Appendix A

Part numbering scenarios for uncatalogued items.

Procedures followed from April 2019 to March 2020

Part numbering scenarios for items not on catalogue

A.1) Not on catalogue – two or more items in same housing - items are clearly associated, or part of a series (same media, theme, same author/s, publisher, size etc.)

How to process:

- One line on Quickbase, with a brief description for the series;

- assign one INV. no. and part numbers;

- in the Part Numbered field select ‘Cataloguing Phase: bibliographic record to be created’;

- include a range for Part Numbers Assigned in the relevant field;

- if conditions are varied, select worst option and use the Conservation pick list to explain further;

- optional - If lettering is different on each item, include part of it in the lettering field, preceded by 1., 2. etc.

- physically apply the INV no. on the housing, inclusive of part numbers or range.

E.g. INV.2019/165.1-.3

A.2) Not on catalogue – two or more items in same housing - items does not seem associated, or further research might be needed to clarify relationship. If in doubt, always assign individual INV. no.

How to process:

- Two or more lines on Quickbase, process individually

- assign individual INV. nos. (do not part number);

- leave the Part Numbered field blank;

- physically apply the list of INV nos. on the housing (sticky label or in pencil on paper folder).

A.3) Not on catalogue – two or more items in individual housing – items are clearly associated or part of a series (same media, theme, same author/s, publisher and size).

How to process:

- One line on Quickbase, with a brief description for the series;

- assign unique INV. no. and part numbers;

- in the Part Numbered field select ‘Cataloguing Phase – bibliographic record to be created’;

- include a range for Part Numbers Assigned in the relevant field;

- if conditions are varied select worst option and use the Conservation pick list to explain further;

- optional - If lettering is different on each item, include part of it in the lettering field, preceded by 1., 2. etc.

- physically apply the INV no. on the housing, inclusive of part numbers or range.

E.g. INV.2019/165.1-.3

A.3.1) If the series of objects is split between multiple locations

How to process:

- create an additional line on Quickbase for each location;

- provide a part numbering range and number of items for each location;

- process same as A.3.

A.3.2) Collection and Series

Photographic items from the Knapp Collection in the planchest store, were processed individually, on separate lines on Quickbase, and given individual INV. nos.

They were not part numbered as we considered them part of a Collection (Knapp) rather than a series.

‘Collection’ and ‘Series’ could often be used interchangeably. To facilitate decision-making processes across the Inventory, we will think of collections as a group of objects, formed of any variety of parameters collected by the same person, institution etc. A collection can also include a variety of artworks or series.

A.4) Not on catalogue – same impression but different lettering (plate altered) – same housing

How to process:

- Two or more lines on Quickbase, process individually;

- assign individual INV. nos. (do not part number);

- add a note in the Note field to highlight relationship with the other item/s;

- physically apply the list of INV nos. to the housing.

E.g. See INV.2019/193

A.5) Not on catalogue – same impression but different lettering (plate altered) – separate housing

How to process:

- Same as A.2. Even a small difference in the lettering, means the copper plate was altered. For this reason, they will be treated as individual items.

- two or more lines on Quickbase, process individually;

- assign individual INV. nos. (do not part number);

- add a note in the Note field to highlight relationship with the other item/s;

- physically apply individual labels with INV. no. on each housing.

E.g. See also INV.2019/193

A.6) Not on catalogue – same impression, identical lettering– same housing

How to process:

- Same as A.1

E.g. INV.2019/165.1-.3

A.7) Not on catalogue – duplicates (lithographs) – same housing

How to process:

- Same as A.1.

A.8) Not on catalogue – group of items, same publisher, some are unique and some are duplicates.

From March 2021 onwards

e.g. Arundel Society chromolithographs in Planchest store (3 different prints, each one includes a few duplicates) INV. 2019/285 on quickbase.

Assign an individual Inventory number to each of the 3 prints.

Part number the duplicates, accordingly.

Procedure adopted from March 2020 onwards

Following a team meeting on 3rd March 2020, we have agreed that:

We will not part number temporary numbers or items not on catalogue going forward. Part numbering for uncatalogued items that are part of a series or for multiple impressions and duplicates, will be done at cataloguing phase if needed.

Please continue group multiple uncatalogued items under the same Inv. number and record the number of items in the appropriate field, or assign unique temp numbers to each item.

Part Numbering visual material: decision-making chart