Collections management system criteria checklist

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Criteria checklist (Excel, 159 KB)

Introduction to the criteria checklist

The Canadian Heritage Information Network (CHIN) Collections Management System Criteria Checklist (CMSCC) has been updated and now includes over 800 criteria. The requirement descriptions for the criteria can be helpful for an institution seeking to upgrade or acquire a collections management system (CMS).

In addition, an abridged version of the CMSCC is now available to support institutions with smaller collections and simpler needs. It includes nearly 300 criteria. The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist. Institutions wishing to use the abridged list should still consult the full checklist to ensure that they have not missed any important criteria.

The checklists are intended to help an institution define requirements and then select the system that is best suited to its needs. Users can consult the checklists to determine which criteria are mandatory, which are nice to have and which are not applicable. Users can also download and customize the checklists by refining criteria to include requirements specific to their institutions, such as the number of objects that must be managed, specialized collections information and the provision of public online access to collections management information. While both versions are available in a downloadable Excel format, the abridged and full version of the CMSCC are presented together on the web page for easy comparison.

The criteria found in the checklists are organized in a way that will allow users to properly identify Spectrum procedures. Spectrum is a set of standardized collections management procedures developed by the Collection Trust that we recommended institutions follow for best practices in managing their collections.

Vendors can use the checklists to fill in the number of criteria that they meet for the category of criteria chosen. The number of criteria in each category is before each section. This number can be used to determine how well a vendor’s CMS supports those criteria.

The CMSCC is one source of potential criteria; it does not replace the oversight needed to determine the best supplier or the most appropriate system. Other factors to consider in choosing a CMS are references for the supplier, the size of the user community or the number of years that a supplier or reseller has been in business, among others.

A. Core collections management criteria
(Spectrum primary procedures)

A.1 Object entry

The 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.

The number of criteria in this section of the full checklist is 21.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.1.1 Uniquely identify objects or object lots on deposit
The system can uniquely identify newly received objects or object lots, and assign a unique local deposit number which can be differentiated from accession numbers.
*A.1.2 Entry reason
The system can record a reason for an object or group of objects physically entering the organization.
*A.1.3 Unique system number assigned
The system can ensure that a unique system number is assigned to all objects or object lots (accessions, loans, temporary custody).
A.1.4 Entry number
The system can ensure that the institution is able to account for all objects or object lots on deposit with identifying data (for example, owner name, depositor name, location, unique identifier, number of lots, return date).
A.1.5 Provide receipt
The system can provide a receipt for the owner of the objects or object lots on deposit.
A.1.6 Establish institution's liability
The system can help to establish the extent of the institution's liability for deposited objects or object lots (for example, reference to paper file with signed deposit documents).
A.1.7 Record reason for deposit of object
The system can link the deposit of the objects or object lots to a type of event (for example, valuation, conservation treatment, identification or potential acquisition.)
A.1.8 Finite end to deposit
The system can allow the user to designate a finite end to the period that objects or object lots are temporarily deposited with an institution.
A.1.9 Notification of end to deposit
The system can provide notification about the end of a deposit (for example, a reminder that the user has to do something, or generate a report).
*A.1.10 Current owner
The system can record details of the owner of a loaned or temporarily deposited object, or other object in the organization’s custody which does not belong to the organization.
A.1.11 Entry number
The system allows a unique number to be assigned to the entry of an object or group of objects and used to track objects prior to their return or acquisition. It should serve as the reference to written documentation of objects entering the organization for the first time. The number should be the one assigned to an entry form or receipt.
*A.1.12 Entry date
The system allows recording of a date on which an object or group of objects enters the organization.
A.1.13 Entry method
The system allows recording of the method by which an object or group of objects have entered the institution (for example, courier).
A.1.14 Entry manager
The system allows an individual to be noted as the person who accepted the object or objects into the building.
A.1.15 Depositor
The system can record the person or organization from whom a loaned or temporarily deposited object was obtained, if different from the Current owner or Lender.
A.1.16 Depositor's requirements
The system can record the requirements made by a depositor or owner concerning the deposit of an object or group of objects, including conditions for deposition of archaeological archives.
A.1.17 Entry note
The system allows for blank fields to record non-controlled vocabulary information related to the deposit of an object.
*A.1.18 Objects returned to owner
The system can record that deposited objects or object lots have been returned to the owner as required (for example, track that the objects have been returned with a return date).
A.1.19 Packing note
The system can record information about the way an object received was packed or stored.
*A.1.20 Return date
The system can record the date an object is due to be returned to or collected by the current owner or depositor.
A.1.21 Conditions on deposit
The system allows for recording of any conditions applied to the deposit of an object or objects (for example, storage or display requirements).

A.2 Acquisition and accessioning

The management and documentation of the addition of objects or object lots to the collection

The number of criteria in this section of the full checklist is 33.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.2.1 Accession by lot
The 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.
*A.2.2 Unique system number assigned
The system can ensure that a unique system number is assigned to all objects or object lots.
*A.2.3 Local unique numbers
The system can accommodate non-system local unique numbering systems (for example, accession numbers in a wide variety of formats, Borden numbers).
*A.2.4 Object number
The system can record a unique number identifying an object or specimens, including any separated parts.
A.2.5 Previous number
The system can document previous number(s) assigned to the acquired objects or object lots.
A.2.6 Other number
The system can record an alternative number for an object other than the object number.
A.2.7 Other number type
The system can record a description of an other number assigned to an object.
A.2.8 Number of objects
The system allows a record of the number of objects at the next level down in an object record.
*A.2.9 Object name
The system can record a description of the form, function or type of object.
*A.2.10 Title
The system can record the name assigned to an object or group of objects by the artist/creator or collector at the time of origin or subsequent titles either specifically assigned or generally understood to refer to it.
*A.2.11 Brief description
The system can record a text description of an object in approximately one sentence; normally used for administrative and identification purposes. It records the most important information from a number of separate descriptive units of information.
A.2.12 Object history note
The system can record the history of an object, including its creation, owners, vendors and the circumstances surrounding such events. Record information here which has not been recorded elsewhere using controlled terminology.
*A.2.13 Source
The system can record source information (for example, acquisition source, title, surname, address) about objects or object lots.
A.2.14 Preferred pronouns
The system can accommodate the preferred pronouns of previous owners, artists, etc. This field should be completed according to an institution's collections or acquisition policies requiring expressed confirmation of preferred pronouns from owners, artists, etc.
A.2.15 Owner's personal experience
The system can record a description of how and why a particular object or group of objects is known to have been of particular importance to a previous owner.
A.2.16 Credit line
The system allows for text acknowledging a donation or loan, normally used on a display label.
A.2.17 Acquisition source
The system can record the people, person or organization from whom an object was obtained, if different from the owner. The Acquisition source may be an agent or other intermediary between the acquiring organization and the owner. For archaeological archives, use Acquisition source to record the excavating body responsible for preparing and depositing the archive with the organization.
A.2.18 Justification of acquisition
The system can record the justification for acquisition of an object or object lot (for example, reason for acquisition, supporting documentation).
A.2.19 Title transfer
The system can note the transfer of title to the acquiring institution (for example, method of acquisition, evidence of original title, signature confirming transfer of title, brief description of objects or object lots, and previous owner information).
A.2.20 Title transfer number
The system can assign a unique identifying number for a transfer of title or acquisition event. It should serve as the reference to written documentation of a transfer of title or acquisition process. The number may be assigned to a transfer of title form.
A.2.21 Accessions register maintained
The system can ensure that an accessions register is maintained, describing all acquisitions and listing them by number.
A.2.22 Acquisition reason
The system can record a reason or justification for an acquisition.
A.2.23 Acquisition authorization
The system can record the name of the individual or employee who authorized the acquisition and the date this occurred on.
*A.2.24 Acquisition date
The system can record the date on which the object or objects are acquired.
A.2.25 Acquisition funding
The system can record the method of funding for the object, including the amount provided and any conditions on the funding.
*A.2.26 Acquisition conditions
The system can record any conditions on the acquisition of the object, such as donor access or display requirements.
A.2.27 Purchase price
The system can record the price paid for acquisition (including taxes), both by lot and per individual object, along with currency information and any bargaining that may have occurred.
A.2.28 Acquisition note
The system can record general information about the acquisition.
A.2.29 Acquisition provisos
The system can record restrictions applying to the objects in a single acquisition, including conditions for deposition of archaeological archives.
A.2.30 Acquisition funding source provisos
The system can record restrictions applying to all the objects acquired with the support from an acquisition funding source.
A.2.31 Use restriction
The system allows for a record of the restrictions on the use to an object or group of objects.
A.2.32 Use restriction date
The system can record the date on which a Use restriction was recorded.
A.2.33 Use restriction note
The system can record additional information about the Use restriction of an object which has not been recorded elsewhere using controlled terminology.

A.3 Location and movement control

The management and documentation 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

A.3.1 Object location information

The system can record where an object is located. See Location information for the place itself.

The number of criteria in this section of the full checklist is 22.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

A.3.1.1 Record of permanent location
The system can provide a record of the location where an object or object lot is normally displayed or stored (for example, permanent location).
*A.3.1.2 Location field
The system allows the location field to be made mandatory, even if a location is ‘unknown’.
A.3.1.3 Location type
The system can record the type of location an object is stored in (for example, permanent, temporary).
*A.3.1.4 Location search
The system can retrieve information about objects or object lots by location.
A.3.1.5 Record of displaced objects
The system can provide a record of the location of an object or object lot when it is not in its previously assigned location (for example, current location).
*A.3.1.6 Object number
The system can display a unique number identifying an object or specimens, including any separated parts.
A.3.1.7 Normal location
The system can record the place within the organization where an object is normally located.
*A.3.1.8 Current location
The system can record the place within the organization where an object is currently located.
A.3.1.9 Location reference name/number
The system can record a unique name, number, or identifier for a display or storage location. It can also apply to a location on a computer system used for digital objects.
*A.3.1.10 Location date
The system can record date an object was placed at the current location can be entered.
A.3.1.11 Current location fitness
The system can record a term describing the extent to which an object’s current location is fitted to an object’s requirements.
A.3.1.12 Current location note
The system can record information about the reason for an object being at its current location.
A.3.1.13 Location address
The system can record the street address of a location if it is outside the main property of an institution.
A.3.1.14 Location access note
The system allows for an uncontrolled field to record any extra details about accessing an object in a location (for example, door size, how to open a case etc.).
A.3.1.15 Location condition note
The system allows for recording the environmental condition of a location.
A.3.1.16 Location condition note date
The system can record the date on which a note on the environmental condition of a location was observed.
A.3.1.17 Location security note
The system allows for notes on the security of a location.
A.3.1.18 Environment measurement type
The system can record the type of environmental measurement taken at a location.
A.3.1.19 Environment measurement value
The system can record the value of an environmental measurement taken at a location.
A.3.1.20 Environment measurement value unit
The system allows the unit of measurement used when measuring an aspect of a location’s environment to be recorded.
A.3.1.21 Environment measurement value qualifier
The system allows the measurement of accuracy used when measuring an aspect of a location’s environment.
A.3.1.22 Environment measurement date
The system can record the date on which an environmental measurement was taken at a location.

A.3.2 Moving objects

The management and documentation of object movement in, out of, and within an institution

The number of criteria in this section of the full checklist is 28.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.3.2.1 Previous location field
The 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.
A.3.2.3 Previous location begin date
The system can record a date at which an object, or group of objects, began a stay at a previous location.
A.3.2.4 Previous location end date
The system can record a date at which an object, or group of objects, ended a stay at a previous location.
A.3.2.5 Date moved field
The system can automatically update the "date moved field".
A.3.2.6 Override date moved field
The system allows a provision to override the "date moved" field.
A.3.2.7 Location of parts
The system can attach distinct locations to parts of a single object, or single items within an object lot (for example, indicate that the teapot is on display, but the rest of the tea set is in storage).
A.3.2.8 Group relocation
The 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.
A.3.2.9 Temporary location
The system can issue a notification when temporary time limits on locations have been reached.
A.3.2.10 Person responsible
The system can record the person who moved objects or object lots.
A.3.2.11 Authorizing movements
The system can note the members of staff responsible for authorizing movements of objects or object lots.
A.3.2.12 History of authorization for object movement
The system can record the history of authorization of movements of objects or object lots.
A.3.2.13 Transfer
The system allows the transfer of responsibility for objects or object lots between collections within the institution (for example, transfer from costume to ethnology collection).
A.3.2.14 Movement audit trail
The system can provide an audit trail for any movement of objects or object lots across the physical or administrative boundaries of the organization.
A.3.2.15 Handling and packing
The system can document information about the handling, packing, storage and display of objects or object lots.
A.3.2.16 History of movement
The system can record an unlimited number of previous locations for an object or object lot.
A.3.2.17 Movement note
The system has an uncontrolled field for additional information related to movement of an object.
A.3.2.18 Movement reference number
The system can record a unique identifying number for the movement of an object or group of objects. It should serve as the reference to written documentation of a movement.
*A.3.2.19 Movement authorizer
The system can record a person giving final approval for a movement to take place.
*A.3.2.20 Movement authorization date
The system can record a date on which the movement authorizer gives final approval for a movement to proceed.
A.3.2.21 Movement reason
The system allows the entry of a reason or purpose for the movement of an object or group of objects.
A.3.2.22 Planned removal date
The system can record a date an object is due to be returned from a current location which is not its normal location.
A.3.2.23 Removal date
The system can record a date an object is actually removed from a current location.
A.3.2.24 Movement contact
The system can record the member of staff responsible for an object during the move.
A.3.2.25 Exit reference number
The system can record a unique identifying number for an exit. It should serve as the reference to written documentation of an exit. The number may be assigned to an exit note or receipt.
A.3.2.26 Delivery date
The system can record a precise date on which an object or objects leaving the organization is due to be delivered at its destination.
A.3.2.27 Expected return date
The system can record the date objects are expected to return to your buildings.
A.3.2.28 Expected return method
The way objects will be returned to your buildings.

A.4 Inventory

The 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

The number of criteria in this section of the full checklist is 10.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.4.1 Object number
The system can display a unique number identifying an object or specimens, including any separated parts.
*A.4.2 Object name
The system can display a description of the form, function or type of object.
A.4.3 Number of objects
The system can display the number of objects at the next level down in an object record.
*A.4.4 Object location
The system can display details about the current location of objects or object lots.
*A.4.5 Object status
The 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).
*A.4.6 Basic physical inventory
The system can record basic physical inventory information (for example, record location, date inventoried, staff name).
A.4.7 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 (for example, record the date checked, checker's name).
A.4.8 Distinguish between spot check and inventory
The system can distinguish between information that has been gathered during an inventory, and during a spot check (for example, field identifying whether the information was gathered during inventory or during spot check, or separate fields for inventory and spot check information).
*A.4.9 Recorder
The system can record the person recording the information.
*A.4.10 Recording date
The system can record the date information is added to the record.

A.5 Cataloguing

The compilation and maintenance of primary information describing, formally identifying, or otherwise relating to objects in the collection

The number of criteria in this section of the full checklist is 52.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.5.1 Object number
The system allows a unique number identifying an object or specimens, including any separated parts.
*A.5.2 Other number
The system can record an alternative number for an object other than the object number.
A.5.3 Other number type
The system can record a description of an other number assigned to an object.
*A.5.4 Object name
The system can display a description of the form, function or type of object.
A.5.5 Number of objects
The system allows the display of the number of objects at the next level down in an object record.
*A.5.6 Title
The system can display a name assigned to an object or group of objects by the artist/creator or collector at the time of origin or subsequent titles either specifically assigned or generally understood to refer to it.
A.5.7 Comments
The system allows for additional comments made about an object by visitors, curators or researchers.
*A.5.8 Brief description
The system can display a text description of an object in approximately one sentence; normally used for administrative and identification purposes. It records the most important information from a number of separate descriptive units of information.
*A.5.9 Distinguishing features
The system allows a description of features which could uniquely identify an object, bringing together details from other groups of units of information such as identification, inscription, and condition which could in a sentence uniquely identify an object.
A.5.10 Age
The system can record the numeric age of a natural science specimen when it died. Use Age unit to describe the unit of measurement used and Age qualifier to qualify the information. Use Phase for a textual description of Age.
A.5.11 Colour
The system can document the colour of an object.
A.5.12 Copy number
The system allows a number assigned to an object by the maker within a limited edition or special run.
*A.5.13 Dimension
The system can document an aspect of a part or component of an object being measured.
A.5.14 Dimension measured part
The system can document part of an object measured.
*A.5.15 Dimension value
The system allows the numeric value of the measurement of a dimension.
A.5.16 Dimension value date
The system can record the date on which the Dimension value was recorded.
*A.5.17 Dimension measurement unit
The system allows the use of a single term, without punctuation or capitalization, or use a standard abbreviation. Maintain a list of standard terms. The organization should decide which are the standard units for different dimensions and types of object.
A.5.18 Form
The system allows the use of a single term, without punctuation or capitalization. Maintains a list of standard terms.
A.5.19 Inscription content
The system can record the text inscribed as part of the decoration or construction of an object recorded in the original language.
*A.5.20 Material
The system can record the basic materials and media from which an object is constructed.
A.5.21 Object status
The system allows a statement of the standing of a natural science specimen or other object in relation to others in existence.
A.5.22 Phase
The system can record the textual expression of the age or developmental phase of a natural science specimen.
*A.5.23 Physical description
The system can document the general visual appearance of an object.
A.5.24 Sex
The system can document the gender of an animal specimen.
A.5.25 Style
The system can indicate styles or schools relating to an object.
A.5.26 Technical attribute
The system allows a technical attribute possessed by an object which can be described and/or quantified.
A.5.27 Responsible department/section
The system can indicate the department or section of the organization responsible for the management of the object or group of objects.
*A.5.28 Current location
The system can record the place within the organization where an object is currently located.
A.5.29 Location reference name/number
The system can record a unique name, number, or identifier for a display or storage location. It can also apply to a location on a computer system used for digital objects.
*A.5.30 Recorder
The system can identify the person recording the information.
*A.5.31 Recording date
The system can ensure date information is added to the record.
A.5.32 Ownership
The system can provide reference to ownership of the object or object lot.
*A.5.33 Object history
The system can document the history of the object or object lot (for example, historical data).
*A.5.34 Ownership history
The system can document the history of the ownership of objects or object lots.
A.5.35 Scholarly research
The system allows information produced by researchers to be recorded (for example, reference to research files, or actual research data).
A.5.36 Publication history
The system can record references to the object that appear in publications.
A.5.37 Frames and other supports
The system can document information about frames and other supports.
A.5.38 Reference to files
The system can allow an object record to include references to documents or records outside of the collections system.
A.5.39 Reference
The system can record details of a bibliographic or other reference to an object. The reference can be in any media, for example, published, unpublished, audio, video, computer record.
A.5.40 Reference author/editor
The system can record the person or organization responsible for the intellectual content of a referenced work.
A.5.41 Reference association
The system allows a single term describing the nature of the relationship between the reference and an object.
A.5.42 Reference details
The system can include details, pages, and illustrations of a bibliographic reference.
A.5.43 Reference note
The system can indicate details of the specific nature of the relevance of the reference to the object, including an abstract if required.
A.5.44 Reference number
The system can record a number or identifier unique to a reference.
A.5.45 Reference publication date
The system can indicate a date when a referenced work was published.
A.5.46 Reference publication place
The system can indicate the place where a referenced work was published.
A.5.47 Reference publisher
The system can record the organization or person responsible for the publication of a referenced work.
A.5.48 Reference title
The system can indicate the title of a referenced work.
A.5.49 Reference type
The system can record a term describing the nature of the reference.
A.5.50 Document location
The system can indicate where a referenced document is stored in an organization’s documentation system.
A.5.51 Catalogue number
The system can record an assigned number to an object in an exhibition catalogue.
*A.5.52 Whole or parts relationships
The 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.

A. 6 Object exit

The management and documentation of objects or object lots leaving the institution's premises

The number of criteria in this section of the full checklist is 15.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.6.1 Location information about accessioned objects
The system can maintain location information for accessioned objects or object lots leaving the institution's premises.
A.6.2 Maintain location information about unaccessioned objects
The system maintains location information for unaccessioned objects or object lots leaving the institution's premises.
*A.6.3 Responsibility
The system can record information about persons responsible for authorization of the dispatch of objects or object lots.
A.6.4 Transportation
The system can document details about transportation of objects or object lots.
*A.6.5 Exit reference number
The system creates a unique number for action of an object leaving the institution.
A.6.6 Delivery date
The system can record an anticipated date of delivery to their destination for objects that have left the institution.
*A.6.7 Exit date
The system can record the date an object has left the institution.
*A.6.8 Exit destination
The system can document the person or organization to whom the object is being sent.
*A.6.9 Exit reason
The system allows for the documentation of the reason why an object is leaving the institution.
A.6.10 Exit method
The system can record the method by which an object or group of objects leaves the organization.
*A.6.11 Expected return date
The system can document the date an object is expected to return to the institution.
A.6.12 Expected return method
The system can document transportation details for the return of the object.
*A.6.13 Exit authorizer
The system can indicate the person giving final approval for an object exit to take place.
*A.6.14 Exit authorization date
The system can record the date on which the exit authorizer gives final approval for a movement to proceed.
A.6.15 Exit note
The system allows additional information relating to the exit of an object which cannot be recorded elsewhere.

A. 7 Loans in (borrowing objects)

Managing 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

The number of criteria in this section of the full checklist is 17.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.7.1 Automatic loan number
For incoming loans, the system can automatically assign a unique loan number to objects or object lots within the loan. The unique number assigned to the loan of objects from outside the organization. The number should also refer to a file containing written documentation about the loan.
A.7.2 Loan in reference number
The system can create a unique number assigned to the loan of objects from outside the organization. The number should also refer to a file containing written documentation about the loan.
A.7.3 Establish periods
The system can designate fixed periods for incoming loans.
A.7.4 Special considerations
The system can document special considerations regarding borrowed objects or object lots (for example, maintain information about security requirements).
A.7.5 Loaned objects
The system can manage individual objects within an incoming loan (for example, one object from a group of loaned objects to be returned sooner than the rest).
A.7.6 Generate loan-in agreements
The system can generate incoming loan agreements to be signed by both borrower and lender before the loan commences.
*A.7.7 Loan in reason
The system can record the reason for the object to be loaned.
*A.7.8 Loan in begin date
The system can record the date on which the institution begins to borrow the objects.
*A.7.9 Loan in end date
The system can record the date on which the institution ends borrowing the objects.
*A.7.10 Lender
The system can record the organization or individual that is loaning the object.
A.7.11 Lender's authorizer
The system can record the name and contact information of the employee or individual associated with the lender who gives final permission for the loan to proceed.
A.7.12 Lender's authorization date
The system can record the date on which the lender authorizes the loan to proceed.
*A.7.13 Lender's contact
The system can record the contact information of the employee or individual managing the loan on behalf of the lender.
A.7.14 Lender's address
The system can record the address of the lender.
A.7.15 Loan manager
The system can record an employee or individual responsible for managing the loan on behalf of the institution or organization.
A.7.16 Loan in status
The system can provide status updates where in the process a loan is currently at.
A.7.17 Loan in status date
The system can track the dates for when a loan changes status.

A. 8 Loans out (lending objects)

Managing 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

The number of criteria in this section of the full checklist is 30.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*A.8.1 Automatic loan number
For outgoing loans, the system can automatically assign a unique loan number to objects or object lots within the loan.
A.8.2 Establish periods
The system can designate fixed periods for outgoing loans.
A.8.3 Special considerations
The system can document special considerations regarding loaned objects or object lots (for example, maintain information about security requirements).
*A.8.4 History
The system can document the history of outgoing loans for each object or object lot within the loan.
*A.8.5 Loaned objects
The system can manage individual objects within an outgoing loan (for example, one object from group of loaned objects to be returned sooner than the rest).
A.8.6 Generate loan-out agreements
The system can generate outgoing loan agreements to be signed by both borrower and lender before the loan commences.
*A.8.7 Record of loans
For 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.
A.8.8 Payments
For outgoing loans, the system can record and calculate payments by the borrowers.
A.8.9 Overdue loans
For outgoing loans, the system can track any objects or object lots within an outgoing loan that are overdue.
*A.8.10 Loan out reason
The system can indicate the reason why a loan out (lending) event is taking place.
A.8.11 Loan out note
The system can record general information about a loan out.
*A.8.12 Loan out authorizer
The system can record the name and contact information of the employee or individual who gives final permission for the outgoing loan to proceed.
*A.8.13 Loan out authorization date
The system can record the date on which the loan out authorizer gives final approval for a loan to proceed.
*A.8.14 Borrower
The system can record the individual or organization that has borrowed an object or objects on an outgoing loan.
A.8.15 Borrower's status
The system can indicate the status of the person or organization borrowing the objects.
*A.8.16 Borrower's contact
The system can record the contact information of the employee or individual managing the loan on behalf of the borrower.
A.8.17 Loaned object status
The system can provide status updates on where in the process an outgoing loan is currently.
A.8.18 Loaned object status date
The system can track the dates for when an outgoing loan changes status.
*A.8.19 Loan out begin date
The system can record the date on which you begin to lend the objects.
*A.8.20 Loan out end date
The system can record date on which you end lending the objects.
A.8.21 Special conditions of loan
The system can record a statement of conditions on the loan of an object from an organization in addition to those normally laid down.
A.8.22 Logistics of loans
The system allows the handling and insuring of objects loaned or borrowed.
A.8.23 Insurance activities
For incoming and outgoing loans, the system can record insurance activities such as requirements, insurer, appraisers, valuation, etc.
*A.8.24 Shipping activities
For incoming and outgoing loans, the system can record shipping activities such as schedules and references to files.
*A.8.25 Shipping resources
The system can generate documents for shipping (for example, shipping manifest, labels).
A.8.26 Link objects to cases
For incoming and outgoing loans, the system can link objects to packing cases.
A.8.27 Location tracking
For incoming and outgoing loans, the system can track the location of objects or object lots while on loan.
A.8.28 Packing cases
For incoming and outgoing loans, the system can track the location of packing cases.
A.8.29 Packing list
For incoming and outgoing loans, the system can generate packing lists.
A.8.30 Associated costs
The system can record and calculate costs associated with incoming and outgoing loans.

B. Other collections management criteria
(non primary Spectrum procedures)

B.1 Condition checking and technical assessment

The object aspects of a condition or technical assessment

The number of criteria in this section of the full checklist is 16.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.1.1 Condition checking and technical assessment
The object aspects of a condition or technical assessment.
B.1.2 Completeness
The system allows a single term describing the completeness of an object.
B.1.3 Completeness date
The system can record the date on which the completeness of an object was recorded.
B.1.4 Completeness note
The system can indicate additional information about the completeness of an object which has not been recorded elsewhere using controlled terminology.
*B.1.5 Condition
The system allows a single term describing the condition of an object.
*B.1.6 Condition date
The system can record date on which the condition of an object was recorded.
*B.1.7 Condition note
The system can record a brief description of the condition of an object.
B.1.8 Conservation treatment priority
The system can record a term describing an object’s need for conservation treatment.
*B.1.9 Environmental condition note
The system allows a record of the environmental conditions in which an object is kept.
*B.1.10 Environmental condition note date
The system can record the date on which an environmental condition note applies.
B.1.11 Next condition check/assessment date
The system can indicate the date on which the next condition check or technical assessment is due.
B.1.12 Technical assessment
The system allows detailed assessment of the condition of an object and the required treatment.
B.1.13 Technical assessment date
The system can record the date on which a technical assessment of an object was recorded.
B.1.14 Hazard
The system can record the details of potential hazards to people or other objects that the handling and storing of an object can present.
B.1.15 Hazard date
The system can indicate the date on which a hazard was identified.
B.1.16 Hazards note
The system allows details of potential hazards to people or other objects that the handling and storing of an object can present which are not recorded using controlled terminology in Hazard.

B.2 Collections care and conservation

The documentation and management of information about the conservation of objects from a curatorial and collections management perspective

B.2.1 Conservation

The number of criteria in this section of the full checklist is 17.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

B.2.1.1 Request for conservation
The system can record request or recommendations about conservation work for an object, object part, or object lot.
B.2.1.2 Examinations
The system can record the process and results of conservation examinations and any supporting documentation held by the institution, such as archival materials or contracts.
*B.2.1.3 Preventive measures
The system can record any preventative measures that are taken and any supporting documentation held by the institution, such as archival materials or contracts.
*B.2.1.4 Treatments
The system can record any remedial treatment and any supporting documentation held by the institution, such as archival materials or contracts.
*B.2.1.5 Conservation history
The system can document the history of the conditions and treatments of an object.
B.2.1.6 Notification of treatment call-backs
The system can send an email or other notification triggered by an event in the conservation workflow (for example, 5 years after an object is repaired or examined).
B.2.1.7 Access to information by unique local number
The conservation information is accessible via the object's unique local number (Borden number, accession number, etc.).
B.2.1.8 Conservation reference number
The system can generate a unique number for each conservation action.
B.2.1.9 Conservation authorizer
The system records the name and contact information of the employee or individual who authorized a conservation action.
B.2.1.10 Conservation authorization date
The system can record the date on which a conservation action was authorized.
B.2.1.11 Conservation method
The system can indicate the method used in the conservation of an object.
*B.2.1.12 Conservator
The system can record the individual who performs a conservation treatment.
B.2.1.13 Treatment begin date
The system can record the date at which the treatment of an object, or group of objects began.
B.2.1.14 Treatment end date
The system can record the date at which the treatment of an object, or group of objects ended.
*B.2.1.15 Treatment report
The system allows for a detailed description of the conservation treatment undergone by an object.
B.2.1.16 Conservation project management
The system has conservation project management capabilities such as assigning conservation related tasks, tracking of environmental readings, etc.
B.2.1.17 Integrated pest management
The system can record information regarding the institution's integrated pest management system (for example, types of traps, locations, schedules).

B.2.2 Risk management

The 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

The number of criteria in this section of the full checklist is 4.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.2.2.1 Information on threats
The system can document information relating to potential threats to an institution’s collections.
*B.2.2.2 Preventive measures
The system can document information on preventive measures.
*B.2.2.3 Contacts and procedures
The system can maintain files of individuals and organizations to approach, and procedures to be followed in the event of a disaster.
B.2.2.4 Accountability
The system can enable accountability for any object or object lot during and after a disaster (for example, generate lists of objects by location, condition, or institution's liability).

B.3 Valuation

The number of criteria in this section of the full checklist is 4.

B.3.1 Valuation reference number
The system can generate a unique number for each appraisal action.
B.3.2 Valuation authorizer
The system can record the name of the employee or individual who authorized a valuation action.
B.3.3 Valuation authorization date
The system records the date on which a valuation action is authorized.
B.3.4 Valuation information confidentiality
The system can help to ensure that valuation information is treated in confidence and not released to anyone without the appropriate authority (for example, only authorized users can access the valuation information).

B.4 Insurance and indemnity

The 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.

The number of criteria in this section of the full checklist is 34.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.4.1 Object number
The system can display the reference numbers (accession, loan, in take, etc.) of the objects being covered
*B.4.2 Brief description
The system allows a text description of an object in approximately one sentence; normally used for administrative and identification purposes. It records the most important information from a number of separate descriptive units of information.
*B.4.3 Loan in reference number
The system allows a unique number to be assigned to the loan of objects from outside the organization. The number should also refer to a file containing written documentation about the loan.
*B.4.4 Appraisal
The system can document information about appraisals.
*B.4.5 Appraiser
The system can document information on people who perform appraisals.
B.4.6 Value history
The system can document information relating to the history of valuation placed on individual objects, object lots or other groupings of objects.
B.4.7 Insurance reference number
The system can generate a unique number for each insurance policy.
*B.4.8 Insurer
The system can record the company or organization that provides an insurance policy.
B.4.9 Insurance note
The system can provide an uncontrolled field for notes about insurance taken out on an object.
*B.4.10 Insurance amount
The system can record the amount of insurance cover that is provided in an insurance event.
B.4.11 Insurance amount currency
The system allows the use of institution specific currency
B.4.12 Insurance authorizer
The system can record the person giving final approval for an insurance event to take place.
B.4.13 Insurance authorization date
The system can indicate the date on which the insurance authorizer gives final approval for an insurance event to proceed.
*B.4.14 Insurance begin date
The system can record the date when an insurance policy begins to be active.
*B.4.15 Insurance end date
The system can record the date when an insurance policy stops being active.
B.4.16 Insurance note
The system allows the other information about an insurance event not recorded elsewhere.
*B.4.17 Insurance renewal date
The system can record the date when an insurance policy is due for renewal.
*B.4.18 Insurance policy number
The system can indicate the number of the insurance policy as assigned by the insurer.
B.4.19 Objects appropriately insured
The system can check that all the objects in an institution's care are appropriately insured (for example, report on insurance values, policy numbers, and policy expiry dates).
B.4.20 Insurance claim
The system can document all decisions and actions in the institution's response to insurance claim(s) including cross reference to paper files.
B.4.21 Notification of renewal
The system can provide notification when insurance policies need to be reviewed and renewed (for example, a reminder that the user has to do something or generate a report).
B.4.22 Indemnity reference number
The system can generate a unique number for each indemnity or indemnity agreement.
B.4.23 Indemnifier
The system can record the company or organization that provides indemnification of objects.
B.4.24 Indemnity authorizer
The system can record the name of the employee or individual who authorized an indemnity event.
B.4.25 Indemnity authorization date
The system records the date on which an indemnity event is approved.
B.4.26 Indemnity request date
The system records the date on which an indemnity request is made.
B.4.27 Indemnity confirmation date
The system can record the date on which confirmation of indemnity cover is received from the indemnifying body.
B.4.28 Indemnity note
The system can provide an uncontrolled field for notes about indemnity cover for an object.
B.4.29 Indemnity begin date
The system can record the date on which indemnity cover begins.
B.4.30 Indemnity end date
The system can record the date on which indemnity cover ends.
B.4.31 Indemnity request date
The system can record the date on which indemnity cover is requested.
B.4.32 Indemnity renewal date
The system records the date when an indemnity arrangement is due for renewal.
B.433 Indemnity confirmation date
The system records the date confirmation of indemnity cover is received from the indemnifying body.
B.4.34 Object minimum liability sum
The system allows for recording the sum for which the indemnified organization is responsible.

B. 5 Damage and Loss

The management and documentation of damage to, or loss of objects in your care

The number of criteria in this section of the full checklist is 7.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.5.1 Object number
The system can display the object number of objects owned by the institution.
*B.5.2 Entry number
The system can indicate an entry number for loans and any other objects that do not belong to you (for example, enquiries).
*B.5.3 Damage/loss date
The system can record the date when an object was first established as damaged or missing.
*B.5.4 Damage/loss method
The system can indicate the method by which an object or group of objects was damaged or lost to the collections
*B.5.5 Damage/loss note
The system allows for additional information about the damage or loss of an object.
B.5.6 Damage/loss reference number
The system can record a reference number for the damage event.
*B.5.7 Damage/loss reporter
The system can record the person reporting the damage to, or loss of, an object.

B. 6 Deaccessioning and disposal

The management of object disposals (transfer, sale, exchange, or destruction) and deaccessions (documentation of the disposal)

The number of criteria in this section of the full checklist is 18.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

B.6.1 Transfer of title
The system can record the transfer of title to any receiving institution.
B.6.2 Approval
The system can ensure that deaccessioning does not occur without approval being recorded.
B.6.3 Legal title
The system can ensure that the institution has legal title to the object or object lot before commencing with deaccession or disposal (for example, will not allow user to fill in deaccession or disposal fields unless the institution has demonstrated legal title).
B.6.4 Audit trail
The system can keep an audit trail on objects or object lots that have been disposed of.
*B.6.5 Reason for disposal
The system can document the reason for disposal.
B.6.6 Disposal reference number
The system can generate a unique number for a particular disposal action or event.
*B.6.7 Disposal method
The system can record the method by which an object is disposed of for example, sold, destroyed.
*B.6.8 Deaccession date
The system can record the date on which an object is deaccessioned.
*B.6.9 Disposal date
The system can record the date on which an object is disposed of.
B.6.10 Disposal recipient
The system can record the people, person or organization receiving an object to be disposed of by way of transfer, gift or sale.
B.6.11 New object number
The system allows for entry of a new accession number given to a disposed object by the institution that it was transferred to.
*B.6.12 Disposal note
The system allows for an uncontrolled field to record any other information related to a disposal.
B.6.13 Disposal price
The system can record the amount of money an object sold for when disposed of.
B.6.14 Disposal conditions
The system can record any conditions on the disposal of an object for example, that it must be disposed of within the country.
B.6.15 Disposal proviso
The system can indicate restrictions applying to all the objects to be disposed of.
B.6.16 Disposal proposed recipient
The system can record the people, person or organization receiving an object to be disposed of by way of transfer, gift or sale.
B.6.17 Disposal authorizer
The system can indicate the person giving final approval for a disposal to take place.
B.6.18 Disposal authorization date
The system can record the date on which the disposal authorizer gives final approval for a disposal to proceed.

B.7 Rights management

The documentation and management of information about the reproduction of objects, including the preparation of images, casts, and models

The number of criteria in this section of the full checklist is 18.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

B.7.1 Rights management
The system integrates a variety of rights management schemes (Canadian copyright, Creative Commons, other jurisdictions) into its workflow.
*B.7.2 Record copyright ownership
The system can document ownership of copyright of an object.
B.7.3 Use Restrictions
The system allows for a variety of use restrictions.
*B.7.4 Ownership of copyright of reproductions
The system can document the ownership of copyright of any reproduction.
B.7.5 Document information about reproductions
The system can document information about reproductions of objects, including images, casts and models.
B.7.6 Access to reproductions by unique local number
The system allows reproductions to be accessed via the unique local number (for example, if any type of reproduction exists can it be documented) and searched via the unique number (accession number, reproduction number, Borden number).
*B.7.7 Copyright
The system can record the copyright information for both the master digital image and its surrogates.
B.7.8 Right reference number
The system can record a unique number identifying a right.
*B.7.9 Right type
The system can identify a specific type of right being recorded in relation to an object, reproduction, or text.
*B.7.10 Right holder
The system can record the holder of the right associated with an object, reproduction, or text.
B.7.11 Right holder's contact
The system can record the organization or person designated by the right holder to be responsible for dealing with rights on their behalf.
*B.7.12 Right begin date
The system can record the first date on which a right is current.
*B.7.13 Right end date
The system can record the last date on which a right is current.
B.7.14 Right note
The system allows any details of the right not covered elsewhere.
*B.7.15 Photos/images related to collections management processes
The system can link images to specific collections management events (for example, photographs taken before and after a specific treatment to the conservation process).
B.7.16 Print images
The system can print any image.
B.7.17 Print image/text and copyright
The system allows the notification of copyright to be provided upon printing of images/text.
*B.7.18 Export images
The system can export images in a number of formats. High resolution for publishing, lower resolution for PowerPoint, social media use, online use.

B.8 Reproduction

Use to record information about a reproduction. Reference the object(s) that are reproduced using their Object number unit in the Object identification information group. For the management of rights associated with reproductions see the Rights information, Rights in information, and Rights out information groups.

The number of criteria in this section of the full checklist is 12.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.8.1 Object number
The system can record the reference number of the object with the right.
*B.8.2 Reproduction number
The system allows for a unique identifier for the reproduction.
B.8.3 Current reproduction location
The system can record the current location of a reproduction.
*B.8.4 Reproduction date
The system can indicate the date on which a reproduction was created.
B.8.5 Reproduction description
The system allows a description of features which could uniquely identify a reproduction.
*B.8.6 Reproduction location
The system can document the location of a reproduction.
*B.8.7 Reproduction creator
The system can document the individual or organization that created a reproduction.
B.8.8 Reproduction format
The system can specify the format of a reproduction (for example, TIFF, JPG).
B.8.9 Reproduction status
The system can specify the status of a reproduction, especially amongst copies (for example, master, working copy).
B.8.10 Reproduction type
The system can specify the medium of reproduction (for example, digital image; plaster cast).
B.8.11 Reproduction reason
The system allows for documentation of the reason a reproduction was made.
B.8.12 Reproduction requestor
The system can record the name of the individual or organization who has requested a reproduction be made, if any.

B.9 Use of collections

The management and documentation of how collections, including images and other reproductions of them, are used.

B.9.1 Use of collections

The system allows the management and documentation of how collections, including images and other reproductions of them, are used

The number of criteria in this section of the full checklist is 15.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

B.9.1.1 Use reference number
The system can record a unique number assigned to the use of an object or group of objects. The number should also refer to a file containing all written documentation about the use.
B.9.1.2 Use request note
The system allows additional information about request for use.
B.9.1.3 Use type
The system can record a term describing the nature of the use event.
B.9.1.4 Use authorizer
The system can indicate the person giving final approval for a use to take place.
B.9.1.5 Use authorization date
The system can record the date on which the use authorizer gives final approval for a use to proceed.
*B.9.1.6 Use title
The system can record the name of a use event (for example, exhibition title).
*B.9.1.7 Use begin date
The system can indicate the date on which a use began.
*B.9.1.8 Use end date
The system can indicate the date on which a use began.
B.9.1.9 User
The system can record the person or organization researching, using, selecting or viewing an object or group of objects.
B.9.1.10 User’s contact
The system allows details of a person designated by the user to be responsible for dealing with the use on their behalf.
B.9.1.11 Use organizer
The system can indicate the person or organization organizing a use event (for example, exhibition, display, and demonstration).
B.9.1.12 Use venue
The system can indicate the place where a use takes place.
B.9.1.13 Use note
The system allows additional general use information.
B.9.1.14 Use provisos
The system can indicate the restrictions applying to the research or use of an object.
B.9.1.15 Use result
The system can record information about the outcome of the use.

B.9.2 Object user’s contribution information

The system can record information about an object contributed by a user of an object. See Use of collections information group for the procedure. Link to the relevant Use of collections information using the Use reference number.

The number of criteria in this section of the full checklist is 5.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.9.2.1 User's reference
The system allows the documentation of any additional reference to the object provided by a user for example, an event, object, document, person or organization.
*B.9.2.2 User’s role
The system can record the role of a user in relation to the object.
B.9.2.3 User’s personal experience
The system allows a description of how and why a particular object or type of object is of particular importance to a user.
B.9.2.4 User’s personal response
The system allows a description of the way in which a user responded intuitively to the object.
B.9.2.5 User’s contribution note
The system can record any observations or comments on a user’s contributions which the organization wishes to record, for example, the way in which the information was obtained or any discrepancies noted.

B.10 Collections review

Use to record an audit event. Reference the object(s) involved using their Object number unit in the Object identification information group.

The number of criteria in this section of the full checklist is 16.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*B.10.1 Collections review criterion
The system can indicate the criterion of a collections review that is being recorded.
*B.10.2 Collections review result
The system can record the result of a collections review for an object or group of objects for a collections review criterion.
B.10.3 Collections review result date
The system can indicate the date on which a collections review result was given to an object or group of objects.
B.10.4 Collections review action
The system can indicate an action to be taken to an object or group of objects as a result of a collections review.
B.10.5 Collections review reference number
The system can record a unique number assigned to the record of a collections review.
B.10.6 Collections review authorizer
The system can indicate the person giving final approval for a collections review to take place.
B.10.7 Collections review authorization date
The system can record the date on which the collections review authorizer gives final approval for a collections review to proceed.
B.10.8 Collections review title
The system can record the name given to a collections review.
*B.10.9 Collections review reason
The system can indicate the reason a collections review takes place.
B.10.10 Collections review method
The system can record the way in which the collections review is carried out.
B.10.11 Collections review manager
The system can indicate the person or organization responsible for carrying out the collections review.
B.10.12 Collections review note
The system allows for information about a collections review not recorded elsewhere.
B.10.13 Collections review status
The system can indicate the status of the process of carrying out a collections review.
B.10.14 Collections review status date
The system can record the date on which a Collections review status was recorded.
*B.10.15 Collections review begin date
The system can record the date on which a collections review begins.
*B.10.16 Collections review end date
The system can record the date on which a collections review ends.

B.11 Audit

The process to ensure that the object records match the physical reality of your collections (for example, location, accession number)

The number of criteria in this section of the full checklist is 13.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

B.11.1 Audit reference number
The system can record a unique identifying number for the audit of an object or group of objects. It should serve as the reference to written documentation of an audit.
*B.11.2 Audit method
The system can indicate the method used to audit an object or group of objects.
B.11.3 Audit authorizer
The system can record the person giving final approval for an audit to take place.
B.11.4 Audit authorization date
The system can indicate the date on which the audit authorizer gives final approval for an acquisition to proceed.
*B.11.5 Auditor
The system records the person or organization carrying out an audit. The auditor is individually accountable for the object audit result.
B.11.6 Object number
The system displays the object number for objects belonging to you.
B.11.7 Entry number
The system displays the entry number for objects belonging to others.
B.11.8 Object audit category
The system allows a code indicating the priority of an object for auditing purposes.
B.11.9 Audit type
The system can indicate the type of audit carried out on an object, group of objects, or information.
*B.11.10 Object audit date
The system can record the date an object was last checked in its location.
B.11.11 Object audit information unit
The system can record the unit of information within an object record that was audited.
B.11.12 Object audit note
The system allows additional information about the result or circumstances of the audit of an object.
*B.11.13 Object audit result
The system can record the result of an audit of an object.

C. Extended functionality criteria

C.1 Exhibition management

The management and documentation of temporary exhibitions and permanent displays from the curatorial and collections management perspective

The number of criteria in this section of the full checklist is 8.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*C.1.1 Exhibitions & displays process
The system supports the management and documentation of both analog and digital exhibitions.
C.1.2 Analog and digital exhibitions
The system allows analog and digital exhibits to be coordinated or managed separately.
C.1.3 Object reservation
The system can place notices of reserves of objects or object lots for special events.
C.1.4 Document research
The system can document research for an exhibition or display.
C.1.5 Exhibition tracking
The system can document information about an exhibition's itinerary.
C.1.6 Object exhibition history
The system can document the history of exhibition activities.
*C.1.7 Exhibition history of objects
The system can document the exhibition history of specific objects.
*C.1.8 Online exhibit management
The system can create accessible web pages for online/digital exhibits.

C.2 Discipline features

Data fields and tasks related to specialized collections, topics or disciplines relevant to collections

The number of criteria in this section of the full checklist is 2.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*C.2.1 Discipline
The system has built-in modules or functions specific to discipline (for example, separate module for ethnology, history or fine arts).
*C.2.2 Specify modules
The supplier can provide a list of the disciplinary modules handled by the system.

C.3 Public access features

The number of criteria in this section of the full checklist is 22.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

C.3.1 Search suggestions
The system can provide related objects of interest to users.
*C.3.2 Internet public access
The system can provide public access via internet.
*C.3.3 Subset access
Public users can define subsets at a level controlled by the institution.
C.3.4 Welcome display
The system allows the display of a user-defined introductory/welcome screen.
C.3.5 Crowd sourcing support
The system supports integration of crowd-sourced comments, tags and other documentation.
*C.3.6 Application Programming Interface (API)
An API provides access to a third party product to access and work with system data
*C.3.7 Online capacity
As well as online search, the system provides creation of tours and/or virtual exhibits or other displays.
C.3.8 Sharing
The system allows sharing of items (for example, Send a link or search result).
C.3.9 Mobile
The public access system supports use on mobile.
*C.3.10 Image display
The system supports International Image Interoperability Framework (IIIF) in its public access interface.
*C.3.11 Alternate language
The system allows the selection of an alternate language by the public.
C.3.12 Restart
The system can provide a continuously displayed option to restart a session.
C.3.13 Multiple databases
The system allows the public to select the database of choice (for example, if an institution has many departments, can the public select only one or two?).
C.3.14 View selected fields
The system allows viewing only selected fields.
*C.3.15 Search refinement
The system allows the public to refine searches, both by including other search criteria and amending existing ones.
C.3.16 Save searches
The public can create accounts to save searches and results.
C.3.17 Collect information from public
The system can collect information from the public.
*C.3.18 Print results
The system allows the public to print the results from searches.
C.3.19 Print control
The system allows the institution to control the format, content and the number of records to print.
C.3.20 Print pricing
The system allows a charge to be applied to printed outputs.
C.3.21 Printing of images
The system allows images to be printed by the public over the web.
C.3.22 Visitor statistics
The system can run statistics on visitors, hits, etc.

D. Other information management functions

D.1 Metadata administration

The way in which metadata is stored, tracked and recognized

The number of criteria in this section of the full checklist is 6.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*D.1.1 Metadata standards
The system can follow any particular standard for recording metadata about multimedia files. List the standards (for example, National Information Standards Organization (NISO) standard, MPEG-7, Digital Imaging group (DIG35), International Press Telecommunications Council (IPTC).
*D.1.2 Metadata import/export
The system allows metadata about multimedia files to be imported/exported (for example, Exchangeable Image File Format (EXIF)).
*D.1.3 Metadata search
The metadata about multimedia files can be searched (for example, the user wants to find all the images created with a Canon scanner) in the system.
D.1.4 Recognition of metadata
The system can recognize existing metadata produced by digital equipment (for example, recognize and automatically read in metadata produced by a digital camera).
D.1.5 Language of metadata
The system flags the language of the metadata.
D.1.6 Display of metadata
The system allows users to view metadata for specified data fields, such as classification fields, and files, such as image files.

D.2 Multimedia files

The support and handling of metadata for multimedia files

The number of criteria in this section of the full checklist is 29.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*D.2.1 Indexing
The system's multimedia files are indexed.
*D.2.2 Sound files
The system supports sound files using standards supported by the institution.
*D.2.3 Associated sound files
The system can associate (link) sound files to an object.
*D.2.4 Image files
The system supports various common image file formats, such as *,jpg, *.gif and *.tiff, as well as specific image file formats required by the institution.
*D.2.5 Associated image files
The system can associate image files to an object and the image files can be viewed within the system.
D.2.6 Streaming data files
The system can accept and deliver streaming data.
D.2.7 Associated streaming data files
The system can associate link streaming data files to an object.
D.2.8 Animation files
The system supports Flash and non-Flash content.
D.2.9 Associated animation files
The system can associate (link) animation files to an object.
*D.2.10 3-D images
The system supports 3-D imaging. (*.mov, (movie) *.dwg (DraWinG)).
D.2.11 Associated 3-D files
The system can associate (link) 3-D files to an object or object lot.
D.2.12 Other files
The system allows other multimedia formats to be supported, including any file format currently in use by the institution. [Note: Formats to be listed by the institution.]
*D.2.13 View both images and text
The system allows images and text to be viewed together on the same screen.
D.2.14 Automatic production of multiple image resolutions
The system can automatically produce images into multiple resolutions for display within the system, for reports generated by the system or for export.
D.2.15 Options for display of images
The system allows users to have access to non-destructive editing features, such as dynamic rotate or resizing, that only change the way the image is displayed.
D.2.16 Image text descriptions
The system allows for verbal descriptions and ALT tags.
*D.2.17 Image captions
The system can record a caption that is to be displayed with the image.
D.2.18 Images per object
The system can associate multiple images with an object.
D.2.19 Maximum images
The supplier can provide the institution with information about the maximum number of images that can be associated with an object.
D.2.20 Tiling of images
The system can tile multiple images on the screen.
*D.2.21 Images stored in CMS
The database is capable of storing derivative image files.
D.2.22 Convert images
The system allows images to be converted to multiple image file formats and resolutions.
D.2.23 Reference to original images
The system can document information about the original image (for example, image reference number, classification, storage location).
D.2.24 Retrieval by image characteristic
The system can enable image retrieval by image characteristic (for example, find images of objects that are a certain colour (blue), shape (round) or layout (portrait/landscape)).
D.2.25 Search object and image info
The system can search object information and image information at the same time (for example, search for the name of a photographer in both object record and image record).
D.2.26 Image editing
The system can provide functionality for editing digital images (for example, colour correct, rotate, resize, resample).
D.2.27 Management of digital files
The system can rename, move, copy digital object files (WAV (waveform audio file), AVI (audio video interleave), JPG, etc.).
D.2.28 Multimedia plug-ins
The system can use plug-ins required by the institution.
*D.2.29 Export images
The system can export images in a number of formats. High resolution for publishing, lower resolution for PowerPoint, social media use, online use.

D.3 Data field structure

The way in which data fields are defined

The number of criteria in this section of the full checklist is 4.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

D.3.1 Date
The system's date format can be defined by the institution (yyyymmdd etc.).
D.3.2 Money
The system can record money ($99999.99) with the number of characters (for example, 12) required by the institution.
*D.3.3 Variable-length fields
All fields can be stored as variable length fields in the system.
*D.3.4 Fixed length fields
A field can be defined as fixed length when needed in the system.

D.4 Data validation

The number of criteria in this section of the full checklist is 11.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*D.4.1 Numeric
Numeric values can be validated (for example, integer only for a specific field such as number of items in a lot) in the system.
*D.4.2 Real
The system can validate real values (for example, decimal numbers).
*D.4.3 Alphabetic
Alphabetic values can be validated in the system.
*D.4.4 Upper/lower case
The system can validate that values are the correct mix of upper or lower case (for example, Borden number = AaAa).
*D.4.5 Date
The system allows the validation of data values.
D.4.6 Data entry tools
The system supports data entry tools to facilitate validation (for example, date pickers).
D.4.7 Time
The system can validate time data type (for example, hh:mm:ss).
D.4.8 Fixed-length
The system can validate fixed length values (for example, enter data which exceeds the field length, update, retrieve and display).
D.4.9 Minimum/maximum value
The system can validate minimum/maximum values (for example, minimum value is 1 and/or maximum value is 10).
D.4.10 Pattern matching
Values can be matched against a pre-defined pattern (for example, Canadian postal codes, US zip codes) in the system.
D.4.11 Input masks and smart data validation
The system supports input masks and/or smart data validation.

D.5 Data update

The manner in which the system keeps data current

The number of criteria in this section of the full checklist is 5.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*D.5.1 Real-time updates
Updates are processed as soon as they are made in the system.
*D.5.2 Batch updates
Updates can be grouped and processed in a designated sequence (for example, several changes made to different records and processed in a batch) in the system.
*D.5.3 Global updates
Updates can be processed against all records (for example, one change made to all records) in the system.
D.5.4 Validation batch updates
Validation can be applied to batch updates in the system.
D.5.5 Validation global updates
Validation can be applied to global updates in the system.

D.6 Indexing of fields

The process of data indexing tasks performed by the system

The number of criteria in this section of the full checklist is 3.

D.6.1 Multiple fields to one index
The system can allow one index to be used to search on many fields (for example, the index name could be location and under the index named location would be all the location fields like room, cabinet, drawer).
D.6.2 Concatenation of fields and character string
The system allows the field and a character string to be concatenated to create a single entry in the index.
D.6.3 Updates indices automatically
The system has indices that are updated automatically and immediately whenever a change (addition, update, deletion) in an indexed field occurs.

D.7 Vocabulary control

D.7.1 Authority control

For 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.

The number of criteria in this section of the full checklist is 13.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

D.7.1.1 Authority control with software
Authority control is available within the software.
*D.7.1.2 Update authority lists procedure
The system can provide a separate procedure to update an authority list.
*D.7.1.3 Develop authority lists
Authority lists can be developed within the software.
D.7.1.4 Fields with authority control
The system allows the user to choose the fields for authority control.
*D.7.1.5 Integrate pre-built authority lists
External pre-built authority lists can be integrated into the software at any time.
D.7.1.6 Authority lists for entry and validation
The system has authority lists that can be used to assist in the entry and validation of data (for example, user can select from the authority list during data entry).
*D.7.1.7 Authority lists included in the system
The supplier can provide a list of authority lists that are included in the system.
D.7.1.8 Authority lists for search
The system has authority lists that can be used to assist in the formulation of search criteria (for example, user can select from the authority list to help select terms to enter as search criteria).
D.7.1.9 Update authority lists in entry mode
The system can add terms to authority lists and update these lists without leaving the data entry mode.
D.7.1.10 Authorization to alter authority lists
The 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.
D.7.1.11 Print authority lists
The system allows all authority lists to be printed.
D.7.1.12 Several authority lists used within one field
The system can handle several different authority lists used within a single field (for example, Object Name field has separate term list for Textile department, Ethnology department).
*D.7.1.13 Deletion/change of terms - implications for records
The system can handle the change or deletion of an authority term if the term is currently used in the records.

D.7.2 Thesaural control

For the purposes of this document, "thesaurus" is taken to mean a list of terms showing hierarchical, synonymous, and other relationships.

The number of criteria in this section of the full checklist is 26.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*D.7.2.1 Thesaural control with software
Thesaural control is available within the software.
D.7.2.2 Update thesaurus files procedure
The system provides a procedure to update a thesaurus file.
*D.7.2.3 Developed thesauri
Thesauri can be developed within the software.
*D.7.2.4 Fields with thesaural control
The user can choose the fields for thesaural control.
*D.7.2.5 Integrate pre-built thesaural files
External pre-built thesauri (for example, 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.
D.7.2.6 Thesauri for entry and validation
The thesauri can be used to assist in the entry and validation of data in the system (for example, user can browse and select from the thesaurus during data entry).
D.7.2.7 List pre-built thesauri files
The supplier can list the pre-built thesauri files that are included in the system.
D.7.2.8 Thesauri integration
The system can incorporate linked data authorities such as the Getty vocabularies
D.7.2.9 Thesauri for search
The system allows thesauri to be used to assist in the formulation of search criteria (for example, user can browse and select from the thesaurus to help select terms to enter as search criteria).
D.7.2.10 Thesauri for term expansion during retrieval
The system allows Thesauri to be used during the retrieval process to expand a users’ search to include synonyms and narrower terms (for example, if a user searches for “Painting”, the system invokes the thesaurus to include narrower terms like “Watercolour”).
D.7.2.11 Equivalent term retrieval
Misspellings or alternate spellings will yield relevant search results (for example, 'Watercolour' and 'Watercolor')
D.7.2.12 Update thesaurus files in entry mode
The system supports terms that can be added or updated for the thesaurus files without leaving the data entry mode.
D.7.2.13 Authorization to alter thesaurus
The system can provide a control over who can add, change, and delete terms in a thesaurus file.
D.7.2.14 Homonyms within thesaurus
The system can handle homonyms within the thesaurus and prompt users towards options (for example, "drum" as a percussion instrument or as a container).
D.7.2.15 Thesaurus viewed hierarchically
The terms in the thesaurus can be viewed and browsed hierarchically in the system.
D.7.2.16 Unauthorized term
The system can create and use an unauthorized term which can then be marked for review at a later date.
D.7.2.17 Print thesauri files
All thesaurus files can be printed.
D.7.2.18 Display all thesaurus information
The system can display all information associated with a thesaurus term (for example, relationships, definition, scope notes, etc.).
*D.7.2.19 Several thesauri used within one field
The system allows for more than one thesauri to be linked in a single field (for example, Object Name field has separate thesauri for Textile department, Ethnology department, etc.).
D.7.2.20 Monolingual and multilingual thesaurus, ISO (International Standards Organization) standard
The system can support ISO 25964-1:2011 - Information and documentation -- Thesauri and interoperability with other vocabularies -- Part 1: Thesauri for information retrieval.
*D.7.2.21 Development of multilingual thesauri
Multilingual thesauri can be developed within the software.
D.7.2.22 Development of monolingual thesauri
Monolingual thesauri can be developed within the software.
D.7.2.23 Change of terms - implications for records
The system can handle the change of a thesaurus term if the term is currently used in the records.
D.7.2.24 Change of terms - implications for narrower terms
The system can handle the change of a thesaurus term which has narrower terms linked to it.
D.7.2.25 Deletion of terms - implications for records
The system can handle the deletion of a thesaurus term if the term is currently used in the records.
*D.7.2.26 Prevent deletion of terms which have narrower terms
The system will prevent the user from deleting a thesaurus term which has narrower terms linked to it.

E. User interface

E.1 Help features

The number of criteria in this section of the full checklist is 9.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*E.1.1 Default data entry/update screen(s)
The system can provide default data entry and update screen(s).
E.1.2 Tutorial available
The system has an integrated tutorial.
E.1.3 On-line help
The system can provide on-line help.
E.1.4 Help on request
The system only offers help when requested.
E.1.5 Context-sensitive help
When the help function is invoked, the information displayed always relates to the process being executed in the system (for example, while in query invoke help).
*E.1.6 Help at the field level
The system has help available to describe the proper content of a field during data entry or retrieval.
E.1.7 Self-explanatory help
The system's on-line help is self-explanatory (must not consist only of codes that requires the operator to consult a manual).
E.1.8 User-defined help
The system allows users to add to or change the current help information.
E.1.9 User-built help file
The system allows users to build their own help files (for example, adding help for a field which currently does not have help).

E.2 Data entry

The number of criteria in this section of the full checklist is 22.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

E.2.1 Repeatable field
The system allows a field entry to be flagged as being repeatable for subsequent entries until the flag is removed.
*E.2.2 Repeatable multiple entries
The system allows multiple entries to be flagged as being repeatable for subsequent entries until the flag is removed. (batch/bulk update)
E.2.3 Record duplication
The system allows data duplication to be performed automatically at the record level.
E.2.4 Default values
The system allows any data field to be assigned a start-up default value that will be automatically entered for new entries (for example, department name).
*E.2.5 Mandatory fields
The system allows any number of fields to be flagged as mandatory.
E.2.6 Override mandatory fields
The system allows mandatory fields to be temporarily overridden.
E.2.7 Calculated fields
The system allows field entries to be calculated from other field entries or constants (for example, taxes are set at a fixed rate and calculated automatically).
E.2.8 Cut and paste
The system allows cut and paste operations (for example, cut a field and paste it to another field within the same document).
E.2.9 Fields copying
The system allows copying of fields selectively from one record to another (for example, copy two fields from an existing document into a new document).
E.2.10 Data formatting
The system can support text format standards (italic, bold, underline, etc.).
E.2.11 Macros
The system can record information inside macros to speed data entry (for example, create a new document, update, retrieve and display).
E.2.12 Hot-key
The system allows macros to be executed for data entry purposes by pressing special key combinations (for example, Ctrl + R will execute a macro to print the document that has been entered).
E.2.13 Search and replace within record
The system can offer a search and replace function within a single record during the data entry process (for example, identify a source name, search for the name within one record only, and replace with new text).
E.2.14 Search and replace between records
The system can offer a search and replace function between records during the data entry process (for example, identify a source name, search for the name across the database, and replace with new text).
*E.2.15 Import data from other sources for part/entire records
The system can draw date from required formats, such as MS Office, open source files, etc.
E.2.16 Field level controls
The 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.
E.2.17 Date pickers
The system includes a date picker.
*E.2.18 Spell checker
There is an on-line spell checker in the system.
E.2.19 Autocompletion
Frequently used terms will be offered as autocompletion in the system.
E.2.20 Language of spell checker
Users can choose the language of the spell checker in the system.
E.2.21 Add terms to spell checker
Users can add terms to the spell checker in the system.
E.2.22 Hyperlinks
The system supports the use of hyperlinks (for example, within record fields).

E.3 Date formats

The number of criteria in this section of the full checklist is 9.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*E.3.1 Date format
The system supports date formats required by the institution.
*E.3.2 Date entry
The system supports date pickers and pop-up calendars.
E.3.3 Date searching
The system can specify the date format for searching.
E.3.4 Date display
The system can specify the date format for display.
E.3.5 Date output
The system can specify the date format for output (for example, reports).
*E.3.6 Attribution dates
The system supports approximate dates (for example, prior to, later than, circa, ?, BC, AD).
E.3.7 Date conversion
The system can convert dates to a standard format (for example, 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).
*E.3.8 Unknown dates
The system allows unknown dates to be entered as such (for example, unknown).
E.3.9 Fuzzy dates
The system handles date spans like 'circa' and can calculate results based on spans.

E.4 User customization

The number of criteria in this section of the full checklist is 4.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*E.4.1 Data entry screen(s)
The system allows users to customize the layout of data entry screens.
*E.4.2 Data retrieval screen(s)
The system allows users to customize data retrieval screens (for example, on the data retrieval screen change a field label, retrieve and display a document).
E.4.3 Field tags (labels)
The system allows users to customize field tags (labels) on the data entry screen (for example, while in the data entry screen change a field label, display document).
E.4.4 Error messages
The system allows users to customize error messages (for example, generate an error message, change the wording in the error message, invoke new error message).

E.5 Multilingual

The number of criteria in this section of the full checklist is 6.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*E.5.1 Alternate language
The system can function in an alternate language.
E.5.2 Language selection at login time
The system allows an alternate language to be selected at login time.
E.5.3 Language selection on any screen
The system allows an alternate language to be selected from any screen.
E.5.4 English or French information
The system allows all information to be displayed in either language (for example, English or French).
E.5.5 English and French information
The system allows all information to be displayed in both languages (for example, English and French).
*E.5.6 UTF-8 (Unicode transformation format)
The system supports at least Unicode UTF-8 character-set standard.

E.6 Web integration

The number of criteria in this section of the full checklist is 10.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*E.6.1 Access via internet
The system can provide access through a web browser.
*E.6.2 Offline data entry
The system allows data collection offline and uploaded/imported later
*E.6.3 Consistent between platforms
The system can provide full functionality through a web browser.
*E.6.4 Cross-platform browser support
The system can operate in chrome, Firefox, Safari, Ede on PC and Mac.
E.6.5 Software as a service (SaaS)
The system can be provided as a cloud-based Software as a service.
E.6.6 Scalable hosted storage
The system can store large amounts of data, will be able to increase in response to repository growth.
E.6.7 Access via mobile/tablet
The system can be used on a mobile device.
E.6.8 Metrics
The system can provide metrics on the online use of the collections (object views, object sharing).
E.6.9 Up-to-date data management
The system offers a Java or web-based client for admin and data management.
E.6.10 Open access
The system supports data sharing and partnership initiatives with third-party platforms including content aggregators, nonprofit and for-profit companies.

E.7 Accessibility

The system supports tools for ensuring the user interface and content is accessible to people with disabilities.

The number of criteria in this section of the full checklist is 4.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

E.7.1 Alternative formats
The system supports alternate formats for accessibility.
*E.7.2 Input methods
The system offers a choice of input methods (keyboard, touchscreen, speech).
*E.7.3 Output methods
The system offers a choice of output methods (keyboard, touchscreen, speech)
*E.7.4 Web Content Accessibility Guidelines (WCAG) Compliance
The system is compliant with WCAG.

F. Query

F.1 General requirements

The number of criteria in this section of the full checklist is 7.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

F.1.1 Query using native language
A query can be executed using the query native language in the system.
*F.1.2 Formatted screens
The system can use formatted screens to execute a query.
*F.1.3 Query any field
A query can be run against any field in the system.
*F.1.4 Boolean AND
The system allows the boolean operator AND to be accepted.
*F.1.5 Boolean OR
The system allows the boolean operator OR to be accepted.
*F.1.6 Boolean NOT
The system allows the boolean operator NOT to be accepted.
F.1.7 Nesting expressions
The system can enter nested searching expressions in the command line or search box (for example, First Name=TOM AND ((Surname=SMITH) OR (Surname=BROWN)) to a level required by the institution.

F.2 Range searches

The number of criteria in this section of the full checklist is 5.

F.2.1 Search operators
The system allows range searches using the =,<,> operators are accepted (for example, find artists whose birth dates are greater than or equal to 1950).
F.2.2 Range searches on numeric fields
The system allows range searches on numeric values (for example, find all objects in the database that have a value between $5,000 - $10,000).
F.2.3 Range searches on date fields
The system allows range searches on date fields (for example, find all objects that were accessioned between May 12, 1999 and June 14, 2000).
F.2.4 Using attribution dates
In the system, date arithmetic can be performed on date fields with attributions (for example, there is data that is c1945. Find everything from 1920-1944 will be including a search of ‘c1945’).
F.2.5 Range searches on character fields
The system allows range searches on alphanumeric fields.

F.3 Wildcard searches

The number of criteria in this section of the full checklist is 4.

F.3.1 Right truncation wildcard
The use of wildcards at the end of a stem is always accepted (for example, book*).
F.3.2 Left truncation wildcard
The system allows the use of wildcards at the beginning of a stem (for example, *book).
F.3.3 Wildcard on any field
The system allows the use of wildcards on any field.
F.3.4 Character substitution
The system allows the use of wildcards for any character substitution (for example, "sm*th" finds both "smith" and "smyth").

F.4 Query results

The number of criteria in this section of the full checklist is 14.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*F.4.1 Save results
The system allows the results from a query to be saved for future use. (Not saving the query, but saving the results from the query).
*F.4.2 Export results
The system can export query results into excel documents.
F.4.3 View results in alternative format
The results of the query can be displayed and formatted in the data entry screen in the system.
F.4.4 Default format
The system has a default record display order.
F.4.5 Object display order
The system has a default field display order.
F.4.6 Define default field display order
The system allows the default field display order to be changed.
F.4.7 Field display
The system can select the fields to be displayed.
F.4.8 Forward, backward browsing
The system can browse forward and backward through individual records and/or groups of records.
F.4.9 Carry forward
When viewing a record that has many screens, the system can carry forward basic information which identifies the record (for example, unique key, accession/catalogue number, object lot).
F.4.10 Relative position
The system can indicate the relative position of the current screen within the record or set of records being displayed (for example, Screen N of N or Record N of N).
F.4.11 Access to related objects
The system can retrieve and display related objects based on their whole/part relationship (for example, retrieve a record with a whole/part relationship, display all related information).
F.4.12 Sort results
The system allows results from a query to be sorted by various fields (for example, perform a query, sort results on 3 different fields and display the documents).
F.4.13 Ascending
The system allows results from a query to be sorted by various fields in ascending order (for example, perform a query, sort the results in ascending order, and display the documents).
F.4.14 Descending
The system allows results from a query to be sorted by various fields in descending order (for example, perform a query, sort the results in descending order, display the documents).

F.5 Features

The number of criteria in this section of the full checklist is 19.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

F.5.1 Phonetic (sounds like) searching
The system offers phonetic (sounds like) searching (for example, hyda/haida).
F.5.2 Using natural language
The system allows queries to be created using natural language phrases (for example, would the system find the relevant records if a user typed in "find all the dolls that are currently on exhibit"?).
F.5.3 Adjacency or proximity searching
The system allows searches for words or expressions adjacent to or within a specific number of words of another word (for example, find all occurrences of the word "stained" when it is within two words of "glass").
F.5.4 Presence/absence searching
The system allows searches for the presence of a value or expression or for the absence of a value or expression (for example, search for the presence of a value, then search for the absence of a value).
F.5.5 Non-indexed fields
The system allows searches to be performed on non-indexed fields.
*F.5.6 Multiple field searches
The system allows a search to be performed on multiple indexed and not-indexed fields.
F.5.7 Query hitlist
The system can browse through lists of previous queries.
F.5.8 Number of hits
The system can inform the user of the number of hits (query results).
F.5.9 Display of query results
Upon receiving the number of hits in a search, the system can give the option to proceed with the display.
*F.5.10 Search refinement
The system can refine search results with new search criteria (for example, a search was done for Tom Thomson paintings; a new criteria is used to find the Emily Carr paintings in the same result set).
F.5.11 Narrow the search scope
The system allows the scope of a result set to be narrowed (for example, a search was done for works by Tom Thomson; a new criteria can be added to narrow the result to sketches only).
*F.5.12 Filter search
Search results can be filtered by facets in the system.
F.5.13 Search history
The system can provide a facility for displaying previous search results.
F.5.14 Review results in query mode
The system can view the results from a query without having to exit the query function.
F.5.15 Modify query
Once a query has been executed, it can be modified for re-execution in the system.
*F.5.16 Save query
A query can be saved for future use in the system.
*F.5.17 Print query results
Query results can be printed from the system.
F.5.18 Simple (Google style) search
The system has a simple Google-type search interface available to the public.
F.5.19 SQL (Structured Query Language) compatibility
The system supports SQL standard for data queries.

G. Reports

G.1 Pre-defined reports

Ways in which users can define the outputs of system-created reports

The number of criteria in this section of the full checklist is 12.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

G.1.1 Pre-defined reports provided
The system comes with a series of pre-defined reports that can be generated in file formats required by the institution.
G.1.2 List pre-defined reports
The system can list the pre-defined reports available (for example, accession/catalogue number, artist/maker, object, source).
*G.1.3 Change pre-defined reports
The system can change a pre-defined report.
G.1.4 Save changed reports
The system can save a changed report as a new report for future use.
G.1.5 Specify sort order
The system allows the user the flexibility to specify the sort order of a pre-defined report.
G.1.6 Frequency report
The system can provide a frequency report for any field (for example, Object Name - 10 dolls, 5 chairs).
G.1.7 Concatenated fields
The system can provide a frequency list for any concatenation of fields (for example, Object Name, Object Type (10 chairs; rocking, 11 chairs; arm)).
G.1.8 Count of terms
The system can provide a frequency report on a count of unique terms (for example, a query for Tom Thomson finds 300 works. Provide a frequency list for the object name field - 100 paintings, 200 sketches).
G.1.9 Records processed
The system can provide a frequency report with totals (for example, total number of records processed).
G.1.10 Off-line object worksheets
The system allows the user to work off-line on printed or electronic worksheets and use the system to synchronize changes for the database.
G.1.11 User input
The system can provide a pre-defined report in columnar format with user input required (for example, pre-defined report with six columns, user specifies the fields, headings, and the width of columns).
G.1.12 Modify report format
The system allows users to temporarily change a pre-defined report.

G.2 User defined reports

G.2.1 General requirements

The system offers ways in which users can choose and limit data for reporting.

The number of criteria in this section of the full checklist is 20.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*G.2.1.1 User defined reports
The system allows users to define reports.
G.2.1.2 Copy and modify reports
The system allows the user to copy an existing report, modify it and create a new report.
*G.2.1.3 Saving reports
Newly created reports can be saved for re-use in the system.
G.2.1.4 Labels
The system can create labels using any fields defined by the user.
G.2.1.5 Generate form(s)
The system offers a report generator that can generate a form (for example, legal form).
G.2.1.6 Include/exclude fields
The system has a report generator allows any field(s) to be included or excluded from a report.
G.2.1.7 Full boolean search
The system offers a report generator that allows the use of boolean searches.
G.2.1.8 Sort on any field
The system offers a report generator that sorts on any field.
G.2.1.9 Ascending sort
The system offers a report generator that sorts fields in ascending sequence.
G.2.1.10 Descending sort
The system offers a report generator that sorts fields in descending sequence.
G.2.1.11 Calculates totals
The system has a report generator that calculates totals (for example, total insurance value for the entire collection).
G.2.1.12 Calculate sub-totals
The system has a report generator that calculates sub-totals (for example, total insurance value for entire collection by department with sub-totals).
G.2.1.13 Columnar reporting
The system has a report generator that produces columnar reports (for example, select a group of records, sort by object number, print these fields in columns - object number, object, location).
G.2.1.14 Redefine field names
The system has a report generator that allows for field names to be customized when printed (for example, Object Name field name changed to Name of Object).
G.2.1.15 Report browsing
The system allows users to browse reports.
G.2.1.16 Indication of progress
When a report is run on-line, the system displays an indication of progress (for example, scale or percentage completed).
G.2.1.17 Report display on screen
The system allows a user to view the output from a report on the screen.
G.2.1.18 Reports printed
The user can print the output from a report in the system.
G.2.1.19 Reports saved on disk
The system allows users to save reports on disk (for example, save output form report, retrieve report from disk and display).
G.2.1.20 Reuse saved output
The system allows the saved output from the report to be reused (for example, retrieve the saved report from G.2.1.20 and display in a word processing package, csv, Excel or PDF).

G.2.2 Formatting features

Ways in which users can define the look of reports

The number of criteria in this section of the full checklist is 4.

G.2.2.1 Text formatting
The system supports text format standards including diacritics and different fonts.
G.2.2.2 Document formatting
The system supports document formatting including headers and footers, margin control.
G.2.2.3 Date produced
The system has a report generator that outputs the date that the report was generated.
G.2.2.4 Date formats
The system has a report generator that outputs the date that the report was generated in various date formats selected by the user.

G.3 Document production

Ways in which users can define the outputs of system-created reports

The number of criteria in this section of the full checklist is 3.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*G.3.1 Templates
The system has the functionality to edit report and other templates by users. It is possible to change report templates without system customization.
G.3.2 Web Reports
The system can create reports in accessible HTML.
G.3.3 Emails
The system can generate emails based on user-defined triggers.

G.4. Visual representation of data

The system offers features that would allow users to see broad data categories through visual representations, rather than through lists.

The number of criteria in this section of the full checklist is 3.

G.4.1 Browsing taxonomies
The system can highlight or visually represent characteristics of taxonomies, such as taxonomy structures, or usage and search statistics.
G.4.2 Temporal data
Temporal data can be rendered through timelines or other forms of visualization in the system.
G.4.3 Geographic data
The system can render geographic data through maps, floor plans or other visualization formats.

H. Technical requirements

H.1 Import/export functions

H1.1 Import files

The number of criteria in this section of the full checklist is 12.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

H.1.1.1 List of file types
The suppler has provided a list of all file types that can be imported into the system without customization.
*H.1.1.2 Field selection available
The system can import American Standard for American Interchange (ASCII) files and load the information into specific fields (for example, create a word processing file containing information for Accession number and Object name; import to specific fields).
*H.1.1.3 Summary report
The system can generate a summary report for the import function listing such things as number of records read, rejected, accepted, etc.
H.1.1.4 Field validation
The system can perform field validation when importing data.
*H.1.1.5 Duplicate checking
When importing records, the system can check for duplicate records.
H.1.1.6 Duplicate checking defined by database administrator
When importing records, the system can check for duplicate records based on a key defined by the database administrator.
H.1.1.7 Bypass field validation
The system can permit bypassing of field validation during imports and generate appropriate error reports.
H.1.1.8 Hold for verification
For records that have failed data validation during import, the system can produce an error report or hold these records for user verification (for example, import data with an invalid term to an authority-controlled field).
H.1.1.9 Long fields
The system can provide a report if data has been rejected or truncated on import.
*H.1.1.10 Import extensible markup language (XML)
The system can import in XML.
H.1.1.11 List XML import standards
List the XML import standards followed (for example, Dublin Core or Spectrum) by the system.
*H.1.1.12 Specify import formats
The system offers import formats that are required by the institution (for example, CHIN Microtext, delimited ASCII (American Standard for Information Interchange), MARC (Machine Readable Cataloguing), or SGML (Standard Generalized Markup Language).

H.1.2 Export files

The number of criteria in this section of the full checklist is 11.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*H.1.2.1 Fixed length records
The system can export ASCII files having fixed length records.
*H.1.2.2 Variable length records
The system can export ASCII files having variable length records.
*H.1.2.3 Field selection available
The system has an export function allows the selection of fields to be exported (for example, export the Accession number and Object name data from records imported).
H.1.2.4 Summary report
The system can generate a summary report for the export function listing such things as number of records read, number of records exported, etc.
H.1.2.5 Flag data records
The system can flag the record(s) that have been exported.
H.1.2.6 Flag data fields
The system can flag the fields that have been exported.
H.1.2.7 Dynamic Data Exchange
The system supports Dynamic Data Exchange (DDE) or equivalent (for example, link to a range of cells in a spreadsheet).
H.1.2.8 Object linking & embedding
The system supports object linking and embedding or equivalent (for example, link to (or embed) a Word document within a text field).
H.1.2.9 Specify export formats
List other export formats that are supported by the system (for example, CHIN Microtext format, delimited ASCII, MARC)
*H.1.2.10 Export for linked data
The system exports data in at least one RDF (resource description framework) serialization (for example, JSON-LD (javascript object notation for Linked Data), RDF/XML (extensible markup language), Turtle (terse RDF triple language) etc.).
*H.1.2.11 Export XML
The system can export in XML in a standard or schema (for example, Dublin Core or Spectrum) or customizable format.

H.1.3 Interface with other software

The number of criteria in this section of the full checklist is 10.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*H.1.3.1 Word processor
The system allows data to be imported from and exported to word processing software.
*H.1.3.2 Attachments
The system allows document attachments from many types of software to a specific record.
H.1.3.3 Spreadsheet
The system allows data to be imported from and exported to spreadsheet software.
*H.1.3.4 Import/Export to other software
The system has other software package types that interface (import/export) with the software.
*H.1.3.5 Import/Export to other software - digital asset management system (DAMS)
The software can be integrated with a DAMS.
*H.1.3.6 API
The system has an API provided for harvesting by third party websites and other systems for data sharing.
H.1.3.7 API documentation
There is full documentation of the API provided by the supplier or in the system.
H.1.3.8 ODBC (Open Database Connectivity) Compliant
The system allows queries to be performed from outside the institution using ODBC.
*H.1.3.9 Interoperability
The system can exchange data with other systems based on interoperability standards (for example, OAI, Dublin Core).
H.1.3.10 Open source
The system is open source.

H.2 Special features

Data fields and tasks related to special forms or types of information relevant to collections

The number of criteria in this section of the full checklist is 15.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

H.2.1 Customization by the supplier
The software can be customized by the supplier.
H.2.2 Customization by the user
The software can be customized by the user.
H.2.3 Customized sort table
The system allows sort tables to be customized to change the order (collating sequence) of the results (for example, sort accession numbers in a logical order).
H.2.4 Saving sort table
The system allows a modified sort table to be saved for further use.
*H.2.5 Multi-tasking
The system lets the user interrupt what they are doing to perform other tasks.
H.2.6 Reminder function
The system can interrupt a user to do other tasks.
H.2.7 Measurement conversion
The system can automatically convert and display imperial and metric measurements.
H.2.8 Converts measurements on reports
The system can automatically convert imperial and metric measurements for reports.
H.2.9 Selection of measurements
The system allows users to select preferred measurement units for data entry, display, reports, etc.
H.2.10 Overrides converted measurements
The system can change the values of the converted measurements (for example, change converted measurements while in data entry mode).
*H.2.11 Supports scannable codes
The system supports barcode, RFID, (radio frequency identification) and QR (quick response) code information.
H.2.12 Bar code labels
The system can produce bar code labels.
H.2.13 Bar code software
Bar code support software comes with the system.
H.2.14 Support bar-code scanners
The system allows information scanned by a bar code scanner to be loaded into the collections management system at a later time.
H.2.15 Supports optical character recognition (OCR)
The system supports OCR.

I. Support and training

I.1 Documentation and Support

The number of criteria in this section of the full checklist is 15.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*I.1.1 User documentation
The supplier can describe options for user documentation, release notes and updating documentation.
I.1.2 User documentation - language
The supplier provides documentation in both official languages.
I.1.3 Number of copies
The number of printed copies of the documentation provided by the supplier is acceptable to the institution.
I.1.4 On-line documentation
All documentation is available on-line.
*I.1.5 Documentation for new users
A ‘quick start’ version of the full documentation is available to support new users.
I.1.6 System documentation
The supplier can fully describe the components of the system, including base software.
*I.1.7 Help desk support
The supplier can fully describe help desk options, costs and availability.
I.1.8 Help desk support - language
The supplier can provide support in both official languages.
I.1.9 Help desk support
The supplier offers different levels of support packages.
I.1.10 Support hours
Support within 24 hours of contact?
*I.1.11 Data dictionary formats
The system's data dictionary is available electronically or online, and it is included as part of the documentation package.
I.1.12 Customized modules
The system can be customized to add functions specific to disciplines (for example, separate module for ethnology, history or fine arts) and are able to migrate through system updates.
I.1.13 Source code provided
The system has rights associated with the source code are acceptable to the institution, such as open-source or source held in escrow.
I.1.14 Protection
The 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.
I.1.15 Institution’s rights if the supplier withdraws from business
The 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.

I.2 Training

The number of criteria in this section of the full checklist is 7.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*I.2.1 Training included with software
The supplier can describe and provide costs related to all training options, including specialized and customized training (for example, security and control, backups, and system administration).
I.2.2 Third-party training
Third-party suppliers are in place to provide training.
I.2.3 On-site training
The training will be provided at the client site.
I.2.4 Remote training
The training will be provided remotely.
I.2.5 Training - multilingual
Training can be provided in other languages.
I.2.6 Train-the-trainer option
The supplier can provide or support a train-the-trainer program.
I.2.7 Additional training materials
The supplier offers additional training materials on their website including webinars, tutorials, wikis, demos, etc.

J. System administration

J.1 Security

The way in which the system handles the identity of users and the control and tracking of permissions to change data

The number of criteria in this section of the full checklist is 13.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*J.1.1 Multi-level security
The system provides security for different levels of user (for example, sdministrator, data rntry clerk, curator, public access, scholarly research).
*J.1.2 User ID security
The system requires user-id for access to the system.
*J.1.3 Password security
The system requires all users to enter a password for access to the system.
*J.1.4 Password administration
The system has procedures for initiating and changing passwords.
J.1.5 User function security
The system allows system administration to define security at the function level (for example, allow a user to access data entry functions only).
J.1.6 User profile security
The system allows you to create task-specific environments for different groups of users. Read/write privileges for different fields based on group.
J.1.7 File security
The system allows system administration to control access, for different levels of user, to one or more specific files.
J.1.8 Field(s) security
The system provides controls to limit access to one or more specific fields within the system (for example, amending location information).
J.1.9 Record(s) security
The system provides controls to limit access to a specific record or group of records within the system.
J.1.10 Security by discipline
The system provides controls to limit access to one or more specific disciplines within the system.
J.1.11 Record amendment security
The system requires when a record is being amended by a user, that record is protected from being changed or deleted by other users in the system.
*J.1.12 Record locked & available
The system requires when a record is being amended by a user, that record is available to other users in read-only mode.
J.1.13 Record locked & not available
The system requires when a record is being amended by a user, that record is unavailable to other users.

J.2 Indexing

The administration of indexing activities

The number of criteria in this section of the full checklist is 2.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*J.2.1 Change of index
System administration can change the index of any field.
J.2.2 Restructuring of affected indexes
The system can be used while indexes are being rebuilt.

J.3 Back up

The system’s role in creating and storing back-ups of data, interfaces, configurations, metadata, data structures, reports, etc.

The number of criteria in this section of the full checklist is 12.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

J.3.1 Backup and recovery process
The software has a built in backup and recovery process.
J.3.2 Back-end database back-up and recovery
The standard functionality of the back-end database will completely backup and recover the system. This includes data, settings, transactions, users, interface, etc.
J.3.3 On-line backup
The system allows online backup in a multi-user environment.
J.3.4 On-line recovery
The system allows on-line recovery in a multi-user environment.
J.3.5 Backup process
The system has a built in backup process or can use the standard functionality of the back-end database for back-ups.
J.3.6 Backup process – SaaS (Software as a service)
Hosted, SaaS solution regular backup is provided automatically.
J.3.7 Recovery process
The system has a built in recovery process or can use the standard functionality of the back-end database for recovery
J.3.8 Backup time
The supplier can offer estimates on the time to execute the back-up procedure. Briefly describe the estimated time to execute the backup procedure.
J.3.9 Recovery time
The supplier can offer estimates on the time to execute the recovery procedure. Briefly describe the estimated time to execute the recovery procedure.
J.3.10 Automate backups
The system has a backup process that can be automated. Briefly describe how the backup process is automated.
J.3.11 Automate recovery
The system has a recovery process that can be automated. Briefly describe how the recovery process is automated.
J.3.12 Downtime
The system can provide 98% or above uptime.

J.4 Audit reports

Options for reporting on the system itself, rather than the data in the system

The number of criteria in this section of the full checklist is 14.

The asterisk (*) in front of a specific criterion indicates that it is included in the abridged checklist.

*J.4.1 Audit report on data
The system provides a report of all newly created/amended/deleted records (for example, display the report of all newly created/amended/deleted records).
*J.4.2 Deleted records
The system's audit reports contain all of the contents of deleted records.
*J.4.3 Audit report on changes
The system provides a report of all changes in a record.
*J.4.4 User access profiles
The system provides a report of all user access profiles.
J.4.5 Assigned tasks
The system offers workflows and tasks that can be assigned to a user. Notifications sent to user
*J.4.6 Audit report on user activity
The system provides a report by user id of login/logout time on the system over a specific period (for example, list login/logout times for each user).
J.4.7 Automated notification
Specific activity in the system will send an alert to another user.
J.4.8 Audit report on module activity
The system provides a report of functional usage by user ID of system activity over a specific period (for example, list the number of times each type of system activity (report, query, accession) was accessed on a certain day by a user.
J.4.9 Audit trails/edit history
The system has modifications viewed in the audit log that can be rolled back if necessary
J.4.10 Audit module usage
The system provides a report by system activity on user access over a specific period (for example, for each system activity (report, query, accession, etc.) list each user who accessed on a particular day).
J.4.11 Query report
The system provides a report of the queries performed by users.
J.4.12 Further supplier demonstration
The supplier will be given the opportunity to demonstrate features that are not included here related to system limits (for example, database size, number of records, number of fields, number of users).
*J.4.13 System limits
The system can support the number of objects managed now and anticipated to be managed in # years.
J.4.14 Technical limitations
The system has technical limits. Document the technical limitations of the system (for example, maximum number of users, concurrent users, query length).

© Government of Canada, Canadian Heritage Information Network, 2020

Published by:
Canadian Heritage Information Network
Department of Canadian Heritage
1030 Innes Road
Ottawa ON  K1B 4S7
Canada

Cat. No.: CH57-4/13-2020E-PDF
ISBN 978-0-660-35431-6

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