Adding an Accession Record to the Catalogue Database

Adding an Accession Record to the Catalogue Database

When your Accession Record is complete you can "add" it to the Catalogue database. This may be done either by creating a new catalogue record based on the Accession record, or alternatively by linking the Accession record to an existing Catalogue record, both methods are described below.

Any Accession record with a unique entry in the AccNo field may be added to the Catalogue database.

Please note that if a newly received accession requires immediate conservation work, the relevant new Catalogue entry can be transferred to the Conservation department.

Adding to a new Catalogue record

To add your Accession record to the Catalogue database, make sure that the Accession record you wish to add is the current record then:

• Click the button, in the button strip.
  NB: If your record has an AccNo, but you cannot see the button, press F12 to save your record.
• A dialogue box, as shown, asks you to choose a record type:

  

  You will usually choose the Collection record type to create a new catalogue record at the top of an archival tree hierarchy.

• Click , you are taken to the Catalogue database, a new catalogue record of the record type you selected has been created.

  Note that some of the fields from the Accession record have been copied into the catalogue record, including the AccNo field which has created a link between the Accession and Catalogue records.

Please note that if the Accession has more than one RefNo field, only the entry in the first RefNo field will be copied to the new Catalogue record.

• Click on the button in the button strip, or the Accession tab at the top of the record, to view the Accession record
• Click on the Catalogue tab at the top of the Accession record to return to the Catalogue record

Adding to an existing Catalogue record

To add your Accession record to an existing Catalogue record, make sure that the Accession record you wish to add is the current record then:

• Click the button in the button strip.
  NB: If your record has an AccNo, but you cannot see the button, press F12 to save your record.

A dialogue box appears, as shown:


 

• Click on Existing. The "Identify Catalogue Record" search dialogue box appears.
• Search for the Catalogue record you wish to link to the accession.
• Click
• Once the required Catalogue record has been retrieved, confirm it is the correct record by clicking Yes. Calm will copy the Accession Number from the AccNo field on the Accession record to the Catalogue record, making a link between them. The Catalogue record will remain on screen so that you can add appropriate data to it.
• Click the button in the button strip to return to the original Accession record, which remains in the Accessions database.