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Indexing and Retrieval
(SPECTRUM Procedure: Cataloguing - Step 7)
This document was written, and licensed for publication by the Collections Trust.
Indexing is the preparation of index cards, lists or computer files that allow a catalogue to be searched in a variety of useful ways (e.g. 'what furniture have we got?'). In theory, any significant word, phrase or number that forms part of a catalogue can be indexed. A word or phrase that can usefully be indexed is known as a keyword. To prepare an index, all keywords of a particular type (e.g. donor name) are arranged in an appropriate sequence (usually alphabetically). They are cross-referenced to the catalogue, via the identity number. Retrieval is the recall of information, usually via an index or computerised search.
Why do it?
At least one index is required to be in place for Museum Accreditation. Indexing can be found under SPECTRUM procedure Cataloguing. Indexing increases the accessibility of a museum collection. Once all objects appear in a suitable range of indexes, it is a simple task to search for everything of a particular type, or connected with a particular person or place.
The Minimum Standard for indexing under SPECTRUM procedure Cataloguing, states that:
Cataloguing information must:
- Provide a level of description sufficient to identify an object or group of objects and its differences from other, similar objects;
- Provide an historic archive relating to an object or cross-references to sources where information can be found;
- Be held in a system that allows convenient access using indexes, free-text retrieval, etc.
What indexes are needed?
Normally there will be a core of two or three particularly useful indexes that are set up when the documentation system is created. These should be kept up to date when new acquisitions are catalogued. If an additional index is needed this can be set up when there is someone to do the work.
The indexes you need will depend on the type of collection, the uses to which it is put and the kind of enquiries you receive. In a manual system, each new index requires substantial effort to set up and maintain, so indexing should be prioritised. Computerised databases can be indexed more easily, although each extra index file can take up a lot of disk space and some programmes have a limit on the number of indexes they can support. Consequently it may be necessary to prioritise, especially if you only have a simple database running on a modest computer.
In order to identify which indexes would be most useful, keep a note of all enquiries about your collections. Think also of the information the museum staff will need in order to manage the collection properly. After retrieval needs have been assessed, it should be clear which indexes will help you to answer the majority of enquiries.
Some useful indexes are:
- Object name;
- Subject index;
- Field collection site;
- Artist/maker/manufacturer;
- Source (e.g. donor, vender, etc.);
- Production date;
- Associated persons;
- Associated peoples;
- Associated places.
Manual indexes
The bare essentials for a manual index entry are the indexing search term (e.g. the object type or donor's name) and the identity number. However, it will usually be convenient to add a little more information to the index card, such as object name and a brief description.
Manual indexing is often done on plain 5' x 3' index cards. These should be typed or neatly handwritten. There are two strategies:
- One card per search term: if the museum has three hats, they are all listed on a single card;
- One card per item: three hats will need three separate cards.
One card per term saves cards and storage cabinets and may also give faster recall as only one card needs to be scanned. It is, however, slower to set up as the index will have to be checked each time. If a card already exists, this will have to be removed, amended and returned. If one card is created per item, there need be no reference to existing cards and entries can be made more rapidly.
As a short term expedient in a museum with a full set of entry records, a donor index can be created using the third copy of the entry form. If this index is consulted regularly, cards or photocopies should replace it as the forms will start to deteriorate.
If cataloguing terms are being standardised by using a wordlist, this must also be available to anyone trying to retrieve information through the index. A convenient way of doing this is to create a cross-reference card for each non-approved search term, e.g. if all figurines are called statuettes, then a card could be created which read 'figurine, see statuette'. Appropriately filed, this would redirect anyone who looked under the wrong term in the index.
Completed index card are filed in cabinets which should be kept adjacent to the catalogue.
Computerised indexes
If the catalogue is computerised, the indexing is usually done automatically at the time of data entry. In some systems, the indexes are created as they are needed, to the user's specification. Because computers can perform repetitive tasks very rapidly and without fatigue, they sometimes search without using indexes ('free text searching'). This is slower, but can give greater flexibility. For example, it allows you to pick out words or phrases which are not identified as indexed keywords.
Sources of help and advice
SPECTRUM: The UK Museum Documentation Standard. Cambridge: MDA, 2005.
Harrison, Margaret & McKenna, Gordon. Documentation: a practical guide. Cambridge: Collections Trust, 2008.
Longworth, Christine & Wood, Barbara ed. Standards in Action: Working with Archaeology, Cambridge: MDA and Society of Museum Archaeologists, 2000.
The Collections Trust provides impartial resources for all aspects of collections information management. For more information please contact: Collections Link - 0845 838 4000.
SPECTRUM
SPECTRUM is a standard created by and for the museum profession to promote good practice in museum documentation. It covers all those areas of museum activity that produce information, and is the result of contributions from documentation practitioners in museums throughout the UK. It is available free, for non-commercial use, at: http://www.collectionstrust.org.uk/spectrum
SPECTRUM defines 21 Procedures, which describe the process of documenting and managing objects in a museum.
Section 4 of the Accreditation Standard uses SPECTRUM as the basis for its documentation requirement. The 'minimum records' referred to can be achieved by following the 8 SPECTRUM Primary Procedures:
- Object entry
- Loans in
- Acquisition
- Location and movement control
- Cataloguing
- Object exit
- Loans out
- Retrospective documentation
Version 1.2 - Last revision July 2008.
