Index of data sources
The data sources available to you will depend on the version and configuration of the Model Application implemented for your institution. Not all data sources listed below will be available in your implementation of Axiell Collections. In most cases, we indicate the version of the Model Application in which a data source was introduced (or renamed). Keep in mind that data sources are often upgraded with each new release of the Model Application and that the current version might be quite different from the version that was initially released.
Here you will find an overview of each data source. Where necessary you will also find a link to more comprehensive information, including topics in the Managing your collection section of this Help which guide you through record creation in many of these data sources.
Catalogue
The Catalogue data source can have one or more divisions, each a data source in its own right and designed to manage a type of collection. Since Model Application 5.0 the Catalogue has included six divisions:
- Moving image catalogue
- Object catalogue
- Archives catalogue
- Library catalogue
- Accessions
- Non-collection items and accessories
All other data sources for users and Application Administrators
Data source |
Introduced in Model Application |
Details |
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Access request items |
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. |
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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. |
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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:
Details about how to document acquisition items can be found here. An overview of Items data sources can be found here. |
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Assessments and treatments |
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). |
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Auctions |
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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 |
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Used to document named collections of library items in the Library catalogue (e.g. the books of a specific collector). |
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. |
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Collections audit items |
In conjunction with Collections audit, used to perform locations checks / audits of one or more objects. 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. |
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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. |
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Container types |
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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 |
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Contains records of currencies used throughout Axiell Collections, including current exchange rates. |
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. |
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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. |
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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). |
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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. |
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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. |
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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. |
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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 Details about Authority data sources here. |
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Details coming soon. |
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Incoming loans |
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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. |
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Item requests |
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. |
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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. |
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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. |
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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. |
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Locations and containers |
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Contains records of storage locations that can hold materials in the collection. These can be fixed locations (a room or bay for instance) or moveable containers (such as a box or tray). |
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. |
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Maps |
Contains records of the base maps and overlays used to plot GIS fields (such as those used in the Geographical thesaurus data source). |
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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). |
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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. |
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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. |
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Movement and shipping logistics |
Previously called Transport; renamed Movement and shipping logistics in the Standard Model (6.0) 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. Details coming soon. |
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Multimedia documentation |
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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 |
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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 |
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An Authority data source 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. Details about Authority data sources here. |
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. |
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Retention schemes |
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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 |
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. |
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Series |
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Contains records of the titles of book series; for use specifically in the Library catalogue. |
Used to set default values for fields when records are created or when specific data is added to a record. Details here (coming soon). |
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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. |
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Taxonomy |
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Contains taxonomic names with their descriptions and hierarchical relations. |
Thesaurus |
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An Authority data source Details about Authority data sources here. |
Transport |
Previously called Transport; renamed Movement and shipping logistics in the Standard Model (6.0) 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. |
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Contains a record for custom templates uploaded through the Output formats box. |
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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. |
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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. |
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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. |
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Users |
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. |
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Valuation |
Used to document the formal valuation of collection objects. A Valuation record holds valuation details for a specific Catalogue item, including amounts, currency, exchange rate, who conducted the valuation, why it was undertaken and when. 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 object valuation details can be found here. |