--- source: https://collectionstrust.org.uk/resource/cataloguing-suggested-procedure/ publisher: Collections Trust license: Spectrum licence (https://collectionstrust.org.uk/spectrum/spectrum-licensing/) standard: Spectrum 5.0 date_created: 2022 retrieved: 2026-06-01 language: en note: > Data dictionary extracted from the Spectrum 5.0 Cataloguing suggested procedure (HTML version, 2022 — text matches the 2017 Cataloguing.pdf, confirming it current). Each "unit of information" links to its canonical Collections Trust definition page. The prose procedure itself is in spectrum-5.0-cataloguing.md; this file is the field-level reference for data modelling. --- # Spectrum 5.0 Cataloguing — Units of Information (data dictionary) Every catalogue record is built from "units of information" (fields). Spectrum tags each one with a **constraint** that maps directly to how we should model it: | Spectrum phrase | Modelling implication | |---|---| | *use a standard format* | normalized/validated value (date, number, identifier pattern) | | *use a standard term source* | controlled vocabulary / term list (eg Getty AAT, KulturNav) | | *use a standard form of name* | authority record (person / organisation / place) — store once, link many | | *(none)* | free text | The recurrence of "term source" and "form of name" is the core architectural signal: **most fields are references to controlled vocabularies or authority records, not free strings.** This is the same point the raa.se technical-functions and datastandarder pages make (authority posts, controlled vocabulary, link-don't-duplicate). --- ## Core inventory minimum (must contain or link to) These are the accountability minimum — present (or linked) on every record. | Unit | Constraint | Definition | |---|---|---| | Object number | standard format | | | Object name | term source | | | Number of objects (if a group) | — | | | Brief description (or image) | — | | | Current location | Location reference name/number | · | | Current owner | — | | | Recorder | form of name | | | Recording date | standard format | | ## Object identification information | Unit | Constraint | Definition | |---|---|---| | Other number | (paired with type) | | | Other number type | term source | | | Title | — | | | Comments | — | | | Distinguishing features | — | | | Responsible department/section | term source | | ## Object description information | Unit | Constraint | Definition | |---|---|---| | Age | — | | | Colour | term source | | | Content – activity | term source | | | Content – concept | term source | | | Content – date | standard format | | | Content – description | — | | | Content – event name | term source | | | Content – note | — | | | Content – object type | term source | | | Content – organisation | form of name | | | Content – other | term source | | | Content – people | form of name | | | Content – person | form of name | | | Content – place | form of name | | | Content – position | term source | | | Copy number | — | | | Dimension | (composite) | | | Dimension measured part | term source | | | Dimension value | — | | | Dimension value date | standard format | | | Dimension measurement unit | term source | | | Edition number | — | | | Form | term source | | | Inscription content | — | | | Inscription description | — | | | Material | term source | | | Object status | term source | | | Phase | term source | | | Physical description | — | | | Sex | term source | | | Style | term source | | | Technical attribute | term source | | | Technical attribute measurement | — | | | Technical attribute measurement unit | term source | | ## Object history and association information | Unit | Constraint | Definition | |---|---|---| | Associated activity | term source | | | Associated concept | term source | | | Associated date | standard format | | | Associated event date | standard format | | | Associated event name | term source | | | Associated object | — | | | Associated organisation | form of name | | | Associated people | form of name | | | Associated person | form of name | | | Associated place | form of name | | | Association type | term source | | | Object history note | — | | | Related object number | — | | ## Field collection information | Unit | Constraint | Definition | |---|---|---| | Field collection date | standard format | | | Field collection event name | term source | | | Field collection method | term source | | | Field collection number | — | | | Field collection place | form of name | | | Field collector | form of name | | | Geological complex name | term source | | | Habitat | term source | | | Stratigraphic unit name | term source | | ## Object production information | Unit | Constraint | Definition | |---|---|---| | Object production date | standard format | | | Object production organisation | form of name | | | Object production people | form of name | | | Object production person | form of name | | | Object production place | form of name | | | Object production reason | term source | | | Technique | term source | | ## Object owner's contribution information | Unit | Constraint | Definition | |---|---|---| | Owner's personal experience | — | | | Owner's personal response | — | | | Owner's reference | — | | | Owner's contribution note | — | | ## Reference information | Unit | Constraint | Definition | |---|---|---| | Reference | — | | | Reference author/editor | form of name | | | Reference association | term source | | | Reference details | — | | | Reference note | — | | | Reference number | — | | | Reference publication date | standard format | | | Reference publication place | — | | | Reference publisher | — | | | Reference title | — | | | Reference type | term source | | | Catalogue number | — | | | Document location | term source | | ## Amendment history (changes to the catalogue) | Unit | Constraint | Definition | |---|---|---| | Unit of information added | term source | | | Amendment history authoriser | form of name | | | Unit of information scheme | term source | | | Information source | form of name | | | Recorder | form of name | | | Recording date | standard format | |