proper names. Avoid
abbreviations.
Examples:
Specimen has no label but was found among artifacts of the Labrousse 1923 Collection.
Study specimen concerning the problem of man-made vs. naturally-made artifacts.
Recovered from a cultivated field in association with projectile points, scrapers, and lithic
debitage.
No notes exist to indicate the significance of this artifact to Crabtree’s experimental
procedure.
The chert composing this artifact is probably local to Lansing, Michigan (Source: Geology
Department Catalogue).
The cast includes restoration and reconstruction of the tip and blade edge.
Flexi-Fields: None
Rationale: Since they were being used interchangeably, we have combined the Note and Cataloguer’s
remarks fields into a single field.
Administrative Data:
CCO Requirement: Recommended
CCO Element: Other Descriptive Notes
CHIN Requirement:
CHIN Element: CREM
Created: December 1996
Updated: January 2010
Notes 65
LOT SUMMARY
Definition: This field lists the accession numbers of the artifacts contained within a lot.
Hint Text: The accession numbers of all artifacts that make up the lot.
Data Type: Free-text alphanumeric.
Entry Rules: This field is only used for LOT records. Enter the accession numbers of all artifacts grouped
within the lot.
Formatting Rules: Enter the numbers, indicating ranges of number with a dash, and separating entries
with a comma.
Examples:
967.1.190-197
967.1.456, 967.1.515, 969.17.23, 995.26.1
967.2.1-5
Flexi-Fields: None
Administrative Data:
CCO Requirement: Recommended
CCO Element: Relationships and Relationship Types
CHIN Requirement: None
CHIN Element: None
Created: November 2005
Updated: January 2010
Notes 67
LINKED ACTIVITIES
LEGAL STATUS
Definition: This field describes the object’s legal status.
Hint Text: Open flexi-fields to view legal status information.
Data Type: Auto-filled
Entry Rules: Information will automatically be entered into this field. Do not add any additional
information.
Formatting Rules: None
Examples:
ARCHAEOLOGY COLLECTION
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Requirement:
CHIN Element:
Created: December 1996
Updated: January 2010
HOME LOCATION
Definition: This field describes the permanent storage location of the object.
Hint Text: The location where the object is housed when not travelling.
Data Type: Free-text alphanumeric
Entry Rules: This field defaults to Archaeology Teaching Lab (1-28). Do not change this entry unless the
artifact has been permanently moved to a different location.
Formatting Rules: Enter the name of the room, if applicable, followed by the room number. Rooms are
assumed to be within Tory Building at the University of Alberta; only specify the building and
institution if this is not the case.
Examples:
Archaeology Teaching Lab (1-28)
Administrative Data:
CCO Requirement: Required
CCO Element: Current Location
CHIN Requirement: None
CHIN Element: PLBS
Created: November 2005
Updated: January 2010
LOCATION
Definition: This field describes the current location of the object. This may include a loan to another
Department or Institution, or a display case on campus.
Hint Text: Read-only. The physical placement of the object. Entered in Location Activity.
Data Type: Auto-filled, Read-only.
Entry Rules: Information will automatically be entered into this field. Do not add any additional
information.
Formatting Rules: The location is entered as [Building], [Room #], [drawer row/cupboard/cabinet
number], [drawer/tray/shelf number]
Examples:
Tory, 1-28, 19, a
Tory, Hallway, North, 15
Administrative Data:
CCO Requirement: Required
CCO Element: Current Location
CHIN Requirement: None
CHIN Element: CLBS
Created: December 1996
Updated: January 2010
CONDITION
Definition: This field describes the object’s condition.
Hint Text: Read-only. The physical status of the object. Entered in Condition Activity.
Data Type: Auto filled, read-only.
Entry Rules: Information will automatically be entered into this field. Do not add any additional
information.
Formatting Rules: None
Examples:
good
broken
chipped
weathered
Administrative Data:
CCO Requirement: Recommended
CCO Element: Condition and Examination History/Conservation and Treatment History
CHIN Requirement:
CHIN Element: KPC
Created: December 1996
Updated: January 2010
Notes 72
VALUATION
Definition: This field describes the object’s monetary value.
Hint Text: Read-only. Current monetary value of object. Entered in Value Activity.
Data Type: Auto filled, read-only.
Entry Rules: Information will automatically be entered into this field. Do not add any additional
information. Dollar values may legally be assigned to casts and replicas, but this field should be blank
for most original artifacts.
Formatting Rules: None.
Examples:
CAD 100.00
CAD 25.00
USD 67.35
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Requirement: None
CHIN Element: PP; APP
Created: December 1996
Updated: January 2010
Notes 73
LINKED AUTHORITIES
LINKED AUTHORITIES
Definition: These fields are used to create links to entries in the authorities that have not already been
created during data entry. They provide a cross-reference for objects, people, institutions, and
geographic places that are associated by collection history or usage. They also provide a crossreference for related publications and for the description of organic materials, archaeological cultures
or artifact types, or other specific terminology relevant to the catalogued object. This may include
indexing of contradictory and comparative material.
Hint Text: Open flexi fields to add or view Media/Object/People/Place/Publication/Subject/
Taxonomy/Thesaurus Authority records related to the object.
Data Type: Linked Authority
Basic Entry Rules: Click on the Linked Authority field labels to open the flexi fields, and click in the blank
entry line to place the cursor within one of the boxes. You may now press F6 to create a new flexifield entry.
Basic Flexi-fields:
 Prior Attribution?: Check this box for previously attributed relationships that are no longer
considered accurate.
 Sort: Number the linked items from most relevant to least relevant.
 Certainty: If you are unsure about the relationship between the object and linked item, enter
“reasonably positive” or “significant doubt.”
 Note: Enter any further notes about the relationship of the object to the linked item.
LINKED MEDIA
Entry Rules: Media links are created by MACS. Do not enter text in this field.
Specific Flexi-Fields:
 Media ID: The filename of the image or other media file linked to the object.
 Relationship: The view of the object given in the media image.
Administrative Data:
CCO Requirement: Required
CCO Element: View Information
CHIN Requirement:
CHIN Element:
Created: November 2005
Updated: January 2010
LINKED OBJECTS
Entry Rules: This field is used to link artifacts related to this one by collection, history, or usage.
Do not link items that have already been linked as a lot under Whole/Part.
Linked Authorities 77
Specific Flexi-Fields:
 Media ID: Use F9 to open the Object Authority as a pop-up list and select the accession
numbers of the related artifacts.
 Title/Name: This field will be auto-filled with information from the Object Record for the
linked artifact.
 Relationship: Enter the reason the objects have been linked.
Rationale: This ADDITIONAL ASSOCIATIONS Field in Artefacts Canada, maps best to our linked
objects. It could also be used to hold other of our linked information. (There are only 2 items in
our Linked Objects)
Administrative Data:
CCO Requirement: Required when applicable
CCO Element:
CHIN Requirement:
CHIN Element:
Created: November 2005
Updated: January 2010
LINKED PEOPLE
Entry Rules: This field is used to link previous cataloguers, researchers, or institutions that have
handled, treated, or analyzed the artifact at some point in time. Do not link collectors,
intermediaries, donors, or sources here; they are linked through other fields in the catalogue.
Specific Flexi-Fields:
 Name: Use F9 to open the People Authority as a pop-up list and select the names of the
related people or institutions.
 Relationship: Enter the type of interaction between the person and the artifact, such as
“previous cataloguer,” “owner,” “used by,” or “researcher.”
Administrative Data:
CCO Requirement:
CCO Element:
CHIN Requirement:
CHIN Element:
Created: November 2005
Updated: January 2010
LINKED PUBLICATIONS
Entry Rules: This field is used to link relevant sources, published or unpublished, that may be
referenced to provide further information on the object. This may include excavation reports
for the site from which the artifact was collected, artifact classification manuals or resources,
papers discussing related raw materials or techniques, and books or papers on the Geographic
Culture Area, Style, or Period to which the artifact may be assigned.
Specific Flexi-Fields:
Linked Authorities 78
 Publication: Use F9 to open the Publications Authority as a pop-up list and select the title
names of the sources to be referenced.
 Publication Date: Enter the date that the source was published (for unpublished works,
enter the date that the manuscript was completed, bound, or printed, depending on the
type of work.
 Relationship: Enter the nature of the relationship between the object and the publication,
for example, if the artifact itself is described in an excavation report, or if the publication
was used as a “resource” for assigning artifact typology, material type, culture type, or
other analysis.
 Portion: Enter the portion of the resource that was used for reference, for example
“Chapter 3” or “Appendix II.”
 Pages: Enter the numbers of the pages that were used for reference, for example “2-46” or
“367.”
 Plate/Figure: Reference any figures or photos that are related to the artifact, for example
photographs of the artifact or its raw material, or diagrams of the artifact type to which it
has been assigned, or illustrations of techniques used to create it.
 Illustrated?: Check this box if the resource contains illustrations relevant to the artifact.
Administrative Data:
CCO Requirement:
CCO Element:
CHIN Requirement:
CHIN Element: Various
Created: November 2005
Updated: January 2010
LINKED SUBJECTS
Entry Rules: This field is used to link relevant subjects, such as named artifact types and
archaeological cultures (see discussion of the Subject Authority, p. 107).
Specific Flexi-Fields:
 Subject: Use F9 to open the Subject Authority as a pop-up list and select the relevant
related subjects. If you have assigned a culture type or artifact type to the object, it should
be linked here.
 Relationship: Enter the type of relationship between the object and the subject. Usually
this can be done by entering the information form the subject Category field in the Subject
Authority (p. 107), for example “culture” for the archaeological culture represented by the
artifact, or “lithics” for the lithic tool type under which the artifact has been classified.
Administrative Data:
CCO Requirement: Required
CCO Element: Various
CHIN Requirement:
CHIN Element: Various
Created: November 2005
Updated: January 2010
Linked Authorities 79
LINKED TAXONOMY
Entry Rules: This field is used to record information about objects created from or composed of
faunal materials. Use the Note field for detailed description, and use the remaining flexi-fields
for specific terms that could be used for indexing and retrieval.
Specific Flexi-Fields:
 Scientific Name: Use F9 to open the Taxonomy Authority as a linked hierarchical list, and
use the “copy hierarchy” command to enter the entire taxonomical description. Select the
most specific identifiable taxon for the object. For example, if the bone is related to deer
but it cannot be certainly identified as mule deer, white-tailed deer, or elk, enter the family
name, Cervidae rather than the genus, Odocoileus, or Cervus. Generally it is very difficult to
identify a specimen to the species level; DO NOT GUESS. Enter any uncertain species
information in the Note field.
 Element: Enter the name of the bone or other element type, if identifiable (femur,
deciduous tooth, vertebra, phalanx, unidentifiable).
 Portion: Enter the part of the element, if identifiable (distal, medial, epiphysis, spinous
process, ramus, sphenoid process).
 Side: Enter whether the element was a part of the “left” or “right” half of the body, “N/A”
(for vertebrae and other symmetrical elements), or “unidentified.”
 Age: Enter the estimated age of the faunal specimen, either in number of years or as
juvenile, infant, or adult. Describe indicators of age, such as epiphyseal fusion, tooth wear
and tooth eruption stage, and antler development in the Note field.
 Sex: If identifiable, enter the sex of the specimen. Describe indicators of sex, such as
robsticity, size of canine teeth or muscle attachments, baculum, antler development etc. in
the Note field.
 Modification: Enter modifications (marks and breakage patterns) or pathologies (healed or
partially healed fractures, osteoporosis, or other irregularities). Use this field to enter the
basic term referring to the modification or pathology type, and enter a more detailed
description in the Note field.
Administrative Data:
CCO Requirement: Required
CCO Element: Various
CHIN Requirement:
CHIN Element: Various
Created: November 2005
Updated: January 2010
LINKED TERMS
Entry Rules: This field is used to link relevant terms, such as named artifact types and
archaeological cultures (see discussion of the Concept Authority (Thesaurus), p. 105).
Specific Flexi-Fields:
 Subject: Use F9 to open the Thesaurus as linked hierarchical list and select the relevant
related terms. Terms that may be linked here include definitions tools, materials,
Linked Authorities 80
techniques, stylistic periods, condition, function, and other attributes and properties
discussed elsewhere in the object record.
 Relationship: Enter the way in which the term is related to the artifact, for example if a
material type is only related to a portion of the artifact.
Administrative Data:
CCO Requirement: Required
CCO Element: Various
CHIN Requirement:
CHIN Element: Various
Created: November 2005
Updated: January 2010
Linked Authorities 81
COPYRIGHT & USER INFORMATION
LOAN ALLOWED?
Definition: This field indicates whether the artifact may be loaned to other departments or institutions.
Hint Text: None
Data Type: Yes/No check-box
Entry Rules: This field defaults to a checked-box with a Y beside it to represent “yes,” loan allowed. If a
loan is allowed, leave the field unmodified. If a loan is not allowed, click the box to remove the check
mark, and the Y will change to an N for “no” loan.
Formatting Rules: N/A
Examples: N/A
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Requirement: None
CHIN Element: None
Created: December 1996
Updated: January 2010
PUBLISH?
Definition: This field indicates copyright ownership of images of the object, and states whether
photographs of the artifact may be published to the MACS website, placed on display, or sent to
Artefacts Canada.
Hint Text: None
Data Type: Yes/No check-box
Entry Rules: This field defaults to a checked-box with a Y beside it to represent “yes,” publication
allowed. If copyright is not restricted and publication is allowed, leave the field unmodified. If it is not
allowed, click the box to remove the check mark, and the Y will change to an N for “no” publication.
Formatting Rules: N/A
Examples: N/A
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Requirement:
CHIN Element:
Created: December 1996
Updated: January 2010
Copyright & User Information 85
ORIGINALLY MODIFIED BY
Field Definition: This field applies only to records created prior to the adoption of Mimsy for this
collection. It contains the full name of the person who created or last modified the original paper
record for this item.
Hint Text: The full name of the person who last modified the original paper record for this object.
Entry Rules: Enter the full name of the cataloguer in natural word order. If this is a new record, or if you
are updating an existing record, do not enter information in this field as it will be automatically
generated by Mimsy in the "Created By" and Updated By" fields.
ORIGINAL DATE MODIFIED
Field Definition: This field applies only to records created prior to the adoption of Mimsy for this
collection. It contains the date when the paper record for this item was last modified, in YYYY-MM-DD
format.
Hint Text: The date the paper record for this item was last modified (YYYY-MM-DD).
Entry Rules: Enter the date that the paper record was last modified as YYYY-MM-DD. If this is a new
record, or if you are updating an existing record, do not enter information in this field as it will be
automatically generated by Mimsy in the "Created By" and Updated By" fields.
ORIGINAL DATE CREATED
Field Definition: This field applies only to records created prior to the adoption of Mimsy for this
collection. It contains the date when the original paper record for this item was first created, in YYYYMM-DD format.
Hint Text: The date the original paper record for this item was created (YYYY-MM-DD).
Entry Rules: Enter the date that the paper record was originally created as YYYY-MM-DD. If this is a new
record, or if you are updating an existing record, do not enter information in this field as it will be
automatically generated by Mimsy in the "Created By" and Updated By" fields.
CREATED BY
Field Definition: This field contains the user ID of the person who created this record into the database.
Hint Text: Read-only. Person who entered record into system.
Entry Rules: This field is automatically generated by Mimsy based on the user ID of the person signed in
to the system when the current record was created.
CREATE DATE
Field Definition: This field contains the date that this record was created.
Hint Text: Read-only. Date that the record was created in the system.
Copyright & User Information 86
Entry Rules: This field is automatically generated by Mimsy when the record is created, using the format
YYYY-MM-DD.
UPDATED BY
Field Definition: This field contains the user ID of the person who last updated the record in the
database.
Hint Text: Read-only. Person who most recently updated information in the record.
Entry Rules: This field is automatically updated by Mimsy each time information in the record is
modified, based on the user ID of the person signed in to the system at that time.
UPDATE DATE
Field Definition: This field contains the most recent date that this record was modified.
Hint Text: Read-only. Date that the record was last updated.
Entry Rules: This field is automatically updated by Mimsy each time information in the record is
modified, entering the current date using the format YYYY-MM-DD.
Copyright & User Information 87
CHIN REQUIRED FIELDS
(The data to be entered in here is predetermined and identical for each artifact, and so these fields are
not included in database. Information for these fields is automatically generated by MACS when
uploading our catalogue to Artefacts Canada)
INSTITUTION
Definition: This field describes the institution responsible for the creation and maintenance of the
database document in which the artifact is being catalogued. This does not equate to location of
curation or legal ownership of the object; it simply records the identity of the institution uploading
information to Artefacts Canada.
Entry Rules: Enter the full name of the institution in natural word order, capitalizing proper names.
Format the name according to the official published or advertized version used by the institution.
Avoid abbreviations, except abbreviations that are part of the institution’s official name, and include
all diacritics.
Example: University of Alberta Museums
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Element: INS
Created: November 2005
Updated: January 2010
INSTITUTION CITY
Definition: This field contains the name of the city, town, or municipality in which the institution is
located.
Entry Rules: Enter the preferred, full name of the city in natural word order, capitalizing proper names.
Format the name according to the official published or advertized version used by the municipal
government. Avoid abbreviations, and include all diacritics. If the preferred name includes an article
or preposition (such as la or l’), use lowercase unless the article or preposition is the first element in
the name.
Example: Edmonton
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Element: INSCTY
Created: November 2005
Updated: January 2010
CHIN Fields 91
INSTITUTION PROVINCE
Definition: This field contains the name of the province, territory, or state in which the institution is
located.
Entry Rules: Enter the preferred, full name of the province in natural word order, capitalizing proper
names. Format the name according to the official published or advertized version used by the
provincial government. Avoid abbreviations, and include all diacritics. If the preferred name includes
an article or preposition (such as la or l’), use lowercase unless the article or preposition is the first
element in the name.
Example: Alberta
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Element: INSPR
Created: November 2005
Updated: January 2010
DISCIPLINE
Definition: This field names the discipline or branch of learning under which the object may fall.
Entry Rules: Entries must be selected from the 2006 “Discipline Authority List proposed for the
Humanities (Derived from the Art & Architecture Thesaurus).” Use lowercase lettering and natural word
order. A semicolon and a space should separate multiple entries.
Example: archaeology
Administrative Data:
CCO Requirement: None
CCO Element: None
CHIN Element: DSCD
Created: November 2005
Updated: January 2010
CHIN Fields 92
CCO RECOMMENDED & REQUIRED FIELDS
FOR AUTHORITIES
(Only those fields that are part of our database system and that are discussed in the CCO Manual are
addressed here. We use all of the CCO required fields, but not all of the recommended fields are
relevant to archaeological materials collections. Many fields that are present in our authorities are not
discussed by CCO, and while they should be monitored for data quality, they are not required in order to
meet with CCO standards, and are not within the scope of the Digital Documentation Project)
VIEW INFORMATION (MEDIA AUTHORITY)
View information includes details about the object as it appears in an image (media). The description of
the view is intended to provide a more complete experience and understanding of the object to the
viewer, and is especially important for three-dimensional items such as artifacts, sculpture, and
architecture. It should elaborate on spatial, chronological, or contextual aspects of the object and the
media.
VIEW TYPE (VIEW)
CCO Status: Required
Definition: The specific vantage or perspective, usually describing the side or aspect of the object
being photographed. This field is used to help users to distinguish between multiple images of
the same object.
Formatting Rules: Use a single, simple phrase or term for this field. Use F9 to open the pop-up
menu and select the correct view of the artifact presented in the image.
VIEW DESCRIPTION (CAPTION)
CCO Status: Required
Definition: A basic statement describing the spatial, chronological, or contextual aspects of the
work captured in the image.
Formatting Rules: The description should incorporate the view type and the object name in the
description, and as little other information as possible. Terminology should be consistent
between entries. Use lowercase except for proper nouns, avoid abbreviations, and use natural
word order. If the view is a detail of a portion of the artifact, enter “detail;” otherwise it is
assumed to be a full view.
DATE (DATE CAPTURED)
CCO Status: Required
Definition: The date or date range associated with the original production of the image, if known.
This must be distinguished from other administrative dates such as the reprinting of a
photograph or transfer of an image between different file formats. Record the date of the view
itself, so that the age of the image, and the item within it, can be accurately interpreted.
Formatting Rules: Enter as YYYY-MM-DD
VIEW SUBJECT (LINKED OBJECTS, SUBJECTS &TERMS)
CCO Status: Required when applicable.
Definition: This field is only required by CCO when the subject matter depicted in the image is
specific to the image and distinct from that of the artifact in general. Terms or phrases that
Authorities 95
characterize the subject matter of the work as depicted in the image. This allows for linking and
retrieval of images directly to the subject matter, so that images themselves can be searched
thematically.
Formatting Rules: Use the linked authorities to link the image to the artifact it depicts (Objects),
the related artifact type or archaeological culture (Subjects) or descriptive terms from the
thesaurus (Terms).
Authorities 96
PERSONAL AND CORPORATE NAMES AUTHORITY
(PEOPLE AUTHORITY)
Summary: The personal and corporate names authority contains names and other information about all
nonfictional persons and groups associated with the artifacts in the Object Authority. This includes
artists, architects, studios, architectural firms, and others responsible for the design and production of
cultural works or replicas. It will also contain information about patrons, repositories, and other persons
or corporate bodies related to particular works. For archaeology, this will also include all collectors,
archaeological permit holders, experimental artifact creators, and any other researcher or intermediary
involved with the artifacts in the collection.
For the purposes of the archaeology database, all prehistoric artifact creators are assumed to be
unknown, and are not included here. Identity of the prehistoric creator can be interpreted based on the
Geographic Cultural Area, Archaeological Culture, and Period with which the artifact is associated.
Makers of experimental artifacts, replicas, and casts; however, are mostly known and so are included
here.
NAMES
CCO Status: Required
Definition: This field should include the preferred name, as well as all alternate names or
variations of the name.
Formatting Rules: Capitalize surnames, initials, first names, and honorifics.
For individuals, use the following order: Last Name, First Name, Middle Initial, Title/Honorific.
Initials should be followed by periods. When determining whether to capitalize prepositions
(des, la, von, der) and whether to use full names or initials, refer to the individual’s listing at
their institution of work, or to their publication record, for the most common usage.
For organizations and institutions, enter the full name in title case, in natural word order (unless
the name of the organization specifically uses un-capitalized words or an alternate word order).
When determining the language of the name and whether to use abbreviations, Inc./Ltd.,
diacritics, or other symbols or designations, refer to the most commonly published or
advertized version of the name.
Parse out the name segments under the fields Title, First Name, Surname, and Suffix.
RECORD TYPE (INDIVIDUAL?)
CCO Status: Recommended
Definition: Distinguishes records for persons from those for corporate bodies.
Formatting Rules: Click the box if the record is for an individual person. A check-mark will appear,
and the letter beside the box will read Y for “yes.” If the record is for a group, institution, or
other corporate body, leave the box blank, with an N for “no.”
Authorities 97
GENDER
CCO Status: Recommended
Definition: Record the gender of the individual as “male,” “female,” or “unknown.” Do not use
this field for corporate bodies.
Formatting Rules: Use a single term, in lowercase letters.
DISPLAY BIBLIOGRAPHY (BRIEF BIO)
CCO Status: Required
Definition: Record a concise phrase noting nationality, life roles, and birth and death dates for an
individual, or national affiliation, function, and dates of establishment and dissolution for a
corporate body.
Formatting Rules: Capitalize nationality, culture, place names, or other proper nouns, and use
lowercase for all other words. Use abbreviations only for dates (ca., CE, 17th century).
Use the following syntax: “nationality” [space] “life role” [comma, space] “birth date-death date”
Examples:
Canadian experimental artifact creator, 1948-present
French archaeologist, 1919-1981
American amateur collector, ca. 1905
NATIONALITY
CCO Status: Required
Definition: Term referring to the national, geopolitical, cultural, or ethnic origins or affiliation of
the person. Nationality does not have to refer to a legal nation-state, but must refer to a real,
defined place or culture. Include historical or previously existing nationalities when applicable.
Formatting Rules: Record the adjectival form of the nation or culture in natural word order,
capitalizing proper nouns.
BIRTH DATE/DEATH DATE
CCO Status: Required
Definition: The year when a person was born, or when a corporate body was established or came
into existence, and the year when the person dies, or the corporate body was dissolved.
Formatting Rules: Enter the full year (YYYY), or if the full date is known, enter a numeric date in
the format YYYY-MM-DD. For years BC, use negative numbers.
Authorities 98
If the dates are uncertain, enter an estimated date, and make a note in the Note field that the
date is an estimate, using C for “circa”, P for “prior to” and L for “later than.” To be as inclusive
as possible, ensure that the estimate is the earliest possible date of birth, and the latest
possible date of death. Do not make this field visible to the public, and qualify the estimated
date in the display biography with “ca.” or using a decade or century (ca. 1905, 19th century,
1960s). DO NOT, however, these qualifiers or designations in the Date fields, as this will prevent
accurate searching or sorting by date.
BIRTH PLACE/DEATH PLACE
CCO Status: Recommended
Definition: The noun form of place names where the person was born or died.
Formatting Rules: The name should be displayed with its broader context. Use F9 to open the
link to the Places Authority, which will be displayed as a hierarchal name tree in the left-hand
column. Select the most specific location known, and .use the “copy hierarchy” command to
enter the place name with its broader context in the field.
DESCRIPTION
CCO Status: None
Definition: Enter a more detailed biography, focusing on such topics as the research interests and
institutional affiliations of researchers and collectors, as well as the detailed role individuals or
groups played in relation to the artifacts in the database.
Formatting Rules: The text entered into this field should form a coherent, easily understood
statement. Use complete sentences, and generic terms when possible. List information in the
order of importance, or from general to specific. Use sentence case and capitalize proper
names. Avoid abbreviations.
LIFE ROLES (OCCUPATION & ROLE CHECK-BOXES)
CCO Status: Required
Definition: The major professional roles played by the individual through his/her lifetime, or the
major functions or roles that define the activities or purpose of the corporate body. If a person
held multiple roles, record them all. Use the most specific term applicable.
Formatting Rules: Under the Occupation field, record the terms in natural word order,
capitalizing only proper nouns, and separating each role with a semicolon.
Check off the appropriate boxes (“Appraiser?,” “Collector?,” “Owner?,” etc.) to indicate the types
of activities and roles the person or institution conducted in relation to the artifacts in the
Object Authority.
Authorities 99
LINKED OBJECTS
CCO Status: Recommended
Definition: Used to link the person with artifacts in the database that they have studied,
collected, or otherwise interacted with. Usually links to these objects will be automatically
generated during object cataloguing; only use this field to enter links to objects that are not yet
visible on the links sidebar, and that cannot be entered through the Object Authority.
LINKED PEOPLE
CCO Status: Recommended
Definition: This field can be used to link related people (such as siblings, parents and children, or
students and teachers. It can also be used to link related corporate bodies, or employees to
their workplace. Ensure to fill in the Relationship and Date flexi-fields to describe how and for
how long the people or organizations were related.
LINKED SOURCES
CCO Status: Required
Definition: Citations for resource, published or non-published, that was used as a source for
names, dates, notes, or other information in the authority record. Ensure to fill in the
Relationship and Pages, Plate/Figure, or Portion fields to describe the type of information
obtained in the source, and where in the source the information may be found.
Authorities 100
GEOGRAPHIC PLACE AUTHORITY (PLACE AUTHORITY)
The Geographic Place Authority contains information about places important to the cultural objects and
creators. The places described here should include geophysical features as well as political or
administrative entities. CCO considers archaeological sites to be geographic places; however, a
separate Site Authority for archaeological sites has been created so that site data specific to
archaeological study may be catalogued in greater detail. Places in the Place Authority may be linked
to sites through the Related Sites field.
Physical features include entities that are part of the natural physical condition of the planet, including
continents, rivers, lakes, and mountains, as well as features of other planets and celestial bodies.
Administrative entities include man-made or cultural entities typically defined by political and
administrative boundaries, such as empires, nations, districts, townships, and inhabited places. Both
current and historical places should be included. Imaginary or fictional places should not be entered
here (they should be entered in the Subject Authority); however, recognized or named areas with
ambiguous or undefined borders may be included.
MACS uses names from the Getty Thesaurus of Geographic Names, with other more specific name
places added when necessary.
NAMES (PLACE)
CCO Status: Required
Definition: This field should include the preferred name, as well as all alternate names or
variations of the name (Enter alternate names under Alternate Place Name 1 & 2).
Formatting Rules: Enter the full place name, avoiding abbreviations. Capitalize all proper names.
If a name includes an article or preposition (des, la, l’), generally use lowercase unless it is the
first word in the name. Use English unless no common English version for the name exists. The
name should include the broader context including (when applicable) continent, nation,
province or state, and city or inhabited place. Do not invert the name; use natural word order.
PLACE TYPE
CCO Status: Required
Definition: A single word or phrase characterizing the role, function, political anatomy, size, or
physical characteristics of the place. Use the most specific type known.
Formatting Rules: Use lowercase unless the term includes a proper name. Use F9 to open the
pop-up list to select the applicable term.
BROADER CONTEXT (HIERARCHY)
Authorities 101
CCO Status: Required
Definition: Describes the whole/part relationships between the places entered in the Authority.
Formatting Rules: Generally the context should follow a basic pattern of continent, nation,
province/state/region, inhabited place/city. Include at least one level of subdivision within each
nation.
RECORD TYPE (POLITICAL NAME?/GEOGRAPHIC NAME?)
CCO Status: Recommended
Definition: This field is used to distinguish between records for physical features and those for
administrative entities.
Formatting Rules: Check the box for the correct place type. Only check one box.
COORDINATES (UTM, LATITUDE, LONGITUDE, ELEVATION)
CCO Status: Recommended
Definition: Coordinates refer to an exact location on the earth’s surface at which a place may be
located. The coordinates entered here should refer to the central point within the place.
Formatting Rules: Enter the numerical coordinate, followed by the units (Eastings vs. Westings,
decimal degrees vs. degrees/minutes/seconds, and the NAD of UTM data.
NOTE/DESCRIPTION
CCO Status: Recommended
Definition: A free-text descriptive note explaining pertinent information such as a brief history,
the relevance of the place within archaeological study, and distinctions between this and
nearby or related places.
Formatting Rules: The text entered into this field should form a coherent, easily understood
statement. Use complete sentences, and generic terms when possible. List information in the
order of importance, or from general to specific. Use sentence case and capitalize proper
names. Avoid abbreviations.
DATES
CCO Status: Recommended
Definition: Dates may include date of inhabitation, dates of use of a particular name, or the date
that a source was used to create the current entry in the Place Authority.
Formatting Rules: Enter the full year (YYYY), or if the full date is known, enter a numeric date in
the format YYYY-MM-DD. For years BC, use negative numbers.
Authorities 102
LINKED SOURCES
CCO Status: Required
Definition: Citations for the resource, published or non-published, that was used as a source for
names, dates, notes, or other information in the authority record. Ensure to fill in the
Relationship and Pages, Plate/Figure, or Portion fields to describe the type of information
obtained in the source, and where in the source the information may be found.
Authorities 103
CONCEPT AUTHORITY (THESAURUS)
The Concept Authority contains most of the terminology needed for records in the Object, Media, and
Subject authorities, excluding proper names; it defines generic concepts. A concept is defined here as
a discrete entity or idea, and not as a subject heading, which may be a compound term encompassing
a number of entities or ideas. Facets of the authority may include materials, activities, agents,
styles/periods/cultures, physical attributes, and associated concepts (For definitions of these facets,
see Cataloguing Cultural Objects Appendix 3, pp. 332-333).
This authority should not include proper names of people, organizations, geographic places, named
subjects, or named events. While CCO includes biological taxonomy as a concept, a separate
Taxonomy Authority for has been created so that species data for organic materials related to
prehistoric food consumption or artifact production may be catalogued in greater detail. Species in
the Taxonomy Authority may be linked to related concepts through the Related Terms field in the
Taxonomy Authority.
MACS uses terms from the Getty Art and Architecture Thesaurus for this authority.
TERMS
CCO Status: Required
Definition: This field contains the word or identifying phrase used to name the concept.
Formatting Rules: Enter terms in lowercase with the exception of brand names or if the term
includes a proper noun. Use English for the preferred term, unless no English-language term
exists. Enter alternate terms in the Alternate 1 & 2 fields. Enter the singular form for the
preferred term, and also enter the plural form as an alternate term since either singular or
plural may be needed for linking to object records.
Include all alternate terms, including variant spellings, abbreviations, synonyms, and historical
vocabulary, using both the inverted and natural word order, and noun, adjectival, and gerund
forms, if applicable.
BROADER CONTEXT
CCO Status: Required
Definition: This field identifies the hierarchical (taxonomic) relationships between a concept and
its parent.
Formatting Rules: Concepts may be arranged according to defined characteristics, from broader
class to specific terms. Discrete areas of the hierarchy (facets) may be devised if necessary. If
appropriate, link a concept to multiple parents if it relates to two or more broader concepts,
making it polyhierarchical (For example a “chapel” may refer to a building type, or to a building
component.)
Authorities 105
RECORD TYPE (GUIDE TERM?)
CCO Status: Recommended
Definition: This field is used to distinguish between records for specific concepts from guide terms
to be used as organizing levels from the hierarchy.
Formatting Rules: Guide terms are usually distinguished in the hierarchy by being placed within
arrow brackets <like this>, and occupy the upper levels of the hierarchy. If the term is an
organizational term, click on the box next to Guide Term? (check mark; Y). If it refers to a
concept near the end of the hierarchy, leave the box empty (N).
NOTE/DESCRIPTION
CCO Status: Required
Definition: This field describes the meaning of the concept within the context of its hierarchy in
the authority, and how the concept should be used and interpreted. Notes should be objective,
specific, prescriptive, and based on authorized sources and the intended use of the concept in
the local system.
Formatting Rules: The text entered into this field should form a coherent, easily understood
statement. Use complete sentences, and generic terms when possible. List information in the
order of importance, or from general to specific. Use sentence case and capitalize proper
names. Avoid abbreviations.
LINKED SOURCES
CCO Status: Required
Definition: Citations for the resource, published or non-published, that was used as a source for
names, dates, notes, or other information in the authority record. Ensure to fill in the
Relationship and Pages, Plate/Figure, or Portion fields to describe the type of information
obtained in the source, and where in the source the information may be found.
Authorities 106
SUBJECT AUTHORITY
The subject authority is used to describe or explain specific, named themes, events, and higher concepts
that are relevant to the database. This authority should be reserved for iconographical terminology,
including proper names of mythological or literary characters or themes, historical events or themes,
etc. For the purposes of the archaeology collection, this includes groupings of artifact types and
interpreted prehistoric cultures. It may also include themes, fictional places, mythical characters, or
other iconographic subjects represented by or related to the artifacts in the database. Generic terms
that do not require proper names should not be included here, but entered in the Concept
Authority/Thesaurus.
This authority should be in the form of a thesaurus to allow for equivalence and associative
relationships, with broader context hierarchy to allow for whole/part relationships to be explored. In
the absence of a hierarchical structure, a broader context display field should be included.
TERMS
CCO Status: Required
Definition: This field contains the term, appellation, or other identifying phrase used to name the
subject.
Formatting Rules: Capitalize all proper names, real or fictional. Use English for the preferred term,
unless no English-language term exists. Enter alternate terms in the Description field. Include all
alternate terms, including variant spellings, abbreviations, synonyms, and historical vocabulary,
using both the inverted and natural word order, and noun, adjectival, and gerund forms, if
applicable.
BROADER CONTEXT
CCO Status: Required if applicable
Definition: CCO recommends constructing a hierarchy to display the relationships between
entries in the Subject Authority. Our database uses the Category and Sub-category fields to
create the hierarchy, while related subjects may be linked using the Linked Subjects field.
Formatting Rules: Use F9 to open the pop-up menus and select terms for Category and Subcategory. Categories currently used in the authority include “lithics” for lithic tool types and
styles, “lithic industries” for groups of lithic tool types, and “culture” for archaeological culture
groups (Suggested Categories to add to this authority in the future include geographic culture
area and period designation).
RELATED KEYWORDS
CCO Status: Required if applicable
Authorities 107
Definition: This field contains indexing keywords, names, and terms that characterize significant
general aspects of the subject. This may include roles, characters, events, and other ideas or
objects characterized by or related to the subject.
Formatting Rules: Related keywords may be linked to the subject using the Linked People, Places,
Subjects, Taxonomy, and Terms fields. Links to these fields may also be used as a “see also”
reference; ensure to define the type of reference in the Relationship flexi-field.
NOTE/DESCRIPTION
CCO Status: Recommended
Definition: This field describes the subject and how it is portrayed by or related to the objects in
the database.
Formatting Rules: The text entered into this field should form a coherent, easily understood
statement. Use complete sentences, and generic terms when possible. List information in the
order of importance, or from general to specific. Use sentence case and capitalize proper
names. Avoid abbreviations.
LINKED SUBJECTS/PEOPLE/PLACES/TERMS
CCO Status: Recommended
Definition: Citations for the resource, published or non-published, that was used as a source for
names, dates, notes, or other information in the authority record. Ensure to fill in the
Relationship and Pages, Plate/Figure, or Portion fields to describe the type of information
obtained in the source, and where in the source the information may be found.
LINKED SOURCES
CCO Status: Required
Definition: Citations for the resource, published or non-published, that was used as a source for
names, dates, notes, or other information in the authority record. Ensure to fill in the
Relationship and Pages, Plate/Figure, or Portion fields to describe the type of information
obtained in the source, and where in the source the information may be found.
Authorities 108
REFERENCE LISTS
(All references are listed in order of priority, rather than chronologically or alphabetically)
FORMATTING AND DATA STANDARDS
Visual Resources Association Foundation
2006 Cataloguing Cultural Objects (CCO): A Guide to Describing Cultural Works and Their Images.
Edited by Murtha Baca, Patricia Harpring, Elisa Lanzi, Linda McRae, and Ann Whiteside. American
Library Association, Chicago, Illinois. See also the VRA Foundation website, last revised 2006:
http://www.vrafoundation.org/ccoweb/index.htm
CCO guidelines should be the primary resource for all fields in this database. Refer to
this publication first, especially for formatting. Consult other references either when
CCO does not make recommendations for an archeology-specific field, or when we
have chosen not to follow CCO in order to be more relevant to prehistoric artifacts.
J. Paul Getty Trust
2000 Categories for the Description of Works of Art (CDWA). Edited by Murtha Baca and Patricia
Harpring. J. Paul Getty Trust and the College Art Association, Los Angeles, California. The Getty
Website, last revised June 2009:
http://www.getty.edu/research/conducting_research/standards/cdwa/index.html
CCO is strongly based on CDWA standards, and refers readers to this resource when it
has not made recommendations. CDWA provides excellent descriptions and examples
for different cataloguing fields and categories, complimenting CCO’s more basic
descriptions.
Candian Heritage Information Network (CHIN)
2002 Standards. CHIN website, last revised April 2007:
http://www.chin.gc.ca/English/Standards/index.html
This section of CHIN’s website provides basic standards and references for cataloguing,
managing and sharing information, including metadata, vocabulary, cataloguing,
interchange of data, procedures, and research. Some web references are out of date.
Candian Heritage Information Network (CHIN)
2002 CHIN Data Dictionary - Humanities. CHIN website, last revised February 2003:
http://daryl.chin.gc.ca:8015/Webtop/Searchapp/ws/chindd/user/wwwhe/SearchForm
This section of CHIN’s website provides a searchable reference for information on
CHIN’s recommended cataloguing fields, including field-specific labels, definitions,
entry rules, examples, and recommended references.
Reference Lists 111
OVERALL VOCABULARY RESOURCES
J. Paul Getty Trust
1988 Art & Architecture Thesaurus (AAT). J. Paul Getty Trust and the College Art Association, Los
Angeles, California. Getty Vocabulary Program website, vocabularies updated annually:
http://www.getty.edu/research/conducting_research/vocabularies/aat
The Getty’s AAT is the most commonly referenced vocabulary resource for art and
history cataloguing. In terms of Object Name, the thesaurus mainly contains
vocabulary specific to art and historic artifact types, it is useful for more general
vocabulary and also for researching proper terminology to be used with other fields
including Description, Notes, Techniques, and Materials.
Museum Documentation Association (MDA; now known as Collections Trust)
1997 MDA Archaeological Objects Thesaurus. Available in two formats:
 Original 1997 version , available through Collections Trust:
http://www.collectionstrust.org.uk/archobj/archcon.htm
 Continually updated version, renamed the MDA Object Type Thesaurus, available through the
National Monuments Record (NMR), last revised June 2009:
http://thesaurus.english-heritage.org.uk/frequentuser.htm
Collections Trust (formerly the MDA) is the UK organization for collections standards
and the management and sharing of digital data. The Archaeological Objects Thesaurus
is recommended by CHIN for reference in the naming of archaeological materials. The
NMR webpage also contains links to a number of more specialized thesauri, including
Monument Types, Building Materials, Archaeological Sciences methods and materials,
and historic aircrafts and maritime crafts.
Oxford Reference Online Permium
2008 The Concise Oxford Dictionary of Archaeology, Second Edition. Searchable dictionary and
thesaurus available online through the University of Alberta Libraries.
CLASSIFICATION & OBJECT NAME
Darvill, Timothy
2008 The Concise Oxford Dictionary of Archaeology, Sixth Edition. Oxford University Press. Available
through Oxford Reference Online Premium (subscription through the University of Alberta) at:
http://www.oxfordreference.com/views/BOOK_SEARCH.html?book=t102
Museum Documentation Association (MDA)
1997 MDA Archaeological Objects Thesaurus, renamed the MDA Object Type Thesaurus. Available
through the National Monuments Record (NMR) website, last revised June 2009:
http://thesaurus.english-heritage.org.uk/frequentuser.htm
Reference Lists 112
The British Museum
1999 British Museum Object Names Thesaurus. British Museum, London, United Kingdom. Available
through the Collections Trust website, last revised 1999:
http://www.collectionstrust.org.uk/bmobj/Objintro.htm
Blackaby, James R., Patricia Greeno, and The Nomenclature Committee
1988 The Revised Nomenclature for Museum Cataloging: A Revised and Expanded Edition of Robert G.
Chenhall's System for Classifying Man-Made Objects. AASLH Press, Nashville, Tenessee.
J. Paul Getty Trust
1988 Cultural Objects Name Authority (CONA). J. Paul Getty Trust, Los Angeles, California. Getty
Vocabulary Program website, planned to be released in 2011. Information on the development
of this program as of October 2009:
http://www.getty.edu/research/conducting_research/vocabularies/contribute.html#cona
ALTERNATE NAMES & ARTIFACT TYPOLOGY
Albertan:
Mirau, Neil A., McMurchy, James, Stewart, Carlton R.
1999 Record in Stone: Familiar Projectile Points from Alberta. Archaeological Society of Alberta,
Lethbridge, Alberta.
American and Eastern:
Justice, Noel D.
1995 Stone Age Spear and Arrow Points of Midcontinental and Eastern United States: A Modern Survey
and Reference. Indiana University Press, Bloomington, Indiana.
Northwest Coast:
Ames, Kenneth M. and Herbert D.G. Maschner
1999 Peoples of the Northwest Coast : their Archaeology and Prehistory. Thames and Hudson, New
York.
European Stone Age:
Rozoy, Dr. J. G.
1968 Typologie de l’Epipaléolithique (Mésolithique) franco-belge. Bulletin de la Société préhistorique
française, Tome LXV, pp. 335-364.
Gamble, C.
1986 Appendix: The 105 upper palaeolithic type list. The Palaeolithic Settlement of Europe. (revision of
Sonneville-Bordes and Perrot’s list). Cambridge University Press, New York.
Sonneville-Bordes, D. de, Perrot, J.
1954 Lexique typologique du Paléolithique supérieur. Bulletin de la Société préhistorique française.
51(7):327-335.
Reference Lists 113
MATERIAL & TECHNIQUE
J. Paul Getty Trust
1988 Art & Architecture Thesaurus (AAT). J. Paul Getty Trust and the College Art Association, Los
Angeles, California. Getty Vocabulary Program website, vocabularies updated annually:
http://www.getty.edu/research/conducting_research/vocabularies/aat
Prinz, Martin, George Harlow, and Joseph Peters, editors
1978 Simon & Schuster’s Guide to Rocks and Minerals. Simon and Schuster, New York.
The British Museum
1997 British Museum Materials Thesaurus. British Museum, London, United Kingdom. Available
through the Collections Trust website, last revised 1997:
http://www.collectionstrust.org.uk/bmmat/matintro.htm
Andrefsky Jr., William (editor)
2001 Lithic Debitage. The University of Utah Press, Salt Lake City, Utah.
Luedtke, Barbara E.
1992 An Archaeologists Guide to Chert and Flint. Institute of Archaeology, University of California, Los
Angeles, California.
STYLE & CULTURE
Encyclopædia Brittanica
2009 Native American Culture Areas. Encyclopædia Brittanica Online:
http://www.britannica.com/EBchecked/topic/1357826/Native-American/57803/NativeAmerican-culture-areas
Human Relations Area Files (HRAF)
eHRAF Archaeology. Yale University, New Haven, Connecticut. Available through the Anthropology
Databases at the University of Alberta Library (requires a CCID login):
http://guides.library.ualberta.ca/content.php?pid=52572&sid=385668
Direct Link:
http://ehrafarchaeology.yale.edu/ehrafa/
Human Relations Area Files (HRAF)
eHRAF World Cultures. Yale University, New Haven, Connecticut. Available through the Anthropology
Databases at the University of Alberta Library (requires a CCID login):
http://guides.library.ualberta.ca/content.php?pid=52572&sid=385668
Direct Link:
http://ehrafworldcultures.yale.edu/ehrafe/
Reference Lists 114
GEOGRAPHIC DATA
J. Paul Getty Trust
1988 Getty Thesaurus of Geographic Names (TGN). J. Paul Getty Trust, Los Angeles, California.
Available through the Getty Vocabulary Program website, vocabularies updated annually:
http://www.getty.edu/research/conducting_research/vocabularies/tgn/
Natural Resources Canada
2007 Canadian Geographical Names Data Base (CGNDB). Available through the Natural Resources
Canada, website, last revised September 2007: http://geonames.nrcan.gc.ca/index_e.php
United States Geological Survey (USGS)
2004 Geographic Names Information System (GNIS). US Board of Geographic Names, Reston, Virginia.
Available through the USGS website, updated quarterly:
http://geonames.usgs.gov/domestic/index.html
Archaeological Survey of Alberta
1973 Alberta Archaeological Site Inventory. Archaeological Survey of Alberta, Edmonton, Alberta.
Available at Old St. Stephen's College, 8820-112th Street NW, Edmonton, Alberta T6G 2P8.
Continuously updated, further information available through the Alberta Culture and Community
Spirit website: http://culture.alberta.ca/heritage/resourcemanagement/default.aspx
DESCRIPTION AND MISCELLANEOUS
J. Paul Getty Trust
1988 Getty Union List of Artist Names (ULAN). J. Paul Getty Trust, Los Angeles, California. Available
through the Getty Vocabulary Program website, vocabularies updated annually:
http://www.getty.edu/research/conducting_research/vocabularies/ulan/
Morlan, Richard C. and the Canadian Museum of Cvilization
2001 Canadian Archaeological Radiocarbon Database. Canadian Archaeological Association website,
last revised 2005: http://www.canadianarchaeology.ca/localc14/c14search.htm
This resource can be used to search Canadian archaeological sites that have been dated
through radiocarbon testing.
Reitz, Elizabeth J. Reitz and Elizabeth S. Wing
2008 Zooarchaeology (Cambridge Manuals in Archaeology), Second Edition. Cambridge University
Press, Cambridge, United Kingdom.
This text can be used for reference when filling in the Linked Taxonomy field.
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