CIDOC Guidelines for Museum Object Information: Object Entry Information Group

This page is part of the International Guidelines for Museum Object Information: The CIDOC Information Categories: a description of the Information Categories that can be used when developing records about the objects in museum collections. For an outline of the Information Groups and Categories in the Guidelines, turn to the introductory list.

Object Entry Information Group

Purpose:

Object entry information supports Security, Accountability, Access, and an Historic archive. Enabling the recording of information about objects in a museum's custody but which it does not necessarily own, Object entry information should be recorded for objects deposited temporarily or on loan to the museum.

Information categories:

Current owner
Depositor
Entry date
Entry number
Entry reason

Examples:

Current owner: Wright, DG
Depositor: Allen, A
Entry date: 1994-03-21
Entry number: E1324.1994
Entry reason: loan

Notes:

• For large numbers of similar objects (e.g., lots of natural science specimens) Object entry information may need to be recorded once only and linked to the entire collection provided it is clearly labelled.
• All deposited or loaned objects should be clearly labelled with Object entry information unless on display.

Current owner

Definition:

The person, organization, or group of people who owns the object or specimen deposited at the museum.

Examples:

Jones, John G.

Notes:

• It is recommended that a controlled list of authorized names is used for this Information Category. Refer to the "Content and terminology control" section in the Introduction for further guidance on sources of controlled terminology.
• In the case of archaeological or natural science field collections, ownership may lie with the owner of the land. Confirm ownership with the appropriate national legislation before accepting responsibility for deposited objects.

Move to beginning of Object entry

Depositor

Definition:

The name of the person, organization or people responsible for depositing an object with the museum.

Examples:

James, Patrick

Notes:

• It is recommended that a controlled list of authorized names is used for this Information Category. Refer to the "Content and terminology control" section in the Introduction for further guidance on sources of controlled terminology.

Move to beginning of Object entry

Entry date

Definition:

The date the museum accepted custody of an object or specimen.

Examples:

1994-03-01

Notes:

• Always use the same format when recording dates.
• Always record all four digits for the year of a date, e.g., 1994, not '94.

Move to beginning of Object entry

Entry number

Definition:

The number assigned to an object or collection of objects or specimens at the time of deposit in the museum.

Examples:

E123.1994

Notes:

• The museum should agree on a standard format for the Entry number. This might comprise a running number and the year of entry, separated by a single character.
• Always record all four digits for the year of a date, e.g., 1994, not '94.

Move to beginning of Object entry

Entry reason

Alternate names:

Entry method

Definition:

The reason why custody of an object or collection of objects or specimens was accepted by the museum.

Examples:

loan
study
possible acquisition
enquiry

Notes:

• This Information Category is repeatable if an object was accepted for more than one reason.
• It is recommended that controlled terms are used for this Information Category. Refer to the "Content and terminology control" section in the Introduction for further guidance on sources of controlled terminology.

Move to beginning of Object entry

Move to outline of the Information Groups and Categories or the next section of the Guidelines, Object name

file: guideent.htm; author: CIDOC; updated June 1995