Participants Information Guide

CONTENTS

• Introduction

• Overview
  • Repository ID

  • Object Information

• Field Definitions
  • Repository ID

  • Object Information

The MLN Directory provides potential museum borrowers access to brief descriptions of objects available for long-term loan. It is not intended to be a collection management system or a national museum database. This resource is for use by eligible participating museums, not for access by the general public. Therefore, the MLN Directory format was designed to be useful to the museum borrower as searcher.

Two-step search process

There are basically two stages in a search as reflected in the design of the MLN Directory: the first in which the searcher locates a group of objects that fit the generic criteria of his interests; the second in which the searcher reads through the group of descriptions resulting from his initial search, seeking to narrow his loan choice based on more detailed information about each object.

• Step one: identifying a group of object descriptions

It is for this first step that the MLN indexing terms are useful and for which they are designed. The MLN fields for Type, Creator-Geographic Origin and Subject have a limited number of authorized terms to cover a broad range of information. When consistently used, these terms will allow the searcher to identify groups of objects that fit specified research criteria. If necessary, contributing museums may suggest additional terms to fill gaps in the MLN lists. In proposing these terms, contributors must adhere to the general level of specificity implicit in the MLN lists. More detailed descriptions are welcome in the Title field. Other fields, e.g., Date, etc., which don't contain specified terminology may also be used in this step to focus a search.

• Step two: identifying potential objects for loan from individual object descriptions

In the second step the searcher reads individual object descriptions. It is at this point that other MLN data fields provide a fuller understanding of the object: Title, Creator-Name, Creator-Nationality/Culture, Date, Dimensions, Materials, Condition, and Remarks.

Title: a succinct description

As there is no description field included in the data base, unless a formal Title, e.g., Mona Lisa, exists for the object, the Title should provide a brief description of the object. It should convey essential information not itemized in the other fields. For example, Joker Mask, would be preferable to Mask, and Funerary Urn would be preferable to Vessel.

Punctuating lists of terms

When more than one term is deemed appropriate in the field for Creator-Nationality/Culture, terms should be separated by commas. However, if more than one indexing term is deemed appropriate in the Subject field, terms should be separated by semi-colons.

Complete Records

In order to facilitate data transfer, we would prefer that all fields be completed. If the field information is not known or is not applicable, enter N/A.

• Repository ID:

  

  FIELD NAMES	EXAMPLE
  Repository Name	The Art Museum
  Location	100 Matisse Parkway
  City	Smithville
  State or Territory	New York
  Zip code	12345-6789
  Contact Person	Jean Dow
  Contact Person's Title	Chief Curator
  Telephone	217-553-2788
  Fax	217-554-5678
  E-mail	art@artnet.edu
  URL	http://www.abc.edu/

  
  
  

• Object Information:

  

  FIELD NAMES	EXAMPLE
  Repository Number	1987.888.32 A
  Quantity	1
  Type	sculpture
  Title	Seated Male Figure
  Creator-Name:surname	Unknown
  Creator-Name:names	N/A
  Creator-Geographic Origin	Africa
  Creator-Nationality/Culture	Baule
  Date	1870 to 1930
  Dimensions	12 x 6 x 6 in.
  Materials	wood
  Condition	fair
  Subject	figures
  Remarks	Should be displayed in vitrine
  Visual	Yes
  Credit Line (optional)	Gift of Jane Red
  Minimum Loan Period (optional)	2 years
  Copyright (optional)	copyright Adam Smith 1979

The Museum Loan Network believes its directory should utilize existing standards to promote compatibility and facilitate access. Field names and definitions are, as noted in the field definitions, taken from Categories for the Description of Works of Art (CDWA), Getty Art History Information Program and the College Art Association, 1996. Controlled vocabulary lists are derived largely from the Art and Architecture Thesaurus (Getty Art History Information Program) and from The Times Atlas of the World, 9th comprehensive edition, 1994.

• Repository ID Field Definitions

  Repository Name:	The official name of the repository that currently houses the work (revised from CDWA, CURRENT LOCATION - REPOSITORY NAME).
  Location:	The street address or P.O. Box or building name of the repository.
  City:	The city in which the repository is located.
  State or territory:	The state or territory in which the repository is located.
  Zip code:	The zip code for the repository's mailing address.
  Contact Person:	The name of the person at the repository to whom requests for further information should be addressed.
  Contact Person's Title:	The job title of the contact person.
  Telephone:	The telephone number of the person at the repository to whom requests for further information should be addressed.
  Fax:	The fax number of the person at the repository to whom requests for further information should be addressed.
  E-mail:	The E-mail address of the person at the repository to whom requests for further information should be addressed.
  URL:	The Universal Resource Locator for the repository's World Wide Web site.

  
  
  

• Object Information Field Definitions

  Repository Number:	The accession number or other unique identifier assigned to a work by the current repository. (revised from CDWA, CURRENT LOCATION - REPOSITORY NUMBER).
  Quantity:	The number of objects or works of a specific type described (CDWA, OBJECT/WORK-QUANTITY).
  	Explanation: Use numbers only; this field is linked to Type, [e.g., 6 items which are identified under Type as baskets]
  Type:	The kind of object or work described in the record (revised from CDWA , OBJECT/WORK-TYPE).Use one term that most closely describes the object or group of objects.
  	Explanation: If no appropriate terms are found, please call the MLN to discuss the use of additional terms. Below is a list of authorized terms:
  	architectural elements garments portfolios armor glassware posters baskets jewelry prints books lighting devices puppets casts marine structures sculpture ceramics masks silverwork containers metalwork textiles costume models tools documents money toys dolls multi-media works transportation vehicles drawings mummies vases ephemera outdoor sculpture video art equipment musical instruments vessels figurines paintings walking sticks furnishings paper weapons furniture photographs works on paper
  Title:	The identifying phrase given to a work of art (CDWA, TITLES OR NAMES -TEXT).
  Creator-Name:	The name, appellation, or other identifying phrase assigned to an individual, group of people, or corporate body that played a role in the creation or production of the work (revised from CDWA , CREATION-CREATOR-IDENTITY-NAMES).
  	Explanation: Specify names in two subfields:
  	Creator-Name: surname Creator-Name: names
  	For example, for a known artist, e.g, James McNeill Whistler:
  	Creator-Name: surname: Whistler Creator-Name: names: James McNeill
  	If a creator is known by a single name, utilize the Creator-Name:surname subfield. If creator is not known, use Unknown in the Creator-Name:surname subfield. Do not use the term Anonymous.
  Creator-Geographic Origin:	Designation of the continent of the Creator.
  	Explanation: Use one of the following terms:
  	Africa Antarctica Asia Australasia Europe North and Central America South America
  Creator-Nationality/Culture:	The national, cultural or ethnic origins of the creator of the work of art (CDWA,CREATION-CREATOR-IDENTITY-NATIONALITY/CULTURE/RACE). This identification should be that used by the museum in its documentation. Use adjectival form wherever possible e.g., German, Aztec, Native American. When more than one term is used, arrange them from general to specific, e.g., Italian, Venetian or Mexican, Guerrero.
  Date:	The range of dates associated with the creation, design, or production of the work of art or its components (revised from CDWA, CREATION - DATE).
  	Explanation: To facilitate searching, all dates will be entered as numbers, defining a range of years from earliest date to latest date, i.e., for 18th century use the range 1701 to 1800. For dated works, the same year is entered as both earliest and latest date, i.e., 1912 to 1912. For dates before the Common Era, specify BCE.
  Dimensions:	The numerical dimensions of a work of art in either inches or centimeters (revised from CDWA, MEASUREMENTS - DIMENSIONS).
  	Explanation: Provide dimensions using the following format: HEIGHT x WIDTH x DEPTH; specify inches or centimeters; in some cases only one or two dimensions may be applicable.
  Materials:	A prose description of the technique, media, and support of the work of art. (CDWA, MATERIALS AND TECHNIQUES - DESCRIPTION).
  Condition:	Characterization of the condition of the work (derived from CDWA, CONDITION/EXAMINATION HISTORY-DESCRIPTION). Use one term only.
  	Explanation: Use one of the following terms:
  	excellent good fair poor- needs major treatment
  Subject(s):	Indexing terms that characterize what the work depicts or what is depicted in it. These are generic terms, not proper names (CDWA, SUBJECT MATTER-DESCRIPTION-INDEXING TERMS).
  	Explanation: Below is a list of authorized terms. If no appropriate terms are found, please call the MLN to discuss the use of additional terms. In most cases, one term will suffice, if required, up to three terms may be used:
  	advertisements languages animals maritime history architecture mythology armed conflicts narrative celebrations non-objective (20th century art) celebrations-expositions non-representational (pre-20th century art) ceremonies- * nudes cityscapes plants disasters politics domestic life portraits EEAA presidents emblems religions-* figures seascapes food sports genre (scenes from everyday life) still lifes health transportation   hunting industrial design landscapes
  	*if appropriate, hyphenate term with a more specific adjective, e.g., religions-Buddhist or cermonies-funerary.
  Remarks:	Any brief relevant notes about the work of art, as for example, bibliography, provenance, discussion of condition or required display techniques i.e., lighting or other problematic installation requirements (revised from CDWA , REMARKS categories).
  Visual:	A visual of the object should be associated with the record.
  OPTIONAL FIELDS:
  Credit line:	A formal public statement about the ownership, transfer of ownership, acquisition, source, or sponsorship of the acquisition of a work, suitable for use in a display or publication, e.g., Samuel H. Kress Collection (CDWA, OWNERSHIP/COLLECTING HISTORY-CREDIT LINE).
  Minimum loan period:	The minimum period of time for which the object may be borrowed as determined by the lending institution.
  Copyright:	A formal statement concerning ownership of copyright.

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