---
source: https://collectionstrust.org.uk/spectrum/procedures/cataloguing-spectrum-5-0/
source_pdf: https://collectionstrust.org.uk/wp-content/uploads/2017/11/Cataloguing.pdf
publisher: Collections Trust
license: Spectrum licence (https://collectionstrust.org.uk/spectrum/spectrum-licensing/)
standard: Spectrum 5.0
procedure_type: primary
date_created: 2017
retrieved: 2026-06-01
language: en
note: Transcribed from the official Cataloguing PDF; OCR spacing artifacts cleaned up. Field lists are verbatim.
---

# Cataloguing — Spectrum 5.0 (Primary Procedure)

## Definition

The ongoing process of recording and managing information about collections, often from multiple perspectives, to meet the needs of a range of users.

## Scope

In Spectrum, 'cataloguing' refers to the processes and systems in place for gathering, managing, and cross-referencing information about collections – from multiple sources – so it can easily be found. This starts with information recorded when an object first enters your care and builds over time through various activities, such as Loans out (lending objects), Use of collections or a Collections review project. Your museum's approach to cataloguing reflects policy decisions that have evolved over the years and will continue to do so.

Objects usually have more than one story. Individuals and groups contributing to collections information will bring different knowledge and perspectives. Your approach should be inclusive, and your system should support this. The Use of collections procedure gives guidance on recording information that arises from different uses and sources.

Museums create a catalogue record for each object, or group of objects, either in a computerised system (eg using collections management software) or paper-based system (eg on cards), but often a combination. They should be searchable so that users, both internal and external, can find information quickly and easily. Catalogue records should link or cross-refer to other relevant information held on file (eg in another part of your computer-based system or in a filing cabinet of object history files) or elsewhere (eg online).

Catalogue records often contain more than the limited inventory-level minimum for accountability that tells you an object exists and where it is. If you have met the information requirements of the Inventory procedure you have recorded the object numbers and locations of everything in your collection, but the names might be very general (eg pot, postcard, drawer of herbarium specimens). Catalogue records usually build on this bare minimum with more context and significance, eg which pots are Roman, which postcards show your town in the 1920s, or how different plants are used medicinally.

Spectrum does not specify any level of information required beyond the minimum needed to meet the Inventory standard described above; there is no 'ideal' catalogue record. Your approach to cataloguing must be carefully considered at policy level taking into account your museum's mission, the type of collection, and the needs of different users.

The aim of cataloguing is not to produce a definitive end product that cannot be shared until it is 'complete'. No museum has finished cataloguing because there is always more to learn. The Documentation planning procedure gives advice on identifying objectives and breaking work into manageable smaller projects, as an ongoing process of continual improvement.

> *This is a Spectrum primary procedure. UK museums must meet the standard set out below to fulfil the requirements of the Museum Accreditation Scheme.*

## The Spectrum standard

You should have a policy on cataloguing. This could either be a standalone document or part of a wider collections management policy. Either way, in deciding your policy you will need to consider these questions:

- What is your broad approach to cataloguing different parts of the collection (eg some parts catalogued as individual objects and others at group-level only)?
- Are you aiming to meet any external cataloguing standards (eg using templates, classifications or terminologies agreed within subject specialisms)?
- How does your approach to cataloguing meet the principles of sector ethical standards?
- How will you identify contemporary or historic bias within the museum's cataloguing practice?
- What collections information supports the mission of your museum?
- Will you carry out consultation on the needs of different users and stakeholders, and how will this influence your approach to cataloguing?
- Beyond the inventory-level minimum, what should be in a target 'basic' catalogue record for different parts of the collection, and why?
- If you have not already met these 'basic' standards, what are the priorities for doing so, and why?
- For new accessions, what is your timeframe for creating the target 'basic' catalogue record?
- How will you make sure that information arising from other procedures is recorded, referenced or linked to catalogue records?
- How will you record names, dates, places, and other keywords consistently?
- What catalogue information will you make available to different users, and how?
- Who can edit and add to information about the collections and how are contributions, from any source, attributed?
- How will you protect confidential information, including personal data?
- How will you make a transparent record of changes to the content and terminology within catalogue records so that previous practice is not erased, even if it is now considered to be incorrect, harmful or offensive?
- How will you evaluate, record, and keep up to date, the evolution of your documentation systems and practices (eg numbering systems, use of terminology, known gaps, paper-based records)?

You should also have a written procedure that explains the steps to follow when cataloguing objects. Spectrum's suggested procedure is a useful starting point, but however you do it, your own procedure should meet the following minimum requirements:

| Minimum requirement | Why this is important |
|---|---|
| You have a catalogue system in place that allows you to record the minimum information needed for the Inventory procedure and, beyond that, supports your cataloguing policy. | You have a basic framework to which you can add more significant information over time in line with your cataloguing policy. |
| Catalogue records are linked to the objects they describe via unique accession numbers that are securely associated with the items themselves. | You can always link objects to the information in their catalogue records. |
| Catalogue records cross-refer to relevant information held in your system (whether on paper or digitally) or available elsewhere. | All the relevant information about an object is available for its management and use. You do not spend time researching an object unaware of previous work. |
| Your system can reliably retrieve relevant catalogue information to meet the needs of users. | Your users can easily access information about collections in your care. You do not waste time trawling through search results that are not what you want. |
| You capture relevant information resulting from other procedures in a timely way. | Your catalogue records are up to date. You can re-use exhibition text to improve your online collection database. |
| You keep an up-to-date backup of your catalogue records. | You do not risk losing many years' work in the event of a fire or other disaster. |

## Suggested procedure

### Creating catalogue records

**Create a record for each object, or group of objects, accessible by object number.**

See Note 1 for guidance on the form that catalogue records might take and Note 2 for more on object history files. Your cataloguing policy should set out the kind of information to be recorded for each type of collection but as a minimum, for the sake of accountability, the record should either contain or be linked to the core inventory information for the object or group:

- A unique object number — **Object number** (use a standard format).
- An object name — **Object name** (use a standard term source).
- The number of objects (if a group) — **Number of objects**.
- A brief description (or image) — **Brief description**.
- The current location — **Current location**. This should be a Location reference name/number.
- If not your museum, a record of who owns the object — **Current owner** (and, if your museum does own it, a record of where it came from).
- Where possible, a note of who recorded this information and when — **Recorder** and **Recording date** (use standard formats).

If you do not have this information for each object (or group of objects) go to **Inventory**.

**Add other available information.**

Based on your cataloguing policy, and according to the type of object and information available, record as much information as needed. For newly-acquired objects you should do this as soon as possible. This might include the following information groups and units:

#### Object identification information

- Other historical reference numbers — **Other number** with an **Other number type** (use a standard term source).
- **Title**.
- **Comments**.
- **Distinguishing features**.
- Curatorial responsibility — **Responsible department/section** (use a standard term source).

#### Object description information

- **Age**.
- **Colour** (use a standard term source).
- Content and subject information:
  - **Content - activity** (use a standard term source).
  - **Content - concept** (use a standard term source).
  - **Content - date** (use a standard format).
  - **Content - description**.
  - **Content - event name** (use a standard term source).
  - **Content - note**.
  - **Content - object type** (use a standard term source).
  - **Content - organisation** (use a standard form of name).
  - **Content - other** (use a standard term source).
  - **Content - people** (use a standard form of name).
  - **Content - person** (use a standard form of name).
  - **Content - place** (use a standard form of name).
  - **Content - position** (use a standard term source).
- **Copy number**.
- **Dimension**, including:
  - **Dimension measured part** (use a standard term source).
  - **Dimension value**.
  - **Dimension value date** (use a standard format).
  - **Dimension measurement unit** (use a standard term source).
- **Edition number**.
- **Form** (use a standard term source).
- **Inscription content**.
- **Inscription description**.
- **Material** (use a standard term source).
- **Object status** (use a standard term source).
- **Phase** (use a standard term source).
- **Physical description**.
- **Sex** (use a standard term source).
- **Style** (use a standard term source).
- **Technical attribute** (use a standard term source), including:
  - **Technical attribute measurement**.
  - **Technical attribute measurement unit** (use a standard term source).

#### Object history and association information

- **Associated activity** (use a standard term source).
- **Associated concept** (use a standard term source).
- **Associated date** (use a standard format).
- **Associated event date** (use a standard format).
- **Associated event name** (use a standard term source).
- **Associated object**.
- **Associated organisation** (use a standard form of name).
- **Associated people** (use a standard form of name).
- **Associated person** (use a standard form of name).
- **Associated place** (use a standard form of name).
- **Association type** (use a standard term source).
- **Object history note**.
- **Related object number**.

#### Field collection information

- **Field collection date** (use a standard format).
- **Field collection event name** (use a standard term source).
- **Field collection method** (use a standard term source).
- **Field collection number**.
- **Field collection place** (use a standard form of name).
- **Field collector** (use a standard form of name).
- **Geological complex name** (use a standard term source).
- **Habitat** (use a standard term source).
- **Stratigraphic unit name** (use a standard term source).

#### Object production information

- **Object production date** (use a standard format).
- **Object production organisation** (use a standard form of name).
- **Object production people** (use a standard form of name).
- **Object production person** (use a standard form of name).
- **Object production place** (use a standard form of name).
- **Object production reason** (use a standard term source).
- **Technique** (use a standard term source).

#### Object owner's contribution information

- **Owner's personal experience** (any previous owner).
- **Owner's personal response**.
- **Owner's reference**.
- **Owner's contribution note**.

#### Reference information

- **Reference**.
- **Reference author/editor** (use a standard form of name).
- **Reference association** (use a standard term source).
- **Reference details**.
- **Reference note**.
- **Reference number**.
- **Reference publication date** (use a standard format).
- **Reference publication place**.
- **Reference publisher**.
- **Reference title**.
- **Reference type** (use a standard term source).
- **Catalogue number**.
- **Document location** (use a standard term source).

#### Amendment history (information about changes to the catalogue)

- **Unit of information added** (use a standard term source).
- **Amendment history authoriser** (use a standard form of name).
- **Unit of information scheme** (use a standard term source).
- **Information source** (use a standard form of name).
- **Recorder** (use a standard form of name) and **Recording date** (use a standard format).

See Note 3 for additional guidance on attribution.

**Check whether the information recorded meets your target 'basic' record.**

When assessing catalogue records you might find it useful to refer to the Audit procedure to check the accuracy and completeness of the information, particularly for historic records.

If gaps or improvements are identified, go to and return from Documentation planning.

### Adding to catalogue records

It is important to be able to access relevant information generated during other procedures when looking at an object's catalogue record. This information need not be copied into the catalogue record in full, but there should be a cross-reference to it so that users know it exists and can find it in future. This may take the form of a reference number or Document location. At its simplest, the information in a catalogue record may comprise a series of reference numbers linking to records elsewhere.

- **Add information from documentation projects** — results from Documentation planning.
- **Add information about research, interpretation or other use** — results from Use of collections.
- **Add information arising from other procedures** — results from any Spectrum procedure, as relevant.

### Maintaining catalogue records

**Provide access to records via indexes.**

To help users find catalogue information they want, access should be provided by indexes and/or free-text retrieval. This should be appropriate to the nature of the collection, and might allow searching by, eg:

- Object name.
- Subject (eg using a standard classification scheme).
- Artist, maker or manufacturer.
- Source (eg donor or vendor).
- Production date.
- Associated people.
- Associated places.

**Keep catalogue records secure, including digital backups and paper copies.**

Catalogue records are the central point of access to information about the objects in your care, so it is essential to keep this information secure. If catalogue records are computerised, backups should be made with the frequency, method and responsibility defined in your policy and procedures. It may be difficult to back up a paper-based catalogue system; some museums use photocopying.

### Auditing catalogue records

You can use the Audit procedure to check the quality of your documentation, as a tool for maintaining catalogue records. You might periodically audit a sample of catalogue records to check: the information meets the standard set out in your policy; if you require names and dates to be recorded in a consistent way, how well this has been done and to identify any necessary improvements.

## Guidance notes

### Note 1: Catalogue records

Catalogue information can be held in a series of individual records: in a computerised database; on pre-printed catalogue cards; on loose-leaf sheets filed numerically. There is usually one record for each object (or group of objects). In computerised and manual systems, information within each catalogue record is sorted into a set of 'pigeonholes' known as 'fields'. Each discrete piece of information such as the date an object was made or the name of donor, is held in a separate field. Information placed in these fields can be written in a consistent manner to aid indexing: rules might govern the words used, the order in which they are entered and any punctuation which may be required.

**Computerised databases** — There are a number of commercial computerised systems available which support the Cataloguing procedure (as well as many of the other Spectrum procedures). These are often referred to as 'collections management systems' (CMS). On the Collections Trust website you can find details of CMS software from the Spectrum Partners, suppliers who are committed to the development and promotion of Spectrum and are licensed to use it commercially. Many of these systems are **Spectrum Compliant**, which means they have been validated by Collections Trust and have a place to record every unit of information that users might need during any of the Spectrum procedures.

### Note 2: Object history files

Not all knowledge about the objects in your care need be recorded in their catalogue records; indeed, in many cases, this would be almost impossible. Additional information (eg correspondence, notes, press cuttings, reports) can be held in object history files. Each folder should be marked with the relevant object number and filed in that order. It can be helpful to draw attention to particularly useful information held in object history files (eg when making an acquisition note, 'For full history see the informative letter from the donor in the object history file').

### Note 3: Attribution

Information about the collections in your care will come from a variety of different sources including individuals, groups, and organisations. To provide context and transparency, contributions from any source should be clearly attributed within the catalogue record. Manage contributors' information in line with your data protection policy. If the source is unknown or anonymous it should be recorded as such. See the Amendment history information group for appropriate units of information.

### Note 4: The evolution of your museum's documentation systems and practices

It is useful to maintain a written record of the museum's documentation systems and practices and how these have evolved over time, capturing the history of your own organisation. This might include explanations of old numbering systems, catalogue card systems that are no longer used, changes to your use of terminology, or gaps in documentation for certain periods. This gives valuable context for colleagues joining the organisation or when unpicking documentation during an Inventory project. You may also wish to acknowledge and record unconscious biases that may have influenced the collections information that has been recorded, or indeed not recorded, over time.

### Note 5: Catalogue records containing information that is inaccurate, harmful, or offensive

Within existing catalogue records, you may encounter content, language or terminology that is inaccurate, harmful, or offensive. Rather than erasing past museum practice or original historic information, make a transparent record of any changes and/or provide appropriate context. You may also need to implement warnings to flag such content to anyone accessing collections information. As your use of terminology and language evolves, maintain a record of this (see Note 4).

### Note 6: External cataloguing standards

You may choose to meet external cataloguing standards, developed by other organisations or subject specialist networks. Examples can be found on the Collections Trust website.
