Samples of Common Cataloging Problems
& how to deal with them in The AMICO Library

Contents

• Repeating Fields
  
• Repeating Groups
  
• Creator Display Text (CTT)
  
• Creator (CRG)
  
  • Multiple Creators (CRG)
    
  • Unnamed Creator (CRN)
  • Creators with uncertain birth and death dates
    
• Creation Dates (OCG)
  • Multiple Creation Dates
  • Ongoing Works
    
• Related Works (RWG)
  
• Related Images (RIG)
  
  • Multiple Works Displayed w/in the Same Image (RIG)
    
  • Multiple Views of the same work (RIG)
    
• Related Textual References (RDG)
  
• Related Multimedia (RMG)
  
• Copyright Issues
  
  • Metadata Rights Statement (XRS)
    
    • Rights for Multimedia Files
      
  • Object Rights Group (ORG)
    
    • ARS Represented Artists
      
    • VAGA Represented Artists
      
      
• See the Sample Records for other examples of the use of AMICO fields

 

Have a question about how to apply the AMICO Data Dictionary?
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Repeating Fields

Sometimes we need to record multiple terms in the same field. To make sure that we can index these terms properly, each term gets its own occurrence of a repeating field. So, for example, if a print's state was identified by different scholars, you could record them both, each in their own field.

For simple repeating field, such as Object State OST you repeat the tag before each occurrence of a group.

Field Name	Tag	Data Value	Output Format View
Object State	OST	Bartsch III527, variant of state II	OSTBartsch III527, variant of state II}~
Object State	OST	Robinson 1997, ii/iv	OSTRobinson 1997, ii/iv}~

Repeating Groups

Sometimes, we want a set of fields to work together in a record, for example, to keep all of the information about one artist separate from that about her collaborator. In the AMICO Data Dictionary, we use Repeating Groups to do this.

The Group Tag (ending in G) appears before each occurrence of the fields in the group, and clusters them together meaningfully. For examples, see "Multiple Creators" and "Multiple Views of the same work"

Relationships Between Individuals: Creator Display Text (CTT)

Creator Display Text (CTT) offers a way to express meaningful relationships between various contributors to a work. 

Use of Creator Display Text (CTT) in the following example clarifies the partnership between Peter and Ann Bateman that may be obscured when recording their names in separate Creator Groups (CRG) for indexing purposes.

Field Name	Tag	Value	Data Output View
Creator Display Text	CTT	Peter and Ann Bateman	CTTPeter and Ann Bateman}~
Creator Group	CRG	{group tags never contain data)	CRG}~
Creator Name Text	CRT	Peter Bateman	CRTPeter Bateman}~
Creator Name	CRN	Bateman, Peter	CRNBateman, Peter}~
Creator Group	CRG	{group tags never contain data)	CRG}~
Creator Name Text	CRT	Ann Bateman	CRTAnn Bateman}~
Creator Name	CRN	Bateman, Ann	CRNBateman, Ann}~

Multiple Creators: Creator Group (CRG)

My work was created by two artists working together. How do I record both their names?

The Spoonbridge and Cherry created by Claes Oldenburg and Coosje van Bruggen, in the sculpture garden at the Walker Art Center (WAC_.88.385) is a great example of using Repeating Groups of Fields. The collaborators are indicated with two occurrences of the Object Creator Group CRG. The record would look like this:

	Field Name	Tag	Value	Data Output view
	Creator Group	CRG	{group tags never contain data)	CRG}~
	Creator Text	CRT	Claes Oldenburg	CRTClaesOldenburg}~
	Creator Name Sort	CRN	Oldenburg, Claes	CRNOldenburgh, Claes}~
	Creator Culture	CRC	American	CRCAmerican}~
	Creator Group	CRG	(group tags never contain data)	CRG}~
	Creator Text	CRT	Coosje van Bruggen	CRTCoosje van Bruggen}~
	Creator Name Sort	CRN	van Bruggen, Coosje	CRN van Bruggen, Coosje}~
	Creator Culture	CRC	American, Dutch	CRCDutch-American}~

My work was created by an artist following the style or specific work of another.  How should this be represented?

If a work was created with reference to the work of another artist, there should be two entries in the Creator Group (CRG). The first occurrence of this field is for the artist and the second records the artist whose work inspired it. Creator Qualifier CRQ in the second entry would say "After."

JPGM.91.SE.74 provides a good example.

Field Name	Tag	Value	Data Output view
Creator Group	CRG	{group tags never contain data)	CRG}~
Creator Qualifier	CRQ	Probably modeled by	CRQProbably modeled by}~
Creator Name Text	CRT	Gennaro Laudato	CRTGennaro Laudato}~
Creator Name	CRN	Laudato, Gennaro	CRNLaudato, Gennaro}~
Creator Culture	CRC	Italian	CRCItalian}~
Creator Group	CRG	{group tags never contain data)	CRG}~
Creator Qualifier	CRQ	After a model by	CRQ After a model by}~
Creator Name Text	CRT	Giuseppe Sanmartino	CRTGiuseppe Sanmartino}~
Creator Name	CRN	Sanmartino, Giuseppe	CRNSanmartino, Giuseppe}~
Creator Culture	CRC	Italian	CRCItalian}~

Unnamed Creators: Creator Group (CRG)

The following example illustrates how to represent both named and un-named (known and unknown) creators in the Creator Record Group (CRG).

1. Named Creators

Field Name	Tag	Data Value	Output Format View
Creator Record Group	(CRG)	{group tags never contain data}	CRG}~
Creator Name Text	(CRT)	Giacomo Balla	CRTGiacomo Balla}~
Creator Name	(CRN)	Balla, Giacomo	CRNBalla, Giacomo}~
Creator Culture	(CRC)	Italian	CRCItalian}~

2. Unnamed Creators

Record culture in CRT for records with no specific or known creator.  The CRT can be a more descriptive than the single term used for culture in the Creator Culture (CRC) field.

Field Name	Tag	Data Value	Output Format View
Creator Record Group	(CRG)	{group tags never contain data}	CRG}~
Creator Name Text	(CRT)	Chinese, Chekiang Province, Southern Song Dynasty	CRTChinese, Chekiang Province, Southern Song Dynasty}~
Creator Name	(CRN)	Unknown	CRNUnknown}~
Creator Culture	(CRC)	Chinese	CRCChinese}~

Southern Song Dynasty would be recorded in Styles and Periods (STD).

Chekiang Province would be recorded in Creation Place (OCP).

3.  Creators with uncertain birth and death dates

The following example illustrates how to represent uncertain birth and death dates.

Field Name	Tag	Data Value	Output Format View
Creator Record Group	(CRG)	{group tags never contain data}	CRG}~
Creator Dates/Locations-Text	(CDT)	c. 1495-1565	CDTc. 1495-1565 }~
Creator-Birth-Date	(CBD)	1495	CBD1495}~
Creator-Birth-Qualifier	(CBQ)	circa	CBQcirca}~
Creator-Death-Date	(CDD)	1565	CDD1565}~
Creator Death-Qualifier	(CDQ)	circa	CDDcirca}~

The field which is displayed to users is the Creator Dates/Locations-Text (CDT) field. Creator-Birth-Date (CBD), Creator-Birth-Qualifier (CBQ), Creator-Death-Date (CDD), and Creator Death-Qualifier (CDQ) are used for indexing purposes.

Creation Dates (OCG):

What are the differences between the fields in the Creation Dates Group (OCG)? 

The Object Creation Date group of fields records the date a work was created, in both a displayable (free text) and a searchable (numeric) form.Object Creation Date TextUse this field to express creation dates with free text. 

FIELD NAME	TAG	DEFINITION	EXAMPLES
Creation Date Text	OCT	The date on which a work was created, or the range in which its creation falls.	100 B.C. – 100 A.D. 18th century mid to late 1950’s

Object Creation Start and Object Creation EndUse these fields to index creation dates in a searchable (numeric) form.  These fields record the outer range of dates within which you would like to retrieve this work with a search.If these indexing dates are not supplied by the Member, AMICO adds them based on <link>established rules</link>.Format the date as year, month day with no punctuation: YYYYMMDD

Creation Date Start	OCS	A number indicating the earliest possible date a work could have been created.	YYYYMMDD 1550 15641205 -0100
Creation Date End	OCE	A number indicating the latest possible date a work could have been created.	YYYYMMDD 15650614 0050

• Enter the date as precisely as possible.
• Do not record month and day if uncertainty exists.
• Record B.C. dates as negative integers.
• If the creation date is unknown, add ten years to the artist’s birth date for Object Creation Start (OCS) and use the actual death date in Object Creation End (OCE).

Object Creation Date QualifierUse this field to indicate an approximation in the earliest or latest creation date.

Creation Date Qualifier

OCQ

A qualifier indicating an approximation of the earliest or latest date.

Circa Before After No later than

How should I record multiple dates for the same work?

Often, after an initial creation date, parts of a work are added or modified.  Information pertaining to any supplementary set of dates should go in a separate occurrence of the Object Creation Group (OCG).  An example is provided below.AID: TFC_.19155008

FIELD NAME	TAG	VALUE
Creation Date Text	OCT	covers 1675/1725
Creation Date Start	OCS	1675
Creation Date End	OCE	1725

 

FIELD NAME	TAG	VALUE
Creation Date Text	OCT	additions dating from the second half of the 19th century
Creation Date Start	OCS	1850
Creation Date End	OCE	1899

 

FIELD NAME	TAG	VALUE
Creation Date Text	OCT	frames made in the late 19th or early 20th century; carved and gilt
Creation Date Start	OCS	1875
Creation Date End	OCE	1925

How should I express dates for a work that is ongoing?

For these works, provide a free text description indicating such in Creation Date Text (OCT).  Record the Library Year in which it will be contributed as Creation Date End (OCE).

FIELD NAME	TAG	VALUE
Creation Date Text	OCT	1988- present; ongoing
Creation Date Start	OCS	1988
Creation Date End	OCE	2002 (Current Library Year)
Creation Date Qualifier	OCQ

Multiple Views of the Same Work: Related Image Group (RIG)

How do I link more than one image to a work? How does AMICO decide which one goes in the Thumbnail Catalog?

Repeating Groups are also used to link multiple view to a catalog record. Each image is described in a Related Image Group. The Related Image Preferred (RIP) field is used to indicate which image is the 'main' one that should appear in the Thumbnail Catalog, in short lists and search results.

So, for example, the images linked to the Mummy Case of Paankhenamun (AIC_.1910.238) would look like this:

	Field Name	Tag	Value	Data Output view
	Related Image Group	RIG	(group tags never contain data)	RIG}~
	Related Image Preferred	RIP	Y	RIPY]~
	Related Image Description	RID	Front View	RIDFront View
	Related Image Relationship	RIR	HasFormat	RIRHasFormat}~
	Related Image Link	RIL	AIC_.E22927.TIF	RILAIC_.E22927.TIF}~

	Field Name	Tag	Data Value	Output Format
	Related Image Group	RIG	(group tags never contain data)	RIG}~
	Related Image Preferred	RIP	N	RIPN]~
	Related Image Description	RID	View of top of Head	RIDView of top of Head}~
	Related Image Relationship	RIR	HasFormat	RIRHasFormat}~
	Related Image Link	RIL	AIC_.E31636.TIF	RILAIC_.E31636.TIF}~

	Field Name	Tag	Data Value	Output Format
	Related Image Group	RIG	(group tags never contain data)	RIG}~
	Related Image Preferred	RIP	N	RIPN]~
	Related Image Description	RID	Front View. Photo of X-ray	RIDFront View. Photo of X-ray}~
	Related Image Relationship	RIR	HasFormat	RIRHasFormat}~
	Related Image Link	RIL	AIC_.E15251.TIF	RILAIC_.E15251.TIF}~

Multiple Works Displayed within the Same Image

How do I represent a work that is shown in the same image with other works?

• Occasionally, more than one distinct work is represented by the same image.  In cases such as these, it is possible to use the same image or “ensemble photograph” for multiple records in The AMICO Library.
  

  Use the Related Image Group (RIG) of an AMICO Record to clarify which object in an image belongs to which record.

  For example:

  You have an image of a five-piece tea set.  (AID: BMFA.1989.151).

  

  Assume that multiple records identify each component of this set.

  • To reference BMFA.sc8968.tif in each record, use the same Related Image Link (RIL).
  • Describe where the work is shown in the image in Related Image Description (RID).
  
  In the Record for Tea and Coffee Set AID: BMFA.1989.151
  

Field Name	Tag	Data Value	Output Format View
Related Images	RIG	group tags never contain data	RIG}~
Related Image Link	RIL	BMFA.sc8968.tif	BMFA.sc8968.tif}~
Related Image Description	RID	Ensemble: Shown Top Right	RIDEnsemble: Shown Top Right}~
Related Image Relationship	RIR	HasFormat	RIRHasFormat}~
Related Image Preferred	RIP	Y	RIPY}~

What if the work is shown both in an image by iteslf and also in an image with a group?

• Unlike a scenario in which all components are only pictured together, here a single image is the Preferred Image, and a group image provides an alternate view.
  

  Both a single image and a group image are linked to the record for the work.  Thhe first Related Image Group (RIG) describes the image of the single work, while the second (shown below) places it within a larger context of related works.

  Use the Related Image Group (RIG) of an AMICO Record to show how the different images are associated with a record.

  For the Work                

  Shields Landon ('S.L.') Jones.
  Guitarist. 1976
  Smithsonian American Art Museum. No. 1986.65.382A-B.

  there would be two Related Image Groups:

Field Name	Tag	Data Value	Output Format View
Related Image Group	RIG	group tags never contain data	RIG}~
Related Image Preferred	RIP	Y	RIPN}~
Related Image Description	RID	Full View	RIDFull View}~
Related Image Relationship	RIR	HasFormat	RIRHasFormat}~
Related Image Link	RIL	SAAM.1986.65.383A-B.tif	RILSAAM.1986.65383A-B.tif}~

Field Name	Tag	Data Value	Output Format View
Related Image Group	RIG	group tags never contain data	RIG}~
Related Image Preferred	RIP	N	RIPN}~
Related Image Description	RID	Ensemble	RIDEnsemble}~
Related Image Relationship	RIR	HasFormat	RIRHasFormat}~
Related  Image Link	RIL	SAAM.1986.65.383A-B_2.tif	RILSAAM.1986.65383A-B_2.tif}~

Use the Related Works of Art (RWG) record group to describe relationships between the works represented in a group image. 

The following example shows how our Guitarist is related to two other objects in The AMICO Library.

            In the Record for the Guitarist  AID: SAAM.1986.65.382A-B

Field Name	Tag	Data Value	Output Format View
Related Works of Art	RWG	group tags never contain data	RWG}~
Related Works Description	RWD	Part of an ensemble with ''Banjoist''	RWDPart of an ensemble with ''Banjoist''}~
Related Works Relationship	RWR	References	RWRReferences}~
Related Works Link	RWL	SAAM.1986.65.383A-B	RWLSAAM.1986.65.383A-B}~

Field Name	Tag	Data Value	Output Format View
Related Works of Art	RWG	group tags never contain data	RWG}~
Related Works Description	RWD	Part of an ensemble with ''Fiddler''	RWDPart of an ensemble with ''Fiddler''}~
Related Works Relationship	RWR	References	RWRReferences}~
Related Works Link	RWL	SAAM.1986.65.250A-C	RWLSAAM.1986.65.250A-C}~

Related Works (RWG)

We have sketches for this painting in our collection...How do I relate these works to each other?

Works are related to each other in The AMICO Library by using the Related Works Group. This makes it possible, for example, to link together multiple pieces of a set that have been cataloged individually. This relationship is described and the related work identified in the two fields in the group.

Field Name	Tag	Data Value	Output Format View
Related Work Group	RWG	(group tags never contain data)	RWG}~
Related Work Description	RWD	One of a pair of Chimney Pieces, the other of which is also in the BMFA collection	RWDOne of a Pair of Chimney Pieces, the other of which is also in the BMFA collection}~
Related Work Link	RIL	BMFA.???	RWLBMFA.???}~

Related Textual References (RDG)

This work references a well-known poem. How do I relate a work of art to a document or record its publication history?

Related documents such as literary allusions or published citations to a work may be referenced in the Related Documents Group (RDG). The document is described and the relationship is identified in the fields in the group.

Field Name	Tag	Data Value	Output Format View
Related Documents Group	RDG	(group tags never contain data)	RDG}~
Related Documents Description	RDD	Lord Byron, <i>The Giaour: A Turkish Tale</i>, 1813	RDDLord Byron, <i>The Giaour: A Turkish Tale</i>, 1813}~
Related Documents Relationshop Type	RDR	References	RDRReferences}~
Related Document Link	RDL

Related Multimedia Group (RMG)

How do I relate an audio file to the catalog record for a work from our collection?

Multimedia files (such as sound, video, animation) are related to works in The AMICO Library by using the Related Media Group. The relationship between the work and the media file is described and the related media file identified in the fields in the group.

Field Name	Tag	Data Value	Output Format View
Related Media Group	RMG	(group tags never contain data)	RMG}~
Related Media Relationship	RMR	isReferencedBy	RMRisReferencedBy}~
Related Media Description	RMD	Textile artist Kaffe Fassett disscusses the inspiration of the Embroidered Box in a excerpt from the Interactive Gallery Program Material Witnesses	RWDTextile artist Kaffe Fassett disscusses the inspiration of the Embroidered Box in a excerpt from the Interactive Gallery Program <i>Material Witnesses</i>n}~
Related Media Link	RML	MIA_.Kaffe.ram	RMLMIA_.Kaffe.ram}~

Rights for Multimedia Files

Where do we record rights fields for multimedia files? If someone famous is hired to speak on an audio guide the rights are cleared and if these files are re-purposed and the rights cleared for AMICO - it seems the rights have to be indicated somewhere.

Each multimedia file must be accompanied by a metadata record. It contains a pace for Rights Statements, and also has places to record statements of responsibility for various parts of the work

Field Name	Tag	Data Value	Output Format View
Metadata Rights Statement	XRS	Sound file courtesy of Antenna Audio.	XRSSound file courtesy of Antenna Audio.}~
Metadata Rights Statement	XRS	Photograph copyright Sheldon Collins, 1996.	XRSPhotograph copyright Sheldon Collins, 1996.}~

ARS Represented Artists

How do I show that I've included a work under AMICOs' Agreement with the Artists' Rights Society?

To indicate that a work has been included in The AMICO Library under the "ARS Agreement", include the following information in the Object Rights Group (ORG). This data MUST be included for you to take advantage of AMICO's agreement with ARS.

Field Name	Tag	Data Value	Output Format View
Object Rights Group	ORG	(group tags never contain data)	ORG}~
Object Rights Statement	ORS	Artists Rights Society, New York	ORSArtists Rights Society, New York}~
Object Rights Link	ORL	http://www.arsny.com	ORLhttp://www.arsny.com}~

VAGA Represented Artists

How do I show that I've included a work under AMICOs' Agreement with VAGA?

To indicate that a work has been included in The AMICO Library under the "VAGA Agreement", include the following information in the Object Rights Group (ORG). This data MUST be included for you to take advantage of AMICO's agreement with VAGA.

Field Name	Tag	Data Value	Output Format View
Object Rights Group	ORG	(group tags never contain data)	ORG}~
Object Rights Statement	ORS	Copyright VAGA, New York, NY	ORSCopyright VAGA, New York, NY}~
Object Rights Link	ORL	http://www.amico.org/rights/vaga.html	ORLhttp://www.amico.org/rights/vaga.html}~

 

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Last modified on  March 7, 2003