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The BMA core cataloguing fields for objects are as follows:

All items below not specified as a registrar managed field are the responsibility of the curator submitting or overseeing the acquisition of a new object into the Permanent Collection.

FieldNotes
Object Numbertemporary number
  • Artist (object related constituent)
  • Title
  • Date
  • Medium
  • Dimensions
  • Object Type
  • Collection Classification
  • Nationality or Place Made (object geography)
  • Work on paper?
  • Edition
  • Signature
  • Donor, funder, source (related constituents)
  • Provenance related constituents
  • Value
  • Required fields for new acquisitions are:

    1. Artist biography for internal records
    2. Acquisition justification

    These fields are required to record accession details:

  • Credit line
  • Date of accession
  • Object status
  • Acquisition type
  • Committee approval date (as of May 2022, the Acquisition Review Committee)
    created by registrar at import to database, permanent number created by registrar after completion of acquisition

    Acquisition justification

    justification text must be provided for all new proposed acquisitions
    Artistsearch for existing constituent record, if not in TMS-C, add BEFORE submitting new object templates, use Primary as role for maker
    Dateenter ISO start date, ISO end date, and display date taking care to follow house style for display date
    Mediumcapitalize first letter
    Dimensionsdisplay summary is provided, when possible, via import template, it must be transcribed into dimension elements, registrar to confirm or measure objects upon incoming receipt 
    Object Typepicklist, do not use any "archival" types for artworks in Permanent Collection
    Classificationdesignates collection area of Permanent Collection, can have multiple classifications
    Nationality, Place Madeeither the artist's nationality, or place made is required in the object record, in addition to an artist's record
    Work on Paper?true or false
    Editionrequired for editioned works only
    Signaturelocation and transcription of artist signature
    Donor, funder, sourceall persons related to acquisition of artwork; gifts of art require donors, gifts of funds for purchases require funders, source describes collector or institution (if other than donor) with last custody of artwork prior to BMA ownership
    Provenance link previous owners as Provenance related constituents, even where redundant with above constituents, include dates of ownership when possible
    Valueif no appraisal or market value is available, an estimate must by provided by a curator


    Core biographical fields for Artists

    All fields are the responsibility of curator submitting or overseeing the acquisition of works by new artists to the Permanent Collection.

    FieldNotes
    Constituent Typeindividual, institution, collaborators
    First Name
    Last Name
    Display Nameauto populated by First and Last Name, ensure this is updated after any changes to those fields
    Sort Nameauto populated by First and Last Name, ensure this is updated after any changes to those fields
    Begin Datebirth year
    End Datedeath year
    Display BioBirthplace, Birth year–place of death, year of death 
    Biographygeneral biographical information and summary of career, currently no format standards, for internal justifications and reference only
    Nationalitygenerally assigned by birthplace, multiple nationalities can be listed for artists who permanently settle in other nations
    Demographic categoryinternal statistical field
    Genderinternal statistical field
    Texas artist?true or false, affiliation with Texas
    UT faculty, etc?true or false, affiliation with University of Texas at Austin
    Collection artist?true or false, helps to filter artists related to collection only and excluded artists related to loans and exhibitions



    Required Acquisition Fields (Registrar)

    FieldNotes
    Credit linecredit line as approved or updated by donor or development
    Object Statuslegal status of custodianship or ownership by BMA
    Accession Methodmethod of acquisition, loan, or other
    Committee Approval Dateapproval date of Acquisition Review Committee meeting
    Date Receiveddate received onsite by BMA
    Director Approval Datedate of signature by executive director
    Accession Datedate of signature by donor, date of purchase voucher