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