Cataloguing Objects
(SPECTRUM Procedure: Cataloguing)
Introduction
Cataloguing is the assembly of all primary information about items in a collection. This information
is held in a file of records. These could be cards, loose-leaf sheets or computer records. This file is
the 'collection catalogue'. There is usually one record for each item.
Information within each record is sorted into a set of pigeonholes known as 'fields'. Each discrete
piece of information such as the date the item was made or the name of donor, is held in a
separate field. This may be a box on a catalogue card or an entry on a computer record. When
information is placed in these fields it should be written in a consistent manner to aid indexing:
structured information is easy to index in both manual and computer systems. Rules can govern
the words used, the order in which they are entered and any punctuation which may be required.
This regulation of data entry is known as 'terminology control'.
Why do it?
Cataloguing is a SPECTRUM Primary Procedure, and it is required to be in place for Museum
Accreditation (see below). It will enable:
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Storage of information: the catalogue brings together and keeps securely information about
each item in the collection;
 Accessibility of information: the catalogue structures this information so that it can be
searched easily and reliably.
The Minimum Standard for Cataloguing, states that:
Cataloguing information must:
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Provide a level of description sufficient to identify an object or group of objects and its
differences from other, similar objects;
 Provide an historic archive relating to an object or cross-references to sources where
information can be found;
 Be held in a system that allows convenient access using indexes, free-text retrieval, etc.
What policy decisions are needed?
(see Cataloguing - Policy requirements)
You must decide, and record a written policy. It is good practice for the organisation to state:
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The level and depth of cataloguing appropriate to the collection (Note below);
The required minimum or 'core' content of a catalogue record for different types of object;
The expected content of a typical 'full' catalogue record for different types of object;
The maximum time permitted to elapse between the acquisition of an object and the
completion of a catalogue record.
When is it done?
Each item should be catalogued as soon as possible after accessioning. Until it is catalogued, an item
cannot be indexed properly and so it will not be easily accessible to museum staff or the public.
Who does it?
Cataloguing should be done by a curator with both subject knowledge and familiarity with the
cataloguing rules your institution uses. If no suitably qualified curator is available, someone who
understands the cataloguing rules can at least ensure that all currently available information is
recorded. A skilled typist may create the final card of enter the data onto a computer. However, it is
often better for the cataloguer to work direct from the object and create the fair copy or undertake
data entry. This will minimise transcription errors and allow computer programme features such as
validation to be exploited to the full.
Information may be contributed and recorded from non-staff members, eg visiting researchers and
curators, or other visitors with relevant knowledge of the object. All new information should be
substantiated before being added to a catalogue record with an authority for the attribution.
What information should be recorded?
(see Cataloguing - Steps 3-5)
Ideally, everything known about the object should appear or be referred to in the catalogue record.
However, in practice, this may not be possible. Concentrate initially on recording information that is
not held elsewhere, or which is likely to be valuable as an index heading or computerised search
term. A photograph or drawing will minimise the need for lengthy descriptions. Cross-references
can direct users to additional information.
Analysing all the information you decide to record and separating it into a large number of fields
can be a lengthy process. If you do not have the time to do it properly, just analyse those fields
most useful in the short term. Any other information can be placed in an unstructured way in the
'notes' field to ensure that it is not forgotten.
Create a record for each object or group of objects and make these records are accessible by
object number. Other retrieval options will be provided by indexing.
Allow for the addition of information as it becomes available.
Catalogue information must include, at the very least:
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The object number or entry number;
The object name;
The number of items or parts described in this record;
A brief physical description;
A reference to acquisition method, date and source information;
A reference to location information;
A reference to available images.
Depending on the information available and the type of object, catalogue information should also
include the:
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Curatorial responsibility (eg the department or section);
Information about the creation of the record (e.g. information source, recording date);
Identification information (e. title, full classification);
Object description information (eg physical description, dimensions, inscriptions, colour,
material, sex, age, phase);
Field collection information (eg excavator, site);
Content and subject information;
Production information (eg maker, technique). In some instances e.g. natural sciences, this
will include objects derived from or modifying an original object;
Other historical information (eg use, associations);
Other historical reference numbers;
References to published bibliographic information;
References to collections management information.
Note: Collections management information will also be included unless held in a separate system.
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How should manual information be recorded?
Information should be typed if possible on cards or sheets, using a carbon ribbon to ensure longevity.
If this is not possible, they may be handwritten using permanent ink. The card or paper should be of
good quality and there should be headings to prompt for the appropriate information. The data should
generally be recorded in lower case throughout, only capitalising the initials of proper names. Take
care to ensure that key terms are given consistently, eg Smith, J.R. not J.R. Smith.
What happens to completed records?
Catalogue cards or sheets should be filed numerically by identity number, as this is the best link to
use when cross-referencing from indexes (the identity number is unique, it is permanent and sorts
clearly). Computerised systems will have their own way of filing records. If a key field must be
declared at the time the database is created, then the identity number should be chosen for this.
Security
(see Cataloguing - Step 8)
The museum catalogue is the most complete account of the history of each item, so it is essential
to keep this information secure.
In a manual system catalogue records should be on good quality card or paper. If typed, a carbon
ribbon should be used. If hand-written, use a permanent black ink. It may be difficult to make
copies of manual catalogue records, particularly as they may be regularly updated. Try to keep a
copy of any catalogue information which is not held in entry or accession records, and could not be
reconstructed in any other way.
If a catalogue is computerised, then computer backups can be made more easily and frequently. Copy
any new additions or changes at the end of the day and re-copy the whole file at the end of the week.
Collections Trust catalogue cards
Catalogue cards are available from the Collections Trust.
Sources of help and advice
This factsheet is an adapted version of: SPECTRUM: The UK Museum Documentation Standard,
Cambridge: MDA, 2005.
See also:
Harrison, Margaret & McKenna, Gordon. Documentation: a practical guide. Cambridge:
Collections Trust, 2008.
Longworth, Christine & Wood, Barbara eds. Standards in Action: Working with Archaeology,
Cambridge: MDA and Society of Museum Archaeologists, 2000.
SPECTRUM
SPECTRUM is a standard created by and for the museum profession to promote good practice in
museum documentation. It covers all those areas of museum activity that produce information, and
is the result of contributions from documentation practitioners in museums throughout the UK. It is
available free, for non-commercial use, at: www.collectionstrust.org.uk/spectrum.htm
SPECTRUM defines 21 Procedures, which describe the process of documenting and managing
objects in a museum.
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Section 4 of the Accreditation Standard uses SPECTRUM as the basis for its documentation
requirement. The 'minimum records' referred to can be achieved by following the 8 SPECTRUM
Primary Procedures:
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Object entry
Loans in
Acquisition
Location and movement control
Cataloguing
Object exit
Loans out
Retrospective documentation
This work is licensed under the Creative Commons Attribution-NonCommercial-Share Alike 2.0 UK: England & Wales License. To view a copy of
this license, visit http://creativecommons.org/licenses/by-nc-sa/2.0/uk/
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