Collections Management Software Criteria Checklist - 2012

Introduction to Checklist

The CHIN Collections Management Software Criteria Checklist (CMSCC) includes nearly 500 descriptions of requirements that could be considered by an institution seeking to upgrade or acquire a collections management system. The checklist is intended to help an institution define requirements and then select the software that is best suited to its needs. The checklist includes three columns (Mandatory, Nice to Have, and Not Applicable), which help users consider the importance of each feature, as it relates to their institution. Users can also customize the checklist by refining criteria to include requirements specific to an institution, such as the number of objects that must be managed, the handling of specific file formats, and the provision of public online access to collections management information.

The CHIN glossary should be consulted by users of the checklist. As an example, the term ‘object’ is used in the checklist to refer to all types of materials that are the focus of a museum collection – historic documents, artifacts, artworks, natural specimens, born-digital images, etc.

The CMSCC is a source of requirements; it does not replace work needed to determine the best supplier or the most appropriate software. Supplier references, the size of the user community or years that a supplier or reseller has been in business are just some of the factors that could be considered in choosing a collections management system.

Section A: Core Collections Management Criteria

CriteriaDescriptionMandatoryNice to HaveNot Applicable
1 Management of Objects      
1.1 Object Entry ProcessThe management and documentation of the receipt of objects that are not currently part of the collections. These objects may or may not eventually be accessioned.      
1.1.1 Uniquely identify objects on depositThe system can uniquely identify newly received objects or object lots, and assign a unique local deposit number which can be differentiated from accession numbers.      
1.1.2 Acquisition or loan recordsThe system can use entry records as a basis for acquisition or loan records.      
1.1.3 Account for objectsThe system can ensure that the institution is able to account for all objects or object lots on deposit with identifying data (e.g. owner name, depositor name, location, unique identifier, number of lots, return date).      
1.1.4 ReceiptsThe system can provide a receipt for the owner of the objects or object lots on deposit.      
1.1.5 Establish an institution's liabilityThe system can help to establish the extent of the institution's liability for deposited objects or object lots (e.g. reference to paper file with signed deposit documents).      
1.1.6 Record reason for deposit of objectThe system can link the deposit of the objects or object lots to a type of event (e.g. valuation, conservation treatment, identification or potential acquisition.)      
1.1.7 Finite end to depositThe system can allow the user to designate a finite end to the period that objects or object lots are temporarily deposited with an institution.      
1.1.8 Notification of end to depositThe system can provide notification about the end of a deposit (e.g. a reminder that the user has to do something, or generate a report).      
1.1.9 Objects returned to ownerThe system can record that deposited objects or object lots have been returned to the owner as required (e.g. track that the objects have been returned with a return date).      
1.2 Acquisition ProcessThe management and documentation of the addition of objects or object lots to the collection.      
1.2.1 Basic Information capturedThe system records basic information, determined by the institution, about the object or object lot, e.g. Object number, object name, brief description, number of objects, acquisition date, acquisition method, acquisition source, transfer of title, current location, location data and permanent collection      
1.2.2 Accession by lotThe system can accommodate accessioning by object lot. This means that it can assign a unique local number to a group of objects that are being accessioned together. The separate objects in the lot may eventually be numbered separately.      
1.2.3 Unique system number assignedThe system can ensure that a unique system number is assigned to all objects or object lots.      
1.2.4 Local unique numbersThe system can accommodate non-system local unique numbering systems (e.g. accession numbers in a wide variety of formats, Borden numbers).      
1.2.5 Previous numberThe system can document previous number(s) assigned to the acquired objects or object lots.      
1.2.6 SourceThe system can record source information (e.g. acquisition source, title, surname, address) about objects or object lots.      
1.2.7 Justification of acquisitionThe system can record the justification for acquisition of an object or object lot (e.g. reason for acquisition, supporting documentation).      
1.2.8 Title transferThe system can note the transfer of title to the acquiring institution (e.g. method of acquisition, evidence of original title, signature confirming transfer of title, brief description of objects or object lots, and previous owner information).      
1.2.9 Accessions register maintainedThe system can ensure that an accessions register is maintained, describing all acquisitions and listing them by number.      
1.3 Inventory Control ProcessThe maintenance of up-to-date information identifying all objects or object lots for which the institution has a legal responsibility, including objects on loan, not-yet-accessioned, or previously undocumented items and enquiries.      
1.3.1 Object locationThe system can document details about the current location of objects or object lots.      
1.3.2 Object statusThe system can indicate the status of all objects or object lots. For example, indicate whether the object or object lot is accessioned, not-yet-accessioned, loaned, exhibited, deaccessioned or missing).      
1.3.3 Basic physical inventoryThe system can record basic physical inventory information (e.g. record location, date inventoried, staff name).      
1.3.4 Spot-checking (verifying inventory information)The system can document the process of spot-checking to verify the location of an object or object lot, and other inventory information (e.g. record the date checked, checker's name).      
1.3.5 Distinguish between spot check and inventoryThe system can distinguish between information that has been gathered during an inventory, and during a spot check (e.g. field identifying whether the information was gathered during inventory or during spot check, or separate fields for inventory and spot check information).      
1.4 Location & Movement Control ProcessThe documentation and management of information concerning the current and past locations of all objects/object lots in the institution's care to ensure that the institution can locate any object at any time.      
1.4.1 Record of permanent locationThe system can provide a record of the location where an object or object lot is normally displayed or stored (e.g. permanent location).      
1.4.2 Location fieldThe location field can be made mandatory, even if a location is ‘unknown’.      
1.4.3 Location searchThe system can retrieve information about objects or object lots by location.      
1.4.4 Unique local number searchThe system can enable access to location information by unique local number (e.g. Borden number, accession number).      
1.4.5 Record of displaced objectsThe system can provide a record of the location of an object or object lot when it is not in its previously assigned location (e.g. current location).      
1.4.6 Previous location fieldThe system can ensure that when an object or object lot is relocated the previous location details, including date, are automatically transferred to a previous location field.      
1.4.7 Date moved fieldThe "date moved” field is maintained automatically.      
1.4.8 Override date moved fieldThere is a provision to override the "date moved" field.      
1.4.9 Location of partsThe system can attach distinct locations to parts of a single object, or single items within an object lot (e.g. indicate that the teapot is on display, but the rest of the tea set is in storage).      
1.4.10 Group relocationThe system allows for the relocation of a group of objects, including parts of a single object or items within an object lot, by globally changing the location while still maintaining controls and authorizations.      
1.4.11 Temporary locationThe system can issue a notification when temporary time limits on locations have been reached.      
1.4.12 Person responsibleThe system can record the person who moved objects or object lots.      
1.4.13 Authorizing movementsThe system can note the members of staff responsible for authorizing movements of objects or object lots.      
1.4.14 History of authorization for object movementThe system can record the history of authorization of movements of objects or object lots.      
1.4.15 TransferThe system allows the transfer of responsibility for objects or object lots between collections within the institution (e.g. transfer from costume to ethnology collection).      
1.4.16 Movement audit trailThe system can provide an audit trail for any movement of objects or object lots across the physical or administrative boundaries of the organization.      
1.4.17 Handling and packingThe system can document information about the handling, packing, storage and display of objects or object lots.      
1.4.18 History of movementThe system can record an unlimited number of previous locations for an object or object lot.      
1.5 Cataloguing ProcessThe compilation and maintenance of primary information describing, formally identifying, or otherwise relating to objects in the collection.      
1.5.1 OwnershipThe system can provide reference to ownership of the object or object lot.      
1.5.2 Object historyThe system can document the history of the object or object lot (e.g. historical data).      
1.5.3 Ownership historyThe system can document the history of the ownership of objects or object lots.      
1.5.4 Scholarly researchThe system allows information produced by researchers to be recorded (e.g. reference to research files, or actual research data).      
1.5.5 Publication historyThe system can record references to the object that appear in publications.      
1.5.6 Frames and other supportsThe system can document information about frames and other supports.      
1.5.7 Reference to filesAn object record can include references to documents or records outside of the collections system.      
1.5.8 Whole or parts relationshipsThe system allows for the management of information about relationships between parts of a single object, between single items within an object lot, and between multiple objects.      
1.6 Conservation Management ProcessThe documentation and management of information about the conservation of objects from a curatorial and collections management perspective.      
1.6.1 Request for conservationThe system can record request or recommendations about conservation work for an object, object part, or object lot.      
1.6.2 ExaminationsThe system can record the process and results of conservation examinations and any supporting documentation held by the institution, such as archival materials or contracts.      
1.6.3 Preventive measuresThe system can record any preventative measures that are taken and any supporting documentation held by the institution, such as archival materials or contracts.      
1.6.4 TreatmentsThe system can record any remedial treatment and any supporting documentation held by the institution, such as archival materials or contracts.      
1.6.5 Conservation historyThe system can document the history of the conditions and treatments of an object.      
1.6.6 Notification of treatment call-backsThe system can send an email or other notification triggered by an event in the conservation workflow (e.g. 5 years after an object is repaired or examined).      
1.6.7 Access to information by unique local numberThe conservation information is accessible via the object's unique local number (Borden number, accession number, etc.).      
1.7 Risk Management ProcessThe management and documentation of information relating to potential threats to an institution's own collection and the objects and object lots for which it is temporarily responsible.      
1.7.1 Information on threatsThe system can document information relating to potential threats to an institution’s collections.      
1.7.2 Preventative measuresThe system can document information on preventive measures.      
1.7.3 Contacts and proceduresThe system can maintain files of individuals and organizations to approach, and procedures to be followed in the event of a disaster.      
1.7.4 AccountabilityThe system can enable accountability for any object or object lot during and after a disaster (e.g. generate lists of objects by location, condition, or institution's liability).      
1.8 Insurance Management & Valuation Control ProcessThe documentation and management of the insurance needs of objects in an institution's permanent collection, and those for which it is temporarily responsible (such as loans or deposits).Valuation control is the management of information relating to the valuations placed on individual objects or groups of objects, normally for insurance/indemnity purposes.      
1.8.1 AppraisalThe system can document information about appraisals.      
1.8.2 AppraiserThe system can document information on people who perform appraisals.      
1.8.3 Value historyThe system can document information relating to the history of valuation placed on individual objects, object lots or other groupings of objects.      
1.8.4 Valuation information confidentialityThe system can help to ensure that valuation information is treated in confidence and not released to anyone without the appropriate authority (e.g. only authorized users can access the valuation information).      
1.8.5 Objects appropriately insuredThe system can check that all the objects in an institution's care are appropriately insured (e.g. report on insurance values, policy numbers, and policy expiry dates).      
1.8.6 Insurance claimThe system can document all decisions and actions in the institution's response to insurance claim(s) including cross reference to paper files.      
1.8.7 Notification of renewalThe system can provide notification when insurance policies need to be reviewed and renewed (e.g. a reminder that the user has to do something or generate a report).      
1.9 Exhibition Management ProcessThe management and documentation of temporary exhibitions and permanent displays from the curatorial and collections management perspective.      
1.9.1 Exhibitions & Displays processThe system supports the management and documentation of both analog and digital exhibitions.      
1.9.2 Analog and Digital ExhibitionsAnalog and digital exhibits can be coordinated or managed separately.      
1.9.3 Object reservationThe system can place notices of reserves of objects or object lots for special events.      
1.9.4 Document researchThe system can document research for an exhibition or display.      
1.9.5 Exhibition trackingThe system can document information about an exhibition's itinerary.      
1.9.6 Object exhibition historyThe system can document the history of exhibition activities.      
1.9.7 Exhibition history of objectsThe system can document the exhibition history of specific objects.      
1.9.8 Online Exhibit ManagementThe system can create accessible web pages for online/digital exhibits.      
1.10 Dispatch ProcessThe management and documentation of objects or object lots leaving the institution's premises.      
1.10.1 Location information about accessioned objectsThe system can maintain location information for accessioned objects or object lots leaving the institution's premises.      
1.10.2 Location information about un-accessioned objectsThe system maintains location information for un-accessioned objects or object lots leaving the institution's premises.      
1.10.3 ResponsibilityThe system can record information about persons responsible for authorization of the dispatch of objects or object lots.      
1.10.4 TransportationThe system can document details about transportation of objects or object lots.      
1.11 Borrowing and Loaning       
1.11.1 BorrowingManaging and documenting the borrowing of objects for which the institution is responsible for a specific period of time and for a specified purpose, such as display, research, education, or photography.      
1.11.1.1 Automatic loan numberFor incoming loans, the system can automatically assign a unique loan number to objects or object lots within the loan.      
1.11.1.2 Establish periodsThe system can designate fixed periods for incoming loans.      
1.11.1.3 Special considerationsThe system can document special considerations regarding borrowed objects or object lots (e.g. maintain information about security requirements).      
1.11.1.4 Loaned objectsThe system can manage individual objects within an incoming loan (e.g. one object from a group of loaned objects to be returned sooner than the rest).      
1.11.1.5 Generate loan-in agreementsThe system can generate incoming loan agreements to be signed by both borrower and lender before the loan commences.      
1.11.2 LoaningManaging and documenting the loaning of objects to other institutions for a specific period of time and for a specific purpose, such as display, research, education, or photography.      
1.11.2.1 Automatic loan numberFor outgoing loans, the system can automatically assign a unique loan number to objects or object lots within the loan.      
1.11.2.2 Establish periodsThe system can designate fixed periods for outgoing loans.      
1.11.2.3 Special considerationsThe system can document special considerations regarding loaned objects or object lots (e.g. maintain information about security requirements).      
1.11.2.4 HistoryThe system can document the history of outgoing loans for each object or object lot within the loan.      
1.11.2.5 Loaned objectsThe system can manage individual objects within an outgoing loan (e.g. one object from group of loaned objects to be returned sooner than the rest).      
1.11.2.6 Generate loan agreementsThe system can generate outgoing loan agreements to be signed by both borrower and lender before the loan commences.      
1.11.2.7 Record of loansFor outgoing loans, the system can maintain a record of all loans, including details of the borrower, the venues, the loan period and the purpose of the loan.      
1.11.2.8 PaymentsFor outgoing loans, the system can record and calculate payments by the borrowers.      
1.11.2.9 Overdue loansFor outgoing loans, the system can track any objects or object lots within an outgoing loan that are overdue.      
1.11.3 Logistics of LoansThe handling and insuring of objects loaned or borrowed.      
1.11.3.1 Insurance activitiesFor incoming and outgoing loans, the system can record insurance activities such as requirements, insurer, appraisers, valuation, etc.      
1.11.3.2 Shipping activitiesFor incoming and outgoing loans, the system can record shipping activities such as schedules and references to files.      
1.11.3.3 Link objects to casesFor incoming and outgoing loans, the system can link objects to packing cases.      
1.11.3.4 Location trackingFor incoming and outgoing loans, the system can track the location of objects or object lots while on loan.      
1.11.3.5 Packing casesFor incoming and outgoing loans, the system can track the location of packing cases.      
1.11.3.6 Packing listFor incoming and outgoing loans, the system can generate packing lists.      
1.11.3.7 Associated costsThe system can record and calculate costs associated with incoming and outgoing loans.      
1.12 Process of Deaccession & DisposalThe management of object disposals (transfer, sale, exchange, or destruction) and deaccessions (documentation of the disposal).      
1.12.1 Transfer of titleThe system can record the transfer of title to any receiving institution.      
1.12.2 ApprovalThe system can ensure that deaccessioning does not occur without approval being recorded.      
1.12.3 Legal titleThe system can ensure that the institution has legal title to the object or object lot before commencing with deaccession or disposal (e.g. will not allow user to fill in deaccession or disposal fields unless the institution has demonstrated legal title).      
1.12.4 Audit trailThe system can keep an audit trail on objects or object lots that have been disposed of.      
1.12.5 Reason for disposalThe system can document the reason for disposal      
2 Management of Metadata      
2.1 Metadata AdministrationThe way in which metadata is stored, tracked and recognized      
2.1.1 Metadata standardsThe system can follow more than one standard for recording metadata about multimedia files. List the standards(e.g. NISO standard, MPEG-7, DIG35, IPTC).      
2.1.2 Metadata import/exportThe metadata about multimedia files can be imported/exported (e.g. EXIF).      
2.1.3 Metadata searchThe metadata about multimedia files can be searched (e.g. the user wants to find all the images created with a Canon scanner).      
2.1.4 Recognition of metadataThe system can recognize existing metadata produced by digital equipment (e.g. recognize and automatically read in metadata produced by a digital camera).      
2.1.5 Language of metadataThe system flags the language of the metadata.      
2.1.6 Display of metadataUsers can view metadata for specified data fields, such as classification fields, and files, such as image files.      
2.2 Multimedia Files The support and handling of metadata for multimedia files.      
2.2.1 IndexingMultimedia files are indexed.      
2.2.2 Sound filesThe system supports sound files (*.wav, *.au, etc.). List the formats supported.      
2.2.3 Associated sound filesThe system can associate (link) sound files to an object.      
2.2.4 Image FilesThe system supports image files (*.jpg, *.gif, *.tif, etc.). List the formats supported.      
2.2.5 Associated image filesThe system can associate image files to an object and the image files can be viewed within the system.      
2.2.6 Streaming Data filesThe system can accept and deliver streaming data.      
2.2.7 Associated streaming data filesThe system can associate link streaming data files to an object.      
2.2.8 Animation filesThe system supports Flash and non-Flash content.      
2.2.9 Associated animation filesThe system can associate (link) animation files to an object.      
2.2.10 3-D imagesThe system supports 3-D imaging. (*.mov, *.dwg).      
2.2.11 Associated 3-D filesThe system can associate (link) 3-D files to an object or object lot.      
2.2.12 Other filesOther multimedia formats are supported, including any file format currently in use by the institution. [Note: Formats to be listed by the institution.]      
2.2.13 View both images and textThe system allows images and text to be viewed together on the same screen.      
2.2.14 Automatic production of multiple image resolutionsThey system can automatically produce images into multiple resolutions for display within the system, for reports generated by the system or for export.      
2.2.15 Options for display of imagesUsers have access to non-destructive editing features, such as dynamic rotate or resizing, that only change the way the image is displayed.      
2.2.16 Image captionsThe system can record a caption that is to be displayed with the image.      
2.2.17 Images per objectThe system can associate multiple images with an object.      
2.2.18 Maximum imagesThe supplier can provide the institution with information about the maximum number of images that can be associated with an object.      
2.2.19 Tiling of imagesThe system can tile multiple images on the screen.      
2.2.20 Images stored in CMSThe database is capable of containing image files.      
2.2.21 Convert imagesThe system allows images to be converted to multiple image file formats and resolutions.      
2.2.22 Reference to original imagesThe system can document information about the original image (e.g. image reference number, classification, storage location).      
2.2.23 Retrieval by image characteristicThe system can enable image retrieval by image characteristic (e.g. find images of objects that are a certain colour (blue), shape (round) or layout (portrait/landscape)).      
2.2.24 Search object and image infoThe system can search object information and image information at the same time (e.g. search for the name of a photographer in both object record and image record).      
2.2.25 Image editingThe system can provide functionality for editing digital images (e.g. colour correct, rotate, resize, resample).      
2.2.26 Management of digital filesThe system can rename, move, copy digital object files (.WAV, .AVI, .JPG, etc.).      
2.2.27 Multimedia plug-insThe system can use plug-ins required by the institution.      
2.3 Data Field Structure The way in which data fields are defined.      
2.3.1 DateDate format can be defined by the institution (yyyymmdd etc.).      
2.3.2 MoneyMoney ($99999.99) with the number of characters (e.g. 12) required by the institution.      
2.3.3 Variable-length fieldsAll fields can be stored as variable length fields.      
2.3.4 Fixed length fieldsA field can be defined as fixed length when needed.      
2.4 Data Validation       
2.4.1 NumericNumeric values can be validated (e.g. integer only for a specific field such as number of items in a lot).      
2.4.2 RealThe system can validate real values (e.g. decimal numbers).      
2.4.3 AlphabeticAlphabetic values can be validated.      
2.4.4 Upper/lower caseThe system can validate that values are the correct mix of upper or lower case (e.g. Borden number = AaAa).      
2.4.5 DateThe system can validate date values as defined by the institution.      
2.4.6 Data Entry ToolsThe system supports data entry tools to facilitate validation (e.g. date pickers).      
2.4.7 TimeThe system can validate time data type (e.g. hh:mm:ss).      
2.4.8 Fixed-lengthThe system can validate fixed length values (e.g. enter data which exceeds the field length, update, retrieve and display).      
2.4.9 Minimum/maximum valueThe system can validate minimum/maximum values (e.g. minimum value is 1 and/or maximum value is 10).      
2.4.10 Pattern matchingValues can be matched against a pre-defined pattern (e.g. Canadian postal codes, US zip codes).      
2.4.11 Input masks and smart data validationThe System supports input masks and/or smart data validation.      
2.5 Data Update Refers to the manner in which the system keep data current.      
2.5.1 Real-time updatesUpdates are processed as soon as they are made.      
2.5.2 Batch updatesUpdates can be grouped and processed in a designated sequence (e.g. several changes made to different records and processed in a batch).      
2.5.3 Global updatesUpdates can be processed against all records (e.g. one change made to all records).      
2.5.4 Validation batch updatesValidation can be applied to batch updates.      
2.5.5 Validation global updatesValidation can be applied to global updates.      
2.6 Indexing of FieldsRefers to the processing of data indexing tasks performed by the system.      
2.6.1 Multiple fields to one indexOne index can be used to search on many fields (e.g. the index name could be location and under the index named location would be all the location fields like room, cabinet, drawer).      
2.6.2 Concatenation of fields and character stringA field and a character string can be concatenated to create a single entry in the index.      
2.6.3 Updates indices automaticallyIndices are updated automatically and immediately whenever a change (addition, update, deletion) in an indexed field occurs.      
2.7 Vocabulary Control       
2.7.1 Authority ControlFor the purposes of this document, "authority" should be taken to mean a simple list of permissible terms (not arranged hierarchically) to be used during data entry and/or retrieval.      
2.7.1.1 Authority control with softwareAuthority control is available within the software.      
2.7.1.2 Update authority lists procedureThe system can provide a separate procedure to update an authority list.      
2.7.1.3 Develop authority listsAuthority lists can be developed within the software.      
2.7.1.4 Fields with authority controlThe user can choose the fields for authority control.      
2.7.1.5 Integrate pre-built authority listsExternal pre-built authority lists can be integrated into the software at any time.      
2.7.1.6 Authority lists for entry and validationAuthority lists can be used to assist in the entry and validation of data (e.g. user can select from the authority list during data entry).      
2.7.1.7 Authority lists included in the systemThe supplier can provide a list of authority lists that are included in the system.      
2.7.1.8 Authority lists for searchAuthority lists can be used to assist in the formulation of search criteria (e.g. user can select from the authority list to help select terms to enter as search criteria).      
2.7.1.9 Update authority lists in entry modeThe system can add terms to authority lists and update these lists without leaving the data entry mode.      
2.7.1.10 Authorization to alter authority listsThe system can control permissions to add, change, and delete terms in an authority list to ensure that a specific user is authorized to make changes.      
2.7.1.11 Print authority listsAll authority lists can be printed.      
2.7.1.12 Several authority lists used within one fieldSeveral different authority lists can be used within a single field (e.g. Object Name field has separate term list for Textile department, Ethnology department).      
2.7.1.13 Deletion/change of terms - implications for recordsThe system can handle the change or deletion of an authority term if the term is currently used in the records.      
2.7.2 Thesaural ControlFor the purposes of this document, "thesaurus" is taken to mean a list of terms showing hierarchical, synonymous, and other relationships.      
2.7.2.1 Thesaural control with softwareThesaural control is available within the software.      
2.7.2.2 Update thesaurus files procedureThe system provides a procedure to update a thesaurus file.      
2.7.2.3 Developed thesauriThesauri can be developed within the software.      
2.7.2.4 Fields with thesaural controlThe user can choose the fields for thesaural control.      
2.7.2.5 Integrate pre-built thesaural filesExternal pre-built thesauri (e.g. Thesaurus of Geographic Names, Art & Architecture Thesaurus, or a locally-built thesaurus that is already in use by the museum) can be imported and integrated with the system.      
2.7.2.6 Thesauri for entry and validationThesauri can be used to assist in the entry and validation of data (e.g user can browse and select from the thesaurus during data entry).      
2.7.2.7 List pre-built thesauri filesThe supplier can list the pre-built thesauri files that are included in the system.      
2.7.2.8 Thesauri for searchThesauri can be used to assist in the formulation of search criteria (e.g. user can browse and select from the thesaurus to help select terms to enter as search criteria).      
2.7.2.9 Thesauri for term expansion during retrievalThesauri are used during the retrieval process to expand a users’ search to include synonyms and narrower terms (e.g. if a user searches for “Painting”, the system invokes the thesaurus to include narrower terms like “Watercolour”).      
2.7.2.10 Update thesaurus files in entry modeTerms can be added or updated for the thesaurus files without leaving the data entry mode.      
2.7.2.11 Authorization to alter thesaurusThe system can provide a control over who can add, change, and delete terms in a thesaurus file.      
2.7.2.12 Homonyms within thesaurusThe system can handle homonyms within the thesaurus and prompt users towards options (e.g. "drum" as a percussion instrument or as a container).      
2.7.2.13 Thesaurus viewed hierarchicallyThe terms in the thesaurus can be viewed and browsed hierarchically.      
2.7.2.14 Unauthorized termThe system can create and use an unauthorized term which can then be marked for review at a later date.      
2.7.2.15 Print thesauri filesAll thesaurus files can be printed.      
2.7.2.16 Display all thesaurus informationThe system can display all information associated with a thesaurus term (e.g. relationships, definition, scope notes, etc.).      
2.7.2.17 Several thesauri used within one fieldMore than one thesaurus can to be used with a single field (e.g. Object Name field has separate thesauri for Textile department, Ethnology department, etc.).      
2.7.2.18 Monolingual and multilingual thesaurus, ISO standardThe system can support ISO 25964-1:2011 - Information and documentation -- Thesauri and interoperability with other vocabularies -- Part 1: Thesauri for information retrieval.      
2.7.2.19 Development of multilingual thesauriMultilingual thesauri can be developed within the software.      
2.7.2.20 Development of monolingual thesauriMonolingual thesauri can be developed within the software.      
2.7.2.21 Change of terms - implications for recordsThe system can handle the change of a thesaurus term if the term is currently used in the records.      
2.7.2.22 Change of terms - implications for narrower termsThe system can handle the change of a thesaurus term which has narrower terms linked to it.      
2.7.2.23 Deletion of terms - implications for recordsThe system can handle the deletion of a thesaurus term if the term is currently used in the records.      
2.7.2.24 Prevent deletion of terms which have narrower termsThe system will prevent the user from deleting a thesaurus term which has narrower terms linked to it.      
3 User Interface      
3.1 Help Features       
3.1.1 Default data entry/update screen(s)The system can provide default data entry and update screen(s).      
3.1.2 Tutorial availableThe system has an integrated tutorial.      
3.1.3 On-line helpThe system can provide on-line Help.      
3.1.4 Help on requestThe system only offers Help when requested.      
3.1.5 Context-sensitive helpWhen the help function is invoked, the information displayed always relates to the process being executed (e.g. while in query invoke help).      
3.1.6 Help at the field levelHelp is available to describe the proper content of a field during data entry or retrieval.      
3.1.7 Self-explanatory helpThe on-line help is self-explanatory (must not consist only of codes that requires the operator to consult a manual).      
3.1.8 User-defined helpThe system allows users to add to or change the current help information.      
3.1.9 User-built help fileThe system allows users to build their own help files (e.g. adding help for a field which currently does not have help).      
3.2 Data Entry       
3.2.1 Repeatable fieldThe system allows a field entry to be flagged as being repeatable for subsequent entries until the flag is removed.      
3.2.2 Repeatable multiple entriesThe system allows multiple entries to be flagged as being repeatable for subsequent entries until the flag is removed.      
3.2.3 Record duplicationThe system allows data duplication to be performed automatically at the record level.      
3.2.4 Default ValuesThe system allows any data field to be assigned a start-up default value that will be automatically entered for new entries (e.g. department name).      
3.2.5 Mandatory fieldsThe system allows any number of fields to be flagged as mandatory.      
3.2.6 Override mandatory fieldsThe system allows mandatory fields to be temporarily overridden.      
3.2.7 Calculated fieldsThe system allows field entries to be calculated from other field entries or constants (e.g. taxes are set at a fixed rate and calculated automatically).      
3.2.8 Cut and pasteThe system allows cut and paste operations (e.g. cut a field and paste it to another field within the same document).      
3.2.9 Fields copyingThe system allows copying of fields selectively from one record to another (e.g. copy two fields from an existing document into a new document).      
3.2.10 Data formattingThe system can support text format standards (italic, bold, underline, etc.).      
3.2.11 MacrosThe system can record information inside macros to speed data entry (e.g. create a new document, update, retrieve and display).      
3.2.12 Hot-keyThe macros can be executed for data entry purposes by pressing special key combinations (e.g. Ctrl + R will execute a macro to print the document that has been entered).      
3.2.13 Search and replace within recordThe system can offer a search and replace function within a single record during the data entry process (e.g. identify a source name, search for the name within one record only, and replace with new text).      
3.2.14 Search and replace between recordsThe system can offer a search and replace function between records during the data entry process (e.g. identify a source name, search for the name across the database, and replace with new text).      
3.2.15 Import data from other sources for part/entire recordsThe system can draw date from required formats, such as Microsoft Office, open source files, etc.      
3.2.16 Field level controlsThe system allows the institution to set controls over mandatory/optional settings for each field to set the default value of a field and to apply input masks.      
3.2.17 Date pickersThe system includes a date-picker.      
3.2.18 Spell checkerThere is an on-line spell checker.      
3.2.19 Language of spell checkerUsers can choose the language of the spell checker.      
3.2.20 Add terms to spell checkerUsers can add terms to the spell checker.      
3.3 Date Formats       
3.3.1 Date formatDate formats required by the institution are supported.      
3.3.2 Date entryThe system supports date pickers and pop-up calendars.      
3.3.3 Date searchingThe system can specify the date format for searching.      
3.3.4 Date displayThe system can specify the date format for display.      
3.3.5 Date outputThe system can specify the date format for output (e.g. reports).      
3.3.6 Attribution datesThe system supports approximate dates (e.g. prior to, later than, circa, ?, BC, AD).      
3.3.7 Date conversionThe system can convert dates to a standard format (e.g. when entering dates different formats (050596, 05 MA 96, 05 May 1996, 19960505, 960505) can be entered and the system will convert to a standard format).      
3.3.8 Unknown datesThe system allows unknown dates to be entered as such (e.g. unknown).      
3.4 User Customization       
3.4.1 Data entry screen(s)The system allows users to customize the layout of data entry screens,      
3.4.2 Data retrieval screen(s)The system allows users to customize data retrieval screens (e.g. on the data retrieval screen change a field label, retrieve and display a document).      
3.4.3 Field tags (labels)The system allows users to customize field tags (labels) on the data entry screen (e.g. while in the data entry screen change a field label, display document).      
3.4.4 Error messagesThe system allows users to customize error messages (e.g. generate an error message, change the wording in the error message, invoke new error message).      
3.5 Bilingual (English/French)       
3.5.1 Alternate languageThe system can function in an alternate language.      
3.5.2 Language selection at login timeThe system allows an alternate language to be selected at login time.      
3.5.3 Language selection on any screenThe system allows an alternate language to be selected from any screen.      
3.5.4 English or French informationThe system allows all information to be displayed in either language (e.g. English or French).      
3.5.5 English and French informationThe system allows all information to be displayed in both languages (e.g. English and French).      
3.6 Other Languages       
3.6.1 UTF-8The Unicode UTF-8 character-set standard is supported.      
3.7 Web Interface       
3.7.1 Access via InternetThe system can provide access through a web browser.      
3.7.2 Consistent between platformsThe system can provide full functionality through a web browser.      
3.8 AccessibilityThe system supports tools for ensuring the user interface and content is accessible to people with disabilities.      
3.8.1 Alternative formatsThe system supports alternate formats for accessibility.      
3.8.2 Input methodsThe system offers a choice of input methods.      
3.8.3 Output methodsThe system offers a choice of output methods.      
4 Query      
4.1 General Requirements       
4.1.1 Query using native languageA query can be executed using the query native language.      
4.1.2 Formatted screensThe system can use formatted screens to execute a query.      
4.1.3 Query any fieldA query can be run against any field.      
4.1.4 Boolean ANDThe boolean operator AND is accepted.      
4.1.5 Boolean ORThe boolean operator OR is accepted.      
4.1.6 Boolean NOTThe boolean operator NOT is accepted.      
4.1.7 Nesting expressionsThe system can enter nested searching expressions in the command line or search box (e.g. First Name=TOM AND ((Surname=SMITH) OR (Surname=BROWN)) to a level required by the institution.      
4.2 Range Searches       
4.2.1 Search operatorsRange searches using the =,<,> operators are accepted (e.g. find artists whose birth dates are greater than or equal to 1950).      
4.2.2 Range searches on numeric fieldsRange searches on numeric values are accepted (e.g. find all objects in the database that have a value between $5,000 and $10,000).      
4.2.3 Range searches on date fieldsRange searches on date fields are accepted (e.g. find all objects that were accessioned between May 12, 1999 and June 14, 2000).      
4.2.4 Using attribution datesDate arithmetic can be performed on date fields with attributions (e.g. there is data that is c1945. Find everything from 1920-1944 will be including a search of ‘c1945’).      
4.2.5 Range searches on character fieldsRange searches on alphanumeric fields are accepted.      
4.3 Wildcard Searching       
4.3.1 Right truncation wildcardThe use of wildcards at the end of a stem is always accepted (e.g. book*).      
4.3.2 Left truncation wildcardThe use of wildcards at the beginning of a stem is always accepted (e.g. *book).      
4.3.3 Wildcard on any fieldThe use of wildcards on any field is accepted.      
4.3.4 Character substitutionThe use of wildcards for any character substitution is accepted (e.g. "sm*th" finds both "smith" and "smyth").      
4.4 Query Results       
4.4.1 Save resultsThe system allows the results from a query be saved for future use. (Not saving the query, but saving the results from the query).      
4.4.2 View results in alternative formatThe results of the query can be displayed and formatted in the data entry screen.      
4.4.3 Default formatThe system has a default record display order.      
4.4.4 Object display orderThe system has a default field display order.      
4.4.5 Define default field display orderThe system allows the default field display order to be changed.      
4.4.6 Field displayThe system can select the fields to be displayed.      
4.4.7 Forward, backward browsingThe system can browse forward and backward through individual records and/or groups of records.      
4.4.8 Carry forwardWhen viewing a record that has many screens, the system can carry forward basic information which identifies the record (e.g. unique key, accession/catalogue number, object lot).      
4.4.9 Relative positionThe system can indicate the relative position of the current screen within the record or set of records being displayed (e.g. Screen N of N or Record N of N).      
4.4.10 Access to related objectsThe system can retrieve and display related objects based on their whole/part relationship (e.g. retrieve a record with a whole/part relationship, display all related information).      
4.4.11 Sort resultsThe results from a query can be sorted by various fields (e.g. perform a query, sort results on 3 different fields and display the documents).      
4.4.12 AscendingThe results from a query can be sorted by various fields in ascending order (e.g. perform a query, sort the results in ascending order, and display the documents).      
4.4.13 DescendingThe results from a query can be sorted by various fields in descending order (e.g. perform a query, sort the results in descending order, and display the documents).      
4.5 Features       
4.5.1 Phonetic (sounds like) searchingPhonetic (sounds like) searching is available (e.g. hyda/haida).      
4.5.2 Using Natural languageQueries can be created using natural language phrases (e.g. would the system find the relevant records if a user typed in "find all the dolls that are currently on exhibit"?).      
4.5.3 Adjacency or proximity searchingThe system allows searches for words or expressions adjacent to or within a specific number of words of another word (e.g. find all occurrences of the word "stained" when it is within two words of "glass").      
4.5.4 Presence/absence searchingThe system allows searches for the presence of a value or expression or for the absence of a value or expression (e.g. search for the presence of a value, then search for the absence of a value).      
4.5.5 Non-indexed fieldsSearches can be performed on non-indexed fields.      
4.5.6 Multiple field searchesThe system allows a search to be performed on multiple indexed and not-indexed fields.      
4.5.7 Query hit listThe system can browse through lists of previous queries.      
4.5.8 Number of hitsThe system can inform the user of the number of hits (query results).      
4.5.9 Display of query resultsUpon receiving the number of hits in a search, the system can give the option to proceed with the display.      
4.5.10 Search refinementThe system can refine search results with new search criteria (e.g. a search was done for Tom Thomson paintings; a new criterion is used to find the Emily Carr paintings in the same result set).      
4.5.11 Narrow the search scopeThe system allows the scope of a result set to be narrowed (e.g., a search was done for works by Tom Thomson; a new criterion can be added to narrow the result to sketches only).      
4.5.12 Search historyThe system can provide a facility for displaying previous search results.      
4.5.13 Review results in query modeThe system can view the results from a query without having to exit the query function.      
4.5.14 Modify queryOnce a query has been executed, it can be modified for re-execution.      
4.5.15 Save queryA query can be saved for future use.      
4.5.16 Print query resultsQuery results can be printed.      
4.5.17 Simple (Google style) searchA simple Google-type search interface is available to the public.      
5 Reports      
5.1 Pre-defined ReportsReports that have been designed and created in a specific layout format and that are available within the software.      
5.1.1 Pre-defined reports providedThe system comes with a series of pre-defined reports that can be generated in file formats required by the institution.      
5.1.2 List pre-defined reportsList the pre-defined reports available (e.g. accession/catalogue number, artist/maker, object, source).      
5.1.3 Change pre-defined reportsThe system can change a pre-defined report.      
5.1.4 Save changed reportsThe system can save a changed report as a new report for future use.      
5.1.5 Specify sort orderThe system allows the user the flexibility to specify the sort order of a pre-defined report.      
5.1.6 Frequency reportThe system can provide a frequency report for any field (e.g. Object Name - 10 dolls, 5 chairs).      
5.1.7 Concatenated fieldsThe system can provide a frequency list for any concatenation of fields (e.g. Object Name, Object Type (10 chairs; rocking, 11 chairs; arm)).      
5.1.8 Count of termsThe system can provide a frequency report on a count of unique terms (e.g. a query for Tom Thomson finds 300 works. Provide a frequency list for the object name field - 100 paintings, 200 sketches).      
5.1.9 Records processedThe system can provide a frequency report with totals (e.g. total number of records processed).      
5.1.10 Offline object worksheetsThe user can work off-line on printed or electronic worksheets and use the system to synchronize changes for the database.      
5.1.11 User inputThe system can provide a pre-defined report in columnar format with user input required (e.g. pre-defined report with six columns, user specifies the fields, headings, and the width of columns).      
5.1.12 Modify report formatThe system allows users to temporarily change a pre-defined report.      
5.2 User Defined Reports       
5.2.1 General RequirementsWays in which users can choose and limit data for reporting.      
5.2.1.1 User defined reportsThe system allows users to define reports.      
5.2.1.2 Copy and modify reportsThe system allows the user to copy an existing report, modify it and create a new report.      
5.2.1.3 LabelsThe system can create labels using any fields defined by the user.      
5.2.1.4 Generate form(s)The report generator can generate a form (e.g. legal form).      
5.2.1.5 Include/exclude fieldsThe report generator allows any field(s) to be included or excluded from a report.      
5.2.1.6 Full boolean searchThe report generator allows the use of boolean searches.      
5.2.1.7 Sort on any fieldThe report generator sorts on any field.      
5.2.1.8 Ascending sortThe report generator sorts fields in ascending sequence.      
5.2.1.9 Descending sortThe report generator sorts fields in descending sequence.      
5.2.1.10 Calculates totalsThe report generator calculates totals (e.g. total insurance value for the entire collection).      
5.2.1.11 Calculate sub-totalsThe report generator calculates sub-totals (e.g. total insurance value for entire collection by department with sub-totals).      
5.2.1.12 Columnar reportingThe report generator produces columnar reports (e.g. select a group of records, sort by object number, print these fields in columns - object number, object, location).      
5.2.1.13 Redefine field namesThe report generator allows for field names to be customized when printed (e.g. Object Name field name changed to Name of Object).      
5.2.1.14 Report browsingThe system allows users to browse reports.      
5.2.1.15 Indication of progressWhen a report is run on-line, the system displays an indication of progress (e.g. scale or percentage completed).      
5.2.1.16 Report display on screenThe user can view the output from a report on the screen.      
5.2.1.17 Reports printedThe user can print the output from a report.      
5.2.1.18 Reports saved on diskThe system allows users to save reports on disk (e.g. save output form report, retrieve report from disk and display).      
5.2.1.19 Reuse saved outputThe system allows the saved output from the report to be reused (e.g. retrieve the saved report from 5.2.1.19 and display in a Word Processing Package).      
5.2.2 Formatting FeaturesWays in which users can define the look of reports.      
5.2.2.1 Text formattingThe system supports text format standards including diacritics and different fonts.      
5.2.2.2 Document formattingThe system supports document formatting including headers and footers, margin control.      
5.2.2.3 Date producedThe report generator outputs the date that the report was generated.      
5.2.2.4 Date formatsThe report generator outputs the date that the report was generated in various date formats selected by the user.      
5.3 Document ProductionWays in which users can define the outputs of system-created reports.      
5.3.1 TemplatesThe system has the functionality to edit report and other templates by users. It is possible to change report templates without system customization.      
5.3.2 Web ReportsThe system can create reports in accessible HTML.      
5.3.3 EmailsThe system can generate emails based on user-defined triggers.      
5.4 Visual representation of dataFeatures that would allow users to see broad data categories through visual representations, rather than through lists.      
5.4.1 Browsing taxonomiesThe system can highlight or visually represent characteristics of taxonomies, such as taxonomy structures, or usage and search statistics.      
5.4.2 Temporal dataTemporal data can be rendered through timelines or other forms of visualization.      
5.4.3 Geographic dataThe system can render geographic data through maps, floor plans or other visualization formats.      

Section B: Extended Functionality Criteria

CriteriaDescriptionMandatoryNice to HaveNot Applicable
6 Enhanced Collections Management      
6.1 Rights and ReproductionsThe documentation and management of information about the reproduction of objects, including the preparation of images, casts, and models.      
6.1.1 Rights and Reproductions ManagementThe system integrates a variety of rights management schemes (Canadian copyright, CC, other jurisdictions) into its workflow.      
6.1.2 Record copyright ownershipThe system can document ownership of copyright of an object.      
6.1.3 Ownership of copyright of reproductionsThe system can document the ownership of copyright of any reproduction.      
6.1.4 Document information about reproductionsThe system can document information about reproductions of objects, including images, casts and models.      
6.1.5 Access to reproductions by unique local numberThe system allows reproductions to be accessed via the unique local number (e.g. if any type of reproduction exists can it be documented and searched via the unique number (accession number, reproduction number, Borden number).      
6.1.6 Illegal ReproductionThe system can incorporate features to discourage the illegal reproduction of the digital image (watermarks).      
6.1.7 CopyrightThe system can record the copyright information for both the master digital image and its surrogates.      
6.1.8 Photos/images related to collections management processesThe system can link images to specific collections management events (e.g. photographs taken before and after a specific treatment to the conservation process).      
6.1.9 Print imagesThe system can print any image.      
6.1.10 Print image/text and copyrightNotification of copyright is provided upon printing of images/text.      
6.1.11 Sale of imagesThe system can deal with the sale of images (digital/printed) (e.g. Client name, address, order quantity and price).      
6.1.12 E-commerceThe system connects to a third party e-commerce service.      
6.1.13 ReceiptThe system can produce a receipt for the sale of images.      
6.1.14 Link to Object recordThe system can link the sale of image to the object record (e.g. does the object record now indicate that one reproduction of the object exists?).      
6.1.15 Physical characteristicsThe system can document the physical characteristics of the image file (e.g. resolution, colour depth or compression).      
6.2 Public Access and EngagementThe system’s capacity to support public viewing of and input into information accessed by the public.      
6.2.1 Searching moduleThe system can provide a searching module for public access.      
6.2.2 Internet public accessThe system can provide public access via Internet.      
6.2.3 Subset accessPublic users can define subsets at a level controlled by the institution.      
6.2.4 Welcome displayThe system allows the display of a user-defined introductory/welcome screen.      
6.2.5 Alternate languageThe system allows the selection of an alternate language by the public.      
6.2.6 RestartThe system can provide a continuously displayed option to restart a session.      
6.2.7 Multiple databasesThe system allows the public to select the database of choice (e.g. If an institution has many departments, can the public select only one or two?).      
6.2.8 View selected fieldsThe system allows viewing only selected fields.      
6.2.9 Search refinementThe system allows the public to refine searches, both by including other search criteria and amending existing ones.      
6.2.10 Save searchesThe public can create accounts to save searches and results.      
6.2.11 Collect information from publicThe system can collect information from the public.      
6.2.12 Print resultsThe system allows the public to print the results from searches.      
6.2.13 Print controlThe system allows the institution to control the format, content and the number of records to print.      
6.2.14 Print pricingThe system allows a charge to be applied to printed outputs.      
6.2.15 Printing of imagesThe system allows images to be printed by the public over the web.      
6.2.16 Visitor statisticsThe system can run statistics on visitors, hits, etc.      
6.3 CustomizationCustomization of workflows, data entry fields, reports, controlled vocabularies, event types, and access control levels.      
6.3.1 Customization by the supplierThe software can be customized by the supplier.      
6.3.2 Customization by the userThe software can be customized by the user.      

Section C: Technical Criteria

CriteriaDescriptionMandatoryNice to HaveNot Applicable
7 Technical Requirements      
7.1 Import/Export Functions       
7.1.1 Import Files       
7.1.1.1 List of file typesThe suppler has provided a list of all file types that can be imported into the system without customization.      
7.1.1.2 Field selection availableThe system can import ASCII files and load the information into specific fields (e.g. create a word processing file containing information for Accession Number and Object Name; import to specific fields).      
7.1.1.3 Summary reportThe system can generate a summary report for the import function listing such things as number of records read, rejected, accepted, etc.      
7.1.1.4 Field validationThe system can perform field validation when importing data.      
7.1.1.5 Duplicate checkingWhen importing records, the system can check for duplicate records.      
7.1.1.6 Duplicate checking defined by Database AdministratorWhen importing records, the system can check for duplicate records based on a key defined by the database administrator.      
7.1.1.7 Bypass field validationThe system can permit bypassing of field validation during imports and generate appropriate error reports.      
7.1.1.8 Hold for verificationFor records that have failed data validation during import, the system can produce an error report or hold these records for user verification (e.g. import data with an invalid term to an authority-controlled field).      
7.1.1.9 Long fieldsThe system can provide a report if data has been rejected or truncated on import.      
7.1.1.10 Import XMLThe system can import in XML.      
7.1.1.11 List XML import standardsList the XML import standards followed (e.g. Dublin Core or SPECTRUM).      
7.1.1.12 Specify import formatsList import formats available (e.g. CHIN Microtext, delimited ASCII, MARC, or SGML).      
7.1.2 Export Files       
7.1.2.1 Fixed length recordsThe system can export ASCII files having fixed length records.      
7.1.2.2 Variable length recordsThe system can export ASCII files having variable length records.      
7.1.2.3 Field selection availableThe export function allows the selection of fields to be exported (e.g. export the Accession Number and Object Name data from records imported).      
7.1.2.4 Summary reportThe system can generate a summary report for the export function listing such things as number of records read, number of records exported, etc.      
7.1.2.5 Flag data recordsThe system can flag the record(s) that have been exported.      
7.1.2.6 Flag data fieldsThe system can flag the fields that have been exported.      
7.1.2.7 Dynamic Data ExchangeThe system supports DDE (Dynamic Data Exchange) or equivalent (e.g. link to a range of cells in a spreadsheet).      
7.1.2.8 Object linking & embeddingThe system supports object linking and embedding or equivalent (e.g. link to (or embed) a Word document within a text field).      
7.1.2.9 Specify export formatsList other export formats that are supported by the system (e.g. CHIN Microtext format, delimited ASCII, MARC)      
7.1.2.10 Export XMLThe system can export in XML in a standard (e.g. Dublin Core or SPECTRUM) or customizable format.      
7.1.3 Interface with Other Software       
7.1.3.1 Word processorThe system allows data to be imported from and exported to word processing software.      
7.1.3.2 SpreadsheetThe system allows data to be imported from and exported to spreadsheet software.      
7.1.3.3 Import/Export to other softwareList other software package types that interface (import/export) with the software.      
7.1.3.4 ODBC CompliantThe system allows queries to be performed from outside the institution using ODBC (Open Database Connectivity).      
7.1.3.5 InteroperabilityThe system can exchange data with other systems based on interoperability standards (e.g. OAI, Dublin Core).      
7.2 Documentation & Support       
7.2.1 User documentationThe supplier can describe options for user documentation, release notes and updating documentation.      
7.2.2 Number of copiesHow many copies of documentation are included in the purchase price?      
7.2.3 On-line documentationAll documentation is available on-line.      
7.2.4 Documentation for new usersA ‘quick start’ version of the full documentation is available to support new users.      
7.2.5 System documentationThe supplier can fully describe the components of the system, including base software.      
7.2.6 Help desk supportThe supplier can fully describe help desk options, costs and availability.      
7.2.7 Data dictionary formatsThe data dictionary is available electronically or online, and it is included as part of the documentation package.      
7.2.8 Customized modulesThe system can be customized to add functions specific to disciplines (e.g. separate module for ethnology, history or fine arts).      
7.2.9 Source code providedDoes the vendor provide access to the source code?      
7.2.10 ProtectionThe supplier agrees to have a machine-readable copy of the full source code for all the purchased software, plus necessary supporting documentation, delivered to an agreed third party at the time of installation and with each new release.      
7.2.11 Institution’s rights if the supplier withdraws from businessThe supplier can confirm and provide proof that the institution will have the right to maintain and develop the collections management system itself if the supplier withdraws from business or from supplying the system.      
7.3 Training       
7.3.1 Training included with softwareThe supplier can describe and provide costs related to all training options, including specialized and customized training (e.g. security and control, backups, and system administration).      
7.3.2 Third-party trainingThird-party suppliers are in place to provide training.      
7.3.3 On-site trainingThe training will be provided at the client site.      
7.3.4 Train-the-trainer optionThe supplier can provide or support a train-the-trainer program.      
7.4 FeaturesData fields and tasks related to specialized collections, topics or disciplines relevant to collections.      
7.4.1 DisciplineThe system has built-in modules or functions specific to discipline (e.g. separate module for ethnology, history or fine arts).      
7.4.2 Specify modulesThe supplier can provide a list of the disciplinary modules handled by the system.      
7.5 Special FeaturesData fields and tasks related to special forms or types of information relevant to collections      
7.5.1 Customized sort tableThe system allows sort tables to be customized to change the order (collating sequence) of the results (e.g. sort accession numbers in a logical order).      
7.5.2 Saving sort tableThe system allows a modified sort table to be saved for further use.      
7.5.3 Multi-taskingThe system lets the user interrupt what they are doing to perform other tasks.      
7.5.4 Reminder functionThe system can interrupt a user to do other tasks.      
7.5.5 Measurement conversionThe system can automatically convert and display imperial and metric measurements.      
7.5.6 Converts measurements on reportsThe system can automatically convert imperial and metric measurements for reports.      
7.5.7 Selection of measurementsThe system allows users to select preferred measurement units for data entry, display, reports, etc.      
7.5.8 Overrides converted measurementsThe system can change the values of the converted measurements (e.g. change converted measurements while in data entry mode).      
7.5.9 Support bar codesThe system supports bar code information.      
7.5.10 Bar code labelsThe system can produce bar code labels.      
7.5.11 Bar code softwareBar code support software comes with the system.      
7.5.12 Support bar-code scannersThe system allows information scanned by a bar code scanner to be loaded into the collections management system at a later time.      
7.5.13 Supports OCRThe system supports Optical Character Recognition (OCR).      

Section D: System Administration Criteria

CriteriaDescriptionMandatoryNice to HaveNot Applicable
8 System Administration      
8.1 SecurityThe way in which the system handles the identity of users and the control and tracking of permissions to change data.      
8.1.1 Multi-level securityThe system provides security for different levels of user (e.g. Administrator, Data Entry clerk, Curator, Public Access, Scholarly research).      
8.1.2 User ID securityThe system requires user-id for access to the system.      
8.1.3 Password securityThe system requires all users to enter a password for access to the system.      
8.1.4 Password administrationThe system has procedures for initiating and changing passwords.      
8.1.5 User function securityThe system allows system administration to define security at the function level (e.g. allow a user to access data entry functions only).      
8.1.6 File securityThe system allows system administration to control access, for different levels of user, to one or more specific files.      
8.1.7 Field(s) securityThe system provides controls to limit access to one or more specific fields within the system (e.g. amending location information).      
8.1.8 Record(s) securityThe system provides controls to limit access to a specific record or group of records within the system.      
8.1.9 Security by disciplineThe system provides controls to limit access to one or more specific disciplines within the system.      
8.1.10 Record amendment securityWhen a record is being amended by a user, that record is protected from being changed or deleted by other users.      
8.1.11 Record locked & availableWhen a record is being amended by a user, that record is available to other users in read-only mode.      
8.1.12 Record locked & not availableWhen a record is being amended by a user, that record is unavailable to other users.      
8.2 Index(s)The administration of indexing activities.      
8.2.1 Change of indexSystem administration can change the index of any field.      
8.2.2 Restructuring of affected indexesSystem can be used while indexes are being rebuilt.      
8.3 BackupThe system’s role in creating and storing back-ups of data, interfaces, configurations, metadata, data structures, reports etc.      
8.3.1 Backup and recovery processThe software has a built in backup and recovery process.      
8.3.2 Back-end database back-up and recoveryThe standard functionality of the back-end database will completely back-up and recover the system. This includes data, settings, transactions, users, interface, etc…      
8.3.3 On-line backupThe system allows online backup in a multi-user environment.      
8.3.4 On-line recoveryThe system allows on-line recovery in a multi-user environment.      
8.3.5 Backup processThe system has a built-in backup process or can use the standard functionality of the back-end database for backups.      
8.3.6 Recovery processThe system has a built-in recovery process or can use the standard functionality of the back-end database for recovery.      
8.3.7 Backup timeThe supplier can offer estimates on the time to execute the backup procedure. Briefly describe the estimated time to execute the backup procedure.      
8.3.8 Recovery timeThe supplier can offer estimates on the time to execute the recovery procedure. Briefly describe the estimated time to execute the recovery procedure.      
8.3.9 Automate backupsThe backup process can be automated. Briefly describe how the backup process is automated.      
8.3.10 Automate recoveryThe recovery process can be automated. Briefly describe how the recovery process is automated.      
8.4 Audit ReportsOptions for reporting on the system itself, rather than the data in the system.      
8.4.1 Audit report on dataThe system provides a report of all newly created/amended/deleted records (e.g. display the report of all newly created/amended/deleted records).      
8.4.2 Deleted recordsFor deleted records, the audit report contains all contents.      
8.4.3 Audit report on changesThe system provides a report of all changes in a record.      
8.4.4 User access profilesThe system provides a report of all user access profiles.      
8.4.5 Audit report on user activityThe system provides a report by user id of login/logout time on the system over a specific period (e.g. list login/logout times for each user).      
8.4.6 Audit report on module activityThe system provides a report of functional usage by user ID of system activity over a specific period (e.g. list the number of times each type of system activity (report, query, accession) was accessed on a certain day by a user.      
8.4.7 Audit module usageThe system provides a report by system activity on user access over a specific period (e.g. for each system activity (report, query, accession, etc.) list each user who accessed on a particular day).      
8.4.8 Query reportThe system provides a report of the queries performed by users.      
8.4.9 Further supplier demonstrationThe supplier will be given the opportunity to demonstrate features that are not included here related to system limits (e.g. database size, number of records, number of fields, and number of users).      
8.4.10 System limitsThe system can support the number of objects managed now and anticipated to be managed in # years.      
8.4.11 Technical limitationsThe system has technical limits. Document the technical limitations of the system (e.g. maximum number of users, concurrent users, and query length).      

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