Number of items (# of items)
The completion of this field automates the Assessed By field. Please, make sure you fill this in for both catalogued and uncatalogued material.
Should the item not be in place at the point of audit, please record the number of items as '0'.
(See Item Absent and Item Absent Comment for further details: https://app.gitbook.com/o/-LumfFcEMKx4gYXKAZTQ/s/-Mgjvi2MWgBW-bCdzb4u-887967055/inventory-metadata/item-absent-and-item-absent-comment)
Intellectual number of items vs physical number of items
N.B. After a few considerations on how QuickBase accounts for items and artworks and how other institutions work, I would suggest that we keep recording the intellectual number of prints, drawings, photographs and paintings in the ‘#number of items’ field on QB. We can always specify the number of the physical items, in the Title/description field.
General principles for recording number of items
1. One albumen photo pasted on one side, one albumen photo pasted on other side of same backing = 2 items. In the Title/description field we can write something on the lines of ‘Two photographs pasted to single sheet’.
2. Two prints created and printed from the same plate (single platemark) = 1 item. In the brief description field, please describe both images. i.e. 'top' 'bottom'
3. Four prints, trimmed and pasted onto one single sheet = record 4 items. In the Title/description field we can write something on the lines of ‘Four prints on single sheet’ or ‘shares mount with…’.
4. Two prints each one with an individual platemark, printed on same sheet = record 2 items ensuring a description refers to both images.
5. Multiple cuttings trimmed and pasted on same backing, but intended to become a new artwork in its entirety = record 1 items.
How to record a catalogued item, sharing a mount/sheet with a unique uncatalogued item (Revised/adopted July 2025)
Before processing on QB – check to see if the bib record on Sierra notes a description for the uncatalogued item(s). Does the physical description on the bib note the number of items? See 300 field. If information is recorded about number of items/acknowledges existence of the uncatalogued item(s) take cue from this data as to what to record in number of items field.
Cataloguing guidelines (300) https://app.gitbook.com/o/-LumfFcEMKx4gYXKAZTQ/sites/site_uNm0e/preview
Record the intellectual number of items (i.e.) 2[+] in the # of items field.
In the 'part numbered' field select ‘cataloguing phase – bibliographic record to be created'
In the 'metadata work required' field select ‘enhancement’
In the 'metadata comments' field record a title/description of the uncatalogued work i.e "on verso: [Title] and [object name] to be catalogued/added to bib record.
Item on catalogue: select ‘partially’
If material on verso/recto or housed with the print is related to the catalogued item being processed, do not count this as an additional item, but select ‘enhancement’ and note details of the contextual info accompanying or with the object. (i.e. info for the bib record as opposed to needing a separate record in the CMS). Example, a portrait accompanied by biographical details/a page out of a book. If details are already noted on the bib record, there is no need to flag for enhancement.
Uncatalogued example
INV.2025/5410 = 2 items
Title description: Two prints partially attached. Top: Portrait of John Ash, M.D. Stipple engraving by F. Bartolozzi after Sir Joshua Reynolds, c. 1791. Bottom: The Watch Tower on the hill-side. Dry-point etching.
This would also work for prints that are 'recto' and 'verso' in place of 'top' and 'bottom'
Items with a temporary number/coded to 'not on catalogue' will automatically map to items that need to be catalogued. (You do not need to select 'bibliographic record to be created.')
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