Identification Numbering System - Revision history

GHMadmin at 23:52, 2 April 2025

2025-04-02T23:52:27Z

← Older revision		Revision as of 19:52, 2 April 2025
Line 3:		Line 3:
	All items in the GHM collections are given an identification number. These numbers follow this structure:		All items in the GHM collections are given an identification number. These numbers follow this structure:

	'''YYYY.GG.SS''or''II.ii.1'''		'''YYYY.GG.SS''or''II.ii.1.a'''

	'''YYYY''' = Year (full 4-digit number) of which the ID number is being created.		'''YYYY''' = Year (full 4-digit number) of which the ID number is being created.
Line 18:		Line 18:
	If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.		If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.

	'''1''' = separate ~~elements or pages~~. If an ~~item~~ is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each part of the ~~item~~ should receive ~~the item number followed by~~ a ~~sequential alphabetic~~ letter. ~~For example, personal correspondence with two loose-leaf pages with the assigned ID 2023.1.1 would have the first page labeled 2023.1.1.1 and the second page labeled 2023.1.1.2~~.		'''1''' = separate objects. If an object is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each component part of the object should receive a letter as described below.

			'''a''' = component parts of one object.

	'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.		'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.

	[[category:Operations]]		[[category:Operations]]

GHM director at 15:36, 15 May 2024

2024-05-15T15:36:17Z

← Older revision		Revision as of 11:36, 15 May 2024
Line 3:		Line 3:
	All items in the GHM collections are given an identification number. These numbers follow this structure:		All items in the GHM collections are given an identification number. These numbers follow this structure:

	'''YYYY.GG.SS''or''II.ii.a'''		'''YYYY.GG.SS''or''II.ii.1'''

	'''YYYY''' = Year (full 4-digit number) of which the ID number is being created.		'''YYYY''' = Year (full 4-digit number) of which the ID number is being created.
Line 18:		Line 18:
	If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.		If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.

	'''a''' = separate elements or pages. If an item is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each part of the item should receive the item number followed by a sequential alphabetic letter. For example, personal correspondence with two loose-leaf pages with the assigned ID 2023.1.1 would have the first page labeled 2023.1.1a and the second page labeled 2023.1.1b.		'''1''' = separate elements or pages. If an item is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each part of the item should receive the item number followed by a sequential alphabetic letter. For example, personal correspondence with two loose-leaf pages with the assigned ID 2023.1.1 would have the first page labeled 2023.1.1.1 and the second page labeled 2023.1.1.2.

	'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.		'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.

	[[category:Operations]]		[[category:Operations]]

GHMadmin at 16:22, 12 March 2023

2023-03-12T16:22:03Z

← Older revision		Revision as of 12:22, 12 March 2023
Line 21:		Line 21:

	'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.		'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.

			[[category:Operations]]

GHMadmin at 16:20, 12 March 2023

2023-03-12T16:20:37Z

← Older revision		Revision as of 12:20, 12 March 2023
Line 18:		Line 18:
	If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.		If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.

	'''a''' = separate elements or pages. If an item is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each part of the item should receive the item number, followed by a sequential alphabetic letter.		'''a''' = separate elements or pages. If an item is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each part of the item should receive the item number followed by a sequential alphabetic letter. For example, personal correspondence with two loose-leaf pages with the assigned ID 2023.1.1 would have the first page labeled 2023.1.1a and the second page labeled 2023.1.1b.

	A note about old accession numbers: there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.		'''A note about old accession numbers:''' there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.

GHMadmin at 16:10, 12 March 2023

2023-03-12T16:10:57Z

← Older revision		Revision as of 12:10, 12 March 2023
Line 3:		Line 3:
	All items in the GHM collections are given an identification number. These numbers follow this structure:		All items in the GHM collections are given an identification number. These numbers follow this structure:

	YYYY.GG.~~SSorII~~.ii.a		'''YYYY.GG.SS''or''II.ii.a'''

	YYYY = Year (full 4-digit number) of which the ID number is being created.		'''YYYY''' = Year (full 4-digit number) of which the ID number is being created.

	GG = Group (or “lot”) number. This usually reflects a single donation of any number of items. The number starts at “1” each year — the first lot received in that year — and each lot is incrementally higher. So the first donated lot of item(s) in 2023 would be given 2023.1, and the second lot would be given 2023.2.		'''GG''' = Group (or “lot”) number. This usually reflects a single donation of any number of items. The number starts at “1” each year — the first lot received in that year — and each lot is incrementally higher. So the first donated lot of item(s) in 2023 would be given 2023.1, and the second lot would be given 2023.2.

	II or SS = Item number, or series number.		'''II ''or'' SS''' = Item number, or series number.

	Item number: Most lots consist of individual items, with each one being given an item number. For example, if the first donated lot in 2023 held two items, their complete identification numbers would be 2023.1.1 and 2023.1.2. This is typical of the majority of artifacts in our collection. When the third number is an item number, it will never be followed by another period/number.		* '''Item number:''' Most lots consist of individual items, with each one being given an item number. For example, if the first donated lot in 2023 held two items, their complete identification numbers would be 2023.1.1 and 2023.1.2. This is typical of the majority of artifacts in our collection. When the third number is an item number, it will never be followed by another period/number.
	Series number: sometimes, a lot will contain a “set” of something; we call this a series. For example, imagine that first lot in 2023 consisted of two items; perhaps one item is a toothbrush, while the other is an envelope containing a set of 10 postcards from France. That set of postcards will be given a series number, and each individual postcard given its own item number in that series… which brings us to the last set of numbers:		* '''Series number:''' sometimes, a lot will contain a “set” of something; we call this a series. For example, imagine that first lot in 2023 consisted of two items; perhaps one item is a toothbrush, while the other is an envelope containing a set of 10 postcards from France. That set of postcards will be given a series number, and each individual postcard given its own item number in that series… which brings us to the last set of numbers:
	ii = items inside a series. In the example above, the toothbrush will be given 2023.1.1, and the postcards given 2023.1.2.1 and 2023.1.2.2 and 2023.1.2.3 and so on, all the way to 2023.1.2.10.
			'''ii''' = items inside a series. In the example above, the toothbrush will be given 2023.1.1, and the postcards given 2023.1.2.1 and 2023.1.2.2 and 2023.1.2.3 and so on, all the way to 2023.1.2.10.

	If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.		If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.

	a = separate elements or pages		'''a''' = separate elements or pages. If an item is a document, the document has a single identification number regardless of many pages are in the document. If the document is bound, nothing more needs to be done. If the sheets are separate, however, or if there is any other chance of the item getting separated, then each part of the item should receive the item number, followed by a sequential alphabetic letter.

	A note about old accession numbers: there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.		A note about old accession numbers: there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.

GHMadmin: Created page with "'''Number registration:''' to prevent all sorts of problems like double-numbering and duplicate entries, there is an “official” process for creating a new number, assigning it to an item, and registering that number and its item in a special database. To keep this “clean,” only the Director or Registrar may create and assign a new number. All items in the GHM collections are given an identification number. These numbers follow this structure: YYYY.GG.SSorII.ii...."

2023-03-12T16:03:39Z

Created page with "'''Number registration:''' to prevent all sorts of problems like double-numbering and duplicate entries, there is an “official” process for creating a new number, assigning it to an item, and registering that number and its item in a special database. To keep this “clean,” only the Director or Registrar may create and assign a new number. All items in the GHM collections are given an identification number. These numbers follow this structure: YYYY.GG.SSorII.ii...."

New page

'''Number registration:''' to prevent all sorts of problems like double-numbering and duplicate entries, there is an “official” process for creating a new number, assigning it to an item, and registering that number and its item in a special database. To keep this “clean,” only the Director or Registrar may create and assign a new number.

All items in the GHM collections are given an identification number. These numbers follow this structure:

YYYY.GG.SSorII.ii.a

YYYY = Year (full 4-digit number) of which the ID number is being created.

GG = Group (or “lot”) number. This usually reflects a single donation of any number of items. The number starts at “1” each year — the first lot received in that year — and each lot is incrementally higher. So the first donated lot of item(s) in 2023 would be given 2023.1, and the second lot would be given 2023.2.

II or SS = Item number, or series number.

Item number: Most lots consist of individual items, with each one being given an item number. For example, if the first donated lot in 2023 held two items, their complete identification numbers would be 2023.1.1 and 2023.1.2. This is typical of the majority of artifacts in our collection. When the third number is an item number, it will never be followed by another period/number.
Series number: sometimes, a lot will contain a “set” of something; we call this a series. For example, imagine that first lot in 2023 consisted of two items; perhaps one item is a toothbrush, while the other is an envelope containing a set of 10 postcards from France. That set of postcards will be given a series number, and each individual postcard given its own item number in that series… which brings us to the last set of numbers:
ii = items inside a series. In the example above, the toothbrush will be given 2023.1.1, and the postcards given 2023.1.2.1 and 2023.1.2.2 and 2023.1.2.3 and so on, all the way to 2023.1.2.10.

If an identification number has four segments, then segment three is always a series number, and segment four always an item in a series.

a = separate elements or pages

A note about old accession numbers: there still are some numbers in our system that were created before this standard system was adopted, and still use atypical numbering; most commonly, a haphazard use of letters. If you find any of these, work with the Director to officially convert them to the correct system.