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Works: Field Descriptions

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Fields: Record

Titles

Used for the Title, name, or identifying phrase associated with the work. The title field is the only field that must be completed in order to save a new Work. Fields

  • Title: a particular title, name, or identifying phrase associated with the work.
  • Type: nature of the title.
  • Date: year(s) that a particular title was used for the work.
    • Display Date: this is a display field composed of earliest date and latest date. Enter a four-digit year or range of two four-digit years separated by a hyphen, or use the Date fields that appear later in the Work form to populate this.
    • Earliest Date: earliest possible year the title was applied to the work.
    • Latest Date: latest possible year the title was applied to the work.
  • Language:
    • Language: language of this particular form of the title.
    • Script: writing system used.
    • Transliteration: refers to the transcription of this particular title for the work into Roman characters.
    • Qualifier: any further explanation or information.
  • Source
    • Source: refers to the resource providing the title(s) associated with the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Title: this is a display field composed of all titles, separated by pipe symbols “|”. Enter a value or add text in the Title field to auto-populate the display.

Agents

Here you can describe individuals or corporate bodies involved with the design, conception, production, or alteration of the work. Use Extent to enter information about portions of the work created by multiple Agents. This field links to the Shared Shelf Names authority. Fields

  • Name: name of individual or corporate body acting as an agent.
  • Role: refers to the contribution or function of the agent as it pertains to the work.
  • Extent: refers to the part of the work to which a particular agent contributed.
  • Attribution: a description of the nature of the agent’s contribution to the work.
  • Date: year(s) that a particular agent was involved with the work.
    • Display Date: this is a display field composed of the earliest date and latest date. Enter a four-digit year or a range of two four-digit years separated by a hyphen, or use the Date fields to auto-populate.
    • Earliest Date: earliest possible year the agent was involved with the work.
    • Latest Date: latest possible year the agent was involved with the work.
  • Source
    • Source: resource that provides information about the Agent who is associated with the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Agent: this is a display field composed of all agents, separated by semi-colons. Enter a value or use the Agent fields to auto-populate the display.

Cultures

The culture, people, or nationality from which the work originated or with which the work is associated. Choose a term from the linked vocabulary. Fields

  • Culture: The culture, people, or nationality from which the work originated or with which the work is associated.
  • Source
    • Source: resource that provides the culture associated with the work.
    • Source Detail
      • Type: Type of source.
      • Source Detail: Additional information about the source.
  • Display Culture: this is a display field composed of all cultures, separated by semi-colons. Enter a value here or use the Culture fields to auto-populate this.

Artstor Countries

The modern country associated with the creation of the Work. This field uses a controlled list. Field

  • Artstor Country: Modern country associated with the creation of the work.

Locations: Places, Repositories, and Private Owners

This is the geographic location and/or owners of the work. You can fill in data for all three, if known, or just use one type of location. The display field will concatenate all locations. The yellow highlighted field(s) at the bottom are auto-populated by entering data in the below fields. Fields

  • Places
    • Place Type: the geographic location, or former location, of the work.
    • Place: Particular geographic location, or former location, of the work.
    • Address: this is an address field integrated with Google Maps. You can enter a value or use the Google Maps search in the right side panel.
    • Geolocation: this is a geolocation field integrated with Google Maps. Enter a value or return to the Address field and use Google Maps to update.
      • Latitude: Latitude coordinate of the geolocation.
      • Longitude: Longitude coordinate of the geolocation.
      • Elevation: Elevated height of the geolocation.
    • Source
      • Source: resource that provides the place associated with the work.
      • Source Detail
        • Type: Type of source.
        • Source Detail: Additional information about the source.
  • Repositories: the place where the work is housed.
    • Repository type: Type of place where the work is housed.
    • Repository: Name of the place where the work is housed.
    • Ref ID
      • Ref ID Type: Repository's object number type.
      • Ref ID: Repository’s object number.
    • Credit Line: Line where credit is given to the repository.
    • Location: Geographic location and/or owners of the respository.
    • Address: this is an address field integrated with Google Maps. Enter a value (Street, city/state, and country where the respository is located) or use the Google Maps search in the right side panel.
    • Geolocation: this is a geolocation field integrated with Google Maps. Enter a value or return to the Address field and use Google Maps to update.
      • Latitude: Latitude coordinate of the geolocation.
      • Longitude: Longitude coordinate of the geolocation.
      • Elevation: Elevated height of the geolocation.
    • Source: the resource that provides information about the repository associated with the Work
    • Source: Resource providing this particular repository name where the work is housed.
      • Source detail
        • Type: Type of source.
        • Source detail: Additional information about the source.
  • Private Owners: individual owner of the Work
    • Owner Type: explanation of the owner’s relationship to the Work
    • Name: Particular name of the private owner.
    • Ref ID
      • Ref ID Type: Individual’s object number type.
      • Ref ID: Individual’s object number.
    • Location: geographic location of the private owners.
    • Address: this is an address field integrated with Google Maps. Enter a value (Street, city/state, and country where the private owner is located) or use the Google Maps search in the right side panel.
    • Geolocation: this is a geolocation field integrated with Google Maps. Enter a value or return to the Address field and use Google Maps to update.
      • Latitude: Latitude coordinate of the geolocation.
      • Longitude: Longitude coordinate of the geolocation.
      • Elevation: Elevated height of the geolocation.
    • Source: the resource that provides the information about the private owner associated with the Work.
      • Source: Resource providing this particular private owner of the work.
      • Source Detail
        • Type: Type of source
        • Source Detail: Additional information about the source.
  • Display Locations: the Places, Repositories, and Private Owners. This field is a display field composed from all places, repositories and private owners, each separated by semi-colons. Enter a value here or let it auto-populate by entering data in the Locations fields.
    • Display Type: Composed of the type of places, repositories, and private owners, separated by semi-colons.
    • Display Location: Composed of the geographic location and/or owners, separated by semi-colons.

Dates

The date or date range associated with the design, production, or alteration of the Work. It is not necessary to enter day and month, you can simply enter the year in the Start and End date fields. Entering the same year in both will display only one value. Fields

  • Date Type: this refers to the event in a work’s creation
  • Start Date: earliest date associated with this event related to the work.
    • Day: numeric day in the start date.
    • Month: numeric month in the start date.
    • Year: numeric year in the start date.
  • End Date: latest date associated with this event related to the work
    • Day: numeric day in the end date.
    • Month: numeric month in the end date.
    • Year: numeric year in the end date.
  • Source
    • Source: this refers to the resource that provides the information about the date(s) associated with the Work.
    • Source Detail: resource providing this particular date associated with the work.
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Work Earliest Date (Artstor field): this refers to the earliest possible date for the work as a whole. Enter digits. To enter a BCE year, lead with the minus sign.
  • Work Latest Date (Artstor field): this refers to the latest possible date for the work as whole. Enter digits. To enter a BCE year, lead with the minus sign.
  • Display Date: this is a display field composed of start date and end date. Enter a year or range of years separated by a hyphen, or use the Date fields to auto-populate this field.

Work Types

This documents the specific type of work being described in this record. Fields

  • Work Type: type of object or work.
  • Date: Date during which a particular work type is associated with the work.
    • Display Date: this is a display field composed of the earliest date and latest date. Enter a four-digit year or range of two four-digit years, separated by a hyphen, or use the Date fields to auto-populate this field.
    • Earliest Date: refers to the earliest year this work type was associated with the work. Enter digits only. Begin years BCE with minus sign.
    • Latest Date: refers to the latest year this work type was associated with the work. Enter digits only. Begin years BCE with minus sign.
  • Source: the resource that provides the information about the Work type associated with the Work.
    • Source: resource providing this particular type of work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Work Type: this is a display field composed of all work types, separated by semi-colons.

Classifications

Term(s) to group works together based on similar characteristics. Fields

  • Classification: term grouping works together based on similar characteristics.
  • Source: the resource that provides the information about the classification associated with the work.
    • Source: resource providing this particular classification of the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Classification: this is a display field composed of all classifications selected or entered in the Classification fields. Terms are separated by semi-colon. Enter a value or allow the field to auto-populate by using the Classification fields.

Artstor Classifications

A fixed list that groups items together for quick searching and browsing in Artstor. Field

  • Artstor Classification: controlled list of terms for search and browse in Artstor.

Styles/Periods

These are the styles, historical periods, schools, movements, etc. whose characteristics are represented in the work. The Style/Period field is linked to a controlled vocabulary. Fields

  • Style/Period: Styles, historical periods, schools, movements, etc. whose characteristics are represented in the work. List is linked to Getty AAT.
  • Type: type of styles, historical periods, schools, movements, etc. whose characteristics are represented in the work.
  • Source: the resource that provides information about the style/period associated with the work.
    • Source: resource providing this particular style/period represented in the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Style/Period: this is a display field composed of all styles/periods, separated by semi-colons. Enter a value or use the Style/Period fields.

Materials

These are the materials that compose the work. Fields

  • Material: materials of which the work is composed.
  • Type: description of the nature of the material.
  • Extent: refers to the part of the work in which a particular material was used
  • Source: the resource that provides information about the material associated with the work.
    • Source: resource that provides the material of which the work is composed.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Materials: this is a display field composed of all Materials, separated by semi-colons. Enter a value or use the Materials fields.

Techniques

Enter techniques, processes, or methods used in the production or alteration of the work. Fields

  • Techniques: techniques, processes, or methods used in the production or alteration of the work.
  • Extent: extent of the techniques, process, or methods used in the production or alteration of the work.
  • Source: the resource that provides information about the technique associated with the work.
    • Source: resource providing this particular technique associated with the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Techniques: this is a display field composed of all techniques, separated by semi-colons. Enter a value or use the Techniques fields.

Measurements

This is the information about the dimensions, size, scale, format, and shape of the work. For each attribute of measurement, use Extent to group the data together. For example, for the height and width of a painting, enter height and width data in Type, Value and Units, then for Extent, choose image, overall or panel to describe the measurement group. Fields

  • Measurement
    • Type: type of measurement.
    • Value: numeric value of the measurement.
    • Units: units of measure used for the type of measurement.
  • Extent: description of the location of the measurement on the work.
  • Qualifier: further explanation or information.
  • Scale Type: type of scale used.
  • Format: format of the work.
  • Shape: shape of the work.
  • Source: the resource that provides information about the measurements associated with the work.
    • Source: resource providing the particular measurement(s) of the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Measurements: this is a display field composed of all measurements, separated by semi-colons. Enter a value or use the Measurement fields.

Inscriptions

Describes the transcription and/or description of an inscription or mark appearing on the work. Fields

  • Inscription
    • Inscription: particular inscription or mark appearing on the work.
    • Type: type of inscription or mark appearing on the work.
    • Language: language of this particular inscription appearing on the work.
    • Script: writing system used for this particular inscription appearing on the work.
  • Position: the location of the inscription/mark on the work.
  • Author: author of inscription.
  • Source
    • Source: the resource providing the inscription or information about the inscription.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Inscriptions: this is a display field composed of all inscriptions, separated by semi-colons. Enter a value or use the Inscription fields.

States/Editions

This documents the relationship of the work to other stages of the same work. Fields

  • Type: refers to the term describing the nature of the state/edition.
  • No.: number denoting the state/edition of the work.
  • Count: total number of states/editions made of the work.
  • Name: name of state/edition.
  • Description: notes about the state/edition.
  • Source
    • Source: the resource that provides the state(s)/edition(s) of the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display State/Edition: this is a display field composed of all states/editions, separated by semi-colons. Enter a value or use the State/Edition fields.

Subjects

Enter terms and phrases describing, identifying, and interpreting the work and/or what the work depicts. Fields

  • Subject: terms and phrases describing, identifying, and interpreting the work and/or what the work depicts.
  • Type: description of the nature of the subject.
  • Extent: extent of the subject interpreted or depicted by the work.
  • Source
    • Source: the resource that provides the subject represented by the work
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Subject: this is a display field composed of all subjects, separated by semi-colons. Enter a value or use the Subject fields.

Descriptions

These are notes about the work. You can enter free-text information in the Description field. If you have multiple descriptions, use the radio button under P to select a Primary description. Fields

  • Description: notes about the work.
  • Extent: extent of the notes about the work.
  • Language: language of the description(s) about the work.
    • Language: language of this particular description about the work.
    • Script: writing system used.
  • Transliteration: transcription of the description into Roman characters.
  • Qualifier: further explanation or information.
  • Source: resources providing this description of the work.
    • Source: resource providing this particular description of the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.

Text References

This is information about reference to the Work in a corpus or catalogue raisonné. Choose a term Type or add a new term to the list, then choose a source for the Text Ref Name field. Choose a Ref Type ID, then enter the Ref ID (if applicable) and Source Details (if applicable). Fields

  • Type: description of the nature of the text reference
  • Text Reference Name: name of the text reference.
  • Ref ID Type: type of reference identification for text references.
  • Ref. ID: reference identification number for text references.
  • URL: URL link to the source.
  • Source: the resources providing text reference(s) associated with the work.
    • Source: resource providing this particular text reference associated with the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Text Reference Display: this is a display field composed of all text references, separated by semi-colons. Enter a value or use the Text Reference fields.

Notes

Record here additional information regarding a particular field of the Work record. Choose a field from the dropdown to which you would like to add a note. Once you’ve chosen the field, the entries for that field will appear in the Entry dropdown. Then, add a free-text note to the Content field. Fields

  • Note Type: field commented on.
  • Entry: value commented on.
  • Content: content commented on.
  • Language: language of the note’s content.
    • Language: language of this particular note's content.
    • Script: writing system used.
    • Transliteration: refers to the transcription of the note into Roman characters
    • Qualifier: further explanation or information.
  • Source: the resources providing Notes reference(s) associated with the work.
    • Source: resource providing this particular note associated with the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.

Bibliography

Here you can document sources for information used in the Work. Fields

  • Source Name: name of a particular source.
  • Source Name Type: type of a particular source.
  • Source Detail
    • Type: type of source.
    • Source Detail: additional information about the source.
  • Language: language of the source.
    • Language: language of this particular source.
    • Script: writing system used.
    • Transliteration: transcription of the bibliography into Roman characters.
    • Qualifier: further explanation or information.
  • Display Bibliography: this is a display field composed of all bibliographies, separated by semi-colons. Enter a value or use the Bibliography fields.

Rights

This documents rights management for the work, including copyright or other intellectual property statements related to the work. Fields

  • Rights Type: type of rights management for the work.
  • Holder: name of the person or corporate body holding the rights to the work.
  • Content: particular content held by the person or corporate body with rights to the work.
  • Language: language of the rights information.
    • Language: language of this particular rights information.
    • Script: writing system used.
    • Transliteration: transcription of the rights information into Roman characters.
    • Qualifier: further explanation or information.
  • Source: resource providing the rights information associated with the work.
    • Source: resource providing this particular rights information associated with the work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Display Rights: composed of all rights information, separated by semi-colons.

Fields: Local Info

Fields

  • Legacy: legacy information associated with the Work.
  • Legacy ID: legacy identification number of the Work.
  • Cataloger: individual who cataloged the Work.
  • Cataloger: individual who cataloged the Work.
  • Date: date when the Work was cataloged.
  • Modifier: individual who modified the Work.
  • Modified: fields that were modified in the Work.
  • Date: date when the Work was modified.
  • Relationships: relationships associated with the Work.
    • Relation Type: type of relationships associate with the Work.
    • Related Info Type: type of related information associated with the Work.
    • Description: notes about the relationships associated with the Work.
    • Link: URL link to the related Works.
  • Approved: approval status for the Work.
    • Approver: individual who approved the Work.
    • Date: date when the approval was given.
  • Catalog Level: level of the cataloging for the Work.
    • Catalog Level: level of the cataloging for the Work.
    • Publish: publish status of the Work.

Fields: Related Items

Fields

  • Sequence No.: number identifying the item's placement in the sequence for publishing.
  • Lead Item: radio button to mark an item as the lead image in a sequence.

Fields: Related Works

Fields

  • Related Works Display: composed of all related Works, separated by semi-colons.
  • Relation Type: type of relation to the Work.
  • Work Record: Work associated with all related Works.
  • Date: year(s) that a particular item relates to the work.
    • Display Date: a four-digit year or a range of two four-digit years separated by a hyphen. If earliest and latest dates are the same, only one date will display.
    • Earliest Date: earliest date the Works relate.
    • Latest Date: latest date the Works relate.
  • Sequence: numeric sequence relating the Works.
  • Language: language of the related Works.
    • Language: language of this particular related Work.
    • Script: writing system used.
    • Transliteration: transcription of this related work into Roman characters.
    • Qualifier: further explanation or information.
  • Source: resource providing the related Works.
    • Source: resource providing this particular related Work.
    • Source Detail
      • Type: type of source.
      • Source Detail: additional information about the source.
  • Relationship Display: composed of all relationships between related Works, separated by semi-colons.

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