rrabino6-blog

[rrabino6-blog]

Your Turn

Throughout the previous posts you have learned how museums take an object and create a record full of information that helps all types of users find the object and keep it safe for the future. 

This blog was created as a bouncing off point. I want you to start looking around your own home and in your own life. Is there objects you want to catalog for future use? Are you having issues finding information about an object or artwork?

If you have questions or comments, send them my way. I want this to become a collective resource for education and advocacy regarding collections management. 

So submit a post or question to keep the conversation going!

[rrabino6-blog]

Vocabulary Standards

Just like the data structure standards, vocabulary standards help make sure that the record and its components are understood by users of all types as well as the database itself. What makes vocabulary standards different is that they focus on terminology that is used when categorizing an object. 

Let’s use this object for example. What is the first word that pops into your head when you see the object?

You might have said cup or goblet or kiddish cup or wine cup or drink ware. Although they might all be right, when cataloging an object it is best to stick to the same terminology. This allows the museum to not only find the object easily in their collection, but also allows them to share it with other museums. Standards help us find what we want easily. 

There are all types of vocabulary standards used by museums today. You can read more about some of these standards through the Canadian Heritage Information Network on their page: https://www.canada.ca/en/heritage-information-network/services/collections-documentation-standards/chin-guide-museum-standards/vocabulary-data-value.html. 

Below you can read about 2 specific examples of Vocabulary Standards. 

Nomenclature 4.0

Nomenclature is a vocabulary standard that was originally created by Robert G. Chenhall in 1978. Today it is on its fourth version and is produced with the help of the American Association State and Local History (AALSH). The goal of Nomenclature is help museums create consistent naming for their objects so that they can be cataloged, indexed, and shared. 

Here is how it works: 

In the user guide, the authors instruct the reader that they should begin by looking up the term most likely to apply to the object in the alphabetical index in the back of the book (see the introduction of Nomenclature 4.0 for details). Once the reader finds the term, they turn to the corresponding page number and find the object term hierarchy. 

Let’s use another example. Take my object of the Uniform (2012.007.001). 

So I looked up Uniform (which is on page 714) and found an entry for "Uniform, Military" and "Uniform, Military Dress". This jacket was part of his military dress so I turned to page 500 to find out the exact hierarchy. Here is what is looks like:

Class: Personal Symbols

Sub-Class: Status Symbols

Primary Object Term: Uniform

Secondary Term: Uniform, Military

Tertiary Term: Uniform, Military Dress

This hierarchy allows users to place their objects in specific categories without creating a large list for each specific object. For example, this hierarchy could be used by any country to describe their military uniform dress. Nomenclature 4.0 allows museums to categorize their objects and group like objects together for easy searching. 

Thesaurus of Geographic Names® (TGN)

The Thesaurus of Geographic Names (TGN) was created by the J. Paul Getty Trust as part of a group of vocabulary standards for use by cultural institutions and scholars. This vocabulary standard is unique in that it focuses on location, ranging from a street name to an entire country. The locations not only reference modern geography, but also historical names of places that no longer exist. This is really important, especially when an object was made or used in a location that has a different name. 

This is the case with the uniform. My object was used during the United States campaign in Burma during World War II. Today, Burma is known as the country of Myanmar. However, it is important to include both the historical name as well as the modern name in the catalog record. Modern users may be trying to search using either name. It is also important to keep the historical name for scholars and any future research that may be done with the object. 

So how does TGN work? You can try searching terms for yourself on their website. 

Here is what the search results for Burma look like: 

1) I bet you didn’t know there were that many places in the world with the name Burma. 

2) You have to somewhat know what you are looking for, but it helps that the search results give more than just the name. Result 19 is what I was looking for, but someone could have been looking for the Burma in Oregon so stating what type of location and its location in the world helps the user find what they are looking for in their search results. 

Here is the detailed record for Myanma/Burma/Myanmar (note there is more on the search result, but these are the key points)

TGN gives users a numeric ID (so that the term can be found or referenced), names (this includes any historical names as well as the name in languages other than English), a place in a hierarchy of terms, and defining the type of place described in the term. This vocabulary standard gives you a lot of information that can be used to categorize the object ini a collection. 

[rrabino6-blog]

Data Structure Standards

Data Structure Standards, also known as Metadata Structure Standards, are something that I touched on in my previous posts. These standards give museums guidelines on how to record the metadata in their records. 

You are probably wondering “Wait, there is more than one standard?”

Yes, there is. The art world uses language that the natural sciences do not use. So each discipline has data standards to choose from. You can check out the list here: https://www.canada.ca/en/heritage-information-network/services/collections-documentation-standards/chin-guide-museum-standards/metadata-data-structure.html

Here is an example of one data standard: 

SPECTRUM

The SPECTURUM data standard (Standard Procedures for Collections Recording Used in Museums) was created in 1991 by the Collection Trust, a non-profit organization located in the United Kingdom. This standard has five versions, the latest one being released this year. Today SPECTRUM is the collections management standard in the United Kingdom and used in many countries around the world. The website gives you all the resources you need to do anything related to documenting an object in a museum. 

SPECTRUM is unique in that it is both a data and procedural standard. A procedural standard means that it goes through each step in the process of adding or removing an object from a museum’s collection. Having this additional usage means that SPECTRUM is a multi-functional standard. 

All of this praise may seem like it would be the perfect standard for everyone to use, but that it not the case. This standard was created by and for museums in the United Kingdom. This means that users in other countries need to make sure that they enter information that best fits how their users are searching the catalog. For example, United States users will find measurements in inches more helpful than those in centimeters. There is also a very long list of fields that can be used in this standard; the appendix is a one hundred and sixty seven page long document. What this means is that users must choose the fields that fit their needs.

Overall, SPECTRUM is a great standard for museums around the world to use to standardize their data so that it can be used and shared by all types of users. 

[rrabino6-blog]

Standards- Data Standards

One of the great things about the internet is people can write however they want to write. Grammer and spell check are out the window. At first it can seem like there is no constancy on the internet. However, websites and social media have found a way to help people find what they are looking for when they are searching. A great example of this is hashtags. When I am writing these posts, I have been attaching hashtags that I think are relevant to the post and its content. If someone is looking for a post about metadata, for example, they can search on Tumblr using #metadata. This allows the search engine to narrow down what the user is looking for in a massive sea of posts. It’s why you see all those wedding hashtags; because no one wants to take a lot of time trying to find everyone’s Instagram or Snapchat posts from your friend’s wedding last weekend. 

This is the exact same thought process when it comes to standards for data in a catalog record.

I am going to explore 2 types of data standards: Data Structure Standards and Data Value Standards. Check out the next couple of posts to lean more.

[rrabino6-blog]

From Dictionary to Forms

You are probably wondering how the data dictionary goes from an Excel spreadsheet to a clear form for people to fill out. The next step in the process is filling out a cataloging form. Some museums fills this out through their CMS while other will have a handwritten copy as well as one in their electronic records. 

Below is the Catalog Form I created based on my Metadata Dictionary (from the previous post). 

Blank Catalog Form: 

This blank form allows the cataloger to input any data they have about the object into easy to find and follow fields.

Here is what the form looks like filled out (using my object from previous posts):

As you can see there is more than just measurements and a description. Museums do a lot of research on a object in their possession to understand its history and how it relates to their mission. 

You may also notice that this form has a field called “Subjects”. This field allows users to enter in keywords that help when searching or indexing the catalog. There are standards for these terms and in the next two posts I will talk about the standards that museums follow when it comes to the fields and the words used to fill out these forms. 

Below are some links about cataloging in museums and cataloging forms. If you are interested in this topic or even want to try to catalog your collection at home, I would take a look at these: 

NPS- Cataloging- This is a chapter from the National Park Service’s guide on collections management. 

PastPerfect Data Entry Forms- This is from a very popular CMS company that shows your their cataloging forms for different types of object. 

[rrabino6-blog]

Metadata Dictionary

A great way to see how metadata is collected and understood in a museum is through their metadata dictionary. This chart allows you to understand how each part of the catalog is record and how that contributes to the overall understanding of the object. Below is my own Metadata Dictionary. 

If you want to read the full data dictionary, you can read a copy on Dropbox. 

As you can see there is a place for all types of information relating to the object and its history. 

What this chart does is take all the details (also known as the metadata) about an object and places them into fields that can be easily understood by both the user and the computer. In the next post, I will show how this chart can be used to record and understand the specific information about an object.

[rrabino6-blog]

Metadata- Part 2

Another way of defining metadata is to say that “metadata are the information attached to digital objects” (”Digital Asset Management” in Museum Registration Methods pg. 188). 

Metadata is broken down into 5 types: 

1) Administrative: this is any data that gives the user information about managing the object from an administrative level. This includes data about how the object was acquired, location information, and legal documentation. 

2) Descriptive: this is any data that can be used to describe or identify the object. This includes information about the creator(s) of the object, the date/date range the object was created, and a description of the object. 

3) Preservation: this is any data that talks about preserving and managing the object for its future in the collection. This includes information regarding the condition of the object and any actions taken to preserve the object (which can include digitizing and upgrades to the digital files). 

4) Technical: this is any data that talks about the functions of the system that houses the object and the object record. This includes information regarding the hardware, software, and passwords used. 

5) Use: This is any data related to how the objected is used by the museum. This includes information about its location (and any movements), search logs for the object and its record, and records relating to any exhibits in which the object has been used. 

In the next post, I will talk about how all these categories play out in a object’s record. 

[rrabino6-blog]

Metadata- Part 1

“Metadata” is one of those terms that gets thrown around a lot in everything from conversation to the local news. 

But what exactly is Metadata?

Many people define Metadata as “data about data” ( such as in Introduction to Metadata). To most people that probably seems confusing. How can there be data about data?

The best way to explain Metadata, especially when it comes to its uses in a museum, is to talk about an object’s record in a catalog. I have previously discussed how all types of data is collected about an object (from its location to the pictures taken of the object). All of that information is given a central location in the catalog record. Metadata is all of that information connected to the object (a.k.a. the data). 

Confused yet? That is ok. It took me a bit to figure out metadata as well. I recommend you keep reading to learn more about the nuances of metadata. Understanding its components helped me understand the concept. 

If you are still confused after the explanation in this and the follow posts, read Chapter 1- Setting the Stage by Anne J. Gilliland in Introduction to Metadata.

[rrabino6-blog]

Storing Photographs

As digital photographs have become the norm, so has figuring out ways to store all these images. 

Whether its your phone or your computer, there is a limited amount of storage built into it. So what do you do when you need more storage? You might delete some photos or store them on a cloud service (like iCloud or Google Photos) or use an external hardrive. 

Museum do very similar things. Images for museums are stored in multiple places so that if one system breaks down, not everything is lost. 

So what are the options?

1) CMS- Museums will usually store there images in the database that holds their data about the object. These files are usually small and depending on the size of the files, may not have all the images taken of the object. 

2) DAMS- Not an actual dam

Rather, a DAMS stands for Digital Asset Management Systems. This is a database (separate from the CMS) that holds all types files (such as images, audio, and text) and the data relating to those files in one place. You can think of it like a server that is organized on every level (although a DAMS is much more sophisticated).  DAMS are a great assets for a museum to have, but they can be expensive and time consuming to set up. You can learn more about DAMS in the chapter “Digital Asset Management” in Museum Registration Methods. 

If you want to read more about how a museum uses DAMS you can also read this: https://www.museumsandtheweb.com/mw2012/papers/10_museums_12_months_1_dams_adventures_in_cent.html. 

3) An external hard drive and/or server- Many museums will backup all their files (including any images) to a drive located on site as well as offsite. This allow for the data to be backed up in multiple locations. 

For the regular user, it is probably enough to have a copy saved on your computer and in another place (such as a cloud service or external hard drive). But is is good to know and understand how images can be stored safely by museums and other types of institutions for the future. 

[rrabino6-blog]

Photography and Data

As you may have noticed in the previous post, some of the images had a white bar with numbers and a ruler. This is known as a Photographic reference scale and helps users of the photograph understand the scale and coloring based on this strip of paper (If you want to learn more about this, check out this website: http://web.ncf.ca/jim/scale/). This scale helps museums collect data about the image as well as the object itself. 

Data of all types is crucial to record for a museum object. 

Have you ever found yourself looking through old photographs and wondering who exactly is in those photographs? By collecting as much data as possible, museums are trying to make sure that people won’t have that problem with their collection. Although we sometimes don’t have all the information we want, we can take the information we have and store it with the record for the object. 

In the images I took for my object, I placed the photographic reference scale on one set of images while another set did not have the scale. All of these images were given names to connect the images to the data. The images without the sale can be used online (like I talked about in the marking post, visitors don’t see a marking on an object). 

But all of these images have data too. When you take an image on any digital camera (including a smartphone or tablet), data about the time, location, lighting, and much more are collected. 

Here is an example: 

File name: 2012.007.001_collarnumber.jpg Metadata: Taken on 9/23/17 at 11:38:26 am File Size: 6.40 MB Taken with a Cannon EOS REBEL T1i. Exposure: 1/40 Aperture: 5.6 ISO: 1600 No Flash. Image Dimensions (Width x Height): 4752 x 3168 Color Space: RGB. Color profile: sRGB IEC61966-2.1.

I have given each image a special name. This helps users not only find the image easily, but also helps make sure the file is connected to the record in the database. 

Metadata is a term I will deal with in the next few post. For now, just know that it is all types of information relating to the object. 

All of the information about the date I took the image, the file size of the image, and what kind of camera I used to take the picture all help give the user an understanding of the object. 

[rrabino6-blog]

Photography

As an amateur hobby photographer, I was excited to try out taking photos of this object. The video below really helped me understand how to take great photos of my object for use as a record of the object. 

Although it may seem a bit daunting to do yourself, I can attest to the fact that it is doable. It took some trying, but I was able to figure out a system that worked best for me. 

Here is my DIY Photo Studio

I used a white bedsheet to give my object a blank background. I had originally tried to take the pictures on the table (you can see it in the picture on the right), but between the height of the table and my step-stool, the angle was off in the picture. 

In addition to the lights in the room, I also used 2 lamps. One was a bedside clip lamp I placed on the step-stool and another was a outdoor work lamp I had in my house. 

All of this is to say that you too can make pictures that show off your object without having to buy a fancy camera or other types of equipment. 

Here are some of the final pictures: 

[rrabino6-blog]

Collections Management System (CMS)

So now that we have all this information about our object, we need to store that information somewhere. 

When you download your favorite song on Itunes (or whatever service you use to listen to music), it is saved in your library. You can add it to playlist, share it to other devices, and search for it in your library based on criteria like the song name or artist. 

Well a collections management system (CMS) is very similar. It is a database that keeps a museum’s collection organized by using the data a user inputs about the objects. 

Below is a list of some very popular CMS softwares used by museums:

- PastPerfect

- Argus

- Vernon CMS

- ALM

- IrisBG (this is used for gardens that have plant collections)

- Species360 (this is used by Zoos and Aquariums to keep track of their animals)

If you want to try out a CMS, I suggest checking out CollectionSpace. They have an online demo that allows users the opportunity try out their software. 

If you are interested in learning more about CMS, feel free to check out these websites. This is just a small sampling, so if you are looking for a specific kind or have questions about a specific one, feel free to ask in the comments!

[rrabino6-blog]

Technology and Marking

All the marking in the previous two posts are very “old school”. They are tried and true methods that have worked over the years. Technological advances have allowed for different types of marking. Both of the marking technologies listed below help museums mainly with tracking the objects and its movement. 

Barcodes

We have talked about how giving items a unique number help people find what they are looking for easily. Barcodes are an easy way to print information in a series of 0s and 1s that can be read by an electronic device. Today, you can scan barcodes by just using your cellphone (assuming you have the correct app/software to read the barcode). 

If you want to learn more about how museum’s use barcodes for their collections check out this blog post by Lucidea (a manufacturer of a collection’s management software for museums). 

http://blog.lucidea.com/barcodes-collection

Barcodes are not the only way to mark an object using electronic technology. 

RFID Tags

You have probably heard about RFID tags, but always wondered exactly what these tags are and what makes them special. Bascially these tags have a small computer that holds information and you can use a device to read that information whenever you want.  The video below gives a brief overview. 

Both of these technological tags hold information about the object to help track its information and location.

For people looking to just track their objects in their home, you could create your own barcodes. There are all kinds of website that create barcodes for people. 

You could buy RFID tags to tag your collection, but unless you have a museum sized collection it would probably be cost prohibitive. I mean Amazon does sell RFID tags, so if you are a tech savvy person and want to catalog your socks like Sheldon Cooper go right ahead. 

[rrabino6-blog]

Marking- Part 2

As I mentioned in the previous post, every object is unique and so when considering how to mark an object we must treat each object different. 

2012.007.001 is a textile. Textiles are usually labeled with fabric that is sewn on. Museum Registration Methods recommends using fabric tape (usually cotton) written on with an archival pen (that will not bleed through the fabric or give off an odor) and sewn on the textile. 

Here is a video describing the process:

SHAREMuseumsEast has a list of videos describing how different types of objects are marked. I would check them out if your are interested. 

You much take each object as unique and look up the best way to mark the object while preserving it for the future. 

[rrabino6-blog]

Marking- Part 1

Numbers are great, but it is only worth it if the number is attached to the object. You are probably thinking “How are you suppose to mark an object? Won’t that ruin the object?”

The answer is No. If you follow the guidelines created by collections managers and conservators, you too can mark your priceless objects without having to worry about how it will impact its future. Every object is unique so if you are interested in learning all the technical details about marking objects, check out Museum Registration Methods (specifically Section 5E which is all about marking). 

Below I will give brief overview of exactly what is required when marking a museum object (or a priceless object in your own home). 

If you remember nothing else from this post, remember these five points. They will guide you in marking any object. 

1) Reversible- If you can’t undo your marking, don’t use that material. The prime example is a permanent marker. 

You are probably saying, “But aren’t there all those mommy blogs and Pinterest posts that show you how to get rid of permanent marker from surfaces?” Yes, I know there are hundreds of pages on the web saying how to remove permanent marker, but that brings us to our next point. 

2) Safe- Many of the ways that permeant marker are removed are not safe for objects. We may use acetone in nail polish remover, but that doesn’t mean we should use it on our china dishes. In addition, permeant marker is not safe on many objects. You need you use something that has been approved for use on your object. 

3) Secure- Although we want the marking to be reversible, we also don’t want it to easily fall off or be removed. 

4) Discreet- Think about the times you have gone to look at objects in a museum. Have you ever seen numbers in plain sight on the object? The answer is most likely no. Museum staff make sure that the number can be seen by the staff, but when the object is on display it is hidden from the audience. 

5) Convenient- When marking an item, you want to make sure that any materials you use are easy to obtain and easy to use. 

If you want more detail about this process check out some resources below: 

- Labeling and Marking Museum Objects from the Collection Trust

- Museum Registration Methods 

- The American Association of Museums also has a resource page. 

In my next post (which is shorter), I will talk about how I would marked my object. 

[rrabino6-blog]

Numbering

When thinking about finding anything, from library books to your favorite cereal, numbers are a part of identifying what we are looking for. This same idea applies to objects in a museum. 

So how do museums choose their numbers?

In order to make the number unique to the object, museums have taken different tactics. In the past, museums have used a sequence of 1, 2 or 3 numbers (separated by a period). The three number system is widely adopted by many museums today, especially history museums; I will be focusing on this system in this post. If you want to learn more about the history of museum numbering system check out Registration Methods for the Small Museum (which can be purchased here). 

Numbers not only give some order, but also have meaning. Here is the number I chose for my object (from the previous post): 

                                          2012.007.001

So what does this number mean? Here is a graphic to help you understand. 

If you have read this far, Congrats! I didn’t bore you. You are rewarded with learning more about this number. 

2012 denotes the transaction year or year it was accessioned (meaning officially added into the collection). I received this army jacket from my grandparent’s house while the family was cleaning out their home in Edgerton, Wisconsin. 

007 denotes the sequence in which the object was formally brought into the collection. I received this item in July and there were other objects I received earlier in the year. This was not the only object I got from my grandparents house and I wanted to create a easy way to identify that this collection was just for army items. I want to make sure that all of these object stay in the same collection group (007), but I also need to note that the objects are different (which is why each object has its own unique number).

001 denotes that this was the first object to be accessioned from this collection. This uniform jacket was found in a cedar chest that included other army clothing and objects relating to my grandfather’s service. 

When I add more army objects from my grandfather’s services they will have similar, but different numbers. For example, he also had a uniform dress hat. The number I would give the hat would be 2012.007.002 (since it would be the next object I catalog into the collection).

For more about how to create your own number take a look at Museum Registration Methods (you can purchase it here). This is the guide book for collections managers in museums. 

P.S. About Prefixes 

An important issue to consider when choosing a numbering system is the use of prefixes. Many museums will use prefixes for loans or temporary custody objects; for example L before a number will denote a loan object. Some museums will use a prefix to easily identify an object and its location. Objects housed in a mansion on a museum’s property may have the prefix M. For my purposes, a prefix will make the number more complicated. But is important to note that a unique number can also use letters to give the user visual notes about the status or location of the object. 

[rrabino6-blog]

My object

This first official post will deal with how this blog idea started: my grandfather’s World War II Uniform Jacket. 

This blog will be going through the process of how to organize the information collected on this object. My goal is to show people how museums take one object and create an entire record with multiple facets that connects to their collections and their visitors (both online and offline).