Locations checking: Collections audit and Collections audit items

Introduced with the Standard Model, Items data sources are used to document and track collection items involved in day to day activities like loans and exhibitions. In prior Model Applications, when a collection item is on loan its Catalogue record (with details about the item) links directly to a Loans record (with details about the loan); what is lacking is somewhere to record details about the item in the loan, to track the status of each item as it navigates the loan workflow, or to plan actions that impact an item's involvement in the loan. The same is true of items involved in acquisitions, exhibitions and collections audits. Items data sources fill this gap by providing a place to manage and document each item individually as it participates in activities like loans and exhibitions. They include Acquisition items, Exhibition items, Loan items and Collections audit items.

An overview of Items data sources can be found here.

When checking the location of a single object, we only create a Collections audit items record linked to the object's Catalogue record (it is not necessary to create a Collections audit record to manage the audit). The most common scenario in which an ad-hoc locations check is performed is discovery that an object is not where it was expected.

In the Catalogue:

1. Select the record for the object you want to audit, and then select Locations check from the Tasks drop list in Result set View:

   

   The Location check pop-up displays:

   

2. Select an option from the Inventory status drop list:

   Option	Details
   not checked	The default option. Leave this as not checked if you plan on checking the location of the object.
   found in registered location	When creating a new ad-hoc Collections audit item record (as we are when running the Locations check task), you are unlikely to select this option (although you might if you had decided to check on the location of an object, found it in its registered location and needed to record that the object was indeed where it was expected to be). You are more likely to select this option for an existing Collections audit item record with an Inventory status of not checked: you have now checked the object's registered location, found the object where it was expected to be. You edit the Collections audit item record and update Inventory status to found in registered location.
   found	When creating a new ad-hoc Collections audit item record (as we are when running the Locations check task), you are unlikely to select this option unless you had come across an object in a location other than its registered location and then run the Locations check task to document that fact. You are more likely to select this option for an existing Collections audit item record with an Inventory status of not checked: you have looked for the object and discovered it in a location other than its registered location. You edit the Collections audit item record and update Inventory status to found; the Actual location (location_check.actual (al)) field is added to the pop-up: This is a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Locations and containers data source. Specify the location in which you found the object (details about using a Linked field can be found here). Be sure to indicate who checked the location in Checked by (location_check.name (II)).
   not found	When creating a new ad-hoc Collections audit item record (as we are when running the Locations check task), you would select this option if you had discovered that an object is not where it is expected, are unable to locate it, and run the Locations check task to document that fact. If you had previously created a Collections audit item for an object with an Inventory status of not checked and are subsequently unable to locate the object, you would edit its Collections audit item record and update Inventory status to not found.

3. Identify who checked (or is going to check) the object's location in Checked by (location_check.name (II)). This is a Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Details about using a Linked field can be found here.
4. If necessary, add any commentary to the Notes (location_check.notes (Im)) field:
   

   

5. Click OK.

A Collections audit items record is created with the details provided in the Location check pop-up, and linked to the object's Catalogue record.

If Inventory status is not checked, you would now attempt to locate the object in its registered location and would update the object's Collections audit items record with your findings (notably Inventory status on the Audit item details panel). We examine the Collections audit items record in detail and how to process a location check below.

Tip: If you specified an Actual location in the Location check pop-up, the object's Current location (current_location.name (2A)) will be updated in the Catalogue record when Audit verified? is checked in the Collections audit items record.

When you create a record in the Collections audit data source, the following panels are available for managing and documenting a collections audit:

As the purpose of many fields is self-explanatory and their use is straightforward, we only highlight those that are of particular note:

Collections audit records include the Actions, Expenses and income and Free fields panels.

Running the Add to collections audit task from the Catalogue is useful when performing a locations audit on objects that are expected to be found in a particular location (a room, or building, for example): search for and select all objects in a location and then run the task. This creates a record in the Collections audit items data source for each record selected in the Catalogue; the Collections audit items record sits between the object's Catalogue record and the overarching Collections audit record:

• the object's Catalogue record lists the Collections audit items record on the Location | Audits panel;
• the Collections audit record lists the Collections audit items record for all audited objects on the Audited objects panel.

To create one or more Collections audit items records:

1. In the Catalogue, mark Marking a record means selecting it by adding a tick to the record's checkbox in Result set View or Gallery View, and in Record Details View from Collections 1.15 onwards. One or more records can be marked and then actioned in some way (e.g. printed). one or more records in Result set View.

2. Select Add to collections audit from the Task drop list in the Result set View toolbar.

   The Add to collections audit pop-up will display:

   

3. Complete the fields in the pop-up:

   Field	Details
   Audit reference / audit (AN)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Collections audit data source, which holds high-level details of locations audits. You document and manage the overall status and details of a locations audit in a Collections audit record; you document and manage the details of an individual item in a Collections audit items record. If you know the reference number for the locations audit, start keying it into the field and select it from the drop list when it displays: Otherwise click the Link icon to display the Find data for the field box (details here) and search for the relevant locations audit record. Tip: If you are authorized to do so, you could create a Collections audit record and link to it from the Find data for the field box, but it is recommended that the Collections audit record exists before running the Add to collections audit task. When you select a Collections audit record, the Audit status and Summary fields are populated with data from that record:
   Audit status / audit.status (AS)	Read-only field holding the current status of the locations audit documented in the selected Collections audit record.
   Summary / audit.summary (Z0)	Read-only field displaying the Record summary The Record summary (record_summary (Z0)) field provides an auto-generated summary of a record's key data taken from one or more key fields. It is available in every data source (in the Standard Model application). (record_summary (Z0)) from the selected Collections audit record.
   Auditor / auditor (PB)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start keying the name of the person who will actually be checking the location of these objects and select the name from the drop list that displays, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). Details about working with the Find data for the field box can be found here.

   

4. Click OK to create the Collections audit items record(s).

   A record is created in the Collections audit items data source for each object selected at Step 1; it is linked to that object's Catalogue record, and to the selected Collections audit record. A message indicates how many records were created and which Collections audit record they are linked to:

   

In the Collections audit record you will find that the Audited objects panel now lists the Collections audit items record for each object added to the audit:

In the Catalogue record for each item, the Location | Audits panel now includes details about the audit, with a link to the Collections audit items for this object:

The Add items to this collections audit task is another way to add one or more object's to an audit, this time from within the Collections audit data source rather than the Catalogue.

Note: It does however require that you have a list of object numbers OR prirefs A record's unique identifier (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, add the priref column to Result set View. The field tag for the priref field is %0. for the objects you wish to add to the audit; if you don't already have a list of these numbers, you will need to find them in the Catalogue, and might as well run the Add to collections audit from that data source.

Running the task will create a record in the Collections audit items data source for each object, which sits between the object's Catalogue record and the overarching Collections audit record:

• the object's Catalogue record lists the Collections audit items record on the Location | Audits panel;
• the Collections audit record lists the Collections audit items record for all audited objects on the Audited objects panel.

To add objects to a locations audit:

1. Search for and select the Collections audit record in Result set View.

2. Select Add items to this collections audit from the Task drop list in the Result set View toolbar.

   The Add items to this collections audit pop-up will display:

   

3. Complete the fields in the pop-up:

   Field	Details
   ID Number(s) / object_numbers (IN)	This task requires that you enter an object's ID number OR priref A record's unique identifier (aka Record number). The Record number field is found on the Management details (or Notes and description) panel in Collections version 5.0 onwards. Alternatively, add the priref column to Result set View. The field tag for the priref field is %0. . ID number is the value in a record's object_number (IN) field, which is Object number (in the Object catalogue); Reference code (in the Archives catalogue); Number (in the Film / Moving image catalogue); etc. If providing more than one object number, enter them here separated by a comma (you can include a space after the comma or not). Alternatively, use the Priref(s) field.
   Priref(s) / prirefs (pr)	If providing more than one priref, enter them here separated by a comma (you can include a space after the comma or not).
   Auditor / auditor (PB)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start keying the name of the person who will actually be checking the location of these objects and select the name from the drop list that displays, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). Details about working with the Find data for the field box can be found here.

   

4. Click OK to create the Collections audit items record(s).

   A record is created in the Collections audit items data source for each object listed in the pop-up; it is linked to that object's Catalogue record, and to the Collections audit record. A message indicates how many records were created and which Collections audit record they are linked to:

   

In the Collections audit record you will find that the Audited objects panel now lists the Collections audit items record for each object added to the audit:

In the Catalogue record for each item, the Location | Audits panel now includes details about the audit, with a link to the Collections audit items for this object:

Note: It is possible to create a record in the Collections audit items data source and manually link it to an object's Catalogue record and a Collections audit record if required; it is more typical however to use one of the three tasks described above for this purpose as they automate the creation of records and links between them. The following description assumes that a task was used to create records.

A Collections audit items record in Record details View has the following panels:

As the purpose of many fields is self-explanatory and their use is straightforward, we only highlight those that are of particular note.

The key panel is Audit item details. This holds a reference number, details about the audited object (and link to its Catalogue record), details about the expected and actual location of the object, and a Record summary The Record summary (record_summary (Z0)) field provides an auto-generated summary of a record's key data taken from one or more key fields. It is available in every data source (in the Standard Model application).. On this panel you verify the audit of the object (Audit verified?), and if the Actual location of the audited object is different from the expected location, the object's Current location (current_location.name (2A)) will be updated in the Catalogue record:

Field group	Field	Details
Item details	Reference number / reference_number (RN))	A read-only reference number for a Collections audit items record is automatically generated when the record is created.
	Object number / object.object_number (IN)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Catalogue, holding the object's object number.
	Object summary / object.summary (OB)	A read-only summary of the object's Catalogue record. Displays the object record's Record summary The Record summary (record_summary (Z0)) field provides an auto-generated summary of a record's key data taken from one or more key fields. It is available in every data source (in the Standard Model application)..
	Audit by / auditor (PB)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Names the person who has been tasked with checking the location of the object. Note that this may not be the same person specified in a Collections audit record in the Audit by (auditor.name (BA)) field, which is used to specify the person coordinating the auditing project. When objects are added to an audit using one of the tasks (described above) we nominate who is responsible for actually checking the location of those objects, and this is recorded in Audit by (auditor (PB)) in the Collections audit items record. For a large-scale audit of object locations there may be many auditors, each responsible for checking a subset of objects, with one person coordinating the auditing project.
Audit details		These fields are not used for an ad-hoc locations check as the Collections audit items record is not linked to a Collections audit record. Details about ad-hoc locations checks here.
	Audit number / audit (AN)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). holding the reference number of a Collections audit record with details of a locations check audit.
	Audit date / audit.date.start (DS)	Read-only. The audit start date specified in the linked Collections audit record.
	Audit summary	Read-only. The Record summary The Record summary (record_summary (Z0)) field provides an auto-generated summary of a record's key data taken from one or more key fields. It is available in every data source (in the Standard Model application). of the linked Collections audit record.
Expected location | Prior assessment		Series of read-only fields displaying details from the object's Catalogue record. The object's Current location (current_location.name (2A)) is the Expected location (location.expected (el)) of the object recorded here. If the object is undergoing a condition assessment / treatment, the reference number of the most recent Assessments and treatments record listing the object will display in Prior assessment (assessment.prior (EM)). Prior condition (assessment.prior (EM)) will display the Condition (condition (TO)) specified in the Assessments and treatments record: These fields are updated whenever the record is saved.
Audit results		A locations audit can be processed from a Collections audit record or from each individual Collections audit items record. Whichever approach you take, ultimately it is the Audit results fields here that are updated. Processing the locations audit from a Collections audit record is an efficient approach as the Collections audit record lists all affected Collections audit items records in one place and you can process them one after another (details below). In this case you edit each record in a Zoom screen A Zoom screen is a pop-up screen similar to Record details View but with fewer options, fields and panels. It will pop-up and display summary details of a Linked record (for a term, person, location, etc.) when an underlined value is clicked in Display mode or the Details button is selected when linking records in Edit mode, for instance. Typically, record details in a Zoom screen can be edited. . If you are performing an ad-hoc locations audit, you must process the audit in the Collections audit items record itself.
	Inventory status / inventory_status (FL)	Drop list of values. An initial Inventory status is set when a task is used to create a Collections audit items record. When creating a Collections audit items record, the default Inventory status is not checked. When a check is performed, select one of the other options: Option Details found in registered location The object is discovered in its registered location. Check date and Check time are updated automatically with the current date and time; Actual location and Actual Container are updated with details of the object's current location (when the record is saved). A number of additional fields are enabled, enabling you to provide basic condition details if required: Condition assessed? Marked? Assessment ref. found The object is found, but not where it was expected. Actual location and Actual Container, Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Locations and containers data source, are enabled. Specify the location (and container if appropriate) in which you found the object (details about using a Linked field can be found here). A number of additional fields are enabled, enabling you to provide basic condition details if required: Condition assessed? Marked? Assessment ref. not found The object is not in the location where it is expected and you are unable to locate it.
	Actual location / location.actual (al) Actual container / contained_in.actual (CA)	Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Locations and containers data source. Specify the location (and container if appropriate) in which you found the object (details about using a Linked field can be found here).
	Location notes / location.actual.notes (LN)	Text field for recording any relevant details about the location (the field will expand to hold a significant amount of information).
	Condition assessed? / assessed (CC)	Drop list of values indicating whether the object's condition has been assessed: Yes / No.
	Marked? / object_marked (OM)	Checkbox. Verify that the object has the official museum marking on it (typically its object number).
	Assessment ref. / assessment.actual (AM) Assessment date (assessment.actual.date (AT))	Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Assessments and treatments data source. If you selected Yes in Condition assessed?, locate the relevant record and link to it (details about using a Linked field can be found here). Assessment date (assessment.actual.date (AT)) is a read-only field, automatically populated with the assessment date specified in the Assessments and treatments record.
	Notes / notes (OP)	Text field for recording any relevant details about the location check (the field will expand to hold a significant amount of information).
	Audit verified? / object.verified (OV)	Checkbox. When the relevant fields above have been completed and the location check has been completed, select the Audit verified? checkbox. Several things happen when the record is saved: If you specified an Actual location, the object's Current location (current_location.name (2A)) will be updated in the Catalogue record. Closed? is automatically checked, rendering the record read-only to all users, except those authorized to reopen it (details about read-only records here).
	Closed? / record.read_only (zz)	Checkbox. When Audit verified? is selected, Closed? is automatically ticked when the record is saved. The record becomes read-only to all users, except those authorized to reopen it (details about read-only records here). You would select the Closed? checkbox without checking Audit verified? if the audit is abandoned without verification (perhaps it was not officially sanctioned).
Record summary	Record summary / record_summary (Z0)	An auto-generated summary of the record's data taken from one or more key fields. More details here.

Other Collections audit items panels include:

Digital references

On the Digital references panel we link to relevant digital documentation (Word docs, PDFs, URLs etc.):

Word docs and URLs (and other digital references) are linked to a record using a field with an Application data type such as File (File (RF)) on the Digital references panel. A field with an Application data type is associated with an application, such as a PDF reader; depending on your browser's configuration, clicking the underlined file name for a .pdf file will open the document in a browser tab:

Alternatively, click the Download icon to download and view the document.

Use these repeatable fields to link to one or more digital documents (Word docs, PDFs, URLs etc.) relevant to this acquisition item.

Field / System name	Details
Type / Type (Ro)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Thesaurus. Start typing the term for the type of document and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant term or create a record in the Thesaurus and link to it (if authorized to do so).
File / File (RF)	If you know the path to the digital reference, type it into this field; alternatively, for digital documents, select the Upload button to locate and upload a document accessible to your device.
Description / Description (RT)	Enter a brief description of the digital reference.

Media

Associate media such as images, video and audio with the current record by linking to or uploading media:

Note: See Adding documents, URLs and PDFs above if linking digital documents (e.g. Word documents or PDFs) with the current record.

If the media you want to associate with the current record is already available in the Multimedia documentation data source, select the Link icon in the Reference field to open the Find data for the field box. Search for and select a media record to link to the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. (full details about using the Find data for the field box can be found here).

If you want to upload new media and associate it with the current record, select the Upload option to locate a file accessible to your device. When a media file is uploaded and the current record is saved, a basic record is automatically created for the media in the Multimedia documentation data source, and it is linked to the current record's Reference field.

Once you save the current record, the media will be visible in Media viewer.

There is a lot more to working with media and full details can be found here.

Actions

The Actions panel is a basic workflow tool designed for managing tasks (actions) relating to the current record. The type of action tracked depends on the data source you are working in (actions in the Catalogue will not necessarily be the same as actions in Loans for instance); actions might include anything from scheduling meetings, reviews, to photography sessions, etc. Managing tasks might entail scheduling an action (a meeting for instance), tracking an action's progress (the crate has been ordered) or documenting that an action has been performed (the object was moved). This functionality is not meant to replace dedicated project management software, but it can be used to prescribe standard procedural tasks (setting default actions) and to track and log tasks relating to the current record.

Default and conditional actions

Application Administrators can define default actions for any new record in the System admin – occurrence defaults data source.

If an action is required when certain conditions are met, occurrence defaults can be set up to facilitate this; for example, in Acquisitions and acquisition proposals a Send Deed of Gift action can be added when a record has an Acquisition method (method (sm)) of gift and a Status (current_status (sS)) of approved.

Provide details of various actions (selected from the Type field) which affect this item throughout its acquisition:

The purpose and use of many fields are clear and straightforward, and we only highlight those of particular importance below:

Field / System name	Details
Type / Type (U0)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Thesaurus. Start keying the term for the type of action or click the Link icon to display the Find data for the field box; search for the relevant term or create a record in the Thesaurus and link to it (if authorized to do so). Actions might include: acquisitions meeting, conservation review, meet with donor, etc. Details about working with the Find data for the field box can be found here.
Responsible / Responsible (UA)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start keying the name of the person responsible for the action or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). Details about working with the Find data for the field box can be found here.
Requested by / Requested by (U6)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Record the person who requested the action.
Request date / Request date (uA)	The date on which the request was made. Key a date into the field or click the Calendar icon to select a date (details about date fields and how to use the Calendar can be found here).
Priority / Priority (Uc)	Indicate the priority of the action. Drop list of values: non-priority low medium high
Date due / Date due (u2)	The date the action should be completed.
Start date / Start date (U1)	The date the action commenced.
Date completed / Date completed (U4)	The date the action completed.
Confidential? / action.confidential (U9)	Checkbox indicating the sensitivity of the action. Tip: Although selecting the checkbox does not trigger any action in the software, it could, of course, be used by a script to exclude confidential actions when running a report, for instance.
Status / Status (U8)	Drop list of values. Select the current status of the action: pending pending approval approved open suspended completed rejected cancelled
Status date / Status date (u8)	The date the status was set.
Rec. Ref. / Rec. Ref. (u9)	Short for Record reference: if an action is part of a larger project, enter the reference number for that project. Although there is currently no functionality built around this or the following field, Job no., it is anticipated that an Action Request tool will become available in a future release that will connect individual actions back to an original request or project.
Job no. / Job no. (uB)	Used for internal numbering of individual actions. This is useful if actions are generated (or referenced) by an originating Action Request.
Description / Description (u1)	Provide detail about the action. As Type is a Linked field, Description can be useful for providing nuance of what is expected from an action.
Notes / Notes (u7)	Document any outcomes, problems, or information that might be helpful for completing the action.

Free fields

Most fields in Collections are intended to hold a specific piece of information (an object number, a title, a birth date, and so on) often defined by an industry standard (SPECTRUM or ISAD(G), for instance). Free fields, which are found on a Free fields panel typically near the bottom of the list of tabs in Record details View, provide more flexibility; while not new to Collections, their use in the past was mostly limited to holding data migrated from fields in legacy systems that had no obvious equivalent in Collections.

Note: In systems running Model Applications prior to the Standard Model, there is a single text type of free field.

The release of the Standard Model saw a significant increase in the number of fields and data sources available in Collections so that there is almost certainly a suitable field to hold your data without the need for customization. This has allowed for a new approach to the use of free fields in systems running the Standard Model, and Free fields panels are now intended as an alternative, where appropriate, to customization of the application. To that end, Free fields panels are now available across more data sources; and it is no longer necessary to store all types of data in a generic text field as there are now free fields to hold text, dates and numbers, and there is also a checkbox variant:

Their use is straightforward. You specify the purpose of the field in Type (name the field) and enter the value in the Content field:

Note: As values in the Type field are managed in the System lists data source2 Available in Axiell Collections systems running the Standard Model application., Application Administrators ($ADMIN users) are free to add new values as required.

As each group of fields on the Free fields panel (Texts, Dates, Checkboxes, Numbers) is a repeatable group of fields, you can use the Occurrences drop list in the Record details View toolbar to add / remove / move a group of fields.

If there is no native field for a piece of data, consider whether a free field can be used to hold it, avoiding the need to customize the application.