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Terminology

In order to avoid different interpretation of the same terms, as part of the Eternitas program the terms defined on this page are used.

Terminology:

Microlocation is the location on which the object is discovered and to which or from which the object originated. Microlocation is defined by name, region, place, municipality, site, and GSP coordinates.

Date of acquisition of museum object or external object is the date on the expert panel act. Every museum object and external object which is entered in the system must have the expert panel act.

Find is the act of finding an object determined by space and time. The find is defined by the microlocation, date of the find, and description of the find. The find is recorded in the entry book. Several finds can be discovered on a single microlocation.

Site is the defined territorial boundry which encompasses the microlocations which are linked with common determinants. The determinants can be cultural, geographical, geopolitical, and such. Site is defined by name and boundry.

Received object  is the object received in the museum facility and which is recorded in the Reception book. The object refers to the material good which is subjected to the cultural goods processing procedure. The object can be received in the aim of assessment and processing on the level of cultural goods as well as for other processes and record keeping (e.g. issuing a permit for export). Upon reception of the object, the following may be conducted: 
      - acquisition
      - tracking as an external object (EP)  
      - return to bearer.

Acquired object is a received object, which based on the expert panel act, is recorded in the entry book of the museum.

Museum object (MP) is an acquired object which is sorted – inventoried in the museum collection.

External object (EP) is a received object whose processing remains only at the level of record keeping (objects outside the the museum institutions).

Recorded external object (EP) is the object which, by decision of experts or by the expert panel act is recorded in the records book EP.

Inventoried external object (EP) is the recorded EP which is sorted - inventoried in the external collection.

Reception Book entails the tracking of all received and returned objects, rather, encompasses tracking of all objects that enter the processing procedure according to the procedure for tracking of cultural goods, and which are admitted to the museum under any circumstance. An exception is made for the objects which are moved to some other temporary locations with issuance of the revers.

Recordkeeping book entails tracking of all recordkeeping units (recordkeeping acts).

Expert panel act is a document based on which an object is acquired. It is entered in the Entry book of the museum or the Book of external objects (EP). The expert panel act defines decision, the date of object acquisition, and it is by requirement referenced to a recordkeeping number.

Contract is a document based on which the object is acquired. It is not required for all acquisitions. If it is recorded, a recordkeeping number must exist.

Entry book entails the tracking of objects which are acquired. A reference to the Reception book and to the expert panel act is necessary for tracking in the entry book.

Recordkeeping book of external objects (EP) entails the tracking of objects which become external objects (EP). A reference to the reception book and to the expert panel act is necessary for tracking in the EP book.

Inventory book entails tracking of acquired objects which become museum objects. For tracking in the Inventory book, a reference to the Entry book as well as a basic standard set of data of the acquired object is necessary. Subsequently, a further scientific-expert processing of the object is conducted.

Inventory book of external museum objects (EMP) encompasses tracking of the recorded EMP in the external museum collections which become external museum objects (EMP). A reference to the Entry book EMP is necessary for tracking in the Inventory book EMP. In order for the object to be recorded in the Inventory book EMP, a basic set of data about the recorded EMP is required. After the recording of the object in the Inventory book EMP, when the object becomes an external museum object EMP, a subsequent scientific-expert processing EMP takes place.

Revers book entails tracking of all received objects, acquired objects, museum objects, recorded EP and inventoried EP via which movement is tracked based on the issued revers. The revers book is referenced to the Reception book or Entry book or Inventory book, depending on the type of object.  Every revers must have a return deadline and a new temporary location. Every revers of issuing-outgoing should have a revers of return. The revers of return is referenced to the revers of issuing item.

Inventory procedure of the museum object. The standard inventory procedure assumes that the object that should become a museum object needs to pass through the following phases:

  • Recording in the reception book – object becomes a received object.

  • A recordkeeping number is opened

  • Adoption of the expert panel act

  • Recording of contract regarding acquisition (if necessary)

  • Recording in the entry book – received object becomes an acquired object

  • Recording in the inventory book – acquired object becomes a museum object

  • This procedure is valid for all types of acquisitions. 

Inventory procedure for the external museum object (EMP) The standard EMP inventory procedure assumes that the object that should become an inventoried EMP needs to pass through the following phases:

  • Recording in the reception book – the object becomes a received object

  • A recordkeeping number is opened

  • Adoption of the expert panel act

  • Recording in the Entry book EMP – the received object becomes a recorded EMP

  • Recording in the Inventory book EMP – recorded EMP becomes an inventarory EMP

  • This procedure is valid for all types of external mobile cultural goods which are recorded as external museum objects (EMP). 

 

Document denotation structure document with its subparts is denoted in a following unique manner:

 

 

00-000-000000-000-00000-000

 

00 –represents two last digits of the year, e.g. a document from 2009 has first two digits 09

000 – Museum denotation (defined by the catalog administrator)

000000 – denotation of the collection and subcollection (if the document refers to the entire museum four digits are entered here) (defined by the catalog administrator)

000 – document type denotation (defined by the catalog administrator)

00000 – denotation (number) of document as part of year + museum + collection + document type. (a denotation generator is set by software application) which means that for every year, museum, collection, and document type the counter starts from 00001.

000 – denotation of the serial number of item as part of the document (a denotation generator is set by software application)

 

For example, the denotation:

 

                                   09-010-000000-013-00027-002

 

Means the document is from 2009

Is property of the museum 010 – National Museum in Belgrade

000000 – refers to the entire Museum -  does not belong to a specific collection

Document type is 013 - Reception of the object in the museum

Admission number is 00027

Admission item serial number is 002

 

 Denotation structure of the inventory number of the museum and EMP object. Museum objects and external museum objects are denoted in the following manner:

 

000-000000-00000-CCCCC

 

000 – Museum denotation (defined by the catalog administrator)

000000 – denotation of the collection and subcollection, if it does not exist subcollections of last two digits are 00  (defined by the catalog administrator)

00000 – inventory number which has leading zeros (defined through the inventory book)  

CCCCC   –number of the special inventory which is supplemented with _ to length of up to 5 characters (defined through the inventory book)

 

For example the denotation:

 

                                   010-031000-00037-A____

 

Means the object is property of the National Museum in Belgrade

Belongs to collection 31 – Domestic paintings ....

A subcollection is not organized

The inventory number is: 00037 rather 37

The number of the special inventory is: A____ rather A