FEATURES AND REQUIREMENTS CHECKLIST, MUSEUM DATA PROJECTS, by Robert A. Baron

S M A L L S Y S T E M S
FEATURES AND REQUIREMENTS CHECKLIST
for
MUSEUM DATA PROJECTS
(Things to think about)

Robert A. Baron
Arts Information Consultant

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I. System Definition and Requirements

A. System Users and Usage
1. User Types
a. Single User / Single Terminal
b. Multiple Users / Single Terminal
c. Multiple Users / Multiple Terminals
d. Multi-tasking User
e. On-line user
f. Public Access User
2. Multi-user safeguards
a. File-locking
b. Record-locking
c. Field-locking
d. Database Procedure and definition-
locking
e. Read/Write/Administration permissions
f. Data isolation schemes
g. Data encoding schemes
h. Group security assignments
3. Multi-user / Local Area Networks
a. Distributed files
b. Client/Server
c. Peer-to-Peer
d. Bulletin Board
e. Peripheral Sharing
f. Sneakernets
g. Gopher sites
h. World Wide Web sites
B. Access Security
1. Password Control with Access Levels
a. System administrator access
b. Read / Write access at file level
c. Read only access at file level
d. No read access at field level
e. No write access at field level
f. Function validation by password
g. Workgroup security assignments
2. Removable media security
3. Replica database security
C. Data Maintenance and Protection Procedures
1. Backup systems
2. File recovery systems
3. Database status reports
4. Data trails and user logging
D. Hardware Platforms
1. Platform determinations
a. Current equipment
b. Needed equipment
c. Suggested additional equipment
2. System relationships
a. Micro, mini, mainframe connections
b. Networks (see Software)
c. DOS/UNIX relations
E. Software
1. Operating System and environment controls
2. Local Area Network
3. Data-Base Management Systems (DBMS)
a. Data Modelling
b. Current Systems in Use
c. Suggested Systems (if different)
4. Communications
a. Word-Processing
b. Individual vs. Institutional File
c. Workgroups
d. Archiving & Text-bases
e. E-mail
f. Data exchange protocols
5. Desk-Top Publishing
6. Project Management and Scheduling
a. Staff/Institution/Department
Calendars
b. Exhibit and Task Management
c. PM links to object databases
7. Accounting and Spreadsheets
a. Links to project management
b. Other Application Interactions
8. Utilities and Other
F. Database attributes
1. File structures to consider
a. Text-base with static contents
b. Text-base with hyper-text and dynamic
indexing
c. Hyper- and multi-media and interac-
tive applications
d. Flat-file manager
e. Flat-file manager with multi-file
capacity
f. Relational system
g. Hierarchical system
h. Entity relationship system
i. MARC format databases
j. Data interchange standards
2. Field types
a. Fixed-length fields
b. Variable-length fields
c. Multi-valued fields
d. Sub-fields
e. Synchronized (articulated) fields
f. Composite fields
g. Display-only fields
h. Calculated fields
i. Lookup fields
3. Data types
(Text, notes, integer, money, date, time,
long, logical, composite, keyword,
serial.)
4. Indexing strategies
5. Data controls
a. Entry rules
b. Entry shortcuts
(1) Repeat Record
(2) Repeat Field
(3) Repeat all following fields
c. System cross-reference utilities
(1) Data Dictionaries
(2) Lookups and value verification
(3) Lookups and imports
d. Hierarchical relations and synonyms
(1) Conventional Thesauri and Lexi-
cons
(a) Getty Art and Architecture
Thesaurus
(b) Chenhall
(c) Union List of Artist Names
(Getty)
(2) Custom Thesauri
(a) Methods of Acquisition
(b) Maker Authorities
(c) Institutional Cataloguing
Divisions
(3) Authority maintenance
6. Data Relationships and Attribution
Systems
7. Query systems
a. Query strategies
(1) Command language
(2) Query by Example, QBE
(3) Pre-form queries
(4) Post-form queries
(5) SQL database front ends
b. Query logic
(1) Case handling
(2) Query rules
(3) Sort rules
(4) Phonetic queries (Soundex)
(5) Synonyms, hierarchies and lookup
tables
(6) Natural language queries
(7) Multi-file queries
(8) Entry-Query-Update modules
(9) Customized query language
8. Report systems
a. Ad hoc from queries
b. Query first, then report
c. Report program prompts for variables
d. Use of Query logic and system
intelligence
e. Sort rules (McArthur, MacArthur;
John IV, John V; St., Saint; Lafond
La Fond)
f. Format and inclusion logic
g. Database Publishing
9. Report formats
a. Columnar
b. Cross-tab
c. by Record
d. Mail Merge
e. Graphics
10. Help systems
a. System help
b. Application help
c. Field help
d. Entry help
11. Character sets and foreign language sup-
port
G. Interface
1. Menu
2. Command
3. Macro controls
4. Multi-tasking or task-switching
5. Turn-key
6. Local area network (LAN)
7. Compatibility with TSRs
8. Graphical User Interfaces
H. Data Entry Utilities
1. Formatted rapid entry screens
2. Repeat previously added record
3. Repeat previously queried record
4. Repeat previously added field
5. Repeat all following fields
6. Defaults
7. Calculated fields
8. Batch loading
9. Exception reporting
I. Data Conversions
J. Connected Systems
K. Import/Export
L. User modifications and customization
M. System intelligence
N. Image access
1. Video disk
2. Digital imaging and compressing techni-
ques
3. Image Sharing
4. Image Production Techniques
5. Overlays and annotations
6. Interactive video
O. Data Storage
1. Fixed Disks Partitions
2. Removable Media (Bernoulli Boxes)
3. Floppy disks
4. Tape backup
5. CD ROM/Disks
a. Write Once Read Many (WORM)
b. Write Many Read Many
c. CD ROM and published databases

II. Collection Management and Administrative Func-
tions

A. Accessioning and acquisitions
1. Accession Number Control
2. Sorts on accession number components
3. Pre-accessioning
4. Accessioning and classifications
5. De-accessioning
6. Object trading and capital gains
7. Interface with paper catalogue
8. Previous accession numbers and codes
9. Acquisition procedure control
10. Policy implementation
B. Inventory and Disposition
1. Inventory
a. Physical inventory
b. Theoretical inventory
c. Inventory comparisons
d. Inventory procedures
(1) Bar-coding
(2) Inventory Checkoff sheets
2. Object movement and tracking
3. Object Disposition
4. Condition Reporting and Surveys
5. Object Action histories
6. Scheduled activities and work orders
C. Object Catalogue and related files
1. Museum Data Dictionaries
2. General Catalogue Description
(Basic Accession information, filing
information, Makers, Roles,
School/Culture, Title, Dates, Materials,
Credits, ...)
3. Extended Catalogue
(Multiple makers, Maker pseudonyms, Cita-
tions, Marking and Inscriptions, Whole-
part identifications, Opera and Editions,
Object function, Object type, Style name,
Extended titles, Fields for Display and
copy, ...)
4. Scholarly functions
(Attribution history, Subject access,
Visual content access, Comparison list-
ings, notes and descriptions.)
5. Restricted data
(Cost, valuation, restrictions, storage
location, ...)
6. Whole/Part Relations
7. Provenance and ex-collection
8. Bibliography and citations
9. Rights and Reproductions
10. Exhibit History
11. Condition History
12. Maker Biography files
D. Loans (in/out)
1. Exhibit Preparation
2. Project Management
3. Borrower/lender lists
4. Condition Reports
5. Loan Forms/Agreements
6. Object movement and storage procedures
7. Loan Logging
8. Loan insurance
9. Facility Reports
10. Exhibit requirements/limitations
E. Shipping, Crating
1. Courier scheduling
2. Object tracking
3. Crate Inventories
F. Location and Storage
1. Object Movement/tracking
2. Location lists
3. Inventory procedures
a. Random object number generation
b. Checkoff procedures
G. Insurance, Appraisals and Valuations
H. Photography
1. Archive documentation
2. Conservation photography
3. Public relations photography
I. Rights and Reproductions
J. Conservation
1. Object description
a. Materials and supports
b. Dimensions and weights
2. Condition reports and records
a. Original condition reports
b. Interim condition reports
c. Change of status condition reports
d. Condition history
3. Administrative procedures, legal limita-
tions and usage restrictions
4. Treatment history
a. Materials, substances, agents and
processes
b. Actions
(1) Breakage and damage
(2) Routine inspection
(3) Conservation
(4) Restoration
c. Actors: conservators and examiners
(1) In-house
(2) Consultants
5. Conservation bibliography, information
sources and research
6. Photo documentation index
7. Imaging and overlays for annotations
8. Correspondence and filed papers index
9. Scheduled inspections and treatments
10. Major equipment inventory
11. Vendors of supplies, equipment and main-
tenance
12. Conservation storage locations
13. Summary Reports
a. Objects inspected and when
b. Objects due for inspection
c. Treatments administered within stated
time-span
d. Works scheduled for conservation
e. Misc worksheets
14. Collection environment requirements and
data
a. In storage
b. On display
c. On loan
d. Environment Histories
K. Correspondence index
L. Formal output systems
1. Object Labels
2. Display descriptions for Cataloguing
M. Checklist and procedure controls

III. Systems for Data recording and control

A. Object action history
B. History of user actions
C. Inventory / Record comparison reporting
D. Loan step tracking
E. Other event scheduling
F. Action notification ( Tickler reporting)
G. Policy statements file
H. Third-party histories
I. Whole-part relations
J. Terminology authority controls
1. External vocabularies
a. Geographical name authority
b. Biographical name authority
c. Object-type name authority
d. History terminology authority
e. Subject Access authority
f. Materials and methods authority
g. Maker role authority
h. Style name authority
2. Internal value controls
a. New value notification
b. Vocabulary frequency reports
c. Rule-breaking values
d. Exception reporting
e. Default values
f. Hierarchical relations
K. Procedural control definition

IV. Collection Profile Reporting

A. Standard reports
1. Acquisition reports
2. Collection by ... reports
3. Object history reports
4. Time objects/actions are due reports
5. Actions by persons/agents reports
6. Event history reports
7. Citation and cross-reference reports
8. Valuation reports
9. Missing information reports
B. Ad hoc queries and reports
FEATURES.NB4

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