Select a descriptor among the three choices for the type of accession record being created.

For example:

Single Item:  a record is being created for an individual item that is not part of a group ("lot").

Group of Items:  a single record is being created for multiple items.

Item in Group:  separate records are being created for individual items in a group that will share the same group number (and a Group of Items record may also be created).

(required)  This input field represents a subfielded version of the automatically constructed Accession Number (AN) field. For the components present in the field, the system constructs an AN value after you update the records, combining each component present in the field with a period separator:  part1.part2.part3.

The separately structured components of this input field allow for each to be made separately searchable and for the application to control for numeric sorting.

Subfields:

|1 part 1/year:  When records are created, the first subfield is set to the current year. Edit the value as needed to represent the year the items were accessioned and/or your own "primary" accession number component.

|2 part 2/group:  Enter a value directly, e.g., if you are creating Item in Group records that share the same Group number.

To have the next group number automatically generated, enter 000 (ENTER or TAB), which triggers an operation to replace it with the next-available number.

If you do not know the last-used group number, right-click to search in the Picklist page, entering key words (e.g., civil war) or a year= search for all records associated with a single year so that you can identify the applicable Group, shown in the lighter-grey banner, as shown below.

Note:  The YEAR and GROUP language used on this page refers to the first and second components.

|3 item:  This is a "free-form" subfield, e.g.:

for a Single Item accession record, you can leave it blank or assign a number of '1'.

for a Group of Items accession record, you can leave this subfield blank, enter a 0 or 1, or a range of numbers, or a "yyyymmdd" date value.

for the Item in Group accession record, enter a "next number" as applicable to the group, e.g., for an accrual, you might use a "yyyymmdd" date value.

Note:  The range-searches provided for in the Accession module search tasks can be used only if you are using fixed-length part 1 and part 2 components, as in the year and group model.

(required)  Enter the actual title or assign a brief description of the accessioned item(s).

As in the Catalog, time periods do not need to be used in titles since the Time Period field (see below in the form) is combined with the Title data to form "title statements."

As applicable, enter an assigned repository or catalog number.

For a record that will be transferred as a new top-level collection record: If you want to use the Accession Number as your Repository/Catalog No., repeat the Accession Number in this field.

Use to enter a date or range—time period covered by the materials—expressed in textual form.

In the Catalog and Accession reports, these data are combined with the Title (TI) data to form a "title statement" in all reports. Leave empty if you have included the dates in the assigned title/description.

Enter a description of the quantity/size.

Enter a description of the item(s) in this long-text field.

In one or more occurrences of this field, enter information about the person, group, or organization identified as the "creator" of the item(s).

Subfields:  name |r role |d date(s) |c corporate author flag |n notes |z (not shown on form) Record ID from the Names authority.

|_.  Creator. Enter the name directly in a format consistent with your established style, where best practices suggests use of the Lastname, first... order.

Authority:  Names (.KCANAMES). If the name is not in the authority database, you will receive an Alert and have the option of adding an authority from the Picklist page. If you are maintaining Creator authority names, a name will be validated or you can use the Picklist to search the authority database and select the name.

|r.  Role. Select from the list of valid values or, as necessary, first add a new value to the listbox, clicking the pencil icon. Authority:  Listbox values (.KCALIST), record NAMES-ROLE.

|d.  Date(s). If the authority record contains these data, the subfield will be populated automatically. Otherwise, if you have the information, you can enter date data directly. Data Type:  Text/not validated.

|c.  Corporate Author. If you select from the authority record where this information has already been recorded, the checkbox will automatically be enabled. Otherwise, if the name is an institutional name, check this box.

|n.  Notes. Use this field for brief annotations.

|z.  Record ID. If the name is represented in the authority database, a link is made to that record.

If you plan to use the Transfer task and set the Transfer into Catalog option for Approved — ready to transfer, this field is required. Otherwise, leave the field empty.

Enter a valid value directly or select from the picklist your preferred name for the level the record is to be represented in the hierarchy (e.g., for "top level" records, Record Group or Collection).

Authority:  Record Level Names (.KCALEVEL).

This is a controlled field and direct input is allowed with full or shortcut values only of authority terms. The Record Type field will be populated automatically.

This field is populated automatically (and protected) when you enter or select a Record Level Name. It identifies the internally used classification associated with a given Level name, as specified in the Record Level Names authority (see below).

Select an option that represents the status of the record as it relates to the transfer of Accessions data into the Catalog.

Values:  (for each phrase, left to right) NOTREADY, READY, BLOCK, and TRANSFERRED.

When creating accession records, select any of the first three values. Thereafter, we recommend that settings be changed through the global tasks, which update this field automatically and set other audit data.

Note:  The Transferred option is set by the system when you use the Transfer global task. If you plan to bypass the Transfer task and plan to create Catalog records directly, you can set this option manually.

(non-editable field)  This system field is populated with the date a record was transferred into the Catalog using the Transfer task. It appears only in the Edit form and only if data are present in a record.

Use to classify the ways in which materials are added to your collection. The standard set delivered with the application can be modified to match your own class values.

Authority:  Listbox values (.KCALIST), record ACQMETHOD.

Enter the date received (or found in collection).

Data Type (full dates):  Depending on how your STAR system configuration option has been set; enter a full date, in m/d/yy or d/m/yy format.

• The validation operation will set the field to the full mm/dd/yyyy or dd/mm/yyyy format.
• For today's date, enter either // or .. as a shortcut.
• If a complete date is not known, enter an estimated (full) date and make a note in the Acquisition Notes field.

This long-text field can be used for other useful information related to how the items were acquired.

Use to specify one or more values of estimated, appraised, or insurance values. Indicate the type of value in the notes subfield.

Subfields:  value |d as-of date |n notes.

This field is used in the global transfer operation to determine whether the Price/Value data are to be copied into the Catalog.

Value:  If checked, the value is set to Yes.

Enter one or more names, of individuals, a family/group, or institution sdonating the items or from whom the items were otherwise acquired. Fill in the applicable anonymity and transfer settings.

Subfields:

name

|a {empty or ANON}

|z Record ID of the Names authority record (not on form)

|c Transfer settings: empty for the default setting; ANONC if the Catalog transfer is to be as Anonymous; NO if the data are not to be transferred

|n notes

Authority:  Names (.KCANAMES) of those with a Record Use assignment of Source/Owner (or unrestricted-use authority names).

Only valid Names are allowed. If more than one authority record exists for the name you enter directly, an Error Alert will be generated. Select the applicable one from the Picklist.

You will also get an Error Alert with a different message if you have entered an invalid name (or have not matched exactly the format of the name in the authority record). Use the Picklist to search on elements of the name and select from the generated list.

From the Picklist, you can create new names or edit existing records.

Enter a public statement of source/donor information.

Use for notes about the Donor/Source (i.e., for data not stored in the authority record but relevant to the specific accession).

When you create a new record, this field is populated automatically if you set a default in the Names authority. Edit the occurrence or add more occurrences to list the current owners.

Subfields:  name |p percentage ownership |n notes |z link to authority record.

Authority:  Names (.KCANAMES), of those with a Record Use assignment of Source/Owner (or unrestricted-use authority names).

If you enter an authority name or select if from the picklist, the lookup populates the other subfields. Direct input is allowed with full or shortcut values; non-authority names will generate an Alert and you may choose to create a new authority record, using one of the Create... options on the Picklist page.

If the information is available, enter the one or more names of those who originally owned the materials/item.

This field is considered to be internal-only data. For entering public data, see the Provenance field.

Subfields:  name |p percentage ownership |b owned-from date |e owned-to date |n notes |z link to authority record.

Authority:  Names (.KCANAMES), of those with a Record Use assignment of Source/Owner (or unrestricted-use authority names).

If you enter an authority name or select it from the picklist, the lookup populates the other subfields. Direct input is allowed with full or shortcut values; non-authority names will generate an Alert and you may choose to create a new authority record, using one of the Create... options on the Picklist page.

Date Data Type:  The "from" and "to" dates are not date-validated so that you can enter year data or dates in text form.

If the information is available, enter the one or more names of others who owned it previous to the Current Owner and subsequent to the Original Owner.

This field is considered to be internal-only data. For entering public data, see the Provenance field.

Subfields:  name |p percentage ownership |b owned-from date |e owned-to date |n notes |z link to authority record.

Authority:  Names (.KCANAMES), of those with a Record Use assignment of Source/Owner (or unrestricted authority names).

If you enter an authority name or select if from the picklist, the lookup populates the other subfields. Direct input is allowed with full or shortcut values; non-authority names will generate an Alert and you may choose to create a new authority record, using one of the Create... options on the Picklist page.

Date Data Type:  The "from" and "to" dates are not date-validated so that you can enter year data or dates in text form.

Enter a descriptive history of ownership/custodial arrangements to clarify, per ISAD(G), the "authenticity, integrity and interpretation" of the collection/items at the current level of description.

Data Type:  Long-text.

For internal management purposes, enter a description of restrictions and/or the full text of a restriction agreement clause, including statements of the period of the restriction (e.g., 10 years after a given event).

Data Type:  Long-text.

As applicable, specify the end date of any restriction in access to or use of the materials.

Date Type:  Date-validation; use 12/31/yyyy for an end-of-year value or 01/01/yyyy for a new-year value so that you can use date ranges in searching.

As applicable, enter the name in whose memory the items were donated.

Enter the full text or summary statement for items donated in memory of an individual.

Use to classify the current condition of the item or set of items.

Authority:  Listbox values (.KCALIST), record CONDITION. A set of sample values is provided with the application; modify the authority record to establish your preferred classification. This is the same authority record used in the Catalog.

Optionally, enter a more detailed condition report.

Data Type:  Long-text.

Use for notes about planned or required disposition actions.

Authority:  Listbox values (.KCALIST), record DISPO-STATUS.

Use to represent the type of disposition action to be taken or that has been taken.

Subfields:  status value |d as-of date.

Authority (Status subfield):  Listbox values (.KCALIST), record DISPO-STATUS.

Enter the (full) date on which a removal or transfer occurred.

Use for the (full) date on which an acknowledgment of receipt was received from the organization/department to which records were transferred.

Check this box if the record represents materials that have been deaccessioned. After checking this box, you can use this expert search expression to find all deaccessioned records:  DEAC = Yes.

Note:  In addition to, or instead of, you may prefer to establish a Deaccessioned Legal Status (see) value.

Use for notes about transfers and deaccessioning.

Data Type:  Long text.

Use this field to track multiple or partial transactions (e.g., records transferred temporarily or permanently).

If you use the Removal/Transfer Log field, you can search for records by type of action (e.g. transfer) using this expert search expression:  RXTYPE = transfer.

Subfields:  type |b recorded by |o OUT date |t acknowledge date |I IN date |x notes.

Authority, "type":  Listbox values (.KCALIST), record CAT-RXTYPE.

Select a value from the listbox that represents the container's current location — which may or may not be the Assigned Location (e.g., it may be in a temporary location for inventory or conservation processing).

Authority:  Listbox values (.KCALIST), record LOCATION-NOW.

Use this field to link the record to a location authority record representing the identifier for a specific site/building, area/room, and specific row/drawer/position.

This is a controlled field, so only valid Location authority values are allowed.

Authority:  Location (.KCALOCS).

Tip.  For accessions that will be represented in the Catalog, we recommend that you use the Location Now field but maintain the permanent location assignment only in the Catalog records.

This field is populated automatically when you enter an ID or select from the picklist. It is protected.

This field is populated automatically when you enter an ID or select from the picklist. It is protected.

Use this optional field for free-form entry of location-related data.

Note:  In data conversions, this field may be used for legacy location data so that you can use the Inventory Control task for Converting from Legacy Locations to assign items to Location IDs.

Use to indicate a priority value from among a set that you have established.

The values delivered with the application are placeholders, and you may want to have just one value (and null) to indicate whether a priority assignment has been made.

Authority:  Listbox values (.KCALIST), record PROCESS-PRIORITY.

Use to track the latest processing action that has been completed.

Subfields:  value |d as-of date.

Use to capture useful tracking data on how materials were received or to clarify the number entered below in the No. Boxes Received field.

Enter the total number of containers that were received

Indicate whether the materials were moved into other archival containers.

Enter the total number of containers after reboxing.

Note:  If reboxing does not apply, you can leave this field blank.

Enter the quantity and specify the applicable unit of measurement.

Subfields:  numeric value |u unit of measurement.

Authority (for qualifier):  Listbox values (.KCALIST), record QTY-UNIT.

Use this long-text field to capture notes.

Select a listbox value that characterizes whether input is complete or in some other "state."

Subfields:  status value |d as-of date.

Authority:  Listbox values (.KCALIST), record ACC-STATUS.

Value that describes how the item(s) fit legally into your collection.

Authority:  Listbox values (.KCALIST), record LEGAL-STATUS>.

Date certificate or letter issued to acknowledge receipt of item(s). Can be entered directly or set to "today" with the Action button, in the Generate deed of gift task.

Data Type:  Date-validated for full date.

Use as applicable to set a value for the planned period of retention, or set to Permanent.

Authority:  Retention terms/statements (.KCARETAIN).

If retention is other than Permanent, specify the end date of the period that the items are to be held.

Data Type:  Date-validated for full date.

Use to specify a priority value for disaster recovery.

Use to capture information about important correspondence/documents, e.g., agreements.

Subfields:  type of document |d date sent or received |p from/by |s sent to |n notes.

Use to attach one or more electronic document files to the record in this SFS Import field.

Subfields:  file name |e file extension |f document type |d date |m MIME type |s file size |r SFS Repository name |I SFS ID.

Authority for Document Type:  Listbox values (.KCALIST), record ACCESSION-DOCTYPE.

Use this long-text field for other notes.

Optional field for noting the staff involved in accessioning and pre-cataloging processing.

Subfields:  staff name |d date.

Authority (staff):  Users (.ARCHUSERS). Controlled subfield with valid values representing those records flagged as an Application User Type starting with the word Staff.

Optional field for noting the staff involved in processing the collection.

Subfields:  staff name |d date.

Authority (staff):  Users (.ARCHUSERS). Controlled subfield with valid values representing those records flagged as an Application User Type starting with the word Staff.

Use this repeating field to leave a "footprint" of changes or questions or decisions that were made.

Subfields:  added by |d date |n comments.

Authority (added by):  Users (.ARCHUSERS) authority, of user records flagged as an Application User Type value starting with the word Staff.

(system generated)  This protected/non-editable value is a unique ID generated when you create a record. It is used by the application although it can also be a handy value to retrieve specific records.

This value is also used as the Record ID of the Catalog record if you use the Transfer task.

(system generated)  Standard format of the field constructed with the AUDIT Create and AUDIT Update rules.

Subfields:  user ID |D yyyy 0m 0d |T hh:mm:ss.