Actually a minimal collection database should contain more than three related tables: 1-description of object; 2-source, ie purchase, donor, etc; 3-material description, ie oil painting, stuffed owl, chamber pot; 4-context, ie style, historical period, biological classification; 5-value, these change over time and it can be useful to keep track of changing values from acquisition to current date; 6-location, not only where object is currently stored but where has it been displayed and stored in past; 7-for art works and historical objects biographical information on creator.  There are also sub-categories such as information on donors.  Most, but not all, of these tables can be linked via the accession number.  Other links have to exist to link donors and creators.

Utilizing a flat file database means that each record has to have all of the above information manually entered-Correctly.  In a relational database there is more set-up work, but in the long run less entry, fewer chances for human error, and more flexibility when it comes to retrieving information.

Frank E. Thomson, III
Curator, Asheville Art Museum
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----------
From:   Susan Wageman[SMTP:[log in to unmask]]
Sent:   Wednesday, August 07, 1996 1:55 PM
To:     Multiple recipients of list MUSEUM-L
Subject:        Re: Access database

On Wed, 7 Aug 1996, Blair R. Martin wrote:

> If all you need is to build a list of things in a single table -- such
> as a list of acquisitions -- for simple recordkeeping, then all you need
> is a so-called "flat-file" database. If it's not too big, (say, less
> than 1000 items), you can build such a list using a spreadsheet program.

The typical collections format for a database requires at least three
related files (if you are dealing with any large number of records and do
not want to enter the same information over and over and over).

1) Accession file - bunches of stuff acquired in the same way from the
same source at the same time.

2) Source file - where did the stuff come from - complete contact info.

3) Catalogue file - detailed record about each individual object.

It really makes no sense to type to donor's name, address, etc. into each
catalogue record when you can type it just once into a separate source
file and access that information through linking.

Susan Wageman
Grants Manager                    [log in to unmask]
The Tech Museum of Innovation     (408) 279-7178
145 West San Carlos Street        fax (408) 279-7149
San Jose, CA  95113  USA          http://www.thetech.org