Basic Info

A Reference Number is created by providing the number prefix and year, RR.2023. and clicking the ellipses button at the right to auto-generate the next sequential number. 

Format describes the type of publication i.e. book, article, exhibition catalogue, video, etc. 

Title holds the complete title of a publication

Bibliography-Related Constituents: only one constituent is required but multiple can be added if known.

• Author
• Editor
• Producer
• Publisher

Place Published: open text field – enter city and state or country

Language: select from drop down menu

Year Published: enter the year (yyyy) it was published noted on the copyright page of publication

# of pages – number of pages in publication

Alternate number: enter ISBN number and/or Library of Congress number

Additional Information and Reproduction Requests

Text Entries

Expected Print Run: enter expected print run – will be reflected on Permission Agreement

Expected Publication Date: date expected to publish – select the date the text was entered in Text Date and select “Pending” from the drop-down menu in Text Status. This will prompt an alert 6 months from the Text Date to remind you to check on the status of the publication. Once you have received the publication change the Text Status to complete.

Data Entry to be Finalized upon receipt of publication

The following fields must be complete once a copy of a publication is received.

Date

Enter the date the publication was published into both ISO Start date and ISO End date. These dates can be identical, they can be a full date (dd/mm/yyyy), or simply a year (yyyy).

After entering the ISO dates, modify the Display Date as needed to reflect the date as it should be presented to the public. TMS will generate a list of options, but the display date can be modified as free text to follow our standard formats when needed.

Page, Catalogue, and/or Figure Number in the linked object

Click on the down arrow on the Objects row and click on object. Select illustrated box on right side and enter page number, catalogue, and or figure number for each object featured in publication.