Cataloguing Workflow

This section describes the overall workflow for cataloguing and repackaging works. Before review, existing catalogue data for item and bibliographic records was exported from Sierra to CSV, then combined and structured to fit CALM field headings. Where there was no existing descriptive metadata, a basic inventory entry was created instead to account for all works in the collection.

Cataloguing Process

1. If creator's works already present in Sierra, make works unavailable for requesting. If an uncatalogued group, go to step 2.

2. Retrieve item(s) from stacks from locations in inventory.

3. Find entry for first item in exported data table.

4. Complete or amend fields in line with checklist below.

5. If an iconographic number has already been allocated and is not unique, record the existing number in the Previous_Numbers field. [modify table to account for both existing data and new data]

6. Repeat steps 2-4 until all works for creator have been reviewed.

7. Repackage similar sized works together in groups of 5. Give the folder a rolling O/S number for easier retrieval.

8. Repeat steps 1-7 until complete.

Finalising Process

1. Review missing pieces/discrepancies

2. Arrange intellectually in date order and allocate reference numbers in spreadsheet. For any items with numbers recorded in the Previous_Numbers field, record the reference number in the Public_Ref field with a slash and physically number the work with the same number on the reverse of the work and the individual housing.

3. Label outside of O/S folders with reference numbers and O/S number. Limit 25 large works and 50 small works to a draw (or 5 large o/s folder or 10 small o/s folders). Remember to modify the location of items if moving the folder between draws.

4. Update finding aid in basement to aid retrievals.

Recommendations

• For newly catalogued material if the artist has already been named or identified but anonymised, add the work to the end of the existing sequence or fit into the chronological sequence by using letters i.e. PP/ADA/C/8/109/5a.

• New reference numbers for previously uncatalogued material have been suggested in the inventory. These may be kept or reviewed.

• At series level for the creator, additional details may be added from the collection files about their life where they have been previously published and the creator is known to be deceased. Otherwise, these details may be added to private notes. For all creators, add a 'Sensitvity description' at series level using known active dates or death dates to record youngest possible age, or whether known to be deceased.

• Working in an excel spreadsheet prior to import in CALM is recommended as more accessible to colleagues working within Collections Information. Inventory records can be imported prior to cataloguing if preferred.

Catalogued Checklist

Field name	Mandatory or Optional?	Instruction
Wellcome Temporary Number	Optional	Where a temporary number has been recorded by Wellcome, record here. To identify these numbers see Picklist Data list.
Conservation/Cataloguing Flagging	Optional	Flag material which requires conservation attention to be accessed including framed and fragile items. Also record here missing items or any discrepancies between the physical item and record for further investigation.
RefNo	Mandatory	Add reference number for structure i.e. PPADA/C/8/84/1
PublicRef	Mandatory	If the existing number is not unique, record the reference number with a slash between 'PP/ADA...'. Otherwise, do not modify.
MiroID	Optional	If material had a miro number associated with it, it will be recorded here. Do not modify.
Previous_Numbers	Optional	If the PublicRef field has been modified, record the previous reference here.
Other_Numbers	Optional	Record Adamson Trust Inventory Number if given i.e. Adamson Trust Inventory Number: 101-111.1.
Title	Mandatory	Take lettering/inscription from the work itself if given. Preferably title given by creator but can use title on reverse if not an emotion i.e. Fear, Infancy etc. If no title is given, a short descriptive title may be used with minimal interpretation, primarily for identification purposes i.e. ‘Two large buildings, with three trees and vehicle in the foreground’, 'Geometric shapes in blue and yellow on a green ground'.
Alternative_Title	Optional	If material previously had a title in sierra, it will be recorded here. Do not modify
Previoustitle	Optional	Record previous titles given by the Adamson Collection Trust in publications or the ACT inventory i.e. Adamson Trust Title: "…but all he does is dig my heart out."
Date	Mandatory	Add exact day and month where given on the work. If no date is provided on work, approximate dates may be given i.e. 9 October 1967, November 1973, c.1960-1980s
Level	Mandatory	Record as 'Item'
Extent	Mandatory	1 drawing, 1 painting, 1 object. If multiple works are present on a single sheet, ‘2 drawings on 1 sheet’ or '1 drawing and 1 painting on 1 sheet’
BoxNumber	Optional	If a flat work to be stored in the draw store, record O/S folder number i.e. O/S 23
Location	Mandatory	Add full location reference i.e. 183;LG2;MR;D77.7.
OrderingCodes	Mandatory	Visual Material – Requestable for 'open' or 'restricted' material. Visual Material Non Requestable for 'closed' or 'by appointment' material
Creator_Name	Optional	Where name previously made publicly available in the catalogue, or known to be deceased, record 'surname, first name, active dates of creator or birth and death dates if known i.e. Birch, Eric, approximately 1962-1973 Where name not previously made available in the catalogue, write 'last and first initial, dates of creation or birth and death dates if known i.e. B, E, approximately 1962-1973
ExhibitionNote	Optional	Add details of exhibition display i.e. Exhibited at The Stash Gallery & Vout-O-Reenee's, 3-14 February 2015
Description	Optional	If used inscribed title, add a description of the subject or shapes depicted. If extant, record location, source and types of metadata inscribed on the work i.e. A blue figure in the sky above a tree and field. Title, creator's name and date of creation are inscribed on the reverse, probably by Edward Adamson.
Publication_Production	Mandatory	Prior to 1983, record as Netherne-on-the-Hill, Surrey. Post 1983 record as London.
Arrangement	Optional	Record set statement dependent on inventory number - see structured data.
Series	Mandatory	Record as 'The Adamson Collection'
Access_Status	Mandatory	Default as Open. Restrict if work contains specific medical information related to treatment, NHS number, or diagnosis.
Subject	Optional	Record using MeSH or LCSH simple subject headings.
Phys_Status	Mandatory	For material not fragile, Online Request. For material by appointment for conservation reasons, By Appointment. For material stored offsite, Restricted.
PhysicalDescr	Optional	Record medium and support where possible i.e. pencil on paper, gouache on paper
Dimensions	Optional	Record aspect measured followed by measurements in orientation height x width for flat works and height x width x depth for objects in cm i.e. 15.1 x 13.2 cm, 90 x 88.4 x 32.4 cm
Material Type	Mandatory	Record as 'Visual Material'
Materials	Optional	Add Getty thesaurus term for support i.e. Canvas, Paper, Stone
Inscription	Optional	Record inscription where given including punctuation but decapitalised. Record the creator's name in the private notes field if initialised in the creator name field. i.e. ...Harpswood. When the role is called up yonder I'll be there! Ambulance man of the front line. Harem scharum reaction rubish…Thy shall not grow old as we grow old... , East. Birch, Martin. 22.6.68
Related_Material	Optional	Record a link to publications or other materials held by Wellcome Collection related to this item i.e. Photograph of work featured in Private Intentions: The story behind the Adamson Collection, See 3025646i for a printed surrogate on cardboard of this painting and printed interpretative label
Notes	Mandatory	Record the source of the title. If the work was attributed to the creator and doesn't have their name written on the work, record the source of attribution. Use set phrases here.
PrivateNotes	Optional	Record inscription here if creator's name is initialised in creator name field.