Descriptive Table - Essential data-entry fields for documenting new media works and recommendations

The descriptive table presented in this guide is based on the work completed by the Cataloguing Committee as well as established cataloguing standards and practices. The content can easily be integrated into various collection management systems through existing input fields. The fields deemed essential for documenting new media works include Quantity, Component and Note and three additional description fields (Iconographic, Technical and Installation). The use of these fields helps to structure and centralize information. Most existing documentation systems can be used to record additional information enabling the dissemination and in-house exchange of information on new media works.

The preliminary documentation recorded during registration remains the primary reference. It is preferable to first record the actual components that constitute the work using the Quantity and Component fields. The obsolescence of technological components leads to changes that may be recorded in the Note field and used in conjunction with the Component field. For example, the Note field could contain information about the work’s original components. Other fields may also be employed. For instance, some collections management systems allow for the identification of a component’s location and condition. Complementary information such as installation plans and condition reports can be scanned and added to the database depending on the software. A detailed visual documentation will allow, among other things, the rapid recognition and enumeration of components. It is up to each institution to assess how this information will be recorded, based on their needs and practices.

Please note that the examples given in the descriptive table have been taken from the case studies in this guide.

Data Fields