Dear Rebecca,

first of all make a division between single objects and similar single objects. If there are one to two differences between the similar objects, use the copy function of your program, but do not forget to change the fields with different entries.
Sets: I hope your programm (which I do not know) allows to catalogue a set as a set of items together with a subdivision of the singular pieces. f.e.: P400 is the set, P400a the teapot. As sets mostly have similar objects (see above), catalogue one (P400e1=dish) and use the copy function again. This method combines fast input and good future outputs (You can search for the set and the single pieces). 

Hope that helps


Christian Müller-Straten


"Rosie DiVernieri" <[log in to unmask]> schrieb:
> Rebecca,
>  
> This is the rule that we generally use...
>  
> if it is a set, ie - all the pieces look exactly the same, have the same maker and have a box, then it is 1 record with letters assigned to the individual piece (2005.001A, B, C, ect) and then just describe each letter and it's size in the description field.  PastPerfect will let you do this by simply making the object number 2005.001A-whatever the last letter is.  
>  
> if the objects are individual pieces and not a set, then they really should be individually numbered and cataloged.  Trust me, it makes it a lot easier in the long run when you have to find an individual spoon or fork for a researcher.  
>  
> one way to solve the problem of the data entry is to use the "fill with current data" option in the "add" field.  You might have to make some changes, ie size, maker, ect., but I have found that it is a lot faster then retyping all that info.
>  
> Hope that helps.
>  
> Rosie DiVernieri
> Collections Coordinator
> The Chemical Heritage Foundation
> 
> Rebecca Fitzgerald <[log in to unmask]> wrote:
> 
> Hi Everyone,
> 
>  
> 
> Our museum has just received a sizable donation – the entire estate of a family, prominent during the Victorian era. Given the overwhelming number of individual objects, our volunteers are “encouraging” me to catalog items like sterling flatware in sets, as opposed to individual forks, etc. We’re using Past Perfect, and the general gripe is the amount of time it takes to catalog each individual item. Here are some of the options:
> 
>    Catalog like items: 16 fiddle backed teaspoons, marked coin silver, and add a digital image of all 16 spoons.
>    Catalog each individual spoon above, resulting in 16 different catalog records, with photos attached.
>    Catalog the entire set: 20 table knives, 19 table forks, 20 salad forks, 16 teaspoons, 20 cream soup spoons, 1 sardine spoon, 2 pie servers, etc. adding photos of the knives, the forks, etc. to the 1 record. 
> 
>  
> 
> Since the previous director had barely started using Past Perfect, this decision will set the stage for all future cataloging.
> 
>  
> 
> Are there pros and cons? 
> 
>  
> 
> Becky Fitzgerald
> 
> Susquehanna Museum
> 
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