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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 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 line
Object Status
Acquisition type
Committee Approval Date
Date Received
Director Approval Date
Accession Date


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