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== Accessioning ==
Accessions are an object or group of objects (lot) acquired at the same time by the same source that is added to a museum's permanent collection. This object or lot is assigned a unique number called an accession number.
'''Accession Numbers''': Most museums in the US follow a three-part numbering system with the first two parts referring to the Accession Number following a year and batch numbering pattern. For example, the first accession of the year 2024 would be assigned the number 2024.1.
'''Object / Entry ID''': The third-part of the numbering system are sequential numbers assigned to each object from the lot. For example, the first object from the first accession of the year 2024 would be 2024.1.1, then the second would be 2024.1.2, and so on.
'''Strict Accessioning''': This is a default setting in CatalogIt where object / Entry IDs are automatically assigned to the next available number. If you are trying to use a numbering pattern aside from the default in CatalogIt, you will encounter an error. We understand that not every museum follows the three-part numbering system. If you have a different numbering system and want Strict Accessions turned off, reach out to us at support@catalogit.app and we can likely accommodate your system.
'''Customized Numbering Patterns''': If you are using a different numbering convention, it must follow a regular pattern. The numbering patterns use the following building blocks:
:Y - 4 digit year
:M{1,2} - month, zeroed filled to number of specified digits
:D{1,2} - day, zeroed filled to number of specified digits
:d or ddd - 1 to 3 digit day of the year (1-365) (should be only 1 or 3 digits; 3 digits zero fills)
:N+ - auto incrementing number, zeroed filled to number of specified digits (i.e. N or NNN or NNNNN => 1 or 001 or 0001)
:a+ - auto incrementing lowercase string, a filled to number of specified digits
:A+ - auto incrementing uppercase string, A filled to number of specified digits
Letters can be prepended to any of the patterns, e.g. “L” for loans, “Q” for acquisitions, “FIC” for found in collection, or “D” for deaccessioned entries.
We can set specific patterns for a variety of numbering fields and enforce strict adherence to the patterns set for each specific numbering system. We can only set one pattern per numbering system, so if there are multiple patterns for accession numbers or loans, it is best to turn off the pattern enforcement.
We have developed several resources on the topic. See our MasterIt article [https://www.catalogit.app/masterit/accessioning-museum-collections Accessioning Museum Collections,] blog post [https://www.catalogit.app/post/acquisition-v-accession Aqcuisition v. Accession, Support Resource [https://www.catalogit.app/support-resources/museum-accession-process Museum Accession Process,] and our Museum Demo Series video [https://www.youtube.com/watch?v=_YCjqbiH1vw The Accession Process in CatalogIt.]
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