The Anthropology Department at the California Academy of
Sciences uses Filemaker Pro for its collection database, and
we have much the same problem as Linda Tanaka, in that we
have several hundred items that survived the 1906 earthquake
with their original numbers intact (two different numbering
systems, actually) as well as items that have previous
owners' numbers. From 1959 until 1983, the department used
a third numbering system, and the current system was adopted
in 1983.
Filemaker Pro can easily accomodate problems like these. In
our database, we actually have four distinct datafields, one
for the current number system ((includes both systems from
1959-1983 and 1983-present); two for the pre-1906 systems
(because we frequently need to look up objects by these
numbers and list sequences), and a fourth one for any other
numbers from previous owners. You could simply use a single
datafield to include all your numbers, beginning with the
current system and then listing the others in any order,
separated by commas, and the computer will still be able to
search on any of them. The disadvantage is that if you want
to print a list, it will only be sorted on the basis of the
first number, i.e., your current numbering system.
I don't know if your various numbering systems are distinct
enough to determine which number corresponds to which period
or staff, but if they are I would recommend separate
datafields for each and then make sure whoever is doing
inventory or whatever is thoroughly familiar with the unique
characteristics of each system. Unfortunately, Filemaker
Pro does not have the capability to search for "---- or ___"
within a datafield, but that is no major obstacle. There
are plenty of other optional ways to search for catalog
numbers (range of numbers, less than or greater than a
certain number, part of a number, etc.) as well as the
possibility to search on more than one field at a time.
Russell Hartman. Anthropology Department, California Academy
of Sciences
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