Cataloguing: SPECTRUM 4.

0
Introduction
Cataloguing is the assembly of all primary information about items in a collection. This information is held in
a file of records. These could be held on a computerised database, in card index file or loose-leaf sheets.
This file is the collection catalogue. There is usually one record for each item.
Information within each record is sorted into a set of pigeonholes known as fields. Each discrete piece of
information such as the date the item was made or the name of donor is held in a separate field. This may
be a box on a catalogue card or an entry on a computer record. When information is placed in these fields
it should be written in a consistent manner to aid indexing: structured information is easy to index in both
manual and computer systems. Rules can govern the words used, the order in which they are entered and
any punctuation which may be required. This regulation of data entry is known as terminology control.

Why do it?
Cataloguing is a SPECTRUM Primary Procedure, and it is required to be in place for Museum Accreditation
(see below). It will enable:

Storage of information: the catalogue brings together and keeps securely information about each
item in the collection;
Accessibility of information: the catalogue structures this information so that it can be searched
easily and reliably.

The Minimum Standard for Cataloguing, states that:

Cataloguing information must:

Provide a level of description sufficient to identify an object or group of objects and its differences
from other, similar objects;
Provide an historic archive relating to an object or cross-references to sources where information
can be found;
Be held in a system that allows convenient access using indexes, free-text retrieval, etc.

What policy decisions are needed?

(see SPECTRUM 4.0 : Policies and Legal Context)
You must decide, and record a written policy statement. This statement about cataloguing may form part of
a wider Collections Management policy and may be grouped with policy statements about other collections
information, or documentation, practices.
It is good practice for the organisation to state:

The level and depth of cataloguing appropriate to the collection;

The required minimum or core content of a catalogue record for different types of object;
The expected content of a typical full catalogue record for different types of object;

SPECTRUM 4.0 Advice

April 2011

Page 1

The maximum time permitted to elapse between the acquisition of an object and the completion of a
catalogue record.

When is it done?
Each item should be catalogued as soon as possible after accessioning. Until it is catalogued, an item
cannot be indexed properly and so it will not be easily accessible to museum staff or the public.

Who does it?

Cataloguing should be done by a curator with both subject knowledge and familiarity with the cataloguing
rules your institution uses. If no suitably qualified curator is available, someone who understands the
cataloguing rules can at least ensure that all currently available information is recorded. A skilled typist may
create the final card of enter the data onto a computer. However, it is often better for the cataloguer to work
direct from the object and create the fair copy or undertake data entry. This will minimise transcription errors
and allow computer programme features such as validation to be exploited to the full.
Information may be contributed and recorded from non-staff members, eg visiting researchers and curators,
or other visitors with relevant knowledge of the object. All new information should be substantiated before
being added to a catalogue record with an authority for the attribution.

What information should be recorded?

(see SPECTRUM 4.0 Cataloguing: Format of the catalogue)
Ideally, everything known about the object should appear or be referred to in the catalogue record.
However, in practice, this may not be possible. Concentrate initially on recording information that is not held
elsewhere, or which is likely to be valuable as an index heading or computerised search term. A photograph
or drawing will minimise the need for lengthy descriptions. Cross-references can direct users to additional
information.
Analysing all the information you decide to record and separating it into a large number of fields can be a
lengthy process. If you do not have the time to do it properly, just analyse those fields most useful in the
short term. Any other information can be placed in an unstructured way in the notes field to ensure that it is
not forgotten.
Create a record for each object or group of objects and make these records are accessible by object
number. Other retrieval options will be provided by indexing.
Allow for the addition of information as it becomes available.
Catalogue information must include, at the very least:

The object number or entry number;

The object name;
The number of items or parts described in this record;
A brief physical description;
A reference to acquisition method, date and source information;
A reference to location information;
A reference to available images.

Depending on the information available and the type of object, catalogue information should also include
the:

Curatorial responsibility (eg the department or section);

Information about the creation of the record (e.g. information source, recording date);
Identification information (e. title, full classification);
Object description information (eg physical description, dimensions, inscriptions, colour, material,

SPECTRUM 4.0 Advice

April 2011

Page 2

sex, age, phase);

Field collection information (eg excavator, site);
Content and subject information;
Production information (eg maker, technique). In some instances e.g. natural sciences, this will
include objects derived from or modifying an original object;
Other historical information (eg use, associations);
Other historical reference numbers;
References to published bibliographic information;
References to collections management information.

Note: Collections management information will also be included unless held in a separate system.

How should manual information be recorded?

Information should be printed on cards or sheets, using a laser printer or photocopier to ensure longevity.
If this is not possible, they may be handwritten using permanent ink. The card or paper should be of good
quality and there should be headings to prompt for the appropriate information. The data should generally
be recorded in lower case throughout, only capitalising the initials of proper names. Take care to ensure that
key terms are given consistently, eg Smith, J.R. not J.R. Smith.

What happens to completed records?

Catalogue cards or sheets should be filed numerically by identity number, as this is the best link to use
when cross-referencing from indexes (the identity number is unique, it is permanent and sorts clearly).
Computerised systems will have their own way of filing records. If a key field must be declared at the time
the database is created, then the identity number should be chosen for this.

Security
(see SPECTRUM 4.0 Cataloguing: Security of the catalogue)
The museum catalogue is the most complete account of the history of each item, so it is essential to keep
this information secure.
In a manual system catalogue records should be on good quality card or paper. If printed, a laser printer or
photocopier should be used. If hand-written, use a permanent black ink. It may be difficult to make copies
of manual catalogue records, particularly as they may be regularly updated. Try to keep a copy of any
catalogue information which is not held in entry or accession records, and could not be reconstructed in any
other way.
If a catalogue is computerised, then computer backups can be made more easily and frequently. Copy any
new additions or changes at the end of the day and re-copy the whole file at the end of the week.

Collections Trustcatalogue cards

Catalogue cards are available from the Collections Trust.

SPECTRUM compliant Software

For comparative information on SPECTRUM Partners, Software suppliers, see the SPECTRUM Partners
Software survey on Collections Link

Sources of help and advice

SPECTRUM 4.0 Advice
April 2011

Page 3

This fact sheet is from SPECTRUM 4.0 Advice, a support pack which is published on Collections Link at
www.collectionslink.org.uk. Please refer to SPECTRUM 4.0 Advice for further help and guidance on other
SPECTRUM 4.0 procedures.

SPECTRUM 4.0 and Accreditation

SPECTRUM 4.0 is created by and for the museum profession to promote good practice in the management
of museum collections. It is the result of contributions from practitioners in museums throughout the UK
and internationally and is available free, for non-commercial use from Collections Link.
SPECTRUM 4.0 defines 21 Procedures, which describe the management of objects in a museum
collection. The Museum Accreditation Scheme requires museums to follow the 8 SPECTRUM Primary
Procedures, which are:

Object entry
Loans in
Acquisition
Location and movement control
Cataloguing
Object exit
Loans out
Retrospective documentation

This work is licensed under the Creative Commons Attribution-Non-CommercialShare Alike 3.0 UK: England & Wales License. To view a copy of this license, visit
http://creativecommons.org/licenses/by-nc-sa/3.0/

SPECTRUM 4.0 Advice

April 2011

Page 4