Attachment B - Database Fields Used by Discipline.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- Museum Collections Software RFP State and local contract opportunity
- Solicitation number
- 25-448DOIT-APP44-B-45570
- Issued by
- Illinois
About this file
This file is a detailed database field mapping spreadsheet for the Illinois State Museum's (ISM) collections management system, listing required data fields across multiple scientific disciplines including Botany/Zoology, Ethnography, Geology, History, Library/Archives, Paleontology, Art, and Anthropology. The spreadsheet outlines the comprehensive database structure needed to catalog and track museum artifacts and specimens, with each discipline having specific fields tailored to their unique cataloging requirements.
The document contains hundreds of standardized and specialized database fields including object classification, accession numbers, inventory data, location tracking, preservation status, scientific nomenclature, geographical data, and cultural information. Critical shared fields across disciplines include object status, location tracking, inventory dates, cataloger information, and various identification numbers. Specialized fields are included for scientific specimens (taxonomic classification), cultural artifacts (ethnographic data), and art objects (artist information and provenance).
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| C2D Vendor Answer Sheet v.24.4~1.docx | DOCX document | |
| Museum Collections Software RFP - B45570~1.docx | DOCX document | |
| ipg active registered vendor disclosure - formerly forms b.docx | DOCX document | |
| c2d vendor guidance.pdf | ||
| vendor disclosure - formerly forms a~4.docx | DOCX document | |
| Appendix A - DoIT Cloud Security.docx | DOCX document | |
| DoIT Museum Collections Software RFP - BEP Utilization Plan 25-1.pdf | ||
| DoIT Museum Collections Software RFP - Offer to the State of Illinois - B45570.pdf | ||
| Vendor Questions Answer 3-6-2025.pdf |
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Text version
Sheet1
| Botany/Zoology | Ethnography (Part of Anthropology) | Geology | History (and likely Historic Sites) | Library / Archives | Paleontology | Art | Anthropology (not yet migrated into Collector Systems, but these are the fields they need) |
| Object Classifiication | Object Classification | Object Classification | Object Classification | Object Classification | Object Classification | Object Classification | Accession Number |
| Inventory Number | Inventory Number | Inventory Number | Inventory Number | Inventory Number | Inventory Number | Inventory Number | Current Date |
| Object Status | Object Status | Object Status | Object Status | Object Status | Object Status | Object Status | ISM Site Number |
| Object Type | Object Type | Object Type | Object Type | Object Type | Object Type | Object Type | Other Site Number (may need 2 of these) |
| Catalog Number | Catalog Number | Catalog Number | Catalog Number | Other Numbers | Catalog Number | Catalog Number | IAS Site Number |
| Study Number | Nomenclature Object Name | Geological Classification | Title | Additional Accession Number | Study Number | Other Numbers | Field Number |
| Other Numbers | Other Numbers | Other Numbers | Old Number | Credit Line | Other Numbers | Nomenclature | Provenience |
| Location Status | Credit Line | Location Status | Alternate Title | Location Status | Location Status | Item Count | NAGPRA Numbers |
| Permanent Location | Location Status | Permanent Location | Nomenclature Object Name | Permanent Location | Permanent Location | Credit Line | Burial Number |
| Location | Permanent Location | Location | Collection Title | Location | Location | Location Status | Site Name |
| Inventory Date | Location | Inventory Date | Collection | Inventory Date | Inventory Date | Permanent Full Location Name | County |
| Inventory Contact Name | Inventory Date | Inventory Contact Name | Artist/Maker Name | Inventory Contact Name | Inventory Contact Name | Full Location Name | State |
| Inventory Memo | Inventory Contact Name | Inventory Memo | Additional Artist/Makers | Collection | Inventory Memo | Inventory Date | Country |
| Status Date | Inventory Memo | Status Date | Object Date | Cataloger Contact Name | Status Date | Inventory Contact Name | Photograph Number (and/or attached image) |
| Storage Unit | Status Date | Collection | Object Description | Catalog Date | Collection | Inventory Memo | Source 1 (with space for address and phone info) |
| Collection | Storage Unit | Collection Date | Location Status | Author Name | Collection Date | Cataloger Contact Name | Source 2 |
| Collection Date | Collection | Collection Number | Permanent Location | Title | Collection Number | Catalog Date | Source 3 |
| Collection Title | Collection Date | Collector Contact Name | Location | Alternate Title | Collector Contact Name | Collection Title | Source 4 |
| Collection Number | Collector Contact Name | Collector Place | Research Notes | History | Cataloger Contact Name | Full Collection Name | Email Address |
| Collector Contact Name | Collection Title | Cataloger Contact Name | Staff Notes | Object Date | Catalog Date | Related Collections | ISM Catalog Number |
| Collector Place | Collector Place | Catalog Date | Reference Notes | Object Description | Catalog Folder | Artist | Other Catalog Number |
| Cataloger Contact Name | Related Collections | Catalog Folder | Provenance | Research Notes | Identified by Contact Name | Additional Artists | Cultural Affiliation |
| Catalog Date | Cataloger Contact Name | Identified by Contact Name | Collector Contact Name | Staff Notes | Identified Date | Maker | Time Period |
| Catalog Folder | Catalog Date | Identified Date | Credit Line | Additional Artist/Makers | Scientific Name (ITIS) | Title | Date Collected |
| Identified by Contact Name | Catalog Folder | Scientific Name | Alternate Name | Additional Authors | Kingdom | Alternate Title | Date Received |
| Identified Date | Identified by Contact Name | Common Name | Medium | Additional Publishers | Phylum/Division | Object Date | Collector |
| Scientific Name (ITIS) | Identified Date | Descriptive Name | Material | Class | Medium | Exhibitable | |
| Kingdom | Eminent Figure Contact Name | Object Date | Manufacturing Technique | Order | Unique ID | Material Assigned to (Section) | |
| Phylum/Division | Eminent Organization Contact Name | Country of Origin | Subject | Family | Material | As: (Gift, PT, Expedition) | |
| Class | Controlled Property | State of Origin | Category/Style | Scientific Name | Technique | Entered by | |
| Order | Artist/Maker Name | County of Origin | Country of Origin | Common Name | Color | Date Entered | |
| Family | Alternate Name | City of Origin | State of Origin | Genus | Form | Updated by | |
| Sub Family | Ethnology Culture | Locality | County of Origin | species | Subject | Date Updated | |
| Scientific Name | Alternate 1 Ethnology Culture | Latitude | City of Origin | Species Author Name | Category/Style | Deaccessioned | |
| Common Name | Alternate 2 Ethnology Culture | Longitude | Key Descriptor | Species Author Date | Country of Origin | Repatriated | |
| Subspecies Authority Contact Name | Aboriginal Name | UTM Coodinates | Reproduction | Subspecies | State of Origin | On Loan - for exhibit or research | |
| Species Author Name | Culture of Use | Township/Range/ Section | Patent Date | Subspecies Author Name | County of Origin | Section | |
| Species Author Date | Additional Area | Waterbody | Signatures | Subspecies Author Date | City of Origin | Ultimate Disposition | |
| Subspecies | Additional Group | Subject | Inscriptions | Type Status | Edition | Credit Line | |
| Subspecies Author Name | Title | Quantity | Labels | Material | State | Material Type 1 | |
| Subspecies Author Date | Alternate Title | Item Count | Cataloger Contact Name | Object Date | Suite/Portfolio | Box Count 1 | |
| Subspecies Year | Object Date | Research Notes | Catalog Date | Period/System | Catalog Raisonne | Location 1 | |
| Subspecies Variety | Age | Staff Notes | Additional Creators | Epoch/Series | Duration | Material Type 2 | |
| Subspecies Variety Authority Contact Name | Manufacture Date | Slide Number | Creator Contact Name | Age/Stage | RFID Tag Number | Box Count 2 | |
| Subspecies Variety Year | Historic/Cultural Period | Composition | Country of Origin | Term (Getty AAT) | Location 2 | ||
| Subspecies Forma | Use Date | Strunz Class | State of Origin | Description | Material Type 3 | ||
| Subspecies Forma Authority Contact Name | Medium | Strunz Division | County of Origin | Signatures | Box Count 3 | ||
| Subspecies Forma Year | Material | Strunz ID | City of Origin | Inscriptions | Location 3 | ||
| Subspecies Descriptive Name | Specific Class of Material | Bag Number | Continent World Region | Labels | Material Type 4 | ||
| Type Status | Manufacturing Technique | Total Bags | Locality | Provenance | Box Count 4 | ||
| Genus | Category/Style | Box Number | Latitude | Reference Notes | Location 4 | ||
| Stage | Subject | Total Boxes | Longitude | Research Notes | Material Type 5 | ||
| Object Date | Quantity | Lithology/Pedotype | UTM Coordinates | Staff Notes | Box Count 5 | ||
| Age | Item Count | Formation | Township/Range/ Section | Location 5 | |||
| Quantity | Country of Origin | Depth in Meters | Waterbody | Material Type 6 | |||
| Item Count | State of Origin | Elevation in Meters | Quantity | Box Count 6 | |||
| Country of Origin | County of Origin | Vertical Datum | Item Count | Location 6 | |||
| State of Origin | City of Origin | Datum | Type of Specimen | Material Type 7 | |||
| County of Origin | Place of Manufacture Country | Reference Datum | Research Notes | Box Count 7 | |||
| City of Origin | Place of Manufacture State | Depositional Environment | Staff Notes | Location 7 | |||
| Locality | Place of Manufacture County | Unit | Slide Number | Material Type 8 | |||
| Latitude | Place of Manufacture City | Component Part | Bag Number | Box Count 8 | |||
| Longitude | Other Manufacturing Site | Drainage | Total Bags | Location 8 | |||
| UTM Coordinates | Site Name | Member | Box Number | Material Type 9 | |||
| Township/Range/Section | Within Site Proveniance | Geo Unit | Total Boxes | Box Count 9 | |||
| Waterbody | Component Part | Thin Section | Taxonomic Notes | Location 9 | |||
| Habitat/Community | Object Description | Labels | Lithology | Material Type 10 | |||
| Type of Specimen | Signatures | RFID Tag Number | Horizon | Box Count 10 | |||
| Sex | Inscriptions | Insitu/Float | Location 10 | ||||
| Exotic/Native | Labels | Taphonomy | Author Last Name | ||||
| Species | Provenance | Formation | Author 2 | ||||
| Associated Species | Research Notes | Depth in Meters | Author 3 | ||||
| Subspecies Synonym | Staff Notes | Elevation in Meters | Contributors/Additional Authors | ||||
| Continent World Region | Slide Number | Vertical Datum | Title | ||||
| Research Notes | Bag Number | Datum | Contract Number | ||||
| Staff Notes | Total Bags | Reference Datum | Additional Number | ||||
| Slide Number | Box Number | Depositional Environment | Misc Report Number | ||||
| Taxonomic Notes | Total Boxes | Unit | Month (of report) | ||||
| Rare | Period | Component Part | Year (of report) | ||||
| Threatened Endangered Species | Culture Area/Region | Drainage | Organization (that completed report) | ||||
| Threatened Endangered Species Synonym | Continent World Region | Member | Material (Primary) | ||||
| Threatened Endangered Species Synonym Name | Object Use | Geo Unit | Material (Secondary) | ||||
| Threatened Endangered Species Status | Material Component | Labels | Height | ||||
| Reproduction Method | Material Name | RFID Tag Number | Width | ||||
| Component Part | Material Source | Habitat Notes | Diameter | ||||
| Reference Datum | Object Production Reason | Suborder | Thickness | ||||
| Depth in Meters | Object Production Date | Maker | |||||
| Elevation in Meters | Material Component Memo | Description of Vessel | |||||
| Labels | Object Production Memo | Function | |||||
| Habitat Notes | Object Use Memo | Collector | |||||
| Suborder | Key Descriptor | Appraised Value | |||||
| Drainage | Reproduction | Cleaned | |||||
| NAGPRA | Province/Island | ||||||
| RFID Tag Number | Culture Area | ||||||
| Additional Artist/Makers | Continent/World Region | ||||||
| Habitat Notes | Dimensions | ||||||
| Suborder | Cleaned/Repaired/Conserved |
File details come from the government source that posted it. Updated .