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Creation Date

[Free-text field] Format the date according to the following examples: ‘September 16, 2020’, ‘1881–1885’, ‘7th century’, and ‘7th–10th centuries’. Prefatory terms that may be used include ‘ca.’, ‘before’, and ‘after’. For dates prior to 500, specify BCE and CE.


[Free-text field] List the cities, countries, continents, and/or regions associated with the object, including, but not limited to, the places of origin and discovery, known and suggested.


[Free-text field] Culture and civilization terms are those approved by the faculty, found in the Art & Architecture Thesaurus Online, or already in use in the catalogue.


[Free-text field]


[Free-text field] Record the object’s dimensions in inches and centimeters in the following order (height/length x width x depth) and manner: ‘1 3/8 x 2 1/8 x 1/4 in. (4.2 x 5.4 x 0.64 cm)’. Diameter may be included, where appropriate. Round dimensions to the nearest 1/16 of an inch and to the nearest millimeter. Weight should be recorded in a separate line in ounces and grams: ‘1.4 oz. (38.8 g)’.

Credit Line

[Free-text field] The credit line must be approved by the faculty, or already in use in the catalogue.

Accession Number

[Free-text field] A unique accession number must be assigned when a new record is added, and it shall not be changed.


[Free-text field] Begin with the following format, and expand as needed: ‘Purchased by [insert name of buyer] from [insert name of seller] in [insert name of city] on [insert date].’


[Free-text field] Describe the object’s condition, including damage, wear, and loss.

Signatures, Inscriptions, and Markings

[Free-text field] Document any words written, printed, or inscribed on the object.


[Free-text field] List all publications that reference this object. Format according to the Chicago Manual of Style.

Creator Biography

[Free-text field] List creator’s full name, place of birth, life dates, and/or nationalities, if known. If there are more than one creator associated with the object, then indicate their respective roles. If the creator is not known, then indicate ‘Creator Unknown’. This field may be expanded to include additional biographical information.


[Free-text field] The Description field may include information that is not applicable to any other field. Citations to literature should be placed in parentheses at the ends of sentences, and formatted according to the Chicago Manual of Style. Sources that were consulted by the author may also be added to the end of the Description. References to comparative and associated objects should be indicated by museum/collection and accession numbers in parentheses.


Use keywords approved by the faculty, found in the Art & Architecture Thesaurus Online, or those that are already in use in the catalogue. Please separate keywords/keyword phrases with commas.