Cataloguing Requirements

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. Follow links in the table to more detailed instructions for these fields.

Field	Notes

Field	Notes
Object Number	A registrar assigns a temporary number prior to importing into TMSC, a permanent number is then created by registrar after acquisition is complete.
Acquisition justification	Write a brief justification for every new proposed acquisition. If the justification applies to a group of objects, contact TMSC admin for help with a batch entry.
Artist	Search for existing constituent record in TMS-C, add BEFORE submitting new object templates to the registrar, use Primary as role for maker.
Date	Enter an ISO start date, ISO end date, and a display date. The display date should follow style-guide formats.
Medium	Capitalize first letter.
Dimensions	Provide any available dimensions in the import template. The registrar must break it out into individual elements in the dimensions table, a registrar will confirm or measure objects when it arrives.
Object Type	Choose from picklist. Do not use any "archival" types for artworks in Permanent Collection.
Classification	Designates collection area of Permanent Collection, can have multiple classifications. Prints and Drawings should always be listed first when applicable.
Nationality, Place Made	Enter both artist's nationality and place made in the Object Geography hierarchy. This is in addition to nationality and other fields in the artist’s constituent record.
Work on Paper?	Mark as true or false.
Edition	Only required for editioned works, typically prints.
Signature	Note the location and transcribe the artist signature. No entry required if there is no signature.
Donor, funder, source	Link all 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.
Value	If 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.

Field	Notes

Field	Notes
Constituent Type	individual, institution, collaborators
First Name
Last Name
Display Name	This auto-populates from the First and Last Name fields, but you must select and confirm. Update it after any changes to those fields.
Sort Name	Also auto-populates from First and Last Name fields, but you must select and confirm. Update it after any changes to those fields.
Begin Date	birth year
End Date	death year
Display Bio	Birthplace, Birth year–Place of death, death year For living artists, the place where they are currently active may be listed.
Biography	General biographical information and summary of career, there is no standard format, this is for internal justifications and reference only.
Nationality	Generally assigned by birthplace, multiple nationalities can be listed for artists who permanently settle in other nations.
Demographic category	internal statistical field
Gender	internal 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)

Field	Notes

Field	Notes
Credit line	credit line as approved or updated by donor or development
Object Status	legal status of custodianship or ownership by BMA
Accession Method	method of acquisition, gift, purchase, etc.
Committee Approval Date	approval date of Acquisition Review Committee meeting
Date Received	date received onsite by BMA
Director Approval Date	date of signature by executive director
Accession Date	date of signature by donor, date of purchase voucher