| Field name | Description | Example(s) |
| Item title | Stores the actual or invented title of the item. | Self-portriat;
Staff;
Love letter;
Soccer ball |
| Description | Physical description of the item. | Leather soccer ball;
Necklace with blue and red glass beads;
Painting with old woman sitting on a rocking chair |
| Item name | Narrow term describing the item. It is strongly advised that standardised terms are used in this field for later retrieval. | Chair;
Drawing;
Cup;
Ball |
| Item type | Broad term describing the item. It is strongly advised that standardised terms are used in this field for later retrieval. | Furniture;
Artwork;
Artefact |
| Medium | Medium in which the item is rendered or materials that the consists of. | leather, string;
oil on canvas;
bone |
| Measurements | Metric measurements prefered and standardisation is advised. Height x width x depth x diameter (indicated with 'd') x circumference (indicated with 'c') | 1200x1300mm;
120x130cm;50x50x60mm |
| Inscription | Signature, date, markings, etc. actually inscribed on the item. Indicate where the actual inscription is: verso, front, bottom left, top centre, etc. You can also use the Specific inscription field to add more detailed information. | Verso: Pablo Picasso (signed in pencil)
Top: Johannesburg Clothing Ltd. (label inside garment) |
| Period | Period associated with creation of the item. | Pre-colonial; etc.
|
| General date | General date associated with creation of the item. | 1900-1968;
1900s;
c1855;
Early 20thC |
| Dated from | Specific date (year only) the item was created (use minus sign for BC dates) | 1900;
1875;
1999 |
| Dated to | Specific date (year only) the item was completed (use minus sign for BC dates) | 1900;
1875;
1999 |
| Keywords | Keywords that will assist in identifying and contextualising this item. It is strongly advised that standardised terms are used in this field for later retrieval. Note the Thesaurus option on the floating menu which you can use to paste keywords directly from the Thesaurus to the Keyword field. | Literaly any words can be used here |
| Categories | Categories that will assist in identifying and contextualising this item. It is strongly advised that standardised terms are used in this field for later retrieval. Note the Thesaurus option on the floating menu which you can use to paste keywords directly from the Thesaurus to the Keyword field. | Literaly any words can be used here |
| Themes | Themes that will assist in identifying and contextualising this item. It is strongly advised that standardised terms are used in this field for later retrieval. Note the Thesaurus option on the floating menu which you can use to paste keywords directly from the Thesaurus to the Keyword field. | Literaly any words can be used here |
| Reference ID | This field is for a unique code or number for the item - the database will not accept duplicates. Note the Item ID button which keeps track of your numbering - click the button and follow the on-screen instructions. | 90/121;
1.013.1997;
1998/AF/10 |
| Class / Coll ID | This field is for a classification number, or identifier, for the item. | Dewey numbering; etc. |
| Notes | Notes relating to the research of the item. | Enter any text |
