WHAT IT'S USED FOR:
An accession number format may be specific to a Department (or Departments) within the Institution. The Department field allows you to record this relationship, which can then act as a screening device. Note that you do not have to specify any department if the format applies to all departments.
In order for accession number to be valid for this format, the Department on the Object record must match the Department of the accession number format. If a user attempts to enter an accession number with this format without first having entered the correct department, that number will fail accession number validation and the system will not allow the entry of this accession number.
This is particularly useful when there are two (or more) formats that may give rise to identical accession numbers. Specify the Department(s) each format belongs to. If you then enter an accession number for an object that fits more than one format, you can differentiate between the two formats by also recording the Department the Object record belongs to.
When creating a new Object record with an accession number that could fit more than one named format, be sure to enter the Department(s) before entering the accession number if you have specified a Department for the format.
Note that the validation will be specific to the departments that you specify i.e. if you have a department hierarchy of a 'Pacific' department, with sub-departments of 'Pacific Painting', 'Pacific Sculpture' etc you will need to specify all of the Pacific sub-departments at the lower level in order to cover the whole 'Pacific' department. If you just enter the 'Pacific' department without going into the detail of the lower level sub-departments, the validation will only apply to those objects that are classified as being in this main department, and not to everything that appears below 'Pacific' in the hierarchy.
WHERE TO FIND IT:
The Definition Page of the Accession Number Formats window
HOW TO USE IT:
Simply enter the term (or its System ID) in the field if you know it. (If you enter the term incorrectly, or if there is more than one matching term, the Authority Search Window will appear, allowing you to select or search for a term.)
You can also click on the Options Button (or press [Alt + Down Arrow]) to select a term if terms have already been created, or follow instructions for creating, editing or deleting authority terms as required. See Creating Authority Terms.
Remember that Search Operators are useful search tools, and can be used in any authority controlled field.
Because this is a multi-value field, more than one entry can be made for a single Accession Number Format.
Email support@vernonsystems.com for help creating Accession Number formats.
