Guidance for Cataloging DOI Museum Collections

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 1 Department of the Interior Museum Property Guidance Guidance for Cataloging Department of the Interior Museum Collections __________________________________________________________________ Accurate and comprehensive catalog data are essential for the success of the Department of the Interior ™s (DOI) museum management program. These data are vital to further substantiate ownership, and to identify, document, manage, track, and enhance the security of DOI™s museum collections. In addition, catalog data have enormous interpretive, educational, and resear ch values. These data are routinely used in support of interpretive programming (especially for students and visitors), exhibits (both fitraditional on -sitefl and web -based), publications, and historic and scientific research. The policies and procedures r equired for cataloging DOI museum collections are identified in Part 411 of the Departmental Manual (411 DM) Identifying and Managing Museum Property and detailed in DOI Museum Property Directive (Directive) 20, Cataloging Museum Collections . Directive 20 also specifies the mandatory catalog r ecord data fields to properly catalog museum collections according to DOI standards. This guidance presents supplemental information and best practices for cataloging DOI museum collections in accordance with Directive 20 . It includes explanatory information , clarification of certain cataloging requirements , and recommendations for optional catalog data . You should include such optional data whenever possible . This will allow for increased accuracy of individual catalog record s, while facilitat ing enhanced research and educational use of the entire collection . Section I provid es additional information and examples pertaining to a number of cataloging requirements and recommendations . Sections I I and II I describe optional data fields for all catalog records . Section IV concerns lot cataloging and includes recommended procedures for establishing and cataloging lot s according to discipline -specific standards . Section V explains the importance of photographic documentation as part of the cataloging process and incorporates a number of recommended best practices . Section V I includes factors to consider prior to provid ing p ublic access to catalog data , via the internet or other means . Section V II is devoted to definitions, while Section VIII consists of referen cesŠincluding publications, websites, and other sources of additional cataloging information. The only appendix, Appendix A, lists all ICMS required data fields . Data must be entered in all of the ICMS required data fields in order to save a catalog record. ICMS required data fields do not include all DOI Mandatory Catalog Data , as noted in DOI Museum Property Directive 20, Cataloging Museum Collections . Refer to Section 1.7: fiMandatory Catalog Datafl of the Directive for the complete list of all DOI -required catalog data fields.

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 2 Table of Contents Section I: Cataloging Requirements and Recommendations – Additional Information .. 4 1. Catalog Recor ds in ICMS 4 2. Paper -Based Catalog Records and Supporting Information .. 4 3. Long -term Preservation of Catalog Records .. 5 4. Long -term Preservation of Catalog Supplementary Doc umentation . 5 5. Issuance of Catalog Numbers 5 6. Additional Required Catalog Data: Archives 6 7. Required Catalog Data: Additional Information .. 7 8. Description .. 8 9. Condition .. 8 10. Digital Coll ections 9 Section II: Optional Cultural Resource Catalog Data .. 9 1. All Cultural Collection Disciplines . 9 2. Archeology 12 4. Ethnology .. 15 5. History 16 Section III: Optional Natural History Catalog Data 17 1. All Natural History Disciplines .. 17 2. Biology 19 3. Geology .. 21 4. Paleontology 22 Section IV: Lot Cataloging 24 1. General Guidelines for Lot Cataloging: All Disciplines 24 2. Archeology 25 3. Archeology Collections: Lot vs. Bulk . 26 4. Ethnography . 26 5. History 26 6. Art . 26 7. Natural History Collections: When to Lot Catalog .. 26 8. Natural History Collections: Lot vs. Bulk 27 9. Natural History Collections: Research Value and Research Objectives 27

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 3 10. Natural History Collections: Appropriate Examples of Lot Cataloging . 27 11. General Guidelines for Natural History Lot Cataloging . 28 12. Maximum Allowable Taxonomic Diversity within a Natural History Lot 29 Section V: Photography .. 29 1. Photography: An Important Part of Cataloging . 29 2. Controlled Property .. 30 3. Planning for Museum Photography . 30 4. Digital Photography . 30 5. Film -Based Photography .. 31 Section VI: Public Access to Catalog Data . 32 1. Importance of Catalog Data to the Public . 32 2. Factors to Consider Prior to Providing Public Access to Cataloging Data .. 32 Section VII: Definitions .. 33 Section VIII: References . 37 Appendix A: ICMS Required Data Fields .. 38 1. ICMS Required Archeology Data Fields .. 38 2. ICMS Required Archival/Manuscript Data Fields 39 3. ICMS Required Biology Data Fields .. 40 4. ICMS Required Ethnology Data Fields . 41 5. ICMS Required Geology Data Fields . 41 6. ICMS Required History Data Fields 42 7. ICMS Required Paleontology Data Fields 42

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 4 Section I: Cataloging Requirements and Recommendations – Additional Information 1. Catalog Records in ICMS All catalog records must be entered into the Interior Collection Management System ( ICMS ), in accordance with DOI Museum Property Directive #18, Interior Collection Management System . If a non -bureau facility , contractor, permit tee, or any other entity that is cataloging DOI collections doe s not use ICMS , the DOI catalog data must be imported into ICMS. This requirement must be included in all contracts, permits, or other agreements. Before importing any data, you™ll need to compare the data fields in the non -DOI entity™s cataloging system with similar fields in ICMS . Determine which data field s correspond to the pertinent field s in ICMS to ensure the data is imported into the correct ICMS fields . Many commercially -available museum catalog systems can export data as Excel files. Data in Excel format can be imported into ICMS. Contact the support staff at Re:discovery Software for assista nce, by t elephone at (434) 975 -3256 or e mail at: support@rediscov.com . Paper Catalog Worksheet s: Although it isn™t required, some units use paper catalog worksheet s when cataloging. You must still enter all of the catalog data into ICMS to create a digital record. 2. Paper -Based Catalog Records and Supporting Information Paper -Based Catalog Records : If your unit was established many years ago (and especially if the collection is quite large ), you may still ha ve paper catalog records that have not yet been entered into ICMS. After you enter the information into ICMS, you may discard the paper record sŠunless required by bureau policy or if they have significant historical, scientific, or other values (e.g., notes of an eminent curator ). Place all retained paper catalog records in the catalog folder for the object. Paper -Based Supporting Information : You may find information in your unit™s files that provide important documentation for various objects in your collection . These materials are often paper -based and may includ e related research materials, loan forms, provenance data, or other documents . Include these items in the object™s catalog folder. Supporting Information in Other Formats : Additional materials that support the catalog record (e.g., photographic negatives and transparencies, motion picture film, audio recordings, spreadsheets, and all other documents, regardless of media type ) also must be retained . Digitizing Data from Ex isting Collections : It™s critical that you make e very effort to digitize all paper -based catalog records and supporting information of older collections . This will facilitate enhanced access for research, exhibits, publications, and other needs for this da ta.

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 5 Supporting information may include the contents of catalog folders, related research materials, permits, loan forms, and provenance data . Once you™ve digitized the s upporting information , attach it to the catalog record in ICMS. 3. Long -term Preservation of Catalog Records Store all p aper -based catalog records that have not been digitized, such as original catalog cards Šas well as all other materials that must be retained according to bureau policy Šin an appropriate locked, fire -resistant cabinet, safe, or vault. 4. Long -term Preservation of Catalog Supplementary Documentation Preservation of Paper -Based Supporting Information : Store all p aper -based supporting information in an appropriate locked, fire -resistant cabinet, safe, or vault. Preservation of Supporting Information in Other Formats : For supporting information that is in a format other than paper , store each type of material in a secure , stable location appropriate for its environmental needs (e.g. , media vault or cabinet for fil m, audio, and electronic media) . Develop a plan for migrating digital data as retrieval systems and storage media continue to evolve. This will provide for long -term preservation and ensure that the materials are accessible for future cataloging initiatives and research . 5. Issuance of Catalog Numbers Release to Authorized Parties Only : Never release a group of catalog numbers to anyone who lacks adequate knowledge of DOI™s (and your bureau™s) cataloging standards. If you intend to issue a block of catalog numbers to a c ontractor or permittee , you must provide the c ontractor or permittee with both DOI™s (and your bureau ™s) cataloging standards , as part of the contracting, per mitting, or other agreement process. When to Release Catalog Numbers : Do not release catalog numbers prior to collecting or before the objects to be cataloged are adequately quantified. Catalog Number Log Book or Spreadsheet : Establish a log to document all groups of catalog numbers that you assign to any individuals for use in cataloging projects for you r unit. Record the group of catalog numbers you assign, the date, the project name, and the responsible party /project manag er. Consistent use of the log by all staff should eliminate gaps in catalog numbers Šand more importantly Šensure that each catalog number is only used once . Many DOI units use a small record/ accounting book , GSA item #7530-00-222-3521 , which is on GSA contract . You can o rder a copy via the GSAAdvantage website . An Excel spreadsheet will also work well to log in your catalog numbers. Unused Catalog Numbers : At the conclusion of the project, request that the responsible party/project manager notif ies the unit curator or museum property management staff member of any unused catalog numbers assigned to the project. S/he then may reassign any unused cata log

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 6 numbers to another project if bureau/office policy allows . Unused catalog numbers cannot be used by the responsible party/project manager for another future project unless specifically authorize d by the appropriate person . 6. Additional Required Catalog Data: A rchives As noted in Directive 20, the following additional catalog data below are mandatory when using the Archives Module in ICMS : Local collection number: The numerical designation used in the Archives Module to identify an archival col lection in its entirety , such as all records made or received by a single records creator. Collection title. Date(s) documents were created. Scope and content: A description of the collection that summarizes the contents and describes the types of records and information included. History of the organization or person who created the record group. Organization and/or arrangement: The configuration of the files and materials in the collection, and the organizational method. Use of the ICMS Archi ves Module is n ot required by DOI ; however, it may be mandated by your bureau . Contact your bureau™s National or Chief Curator concerning your bureau™s policy. If your bureau doesn™t require using the Archives Module , the catalog record must include all of the information in a. – f., above. See Figure 1 , below, for a sample catalog record that includes these mandatory data.

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Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 8 must be recognized by the Integrated Taxonomic Information System (ITIS) . ITIS has been incorporated as the taxonomic standard for ICMS. Unit : If a specimen™s collection site is within the boundaries of a DOI unit , enter the unit ™s acronym in this field . If the collection site is on private land or other lands not managed by DOI, you should note that information instead. This field in ICMS has an authority table of acceptable terms. Users with the appropriate security rights can add, delete, or modify terms in the authority table. If you add any terms to the authority table , be cons istent in your naming conventions and use. 8. Description Use the Description field in ICMS to provide a brief written narrative of the object™s/specimen™s distinguishing and significant features, based on a thorough physical examination. When describing an object/specimen, provide enough information to differentiate it from others. Also, provid e any important information that cannot be noted in other catalog data fields. Completeness of catalog description data is essential. If you are not fully knowledgeable in the discipline of the objects you are cataloging, seek assistance from an expert in that discipline , and/or contact your National or Chief Curator for help . 9. Condition Use the Condition and Condition Description fields in ICMS to note the physical condition and completeness of the object /specimen obtained through physical examination . This should includ e an assessment of its stability and state of preservation , as well as any assessments cond ucted by a conservator . Condition Field : Use the Condition field to note t he condition and completeness of the object /specimen . This field consists of a two -component bureau -controlled table . The first component denotes completeness. Choose from one of the se three choices: Complete (COM ): 100% of the object is present . Incomplete ( INC): >50% and <100% of the object is present . Fragment (FRG): . The second component denotes overall condition. Select one of these four choices: Excellent (EX): There is no damage or deterioration . Good (GD): The object/specimen is in stable condition with no active deterioration . Fair (FR): The object/specimen has slow but active deterioration and is in need of minor conservation treatment or cleaning to bring it to stable condition. PAGE - 9 ============ Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 9 Poor (PR): The object/specimen is in need of major conservation treatment to stabilize or eliminate the rate of deterioration. Condition Description Field : This field in ICMS is a h istory tracking field that links to the Condition Reports supplemental record. Include all object condition reports in ICMS . Easy access to the information in these reports will facilitate ongoing condition monitoring . 10. Digital Collections It™s possib le that your unit™s museum collection may contain digital materials (e.g. , documents, photographs, spreadsheets, or other archival objects , as well as digitally -created artwork ). Digital collections can be either fiborn digitalfl or digital derivatives of paper -based , film -based , or other media types (such as a digital photograph of an artist™s work that was donated to your unit™s museum collection) . If a museum object is solely in digital format, note this within the ICMS Description field and in the Mater ial field . For digital archives, note the digital nature of the organization/arrangement in the ICMS Description field , the ICMS Material field, the finding aid (paper and/or digital) , or in the ICMS Archives Module (if you use the Archives Module at your unit). The Material field in ICMS include s a drop -down list of ten digital material types, nine of which begin with the word fidigital.fl (Simply start typing fidigitalfl in the field an d arrow down through the choices. Or hold down the fiControlfl and fiF5fl keys to see the complete list of all ten, which ends with fielectronic email.fl). Note: Nomenclature 4.0, published in 2015, includes entries for digital materials . A future update to ICMS will replace the current lexicon of Nomenclature 3.0 with Nomenclature 4.0. Section I I: Optional Cultural Resource Catalog Data DOI Museum Property Directive 20, Cataloging Museum Collections, establishes the mandatory data fields necessary to properly catalog museum collections according to DOI standards. The following additional data fields are optional when documenting cultural collections, but are highly recommended for complete records. The first set of data fields is applicable to all cultural resources disciplines. The subsequent categories of data fields are discipline -specific for archeology, archives, ethnography, and history. Only fill in the fields that are applicable to the object or group of objects (e.g., lot) being cataloged. 1. All Cultural Collection Disciplines Alternate Name : Other l ocal , regional, or typological term (s) used to name the object. Artist/Maker : The name of the artist, maker , and /or manufacturer . PAGE - 10 ============ Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 10 Catalog Folder : Note if a catalog folder exists for the object (fiYesfl or fiNofl) . Component Part : Suffix indicator for parts of objects that are consider ed to be a single unit, such as a coffee pot and lid or a pair of shoes . For two component parts, enter a-b; for three parts , enter a-c; etc. Include a description of each component part in the Comp onent Parts supplemental record in ICMS. Condition Description : Detailed descriptive information o f an object™s condition , which is linked to the Condition Reports supplemental record in ICMS . Cultural ID : The cultural affiliation of the material or the maker. Culture of Use : The cultural affiliation of the person(s) who used the object. Eminent Figure : The full name, last name first, of the eminent person(s) dir ectly associated with an object through use or possession (e.g., Roosevelt, Eleanor ). To maintain consistent entries, develop an authority table list of eminent figures related to your unit™s collection. Eminent Organization : The full organizational name of the eminent organization directly associated with an object. To maintain consistent entries, develop an authority table list of eminent organizations related to your unit™s collection. Historical/Cultural Period : A distincti ve stylistic or historical period associated with an object, with dates if known (e.g., the Federalist Period ). To maintain consistent entries, develop an authority table list of periods for your unit™s collection. Identified By : The full name of the person, last name first, who identified the object . Identified Date : The date the object was identifi ed. Enter the most complete date possible , including the full year. Key Descriptor : Important explanatory information that would be useful to have in alphabetized lists for sorting . For example, key descriptor data for a newspaper might include the title, the volume, the number, and the pages. Maintenance Cycle : The cycle of years (up to 9.9 years) in which a condition check or preservation/treatment w ill be needed for the object . Use the Maintenance associated module in ICMS to describe the type of maintenance that the object needs. Two e xample s include: 1. Oil Painting/1 Year: A 19th century oil painting located in the main parlor of a furnished historic structure was damaged in 1999. It was repaired the following year by a conservator. In her treatment report, the conservator recommended an in -depth examination of the repair every year. 2. Fresnel Lens /3 Year : A conservator established a three -year maintenance cycle for the lighthouse lens on exhibit at a coastal unit . Every three years , a conservator disassembles PAGE - 11 ============ Guidance for Cataloging Department of the Interior Museum Collections (March 2016) 11 components of the lens and cleans and applies a protective coating to ensure its long -term preservati on. Manufacture Date : The date(s) that the object was manufacture d. Enter the most complete date possible , including the full year. Material : The predominant material (s) that constitute the object. Measurements : Dimensions : The dimensions of the object using metric measurements. Do not convert English measurements from an existing catalog record. Alt hough metric measurements are preferred, the field in ICMS contains space to enter both metric and English measurements. Other : Any other measurements for the object. Volume : The volume of the object using metric measurements. Do not convert English measurements from an existing catalog record. Alt hough metric measurements are preferred, the field in ICMS contains space to enter both metric and English measurements. Weight : The weight of the object u sing metric measurements. Do not convert English measurements from an existing catalog record . Weigh to the nearest 0.1 gram (g) or kilogram (kg) , depending on the size of the objects and the accuracy desired . NAGPRA : If the object that you™re cataloging is subject to the Native American Graves Protection and Repatriation Act ( NAGPRA ), complete the NAGPRA field, which identifies the type of NAGPRA object . The choices are : Associated Funerary Objects Human Remains Objects of Cultural Patrimony Sacred Objects Unassociated Funerary Objects Object Status : The current status of the object (e.g., exhibit, storage, loan out, missing, or deaccessioned). Although t his is not required , you must complete th is field in order to save the record in ICMS , see Appendix A . Place of Manufacture : 146 KB – 43 Pages