What does finished look like?: How to define cataloguing so that KE can be used to evaluate how well your collection is documented.

Presented by: Paul CrêtesOctober 22, 2008

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History

Canadian Heritage Information Network (CHIN ) to KE From collection management to material culture documentation.

Centralization of cataloguing From 16 cataloguers to 1.5

Elimination of Cataloguers. From cataloguers to documentalists

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Defining our Role

What do our visitors expect of us? Accessability and Research

What does the rest of the institution expect of us? Internal Survey

What does the Museum Community Expect of us? In Relation to Common Practices and Standards

What does our government expect of us? In Relation to the Museum Act

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Establishing a Baseline by Defining Cataloguing within Artifact Documentation

To meet the expectations of our shareholders: Visitors, Researchers, Institution and Government, the Artifact Documentation Section, commences on April 1st, 2008 the systematic cataloguing to a minimum level of 5 Points of Access of all artifacts acquired and registered at the Canadian Museum of Civilization.

The 5 Points of Access refer to a documenting of the artifact whereby we respond to a minimum of one field corresponding to the questions of who, what, where, when and how as it relates directly to the artifact.

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The process

Identifying which KE fields correspond to the 5pts of access

Retrieving the data Confirming that the 5pts of Access are valid

questions for our Database. Our Status How the process helps us achieve our goal more

rapidly.

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Which fields correspond to the 5pts of access?

Points of Access

Field Arch Hist Ethno Folk Postal

Merchant Marchand People Personnes Who S P S S PAssociated Party Name Nom People Personnes Who P P P P PRole Associated Party Rôle People Personnes Who P P P P PInitial Cultural Affiliations Affiliation culturelles initiales Affiliations Affiliations Who S S M M SCurrent Cultural Affiliations Affiliation culturelles actuelles Affiliations Affiliations Who S S M M SOther Affiliations Autres affiliation Affiliations Affiliations Who P S M M SArtist/Maker/Manufacturer Artiste/Artisan/Fabricant People Personnes Who S P P P PCollector Collecteur People Personnes Who M M M M MRemarks Remarques People Personnes Who P P P P PExcavator Fouilleur archéo Provenience Provenance Who P N/A N/A N/A N/AOwner Propriétaire People Personnes Who M M M M MSignature Signature Description 2 Description 2 Who N/A P P P PGender/Age Sexe/Âge Description 3 Description 3 Who S S S S SBegin Date Date début Dates/Acq. Dates/Acq. When M M M M MEnd Date Date Fin Dates/Acq. Dates/Acq. When M M M M MDate of Actual Manufacture: Date de manufacture Dates/Acq. Dates/Acq. When S P S S PCollection Date: Date de collecte Dates/Acq. Dates/Acq. When P S P S SEvents: Évenement Dates/Acq. Dates/Acq. When P P P P PPeriod/Style Période/Style Dates/Acq. Dates/Acq. When S P S P SOther Dating Methods Autres Méthodes de datation Dates/Acq. Dates/Acq. When P S S S SRemarks Remarques Dates/Acq. Dates/Acq. When P P P P PDate Date de provenance Provenience Provenance When P S S S SEarliest Date minimale Provenience Provenance When P S S S S

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Retrieving Data (Setting up search)

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Retrieving Data (Search)

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Retrieving Data (Global)

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Retrieving Data (Non-Verified)

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Retrieving Data (Verified)

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How We Now Retrieve the Information

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Are these valid questions for our Database?

239022

963505

165641

986732

242036

797221

72738

870602

49511

794207

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

How What When Where Who

Not Responding

Responding

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Where are we now? (non verified)

Percentage of Records Responding to 5 pts of Access (Non-verified)

948222, 92%

88021, 8%

Responding to 5 pts ofaccess

Not responding to 5pts ofaccess

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Where are we now? (verified)

Percentage of Records Responding to 5pts of Access (verified)

1036067, 100%

176, 0%

Responding to 5 pts ofaccess

Not responding to 5ptsof access

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Tools that assist us in reaching our goal

Access Levels Queries based on tasks to find « low hanging fruit. » Special projects targetting 5pts of access.

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Tool’s cont’d (Access Levels)

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Tool’s cont’d (Queries)

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Tool’s cont’d (Special Projects)

Dates project Tracking tab project

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What’s in it for us?

To be able to report on the quantity and quality of the information in the database.

To be able to demonstrate to upper management progress made and progress potential with current work force.

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Any Questions?