A museum catalog record is more than a description of an interesting object; it is a working aid for identification, retrieval, knowledge acquisition, and tracking evolution. The ideal catalog record must be usable by other researchers if the original cataloger is unavailable. This means using consistent fields, neutral language, and a clear distinction between known facts and areas requiring more research.
Ideally, each record should include a unique object accession number, followed by a controlled object name. An accession number is a unique number that links each object to its records, including photographs, condition notes, and current location information. Object names should be simple enough to avoid bias. For example, “Ceramic bowl” is safer than “ceremonial offering bowl.” If multiple records exist for similar items, similar names allow the records to be easily searched and compared.
Record measurements in a consistent order and use the same unit of measurement for all similar records. When possible, document construction details such as whether an object is made of cloth (and woven), clay (and wheel-thrown), or wood (and assembled), and whether it is constructed of one piece. Document colors, surface decoration, visible inscriptions, maker’s marks, and any identifiable parts of the object. Don’t rely entirely on the photo; photos are taken at a certain time and from a certain angle, so they may not document everything.
Document maker, date range, place of origin, acquisition, and provenance only as far as available evidence permits. An exact date range is not more complete than an approximate date range. Unknown is a perfectly valid description. “Maker not identified” is better than guessing at a maker. Document the sources from where information was obtained, so that additional research is possible.
Try drafting one catalog record about an everyday object in your own home. Make up an accession number and record the controlled object name, measurements (height, width, depth), and any other observable details regarding the type of materials and surface features. Attach a photo including an object label and a scale marker. Finally, draft records for the object’s current location and condition. This practice reveals how vague terms can slip into your work, how much work is required to draft a catalog record, and whether the record could be used to accurately identify an object.
Although condition notes may appear to contain similar information to that of the catalog description, the two functions are different. The object description should focus on the stable aspects of the object. The condition note, however, contains information such as cracks, stains, losses, repairs, and abrasion. Document where the feature is located on the object and provide a general idea of its size, but don’t speculate on the nature or cause of the feature. Note the date of the record to allow for comparisons between records created on different dates. This is particularly important if the object will be moved from place to place or is expected to be in a number of different states over time, such as when it will be in storage, photographed, studied by researchers, or exhibited.
When the catalog record is essentially done, check whether the same accession number is recorded on each record, photo, photo card, object label, and object location log. Make sure object name and measurement conventions are similar to those for the rest of the collection. Be sure to clearly identify uncertain information, attach documentation where available, and flag potential areas of further research rather than glossing over them with confident phrasing. If the catalog record enables future researchers to locate the object and has a firm foundation for new knowledge, the work is successful.