Data sources

Axiell Collections is a web-based Collections Management System (CMS) designed to manage the digital and physical collections of Archives, Libraries (special libraries) and Museums. These three types of collection have much in common but also specific collections management needs, and to meet those needs Axiell Collections is available in three distinct models:

  • Archive
  • Library
  • Museum

Our CMS is also intended for multi-discipline collections, and various combinations are available:

  • Archive+Library
  • Archive+Museum
  • Library+Museum

The XPlus model is intended for organizations with all three types of collection:

  • Archive+Library+Museum

Below you will find a brief description of data sources available across each model of Collections.

Authority data sources

Two data sources that are a little different from the others are the Thesaurus and Persons and institutions. Known as Authority data sources, these 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 fieldClosed 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). drop list, it is automatically replaced with the preferred name or term.

Note: Persons and institutions actually serves a dual purpose: it is both an Authority data source for preferred names, but also a source of information about people and organizations involved with your collection in some way.

Other relationships between terms / names are also managed in Authority data sources. In the Thesaurus we can build hierarchical relationships between terms (broader, narrower, related and equivalent) and in Persons and institutions we can identify pseudonyms and equivalent names. And, finally, we manage the status of terms and names in Authority data sources by indicating whether they are approved, obsolete, rejected, etc.

Linking records and vocabulary control go hand-in-hand: the Authority data sources hold records for names and terms and fields in your other data sources link to these records.

Details about working with Authority data sources and preferred terms and names can be found Authority data sources.

Data sources available in Axiell Collections

Your system may not include all data sources in this list:

Data source

Typical purpose

Primary data source

Secondary / sub data source

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:

Moving image catalogue

Documents film collections according to the FIAF cataloguing rules for film archives.

See Moving image catalogue: how to create a film record for assistance with creating records in this data source.

Object catalogue

Documents museum collections according to the Spectrum 5.0 Cataloguing rules for museums. Contains records of items that are in the organization’s permanent collection, on loan, and disposed of.

See Object catalogue: how to create an object record for assistance with creating records in this data source.

Archives catalogue

Documents archival collections according to the ISAD(G) cataloguing rules for archives.

See Archives catalogue: how to accession and catalogue archival material for assistance with creating records in this data source.

Library catalogue

Documents library collections according to the ISBD cataloguing rules for bibliographic items. Contains records of books, serials, maps, articles, and other items.

See Library catalogue: how to create a library record for assistance with creating records in this data source.

Accessions

Contains records of deposits of archival materials. These records describe the deposited items, document their acquisition, and outline any conditions affecting their use. Also available in the Museums model, where it can be used to document multiple items as a single accessions record.

See Archives catalogue: how to create an archives record for assistance with creating records in this data source.

Non-collection items and accessories

Contains records of objects that are not part of the collection but need to be tracked (e.g. picture frames, stands, microfilm readers, handling collections).

Acquisitions & acquisition proposals

 

Contains records of 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.

Assessments and treatments

 

Contains records of conservation, restoration, and condition checks / assessments performed on items in the collection.

Auctions

 

Contains records of 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

 

Contains records for named collections of library items in the Library catalogue (e.g. the books of a specific collector).

Collections review

 

Contains records of formal assessments of the collection (or specific areas of it). This data source implements the Spectrum 5.0 Collections review procedure.

Container types

 

Contains records for standard measurements of storage containers. These records can be linked to records in Locations and containers.

Currencies

 

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

Events

 

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

Exhibitions

 

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

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.

Geographical thesaurus

 

Contains records of important places, serving as a thesaurus of authoritative place names for many fields throughout Axiell Collections. Places can be organized hierarchically and plotted on a map.

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.

Item Requests1

 

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 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.

Library Purchase Orders2

 

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.

Locations and containers

 

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 issues3

 

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).

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.

Multimedia documentation

 

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

 

Contains records of important people and organizations, serving as an authoritative list of names for many fields throughout Axiell Collections. Biographical, contact, relationship, and other information can be recorded.

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 subscriptions4

 

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.

Series

 

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

Taxonomy

 

Contains taxonomic names with their descriptions and hierarchical relations.

Thesaurus

 

Contains records of important terms, serving as a thesaurus of authoritative terminology for many fields throughout Axiell Collections. Terms can be organized hierarchically and contain source information.

Transport

 

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.

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 log5

 

Intended for Administrators (read-only for other users). 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 Categories6

 

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.

Users7

 

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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