Help Needed: Setting Up Metadata for a Custom Cataloging Project

fajok85102

Hi everyone,

I’m new to using CollectiveAccess and could really use some guidance with setting up metadata fields for a custom cataloging project. I’m working on creating a database for a small museum collection that includes a mix of artifacts, photographs, and documents. The collection is pretty diverse, and I want to make sure the metadata structure is robust enough to handle the variety without overcomplicating things.

Here’s what I’ve done so far:

Installed the software and got it running without any major issues.
Created some basic metadata fields like Title, Description, and Date.
Imported a small test batch of items to get a feel for how things work.
Where I’m stuck:

I’m not sure about best practices for handling more complex relationships, like linking an artifact to multiple photographs or documents associated with it.
Are there recommended approaches to set up hierarchical categories or taxonomies for this type of collection?
I’ve read a bit about using profiles for specific item types, but I’m struggling to figure out how to configure them in a way that keeps the database flexible for future additions.
I also check this: https://support.collectiveaccess.org/d/301817-pawtucket-20-display-template-behaving-oddl looker But I have not found any solution. If anyone has experience working on similar projects or could point me toward useful tutorials or documentation, I’d be incredibly grateful. I want to get this right before importing the full collection.

Thanks so much in advance for any advice or tips you can share!

Best regards,

darrigan

Hi fajok85102
If you choose the DublinCore metadata template, you should already have 15 metadata already set up for your use. We can say that DublinCore is a standard that can be used as a basis for many cases. Then you can add metadata that are specific to the objects you are dealing with.

Your case is also the basis I started from when I created the collections portal of my university. I had to be able to record physical objects, laboratory devices, musical instruments, minerals, fossils, artistic works, photographs, archival documents, musical scores, vinyl records and even trees... I chose DublinCore and added metadata specific to minerals, fossils, trees, scores, etc.

By default, there are already many types of possible relationships between these objects, or between objects and places, individuals or legal entities, events (occurrences), collections, storage locations, lots... But we can also customize these links to adapt to the particular case.

CollectiveAccess is a great software that can do a lot of things. It can be difficult to get started with at first, but it is worth the investment.

Bye.

CSIPiemonte

HI,
some data you are looking for is already present in the ca default installation, others are configurable through the concept of metadata.
For example, the title is found in the ca_object_labels table which is linked to the ca_objects table, the description is a metadata and is saved as attribute and attribute values of objects.
All the metadata you configure can be associated with all data classes (objects, entities, places, collections, locations...)
Keep in mind that there are two distinct worlds: backend which is called providence and frontend which is called pawtuched,
in my project we only use providence for example.
Relationships are managed and configurable by the system administrator on the relationship type page, the main relationship are object-entity (which is what you need at this moment) , object-place etc. etc...
The system is very flexible and configurable in all its parts, the advice I can give is to start reading the user manual at the link: https://manual.collectiveaccess.org/providence/user/index.html

bye,
antonio