Index of data sources

Called Item requests in Model Application 5.0 to 5.2; renamed Access request items in the Standard Model (6.0)

One of three data sources that support Reading Room functionality. Users supports user registration; User Categories is for registration of user categories; Access request items handles reserving, lending and returning of items to your institution's Reading Room.

Details about using these data sources can be found in the Axiell Collections Model Application 5.1 Release Notes.

Acquisitions & acquisition proposals

Used to document the process of acquiring items for the collection, even if the process does not lead to an acquisition. Useful for capturing object information such as provenance before the acquisition has happened.

See also Acquisition items if your system implements the Standard Model.

Acquisition items

An Acquisitions and acquisition proposals record holds details about an acquisition event (a bequest for instance), which may involve many items, each one of which can be documented in an Acquisition items record:

We document and manage the overall status and details of the acquisition event in an Acquisitions and acquisition proposals record.
We document and manage the status and details of an individual item in an Acquisition items record.

Details about how to document acquisition items can be found here.

An overview of Items data sources can be found here.

Assessments and treatments

4.2

Used to manage and track conservation, restoration, and condition checks / assessments performed on items in your collection.

The Assessments and treatments data source was introduced with Model Application 4.2 and enhanced with the Standard Model (6.0).

Working with Assessments and treatments

In Model Applications up to version 5.2 condition information can be documented in either (or more often both):

an object's Catalogue record: by completing the repeatable A field that is repeatable can have multiple occurrences. A book, for instance, can have more than one author, therefore the Author field can be repeated multiple times to accommodate the need for additional instances of a field (use the Occurrences options in the Record details View toolbar to add occurrences of a field. Condition group of fields on the Condition | Conservation panel;
an Assessments and treatments record, documenting the assessment / treatment work, linked to the Catalogue record for each affected object (read on for details about how to link to objects).

To avoid any ambiguity about where details are recorded, condition information is only documented in an Assessments and treatments record in the Standard Model.

An Assessments and treatments record lists the Catalogue record of all affected objects on the Linked objects panel; condition details about each linked object are then documented on the Condition description panel. Details about the Assessments and treatments record automatically display in the Assessment / Treatment log table on the Condition | Conservation panel in the object's Catalogue record.

The recommended way to add one or more objects to an Assessments and treatments record is to use the Add to objects Links option in the Result set View toolbar (the same method applies for all Model Applications):

Creating an Assessments and treatments record in the Standard Model

When creating a record there is the choice of two record types:

Type

Details

treatment

A treatment record can be used to plan treatments, track and manage the status, requests and authorizations of the treatment (on the Treatment details panel):

And to document the full process from pre to post treatment (Treatment process panel):

All available panels:

check/assessment

A check/assessment record can be used to track and manage the status, authorizations and follow-up activities of an assessment (on the Assessment details panel). Note that assessments can have successive follow-up treatment and assessment activities as often as required, each in their own record, via the repeated Requested activity fields:

The Condition descriptors field group on the Condition description panel can be used to link controlled condition terminology to items on the record:

All available panels:

It is possible to create Assessments and treatments records directly in a number of data sources, including:

Loan items - in the Reference number field on the Condition assessments panel;
Incidents - in the Post-incident assessment field on the Objects and containers panel.

As can be seen above, Assessments and treatments records include the Actions, Expenses and income and Free fields panels.

Auctions

Used to document auctions through which collection items are acquired; can be linked to records in the Library catalogue, and on the Acquisition panel in the Object, Moving image, and Archives catalogues .

Collections

Used to document named collections of library items in the Library catalogue (e.g. the books of a specific collector).

Collections audit

In conjunction with Collections audit items, used to perform locations checks / audits of one or more objects.

Details about performing a locations check with the Collections audit and Collections audit items data sources can be found here.

Collections audit items

In conjunction with Collections audit, used to perform locations checks / audits of one or more objects. Also used for auditing the location of containers.

Details about how to undertake a locations check with Collections audit and Collections audit items can be found here.

An overview of Items data sources can be found here.

Collections review

Used to document and manage formal assessments of collection items, the scope of which might be a few items to the entire collection. A collections review is undertaken to acquire a deeper understanding of the collection, including the condition, provenance, and significance of items. This data source implements the Spectrum 5.0 Collections review procedure.

Details

A collections review can:

help an institution understand whether the collection continues to align with its mission, goals and values (perhaps examining descriptions for outdated or offensive language, or reviewing the provenance of items to ensure they were not looted, for example), and to help plan future acquisitions and deaccessions;
be used to identify underexposed items, enabling an institution to make more of their collection accessible through exhibitions, research, and educational programs;
provide insights into the items or areas of the collection that are most interesting to patrons;
can improve resource management from conservation efforts to storage solutions by identifying the most valuable or at-risk items, for instance;
and so on.

The Spectrum 5.0 Collections review procedure describes a collections review as managing and documenting any formal assessment of collections that follows a stated methodology.

Reviews are often the first stage of rationalising collections, which can lead to the deaccessioning and disposal of objects. Deaccessions and disposals records, which document the deaccession and disposal of objects in your collection, include a Deaccession reason field (on the Justifications panel), one option of which is collection review.

Other reasons to review collections include: understanding the significance of your holdings; identifying opportunities to develop underused collections; getting new insights into what your users find interesting about your objects; and planning future research, use and collections care. According to Spectrum 5.0:

... Typically, you assess objects against a number of criteria (e.g. significance) and score each object against an agreed scale (e.g. locally significant, nationally significant, internationally significant; or 1, 2, 3).

Changes introduced with the Standard Model: locations checking

The Standard Model improves Collections review with the addition of several useful panels, including Digital references, Free fields and Status history, and an improved PIDs and other identifiers panel; however the most significant change is that locations checking, which is a function of Collections review, is now managed far better with the new Collections audit and Collections audit items data sources. Details here.

Container types

Contains records with details, including standard measurements, for different types of storage container. These records can be linked to records in Locations and containers.

Currencies

Contains records of currencies used throughout Axiell Collections, including current exchange rates.

Deaccessions and disposals

Used to document and track deaccessions and disposals of collections objects.

Deaccession and disposal are related but distinct processes, typically involving a formal and documented review that takes into account your institution's collections policy, as well as legal and ethical considerations. In Model Applications prior to the Standard Model, deaccession and disposal data is registered in a limited set of fields in Object Catalogue records on a Disposal panel, with a focus on documenting the disposal of an object. The Standard Model moves these fields to a dedicated Deaccessions and disposals data source, greatly expanding the scope of information that can be documented.

Details about how to record deaccessions and disposals in Model Application 5.2 and earlier, and in the Standard Model can be found here.

Events

Called Events in Model Application 5.0 to 5.2; renamed Film lifecycle events in the Standard Model (6.0)

Contains records of life cycle events that can be linked to a Moving image catalogue record, such as a première, censorship, or the receipt of an award.

Events

Used to document historic events (e.g. D-Day; 1994 Winter Olympics) and internal (institutional) events (e.g. Donor tour of conservation lab; Spring 2024 Collections Committee Meeting; School visit).

Exhibitions

Pre 6.0

Contains records of exhibitions held by the organization, or featuring material from the organization’s collection.

Exhibitions and venues

Primarily used to document and manage the status and details of exhibitions and the venues at which they take place. In conjunction with Exhibition items, it is also possible to document and manage individual items exhibited at each venue of an exhibition.

Tip: Venue records can also be used independently of an exhibition; you could, for instance, have a venue record that documents items in a room (gallery, hall, etc.) within your institution for instance.

Details about how to document exhibitions, venues and exhibition items can be found here.

Exhibition items

Used to document individual items associated with an exhibition.

Details about how to document exhibitions, venues and exhibition items can be found here.

An overview of Items data sources can be found here.

Field collection

Contains records relating to the collection of collection items in the field, generally for archaeological or natural history collections. Records can be for a collection event or the sites visited in a collection event.

Film lifecycle events

5.0

In Model Application 5.2 and earlier this data source is called Events; it was renamed Film lifecycle events with the release of the Standard Model (6.0) and introduction of a very different Events data source (described here).

Contains records of life cycle events that can be linked to a Moving image catalogue record, such as a première, censorship, or the receipt of an award.

Geographical thesaurus

An Authority data source Authority data sources are used for vocabulary control and they manage the many names and terms referenced by records in almost every other data source. The purpose of a controlled vocabulary is to ensure consistent use of names and terms throughout your records and this is achieved by specifying that a name or term is preferred; then when a non-preferred version of a name or term is selected in a Linked field drop list, it is automatically replaced with the preferred name or term. of place names referenced by many fields throughout Axiell Collections, and a source of information about such places. Places can be organized hierarchically and plotted on a map.

Details about Authority data sources here.

Incidents

Details coming soon.

Incoming loans

Contains records of museum-style loans made by other museums or collectors to this organization. Objects in loans can be documented in the Objects catalogue with a Management status of in loan. This data source implements the Spectrum 5.0 Loans in procedure.

Insurance and indemnity

Used to document details about your institution’s insurance and indemnity policies, and to document and manage any related activities (actions).

As well as recording information about the provider, policy, and coverage amount, an Insurance and Indemnity record lists all covered objects, with a link to a Valuation record that assesses an object's value, and it identifies locations and shipments that are covered by the policy. On the Actions panel, a basic workflow tool for managing tasks related to the current record, it is possible to document and manage any related activities (actions), such as scheduling meetings. Digital copies of documentation can be made available on the Digital References panel.

Details about how to document an institution’s insurance and indemnity policies can be found here.

Item requests

Called Item requests in Model Application 5.0 to 5.2; renamed Access request items in the Standard Model (6.0)

Details about using these data sources can be found in the Axiell Collections Model Application 5.1 Release Notes.

Items data sources

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.

Each of these data sources is listed in this table separately.

An overview of Items data sources can be found here.

Library Purchase Orders

Used to record purchase order details for library materials to keep track of a purchase order.

Details about using this data source can be found in the Axiell Collections Model Application 5.1 Release Notes.

Loan items

Used to document and manage the status and details of an individual item participating in a loan.

Details about how to document loan items can be found here.

An overview of Items data sources can be found here.

Locations and containers

Used to document the physical locations in which collection items are or can be placed. Locations can be fixed (a shelf, room, bay or building for instance) or moveable (such as a box or tray).

Details about documenting storage locations can be found here.

Manual Purge of serial issues

One of two data sources, Serial subscriptions and Manual Purge of serial issues designed for management of serials. Together they are used to register and manage subscriptions to serial publications.

Details about using these data sources can be found in the Axiell Collections Model Application 5.1 Release Notes.

Maps

Contains records of the base maps and overlays used to plot GIS fields (such as those used in the Geographical thesaurus data source).

Media

Previously called Multimedia documentation; renamed Media in the Standard Model (6.0)

Contains records of image, video, and audio files, including digital metadata, that can be linked to other records in Axiell Collections through image fields like media.reference (FN).

Missions

Contains a mission (intention) to move one or more collection items or containers, accessed with Axiell Move. Only available as part of an Axiell Move Premium system.

Mission items

Contains a request to move a single collection item or container. These requests are gathered into a mission (in the Missions data source) and accessed with Axiell Move. Only available as part of an Axiell Move Premium system.

Movement and shipping logistics

Used to plan incoming, outgoing, internal, and external movements of collection items2; planned movements can be single stage (from a storage location to a conservation studio, for instance) or multi-stage (from storage location to truck, to flight, to truck, and so on). Details that can be recorded include movement reasons, methods, recipient and courier contact details, etc.

The Current location of an object is automatically updated when its Status (object.status (TS)) in the Movement and Shipping Logistics record is set to completed.

Details about documenting locations and managing movements can be found here.

Movement history

Documents the relocation of objects and containers.

Details

A full history of the movement of objects and containers in Model Application 5.2 and earlier is retained in an object's Catalogue record and a container's Locations and containers record. Whenever an object is relocated, details about the previous location, relevant dates, who authorized the movement, the reason for the movement, and so on are saved on the Location history panel in the object's Catalogue record; when a container is relocated the details are documented on the Container details panel in its Locations and containers record.

One consequence of this approach is that movement history details can proliferate in an object or container record, potentially making them slower to load; another is that working with location history data can be complex.

In the Standard Model the movement of objects and containers is comprehensively documented in a dedicated Movement history data source. Every change to an object or container's Current location generates a record in the Movement history data source that is automatically listed on the Movement history panel in the object or container record, allowing the granular movement history details to be removed from Catalogue and Locations and containers records.

It is worth stressing that every change to an object or container's Current location generates a record in the Movement history data source; movement history in prior Model Applications is only updated when the Change locations task is used to document a relocation.

Here we see the Movement history panel for a container, chronologically listing the Movement history record for each relocation of the container:

Clicking a Reference number will display details of the relocation 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..

Alternatively, open Related records View to list the Movement history records linked to the current record The record currently displayed in Record details View or highlighted (with a solid background) in Result set View or Gallery View for instance.:

Clicking one of the Movement history records in Related records View will make it the current record (switching to the Movement history data source and displaying that record only). Clicking the Movement history header will switch to the Movement history data source listing all of the related records (seven in this example); this allows you to manipulate the records in various ways (sorting them in Result set View, for instance).

Packed objects (objects located in a container)

In Model Application 5.2 and earlier, when an object is located in a container and the container is relocated, only the movement history of the container is updated (on the Container details panel in the container's Locations and containers record); the movement history of the object is not updated. As a consequence, it is necessary to investigate the location history of the container in order to identify where a packed object was at any moment in time.

When a container is relocated in the Standard Model a Movement history record is created for the container AND for each object contained within it. Each object's Movement history record identifies the container it was packed in, as well as the full location of that container in the Context field:

Fixed (unchanging) context

Additionally, the detail shown in Context is now a fixed value stored in the Movement history record; in prior Model Applications the context is not stored in a record but is retrieved dynamically when the record is displayed. This means that the location context details accurately capture the full (historically accurate) location at the time of a move, rather than updating if, say, a gallery changes its name sometime after a move, or the location hierarchy changes; amongst other reasons, this can be important when performing collections audits.

Chronological order

Every relocation of an object or container is listed on the Movement history panel in chronological order. This means that if the Change locations task is used retrospectively to document that an object or container was moved in the past, the resulting record will slot into the Movement history at the appropriate point in time (rather than being treated as the newest move).

Multimedia documentation

Previously called Multimedia documentation; renamed Media in the Standard Model (6.0)

Contains records of image, video, and audio files, including digital metadata, that can be linked to other records in Axiell Collections through image fields like media.reference (FN).

Outgoing loans

Contains records of museum-style loans made to other museums or organizations. The objects in these loans can be documented in the Catalogue data source. This data source implements the Spectrum 5.0 Loans out procedure.

Persons and institutions

An Authority data source Authority data sources are used for vocabulary control and they manage the many names and terms referenced by records in almost every other data source. The purpose of a controlled vocabulary is to ensure consistent use of names and terms throughout your records and this is achieved by specifying that a name or term is preferred; then when a non-preferred version of a name or term is selected in a Linked field drop list, it is automatically replaced with the preferred name or term. and source of information about people and organizations involved with your collection in some way. As well as serving as an authoritative list of names for many fields throughout Axiell Collections, it is possible to record extensive biographical, contact, relationship, and other information about people and institutions interacting with your collection.

Persons and institutions is a core data source in Axiell Collections, and it is one that is upgraded almost any time a new Model Application is released.

Changes introduced with the Standard Model

The Standard Model introduced new fields and panels to Persons and institutions, expanding and enhancing data management of individuals and organizations interacting with your collection.

Notable new and changed panels and fields:

Identification panel

Field group

Field

Details

Authorised form of name

Record type / record_type (oG)

Chief amongst the new fields is the Record type (record_type (oG)) drop list on the Identification panel:

While Record type is not mandatory, it is a useful conditional field: selecting a value in the drop list will tailor which fields are available, and potentially auto-populate fields. Enter a name in the mandatory Name field, and select an option from the Record type drop list.

Here we enter a name in the Name field (Surname, Forename or Forename Surname) and select Individual from the Record type drop list:

Tip: In earlier Model Applications it is generally best practice to enter names as Surname, Forename, but that is no longer required with the Standard Model as a name entered as Forename Surname will be parsed and sorted by surname automatically.

A number of things happen:

Name sort is auto-filled with the contents of Name, capitalized; if Record type = Individual, the name is formatted as <surname>, <forename>.
A Person’s name elements group of fields is added below the Authorised form of name group of fields, with Surname and Forename(s) auto-filled.
Note: If, for some reason, the value in Name is not automatically split into its Surname and Forename elements, click the Generate name checkbox.

Name role / name.type (do)

Many more roles have been added to the Name role (name.type (do)) drop list. Name role is an enumerative Read-only drop lists; their values are added and translated by Application Administrators in the Collections administration tool, Axiell Designer: users can select a value in an enumerative field, but cannot add or translate a value. list of domains A subset of records in an Authority data source, grouping similar sorts of records. When a search or Linked field is associated with a domain, only records in that domain are available to that field. For example, records for authors can be assigned to the AUTHOR domain (using the Name Type / name.type (do) field). When linking a record for a book to a record for its author, the Author Linked field will point to the AUTHOR domain, a subset of records in Persons and institutions exclusively for authors. In the Thseaurus, a record is assigned to a domain using the Term Type / term.type (do) field..

A person or institution can have one or more roles in their interaction or involvement with your collection (which is why the field is repeatable A field that is repeatable can have multiple occurrences. A book, for instance, can have more than one author, therefore the Author field can be repeated multiple times to accommodate the need for additional instances of a field (use the Occurrences options in the Record details View toolbar to add occurrences of a field.); a person can be a creator, publisher, borrower, etc. or might only be identified as having a role of person. Roles are important in Catalogue fields that link to the Persons and institutionsAuthority data source; many 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). are configured to link to a specific domain so that only appropriate records can be linked to (the Creator field in a Object catalogue is configured to link to people with the creator role, for example).

Name variations

Managing variations in names has been improved. Previously, the Use (use (us)) and Used for (used_for (uf)) fields under Other forms of name on the Identification panel were used to record non-preferred / alternative versions of a name:

Each Use or Used for value is a Persons and institutions record in its own right, which can lead to a proliferation of records.

Now, a more intuitive and efficient Name variations group of fields is provided:

As before, Name (name (BA)) is the authorized form of the name, but now any variations are registered in the repeatable A field that is repeatable can have multiple occurrences. A book, for instance, can have more than one author, therefore the Author field can be repeated multiple times to accommodate the need for additional instances of a field (use the Occurrences options in the Record details View toolbar to add occurrences of a field.Name variations field group, notably Name variation (name_variation.name (vn); unlike before, these name variations are not recorded in separate records.

How does this affect searching and linking?

The Name variation (name_variation.name (vn)) field is indexed alongside Name (name (BA)) so that a search for a name variation will always locate the authorized name: if you enter a name variation in a search field in Persons and institutions itself or a field linked to Persons and institutions, the record with the authorized name will be located. For example, this Standard search in Persons and institutions will return the record for British Broadcasting Corporation:

When linking to a record, a name variation entered into 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). will pull back the authorized name. Here we see the Persons and institutions for Jan Vermeer, with multiple name variations:

When linking to this record in the Catalogue and entering one of the name variations, the record for the authorized name is located:

and when selected, automatically replaces the name variation:

Contacts panel

Contacts is a new panel used for linking to other records in Persons and institutions where Name role (name.type (do)) = contact. It contains two groups of repeatable A field that is repeatable can have multiple occurrences. A book, for instance, can have more than one author, therefore the Author field can be repeated multiple times to accommodate the need for additional instances of a field (use the Occurrences options in the Record details View toolbar to add occurrences of a field. fields, Contacts and Contact for:

We use this panel to identify one or more contacts for an institution, or perhaps for another person.

Obviously, a person can be a contact for an institution, and a person can be a contact for another person, but an institution could also be a contact for a person, or another institution for that matter. To simplify the following description, we assume that a person is the point of contact for an institution.

In the Persons and institutions record for an institution, we link to the record for someone who is a point of contact using the Name (contact (Cn)) field in the Contacts table; this will copy over details from that person's record (name, address, phone number, email address, etc.). Here we see the Persons and institutions record for Axiell with a contact added to the Contacts panel:

Field	Details
Name / contact (Cn)	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 typing the name of the person 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 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. In Display mode A record is either in Display mode (we view its details) or Edit mode (we add or edit its details). A record enters Edit mode as soon as we create a new record, copy a record in Record details View or edit an existing record., click the link to display the contact's Persons and institutions record.
Contact Type / contact.type (ct)	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. Identify what type of contact the party is (e.g. staff member, family member, volunteer, etc.). Start typing a contact type 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).
Surname, Forename(s), Prefix(es) to surname, Title and Salutation	Values in these fields are retrieved from the target record A link is made from one record (the primary) to another (the target). dynamically each time the current record is opened.
All other details	Other details, including telephone numbers and email address, are retrieved from the target record A link is made from one record (the primary) to another (the target). when it is added to the Name (contact (Cn)) field; but subsequently these details are NOT updated dynamically if they change in the target record. These fields are editable; if they change in the target record, be sure to update them here.

In the target (linked) record, the Contact for group of fields is automatically updated with details of the party they represent:

Additional panels

Amongst other panels added to a Persons and institutions record in Record details View, you will find Actions, Digital references, and Free fields.

Personally Identifiable Information (PII)

Persons and institutions records may contain Personally Identifiable Information (PII), including birth and death details, ethnicity, gender, nationality, occupation, address details, email addresses, contacts, etc. Under the European Union General Data Protection Regulation (GDPR) guidelines for information privacy in the EU, this data can be regarded as sensitive information; accordingly, access to fields that may contain such data is now protected by access rights by default.

The Standard Model introduces a user management model out-of-the-box with a base set of predefined roles and permissions governing access to advanced and administrator functionality, as well as access to fields containing sensitive data and Personally Identifiable Information (PII), such as personal address fields and email fields.

Full details about the permissions model introduced with the Standard Model can be found here. In brief, two roles have been introduced to control read and read-write fields identified as PII:

PII writer / pii_writer
PII writer / pii_writer

When the Standard Model is installed, staff are assigned a role that matches their access level, ensuring that only people with clearance are able to view and / or edit sensitive personal information.

Details about Authority data sources here.

Registration / synchronisation queue Permanent IDs

If globally-unique permanent IDs are used for any records in your system, this data source can be configured to contain a queue of requests to register these IDs with an external service.

Retention schemes

If your organization uses Axiell Collections for records management as well as archiving, this data source can contain information about classes of records, including the length of time to hold them and what should happen at the end of this period. Records managed with retention schemes can be documented in the Archive catalogue by setting a Management status of semi-current record.

Serial subscriptions

Details about using these data sources can be found in the Axiell Collections Model Application 5.1 Release Notes.

Series

Contains records of the titles of book series; for use specifically in the Library catalogue.

System admin - occurrence defaults

Used to set default values for fields when records are created or when specific data is added to a record.

Details here (coming soon).

System variables

Contains records of variables used by the AI entity extraction function, a description of what the variable is for, and a list of values. Available when the optional Axiell Intelligence (AI) add-on is implemented in Axiell Collections.

Details here.

Taxonomy

Contains taxonomic names with their descriptions and hierarchical relations.

Thesaurus

An Authority data source Authority data sources are used for vocabulary control and they manage the many names and terms referenced by records in almost every other data source. The purpose of a controlled vocabulary is to ensure consistent use of names and terms throughout your records and this is achieved by specifying that a name or term is preferred; then when a non-preferred version of a name or term is selected in a Linked field drop list, it is automatically replaced with the preferred name or term. of important terms referenced by many fields throughout Axiell Collections. Terms can be organized hierarchically and contain source information.

Details about Authority data sources here.

Transport

4.5

Contains records for movements of objects into or out of your organization (movements within the organization are handled in Catalogue records). This data source implements the Spectrum 5.0 object entry / object exit procedures.

Replaced by the Movement and shipping logistics data source In the Standard Model (6.0).

Uploaded templates

5.2

Contains a record for custom templates uploaded through the Output formats box.

Details

Note: The Uploaded templates data source is available in systems using Model Application 5.2; with some configuration, it can also be available in systems using older Model Applications.

The Output formats box lists one or more output formats, each designed (by Axiell or your Application Administrator) for a specific printing / reporting purpose. Output formats use Microsoft Word templates, Excel templates3 or XSLT style sheets to specify what fields (data) are included in the printed output, as well as to lay out and style the data.

Custom Word and Excel templates can be uploaded to Axiell Collections with the Output formats box. In systems using a Model Application prior to version 5.2 a custom template typically has to be uploaded every time it is needed.

With Model Application 5.2 a template uploaded through the Output formats box is automatically listed in the box and a record is created in the Uploaded templates data source. Here authorized users can manage the list of templates in the Output formats box, change the name of templates (by default an uploaded template is listed using its file name and a prefix of Uploaded), determine access to templates, and hide templates:

By default, users only have access to their own uploaded templates, templates they have been granted access to by other users, and the records for those templates in the Uploaded templates data source. Users with the $ADMIN role have access to all templates and records in the Uploaded templates data source.

Note: It is only possible to edit records in the Uploaded templates data source, not to create them.

An uploaded template record contains seven fields, three of which can be edited:

Fields	Details
Stored template ID	Depending on your system's configuration the uploaded template will be saved with a unique ID or its original file name in the storage location specified by your Application Administrator. Note: If your system's Model Application is older than version 5.2, an uploaded template is saved with a unique ID. Details In system's with Model Application 5.2 and later the `UseOriginalMediaFileName` setting in the Collections `settings.xml` file determines whether the uploaded template file keeps its original file name or gets a new GUID as its name. Note: Do not change this setting unless you understand the wider implications of changing it: it will impact other users in the application. When `UseOriginalMediaFileName` = `false`: an uploaded template file is given a GUID file name. If you upload a new version of a template with the same name (when developing and testing it, for example) Collections will automatically create a new Uploaded templates record and assign a unique GUID. When you are done, clean up any redundant records and template files in the Uploaded templates data source. `true`: an uploaded template file keeps its original name. If you upload a version of a template with the same name as an existing template file, you will be warned that the media file already exists. Either rename the file or delete the existing Uploaded templates record and the associated template file. When deleting an Uploaded templates record you will receive a message asking if you want to delete the associated template file: You have about 10 seconds to click No, otherwise the file is deleted by default. Information for Application Administrators Template files can only be deleted during record deletion if a full path to the Axiell `\worddoc\uploadedtemplates\` sub folder has been set up in line 1 of the `reports.txt` file. This file is found in the `\texts` sub folder of your Axiell system. Collections needs this information to know from which folder the files must be deleted. See the comments section in `reports.txt` for more information about this setting.
Original file name	The original file name of the uploaded template.
Visible template name	The title under which the template is listed in the Output formats box. The original file name will be stored in this field when the template is uploaded, but it can be modified as required. Note: Can only be entered in a single language.
Data source ID	A template is only available in the data source The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. in which it was uploaded. The name of that data source will be converted to a unique ID and saved in this field.
User role	The user / role who uploaded the template will automatically get Full access rights: This user / role will have Full access rights to this record (do not change it to Write, Read or None). The template will be visible to this user in the Output formats box of the relevant data source. If the Default access rights in Collections have been set to None, other users will not have access to this record in the Uploaded templates data source and will not see the associated output format in the Output formats box. Extra occurrences of this field group can be added to specify access rights for other users / roles: Read, Write or Full will display the template in the Output formats box. Read will not allow other users to edit this record.
Access rights
Category	This field currently has no function but may be used in future.

If your system's Model Application is older than version 5.2:

If a record is deleted from the Uploaded templates data source, its associated template will no longer be listed in the Output formats box, but the template file itself will remain in the storage location specified by your Application Administrator.
Each time you upload a template with the same file name as an earlier uploaded template, a new record will be created in the Uploaded templates data source and the template file will be stored under a unique name in the designated storage location. It will not overwrite the previously uploaded template with the same original file name.

Use of collections

Contains records of any use made of items in the collection, including enquiries, reproduction, publication, and demonstration. This data source implements the Spectrum 5.0 Use of collections procedure.

User activity log

Read-only information available to Administrators. Holds details of bulk operations performed by users and the login of users. Bulk operations include importing, exporting, printing, running tasks and find-and-replace procedures. Authorized users can access the logged information to identify who performed a bulk operation and when; and when users logged in.

Details about using this data source can be found in the Axiell Collections Model Application 5.1 Release Notes.

User Categories

One of three data sources that support Reading Room functionality. Users supports user registration; User Categories is for registration of user categories; Item Requests handles the different stages of reserving, lending and returning items to your institution's Reading Room.

Details about using these data sources can be found in the Axiell Collections Model Application 5.1 Release Notes.

Users

Details about using these data sources can be found in the Axiell Collections Model Application 5.1 Release Notes.

Valuation