Cataloguing

PRIMARY PROCEDURE
Definition
The ongoing process of recording and managing information about collections,
often from multiple perspectives, to meet the needs of a range of users.

Scope
In Spectrum, 'cataloguing' refers to the processes and systems in place for
gathering, managing, and cross-referencing information about collections – from
multiple sources – so it can easily be found. This starts with information recorded
when an object first enters your care and builds over time through various
activities, such as Loans out (lending objects), Use of collections or a Collections
review project. Your museum’s approach to cataloguing reflects policy decisions
that have evolved over the years and will continue to do so.
Objects usually have more than one story. Individuals and groups contributing
to collections information will bring different knowledge and perspectives. Your
approach should be inclusive, and your system should support this. The Use of
collections procedure gives guidance on recording information that arises from
different uses and sources.
Museums create a catalogue record for each object, or group of objects, either in a
computerised system (eg using collections management software) or paper-based
system (eg on cards), but often a combination. They should be searchable so that
users, both internal and external, can find information quickly and easily. Catalogue
records should link or cross-refer to other relevant information held on file (eg in
another part of your computer-based system or in a filing cabinet of object history
files) or elsewhere (eg online).
Catalogue records often contain more than the limited inventory-level minimum
for accountability that tells you an object exists and where it is. If you have met the
information requirements of the Inventory procedure you have recorded the object
numbers and locations of everything in your collection, but the names might be
very general (eg pot, postcard, drawer of herbarium specimens). Catalogue records
usually build on this bare minimum with more context and significance, eg which
pots are Roman, which postcards show your town in the 1920s, or how different
plants are used medicinally.
Spectrum does not specify any level of information required beyond the minimum
needed to meet the Inventory standard described above; there is no ‘ideal’
catalogue record. Your approach to cataloguing must be carefully considered at

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 policy level taking into account your museum’s mission, the type of collection, and
the needs of different users.
The aim of cataloguing is not to produce a definitive end product that cannot be
shared until it is 'complete'. No museum has finished cataloguing because there
is always more to learn. The Documentation planning procedure gives advice on
identifying objectives and breaking work into manageable smaller projects, as an
ongoing process of continual improvement.
This is a Spectrum primary procedure. UK museums must meet the standard set
out below to fulfil the requirements of the Museum Accreditation Scheme.

The Spectrum standard

You should have a policy on cataloguing. This could either be a standalone
document or part of a wider collections management policy. Either way, in
deciding your policy you will need to consider these questions:
• What is your broad approach to cataloguing different parts of the collection (eg
some parts catalogued as individual objects and others at group-level only)?
• Are you aiming to meet any external cataloguing standards (eg using
templates, classifications or terminologies agreed within subject specialisms)?
• How does your approach to cataloguing meet the principles of sector ethical
standards?
• How will you identify contemporary or historic bias within the museum’s
cataloguing practice?
• What collections information supports the mission of your museum?
• Will you carry out consultation on the needs of different users and
stakeholders, and how will this influence your approach to cataloguing?
• Beyond the inventory-level minimum, what should be in a target ‘basic’
catalogue record for different parts of the collection, and why?
• If you have not already met these ‘basic’ standards, what are the priorities for
doing so, and why?
• For new accessions, what is your timeframe for creating the target 'basic’
catalogue record?
• How will you make sure that information arising from other procedures is
recorded, referenced or linked to catalogue records?
• How will you record names, dates, places, and other keywords consistently?
• What catalogue information will you make available to different users, and
how?
• Who can edit and add to information about the collections and how are
contributions, from any source, attributed?
• How will you protect confidential information, including personal data?
• How will you make a transparent record of changes to the content and
terminology within catalogue records so that previous practice is not erased,
even if it is now considered to be incorrect, harmful or offensive?

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 • How will you evaluate, record, and keep up to date, the evolution of your
documentation systems and practices (eg numbering systems, use of
terminology, known gaps, paper-based records)?
You should also have a written procedure that explains the steps to follow when
cataloguing objects. Spectrum’s suggested procedure is a useful starting point,
but however you do it, your own procedure should meet the following minimum
requirements:

Minimum requirement Why this is important

You have a catalogue system in place You have a basic framework to

that allows you to record the minimum which you can add more significant
information needed for the Inventory information over time in line with your
procedure and, beyond that, supports cataloguing policy.
your cataloguing policy.

Catalogue records are linked to the You can always link objects to the
objects they describe via unique information in their catalogue records.
accession numbers that are securely
associated with the items themselves.

Catalogue records cross-refer to All the relevant information about an

relevant information held in your object is available for its management
system (whether on paper or digitally) and use.
or available elsewhere. You do not spend time researching an
object unaware of previous work.

Your system can reliably retrieve Your users can easily access
relevant catalogue information to meet information about collections in your
the needs of users. care.
You do not waste time trawling through
search results that are not what you
want.

You capture relevant information Your catalogue records are up to date.

resulting from other procedures in a You can re-use exhibition text to
timely way. improve your online collection
database.

You keep an up-to-date backup of your You do not risk losing many years' work
catalogue records. in the event of a fire or other disaster.

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 Suggested procedure

Creating catalogue records

Create a record for each object, or group of objects, accessible by

object number.
See Note 1 for guidance on the form that catalogue records might take and Note
2 for more on object history files. Your cataloguing policy should set out the kind
of information to be recorded for each type of collection but as a minimum, for the
sake of accountability, the record should either contain or be linked to the core
inventory information for the object or group:
• A unique object number - Object number (use a standard format).
• An object name - Object name (use a standard term source).
• The number of objects (if a group) - Number of objects.
• A brief description (or image) - Brief description.
• The current location - Current location. This should be a Location reference
name/number.
• If not your museum, a record of who owns the object - Current owner (and, if
your museum does own it, a record of where it came from).
• Where possible, a note of who recorded this information and when - Recorder
and Recording date (use standard formats).
If you do not have this information for each object (or group of objects) go to
Inventory.

Add other available information.

Based on your cataloguing policy, and according to the type of object and
information available, record as much information as needed. For newly-acquired
objects you should do this as soon as possible. This might include the following:
Object identification information
• Other historical reference numbers - Other number with an Other number
type (use a standard term source).
• Title.
• Comments.
• Distinguishing features.
• Curatorial responsibility - Responsible department/section (use a standard
term source).

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 Object description information
• Age.
• Colour (use a standard term source).
• Content and subject information:
• Content - activity (use a standard term source).
• Content - concept (use a standard term source).
• Content - date (use a standard format).
• Content - description.
• Content - event name (use a standard term source).
• Content - note.
• Content - object type (use a standard term source).
• Content - organisation (use a standard form of name).
• Content - other (use a standard term source).
• Content - people (use a standard form of name).
• Content - person (use a standard form of name).
• Content - place (use a standard form of name).
• Content - position (use a standard term source).
• Copy number.
• Dimension, including:
• Dimension measured part (use a standard term source).
• Dimension value.
• Dimension value date (use a standard format).
• Dimension measurement unit (use a standard term source).
• Edition number.
• Form (use a standard term source).
• Inscription content.
• Inscription description.
• Material (use a standard term source).
• Object status (use a standard term source).
• Phase (use a standard term source).
• Physical description.
• Sex (use a standard term source).
• Style (use a standard term source).
• Technical attribute (use a standard term source), including:
• Technical attribute measurement.
• Technical attribute measurement unit (use a standard term source).

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 Object history and association information
• Associated activity (use a standard term source).
• Associated concept (use a standard term source).
• Associated date (use a standard format).
• Associated event date (use a standard format).
• Associated event name (use a standard term source).
• Associated object.
• Associated organisation (use a standard form of name).
• Associated people (use a standard form of name).
• Associated person (use a standard form of name).
• Associated place (use a standard form of name).
• Association type (use a standard term source).
• Object history note.
• Related object number.
Field collection information
• Field collection date (use a standard format).
• Field collection event name (use a standard term source).
• Field collection method (use a standard term source).
• Field collection number.
• Field collection place (use a standard form of name).
• Field collector (use a standard form of name).
• Geological complex name (use a standard term source).
• Habitat (use a standard term source).
• Stratigraphic unit name (use a standard term source).
Object production information
• Object production date (use a standard format).
• Object production organisation (use a standard form of name).
• Object production people (use a standard form of name).
• Object production person (use a standard form of name).
• Object production place (use a standard form of name).
• Object production reason (use a standard term source).
• Technique (use a standard term source).
Object owner’s contribution information
• Owner's personal experience (any previous owner).
• Owner's personal response.

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 • Owner's reference.
• Owner's contribution note.
Reference information
• Reference.
• Reference author/editor (use a standard form of name).
• Reference association (use a standard term source).
• Reference details.
• Reference note.
• Reference number.
• Reference publication date (use a standard format).
• Reference publication place.
• Reference publisher.
• Reference title.
• Reference type (use a standard term source).
• Catalogue number.
• Document location (use a standard term source).
Amendment history (information about changes to the catalogue)
• Unit of information added (use a standard term source).
• Amendment history authoriser (use a standard form of name).
• Unit of information scheme (use a standard term source).
• Information source (use a standard form of name).
• Recorder (use a standard form of name) and Recording date (use a standard
format).
See Note 3 for additional guidance on attribution.

Check whether the information recorded meets your target ‘basic’

record.
When assessing catalogue records you might find it useful to refer to the Audit
procedure to check the accuracy and completeness of the information, particularly
for historic records.
If gaps or improvements are identified, go to and return from Documentation
planning.

Adding to catalogue records

It is important to be able to access relevant information generated during other
procedures, such as the examples below, when looking at an object’s catalogue
record. This information need not be copied into the catalogue record in full, but

From Spectrum 5.1 © Collections Trust 2022 Cataloguing 7

 there should be a cross-reference to it so that users know it exists and can find
it in future. This may take the form of a reference number or Document location.
At its simplest, the information in a catalogue record may comprise a series of
reference numbers linking to records elsewhere.

Add information from documentation projects.

Results from Documentation planning.

Add information about research, interpretation or other use.

Results from Use of collections.

Add information arising from research, interpretation or other use.

Results from Use of collections.

Add information arising from other procedures.

Results from any Spectrum procedure, as relevant.

Maintaining catalogue records

Provide access to records via indexes.

To help users find catalogue information they want, access should be provided by
indexes and/or free-text retrieval. This should be appropriate to the nature of the
collection, and might allow searching by, eg:
• Object name.
• Subject (eg using a standard classification scheme).
• Artist, maker or manufacturer.
• Source (eg donor or vendor).
• Production date.
• Associated people.
• Associated places.

Keep catalogue records secure, including digital backups and paper

copies.
Catalogue records are the central point of access to information about the objects
in your care, so it is essential to keep this information secure. If catalogue records
are computerised, backups should be made with the frequency, method and
responsibility defined in your policy and procedures. It may be difficult to back up
a paper-based catalogue system; some museums use photocopying.

From Spectrum 5.1 © Collections Trust 2022 Cataloguing 8

 Auditing catalogue records
You can use the Audit procedure to check the quality of your documentation, as
a tool for maintaining catalogue records. You might periodically audit a sample of
catalogue records to check: the information meets the standard set out in your
policy; if you require names and dates to be recorded in a consistent way, how well
this has been done and to identify any necessary improvements.

Guidance notes

Note 1: Catalogue records

Catalogue information can be held in a series of individual records:
• In a computerised database.
• On pre-printed catalogue cards.
• On loose-leaf sheets, which are filed numerically.
There is usually one record for each object (or group of objects). In computerised
and manual systems, information within each catalogue record is sorted into a
set of 'pigeonholes' known as 'fields'. Each discrete piece of information such as
the date an object was made or the name of donor, is held in a separate field.
Information placed in these fields can be written in a consistent manner to aid
indexing: rules might govern the words used, the order in which they are entered
and any punctuation which may be required.
Computerised databases
There are a number of commercial computerised systems available which support
the Cataloguing procedure (as well as many of the other Spectrum procedures).
These are often referred to as ‘collections management systems’ (CMS). On the
Collections Trust website you can find details of CMS software from the Spectrum
Partners, suppliers who are committed to the development and promotion of
Spectrum and are licensed to use it commercially. Many of these systems are
Spectrum Compliant, which means they have been validated by Collections Trust
and have a place to record every unit of information that users might need during
any of the Spectrum procedures.
Pre-printed catalogue cards
Some museums use Collections Trust catalogue cards either as the basis of
their main catalogue record, or for temporary inventory projects, where the data
collected is later transferred to a CMS.
Catalogue records should be on good quality card or paper. If printed, a laser
printer should be used. If hand-written, use a permanent black ink.

From Spectrum 5.1 © Collections Trust 2022 Cataloguing 9

 Note 2: Object history files
Not all knowledge about the objects in your care need be recorded in their
catalogue records; indeed, in many cases, this would be almost impossible.
Additional information (eg correspondence, notes, press cuttings, reports) can be
held in object history files. Each folder should be marked with the relevant object
number and filed in that order.
It can be helpful to draw attention to particularly useful information held in
object history files (eg when making an acquisition note, ‘For full history see the
informative letter from the donor in the object history file’).

Note 3: Attribution
Information about the collections in your care will come from a variety of different
sources including individuals, groups, and organisations. To provide context and
transparency, contributions from any source should be clearly attributed within
the catalogue record. Manage contributors’ information in line with your data
protection policy. If the source is unknown or anonymous it should be recorded as
such.
See the Amendment history information group for appropriate units of information.

Note 4: The evolution of your museum’s

documentation systems and practices
It is useful to maintain a written record of the museum’s documentation systems
and practices and how these have evolved over time, capturing the history
of your own organisation. This might include explanations of old numbering
systems, catalogue card systems that are no longer used, changes to your use
of terminology, or gaps in documentation for certain periods. This gives valuable
context for colleagues joining the organisation or when unpicking documentation
during an Inventory project.
You may also wish to acknowledge and record unconscious biases that may have
influenced the collections information that has been recorded, or indeed not
recorded, over time.

Note 5: Catalogue records containing information

that is inaccurate, harmful, or offensive
Within existing catalogue records, you may encounter content, language or
terminology that is inaccurate, harmful, or offensive. Rather than erasing past
museum practice or original historic information, make a transparent record of
any changes and/or provide appropriate context. You may also need to implement
warnings to flag such content to anyone accessing collections information.
As your use of terminology and language evolves, maintain a record of this (see
Note 4).

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 Note 6: External cataloguing standards
You may choose to meet external cataloguing standards, developed by other
organisations or subject specialist networks. Examples can be found on the
Collections Trust website.

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 Cataloguing

Creating catalogue records

**Minimum core information for each
object (or group of objects) is:
• Object number
Setting up your Create a record for each object, • Object name
• Number of objects (if a group)
documentation or group of objects, accessible
• Brief description (or image)
system by object number. As a minimum • Current location
this should either contain • Current owner (if not your museum)
Go to, and return or link to the core inventory • Where possible, recorder and date
from, as needed information** for the object
or group.

Inventory
Object identification
information
Object description
information
Based Record, Object history
on for example and association
Cataloguing policy Add other available information. information
Field collection
information
Based
on Object production
Audit information
Is this enough information for Object owner’s
your target ‘basic’ records? ? contribution
No information
Documentation Yes
planning Reference
Go to and information
return from
Amendment history


Adding to catalogue records Object identification
information
Record [relevant information]
Documentation Results from Add information from Reference
planning documentation projects. information
Amendment history


Add information about research,
Results from Record Object identification
Use of collections interpretation or
information
other use.
Use of collections
information
Reference
information
Continue on next page Amendment history

From Spectrum 5.1 © Collections Trust 2022 Cataloguing 12

 Continued from 
Adding to catalogue records
Object identification
information
Object description
information
Object history
Record, and association
for example information
Add information arising from
Field collection
research, interpretation or
information
other use.
Object production
information
Object owner’s
contribution
information
Object user’s
contribution
information
Use information
Reference
information
Amendment history


Results from Add information arising Record
Other procedures Object identification
from other procedures
information
[relevant information]
Reference
information
Amendment history

Maintaining and auditing catalogue records

Provide access to records via

appropriate indexes.

Keep catalogue records secure,

including digital backups and
paper copies.

Go to and
return from
You might use the Audit
Audit
procedure periodically to check
the quality of your documentation.

From Spectrum 5.1 © Collections Trust 2022 Cataloguing 13