Part Numbering
Part Numbered
See also Appendix A and B for how to identify and process different part numbering scenarios.
Catalogued material
Part numbers are necessary for multiple items that share an icon number, as unique numbers are a requirement for Museum Accreditation. Individual numbering will help facilitate retrievals and ensure location accuracy for all items.
When part numbering objects in Sierra, update/insert the number in the shelfmark field on the item record. For each item record please add the correct part number (e.g. .1, .2, .3 etc.) next to the iconographic number, then Save.
Please check that in QB the corresponding system numbers in Sierra match.
Please see Appendix B for more details.
Uncatalogued material
Procedure followed from April 2019 to March 2020.
For uncatalogued material, we try to minimise part numbering in favour of individual temporary numbers.
Exceptions to this rule occur when items are obviously linked or part of a series, lithograph duplicates, multiple impressions from the same incision plate.
The standard format for part numbering uncatalogued material is: INV.year/object number. part no. (e.g. INV.2019/1.1, INV.2019/1.2, etc.)
Please see Appendix A for more details.
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 (items not on catalogue) going forward. Part numbering for uncatalogued items or items that are part of a series or for multiple impressions and duplicates, will be done at cataloguing phase if needed.
Please continue to group multiple uncatalogued items under the same inventory number and record the number of items in the appropriate field.
You can also make use of folder lists in excel, or can decided to rehouse and assign unique temp numbers to material.
How to use the drop-down list:
Procedure followed from April 2019 to March 2020.
Part numbered
Select this option if part numbering is quick enough to happen during the first pass of the inventory. This applies to catalogued material only, for which we will also fill in the Part Number Assigned field, amend the shelfmark field on Sierra and label the objects accordingly.
Phase 2 – item records to be created
Select this option if we need to create additional item records on Sierra in order to complete the Part numbering task. This applies to objects partially on catalogue, where the creation of additional item records is required. Phase 2 means the work can be carried out as part of the two-year Inventory plan. All the items flagged as for part numbering at Phase 2, should also have the option ‘Partially’ in the On catalogue field and ‘Labelling’ in the Housing/labelling action field.
If this option is chosen, please avoid labelling items with part numbers before creating item records on Sierra, to avoid confusion at retrieval stage.
Phase 2 – item records created
Select this option should we decide to create item records on Sierra on the go. This option would allow us to track tasks set for Phase 2, that can be achieved at the same time of Phase 1. In this case we will also pencil the numbers on the objects and housing.
Cataloguing Phase – bibliographic record to be created
The Part numbering task cannot be completed over the first phase of the Inventory. This applies to objects not on catalogue, clearly related and/or part of a series, which also require the creation of a bibliographic record on Sierra.
‘Cataloguing Phase’ implies the work can be carried out at a later stage as part of the five-year cataloguing plan.
N.B. An Object’s housing is physically labelled with part numbers and the range is included on Quickbase. See example below:
Cataloguing Phase – requires further investigation
Select this option should you come across ‘partially’ catalogued material, presenting issues that cannot be resolved in stores and/or that require further research in order to understand what type of relationship the items share, or amend past cataloguing actions.
E.g. 4866i, Sixty-one lithographs, concerning Health education in India, ca. 2000 (P36)
All 129 posters have been catalogued under one single iconographic number. Two item records have been created on Sierra, based on where the items are currently located. 61 items have been inventoried so far in the planchest store and more will be found in the Solanders. Items are very different and clearly not part of a series, therefore part numbering using the existing iconographic number should be avoided. Further decision on provenance, relationship, cataloguing best practice should be done at cataloguing phase. Some work of recording individual features for each poster, could also be done during Phase 2, if time allows.
Part Number assigned
We should record the new part numbers assigned to each item for catalogued material updated on Sierra, or a range of part numbers for uncatalogued material. See examples below:
Catalogued material
Uncatalogued material
Procedure followed from April 2019 to March 2020.
Procedure adopted from March 2020 onwards:
Following a team meeting on 3rd March 2020, we have agreed that:
we will not fill this field in for uncatalogued items, going forward.
This is a direct consequence of the decision of abandoning part numbering tasks for uncatalogued items.
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