WHAT IT'S USED FOR:
You can define the latest accession date for which an Accession Number format is applicable. For example, you may know that a particular format was only in use until the end of 1971, in which case the Latest Accession Date will be 31 December 1971. You can also specify an Earliest Accession Date.
This is particularly useful when there are two (or more) formats that may give rise to identical accession numbers. Specifying the latest accession date each format was used can help the system ascertain the format such an accession number belongs to. If you then enter an accession number that fits more than one format, you may be able to differentiate between the two formats by also recording the Accession Date for the record. Of course, if the formats involved were used at the same time (or are still in use), Latest Accession Date will not assist in identifying which format an accession number belongs to.
Important Note: When creating a new record with an accession number that could fit more than one named format, be sure to enter the Accession date before entering the accession number. Accession date only works as a validating device if you have used Earliest/Latest Accession date in creating the format.
Note the difference between Latest accession date and Department as validation tools. Department is always enforced (i.e. the Department in the object record must match that of the Accession number format). Latest (and Earliest) accession dates are only effective if the Accession Date is entered in the Object record. If the Accession Date is not entered, then the system will NOT check the accession number against this format.
WHERE TO FIND IT:
The Definition Page of the Accession Number Formats window
HOW TO USE IT:
Latest Accession Date is a Date controlled field. You can only enter a precise date in this field.
Email support@vernonsystems.com for help creating Accession Number formats.
