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Guidelines for Constructing a Museum Object Name Thesaurus

Developed by Stuart Holm and the MDA Terminology Working Group, these guidelines provide a common set of rules to guide thesaurus developers. They will also be of value to serious users who are likely to be submitting candidate terms to the developers. The guidelines generally follow ISO 2788, except in using singular object names.

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Collective terms

Pairs

The word pair is an indication of quantity and will not therefore be admissible as part of an object name. Pair words which can sensibly appear in singular will always be expressed in that form (e.g. glove, shoe), regardless of whether they are pairs or single items. If they are a pair, this will be indicated in the 'number of items' field and/or by the description.

Some items commonly described as pairs are really single items, but are always referred to in the plural (e.g. pair of trousers, pair of scissors). In such cases, the plural form without the prefix 'pair of' will be used as the object name (e.g. trousers, scissors).

Sets and other collective terms

Where there are multiples of a single type of item, the singular form will still be used (e.g. cigarette card for a set of fifty cards, playing card for a pack of fifty two). The existence of more than one will be apparent because the count of the number of items will be recorded elsewhere. A note in a description field will indicate that they constitute a full set or pack.

When a set of disparate items is catalogued as a single unit, generally record the set name as the object name (e.g. croquet set, manicure set, chess set, suit). If individual items are acquired in isolation and have an obvious object name, this (e.g. croquet mallet, nail scissors, chess board, waistcoat). Otherwise record the name of the set followed by the term 'piece' (e.g. game piece) or some other suitable qualifier.

If the items in a set are also commonly obtainable separately and can be used on their own, it may be helpful to allocate more than one term to record both the set name and the major components (e.g. tea service, tea pot, milk jug, sugar bowl, tea cup, saucer, tea plate). Alternatively, the component names could be recorded in another field. These are options which may be ignored if you don't need this level of detail.

Groups

It will sometimes be necessary to create a single record for a group of items which are not related by being part or set. Usually this happens when there is not time to individually catalogue every single item in an extensive accession group such as the entire contents of a house or workshop, or a large collection of finds from the same area of an archaeological site.

In this event, all the object names ( or at least the most significant ones) should be entered in the object name field. If necessary a broader term can be used to cover items not specifically indexed (this is the only case where it may be justifiable to allocate to a single record terms which are hierarchically related). Be wary of inventing vague group names such as house contents or blacksmith's equipmentt.

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Parts, fragments and packages

Parts, accessories, etc.

As a general rule, the object name will describe the complete item which forms the basis for a single record, ignoring any components, loose parts or accessories.

Thus, if a single record describes a vacuum cleaner with a set of accessories, then the object name will be vacuum cleaner. The existence of various accompanying pipes, hoses, and alternative suction heads will be made apparent in the description.

However, where a component of one object is considered as a significant object in its own right (e.g. a coin in a brooch or pendant) it may, where the record structure permits, be entered as a second object is incorporated in the first.

If the object is complete in itself but could be incorporated into a composite item, then, if it suits your needs, use the component name (e.g. bayonet, altimeter, saucer, thermionic valve).

If the item is obviously incomplete and the name of the complete object is known, the object name will be the name of the whole object (e.g. sword blade, sword handle, sword hilt will all be entered as sword). The fact that only part of the item exists will be recorded elsewhere (e.g. under 'Completeness'). If this approach causes confusion, the name of the whole can be followed by the term component (e.g. aircraft component). For broken fragments see the following section.

Where the object from which the part comes is not known, a part term should be entered if possible (e.g. blade, handle, lid, mount).

If an object part is regarded as particularly significant or is so divorced from its whole that it is no longer considered as a component, it can be entered in its own right (e.g. spindle whorl; loom weight; roof tile).

Fragments and pieces

The usual test which distinguishes fragments from parts is that a part is made separately or is commonly used separately. A fragment or piece is usually broken, torn or cut from a larger whole.

If the name of the complete object from which the piece or fragment came is known, the fragment will be recorded under the name of the whole object (e.g. a broken piece of pottery which is large enough to be clearly identified as being part of a jug will be entered as jug). The fact that only part of the item exists will be recorded elsewhere (e.g. under 'Completeness'). If this approach causes confusion, the name of the whole can be followed by the term 'fragment' if this makes better sense (e.g. ship fragment for a chip off HMS Victory). The new term ship fragment will be a thesaurus term in its own right and must be given its own set of relationship, nots, etc.

If a fragment is regarded as particularly significant, or is so divorced from its whole that it has become accepted as a type of object in its own right, it can be entered under its own name (e.g. potsherd).

Where the object from which the fragment comes is not known, a part of fragment terms should be entered if possible (e.g. handle, strut, potsherd).

Packaging, containers and contents

If an item is complete with its original packaging or container and the whole assemblage is treated as a single catalogue record, then the simple name will generally be the name which describes the item contained in the packaging. The existence of original packaging will be recorded elsewhere on the record.

e.g. Object name: violin
Description: violin in original case

If multiple object names are acceptable, then both the primary object and its packaging may be recorded as object names.

e.g. Object name: violin
case

If the packaging is empty and was collected (and is being catalogued) as an item in its own right, then a generic term which describes the type of packaging or container will generally be used as the object name (e.g. box, jar, tin, etc.). The missing contents can be recorded elsewhere on the record.

e.g. Object name: tin
Description: toffee tin

If a more specific names required, then a new term can be created by combining the contents and the type of packaging.

e.g. Object name: toffee tin

This will be a narrower term of the packaging name.

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Copies, representations, illustrations, precursors, etc

Replicas, casts, models, replica toys, etc.

These are all representations of other items which have object names of their own. Models are more accurately representational than toys, usually being more closely to scale, though the difference is not well defined. Casts are full size replicas made using the original as a pattern (for impressions see Section 14.4).

The general rule is to use the broad term for the type of representation (e.g. cast, toy, model). The name for the real object could be appended to the term for the type of representation to form a narrower term. This should then be cross-references to the real object as a related term.

e.g. toy lorry
BT toy
RT lorry
model fire engine
BT model
RT fire engine

Decoys, miniatures, electrotypes, etc. can be treated in the same way.

Certain types of replica will have specific object names of their own (e.g. architectural model, death mask). These specific terms should generally be used in preference to the broader term or narrower term sequence described above (i.e. architectural model not model building, death mask notcast face or cast human remains!).

If an institution has extensive collections of a particular type of replica and has a long tradition of naming them in a way which differs from the above guidelines (e.g. ship model rather than model ship), then it will be acceptable to follow existing custom and practice. Such deviations should be kept to a minimum.

Including all possible narrower terms for toys, models, etc. in a thesaurus will dramatically increase its size. It is therefore suggested that just a few examples are included to show how terms for replicas should be constructed. Accepted deviations from the normal rule (e.g. architectural model) would also be listed.

If a large number of toys (or models, etc.) are to be catalogued, it may be appropriate to incorporate a more extended hierarchy.

e.g. toy
NT representational toy
NT toy road vehicle
NT toy goods vehicle
NT toy lorry
NT toy pistol

Photographs, etc.

Photographs or other images will generally be described by the object name for the image type (e.g. photograph, drawing, painting). The subject of the image will be recorded elsewhere (in image content or descriptive fields).

In the case of photographs of images, such as copies of old photographs or photographic copies of paintings, etc., this rule can still be followed. However, where an old photograph has been copied photographically, it may be helpful if the object name indicates that the image is not an original but a copy. This can be done by recording the object name as copy photograph (a narrower term of photograph). Alternatively, a more precise term from a detailed photograph or picture cataloguing system may be used.

Patterns, templates and moulds

Patterns, templates and moulds are closely related to the items made from them. The relationship is similar to that considered in Section 14.1, except that the pattern or mould is a precursor rather than a subsequent copy. Following the logic developed above, record the type of precursor as the object name (e.g pattern, template, mould). The product that it helps to shape can be recorded elsewhere (e.g. as part of the description). It could also be placed in front of the primary term to form a narrower term and cross-references as a related term.

e.g. bollard pattern
BT pattern
RT bollard
saucer mould
BT mould
RT saucer

It may sometimes be appropriate to follow Section 13.1 (e.g. traction engine component pattern not cylinder head cover pattern).

Certain types of pattern or mould will have specific object names of their own (e.g. sewing pattern). These specific terms should generally be used in preference to the broader term or narrower term sequence described above (i.e. sewing pattern not costume pattern).

Including all possible narrower terms for patterns, templates and moulds in a thesaurus will dramatically increase its size. It is therefore suggested that just a few examples are included to show how terms for precursors should be constructed. Accepted deviations from the normal rule (e.g. sewing pattern) would also be listed.

If a large number of patterns, templates or mould are to be catalogued, it may be appropriate to incorporate a more extended hierarchy. This can be based on the hierarchical structure used for the objects produced with the aid of pattern, etc.

e.g. pattern
BT street furniture pattern
BT bollard pattern

It might also be appropriate to add a hierarchical link to the type of pattern.

e.g. bollard pattern
BT ironfounding pattern
BT street furniture pattern

Impressions

Items which represent the imprint or impression made by another item (such as a signet ring or seal) can be recorded under the object name impression. The name for the object which made the impression can be recorded elsewhere (e.g. in an alternative description field). Certain types of impression may occur so often that it will be best if they have specific object names of their own.

e.g. seal impression
BT impression
RT seal; signet ring

If warranted by the nature of the collection, it would be legitimate to follow the principles of more detailed naming proposed in Sections 14.1 and 14.3, although this should seldom be necessary.

An alternative approach

Users of cataloguing systems which accept multiple name terms and can easily perform compound Boolean searches, sometimes include both the term for the type of replica or precursor and the term for the real object.

e.g. toy + lorry
model + fire engine
pattern + bollard
mould + saucer
impression + signet ring

This will only work properly if the cataloguing system is computerised and can search for the presence of one term and the absence of another. For example, (NAME =saucer) AND (NAME <>mould). This will prevent saucer moulds being retrieved if only actual saucers are sought.

It is a useful technique but more concerned with indexing than object naming. A toy pistol is not a fireman, nor is a saucer mould a saucer.

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Samples of materials

In the case of samples of raw or semi-processed materials, the object name should be the name of the material followed by the qualifier 'sample' (e.g. coal sample, zinc chloride sample). The material name should also be recorded in the material field. If the latter field is fully indexed, the inclusion of the type of material in the object name field is redundant and the term sample could be used alone.

In the case of samples of material collected from archaeological sites, etc., it may be more appropriate to use the suffix 'remains' (e.g. vegetal remains, animal remains, human remains).

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Souvenirs, awards, etc

It is suggested that souvenir items, awards, etc. are given two object names (double keyed), the name for the object type (e.g. bell, ash tray, mug, medal) and the additional name souvenir, commemorative item, award ortrophy (other similar words may be added in time). For example, a royal wedding tea towel might be given the object names tea towel + commemorative item. A sports cup might be given the object names cup + trophy.

It is suggested that users of databases which cannot accommodate multiple keywords should simply concatenate the two terms. The order (i.e tea towel, commemorative or commemorative tea towel) can be determined by the relative importance of the elements to the museum's retrieval needs and system. However, if a consistent pattern is followed it will be easier to separate the compound entry into separate terms in future.

Certain very common types of souvenir with well recognised names (e.g. coronation mugs) might qualify for acceptance as a narrower term of the object type, even though they may not meet the normal criteria for compound terms.

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Change of use

It is suggested that the naming of objects should generally follow the rule established in Nomenclature (AASLH, 1988) which states that 'an object can be used in a variety of ways, so identifying it with a generic term determined by original intended function will create the least ambiguity for cataloguing'.

There may be exceptions, such as where the object had undergone modification to equip it for its new role. In such cases, it will be the most recent function which determines which name is used, unless the main reason for collecting the object was because of its original function. For example, a cocoa tin coverted into a money box by cutting a slot in the lid, would be given the object name money box not tin or cocoa tin. The fact that is was converted from a cocoa tin would be recorded elsewhere in the cataloguer record (under description and/or details of manufacture).

If the recording system supports multiple object names, both original and subsequent names can be given (e.g. cocoa tin + money box).

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Changes in meaning over time

Generally terms current in modern everyday language should be used. The archaic term may be entered elsewhere on the catalogue record if appropriate.

Exceptions to this may occur when a term now archaic in common speech continues to be used in a specialised field (e.g. industry, archaeology) with a more precise meaning than the modern everyday equivalent.

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Spurious terms

Avoid the creation or perpetuation of spurious terms based, for example, on the user of the artefact (e.g. wheelwright's lathe for an ordinary lathe that just happens to have been used by a wheelwright). The type of user will only be relevant if this defines a genuine species of object (e.g. watchmaker's lathe).

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Uncertainty and unidentified objects

Uncertainty

If the cataloguer is unsure if an item is correctly identified, then the object name should be followed by a space and a question mark in parenthesis (e.g. cup (?)). The question mark should not be included as a term (or term component) in the thesaurus, its use will merely be explained in the introduction. If on-line thesaurus software is used and this cannot be programmed to ignore the question mark, it may be better to record uncertainty elsewhere.

If the correct identification of an item is not known but it must have been one of a very small number of alternatives, then more than one may be given provided the recording system can cope with this. The uncertainty is indicated by the addition of a question mark in parenthesis after each possible name (e.g. cup (?) + bowl (?)). Alternatively, use the lowest term in the hierarchy which definitely applies (e.g. food vessel).

Unidentified

Some form of object name is usually regarded as a mandatory field in any catalogue record. If the item totally defies identification, enter the term unidentified object.

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Form and contents of thesaurus

The guidance given in BS5723, Section 10.7 on the content and structure of a thesaurus should be noted. In summary, this states that a thesaurus should always contain the following clearly distinguished parts:

a) Title page
b) Contents list
c) Introduction (see below)
d) Systematic or graphic displays (where appropriate)
e) Alphabetical section

The introduction should be comprehensive and should clearly state:

a) the purpose of the thesaurus;
b) the subject field covered, with core and fringe areas separately identified;
c) the meanings of all conventions and abbreviations;
d) the total number of all terms, with separate totals of preferred and non-preferred terms;
e) the rules adopted in establishing the preferred forms of indexing terms, and in deciding their interlationships;
f) the filing rules employed, following (and quoting) an appropriate national or International Standard when possible;
g) the meanings of any punctuation marks which are used on non-standard ways;
h) a statement on the updating policy, and the name and address of the responsible agency to whom comments and suggestions should be sent;
i) the date when the last terms were added.

Wherever appropriate, these points should be illustrated by examples.

All of these points are important if the thesaurus is to be published or circulated within a group of museums. Some of the requirements could be relaxed if the thesaurus is purely intended for internal use, though all are desirable.

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Feedback

As suggested above, provision should be made for users to notify the thesaurus developer of comments and suggestions, including new terms which might be added to the thesaurus.

It is vital that users take the trouble to feed ideas back in this way. Developers must respond to this and issue regular updates if needed. Otherwise the thesaurus will stagnate. Users will make their own internal modifications without reference to each other and different versions will emerge, undermining the principle of standard terminology.

It is helpful if a comment form is distributed with the thesaurus to facilitate feedback. An example can be found in AAT (Getty Art History Information Program, 1990, p51).

The MDA Terminology Working Group would also appreciate feedback concerning these guidelines. Please address all comments to the group c/o MDA.

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Figures

Figure 1. Alphabetical display - showing scope notes and relationships

A trestle
SN AAT V.TG..ALO.BCW.AFU.AFU TG.842
UF A-shaped trestle
UF trestle, A
UF trestle, A-shaped
BT trestle
abacus (sideboard)
SN Ancient Roman sideboard, generally having a tablelike lower member and an upper member with shelving; used to display highly prized ornaments (RICHTE).
BT sideboard
abbot's chair
USE Glastonbury chair
adaptable furniture
USE adjustable furniture
adjustable furniture
SN AAT VTG.AFU.ARI.AFU TG.789
UF adaptable furniture
furniture, adaptable
furniture, adjustable
BT <furniture by design>
airier, linen
USE clotheshorse
air-supported furniture
USE inflatable furniture
alcove bed
USE box bed
almery
USE aumbry
almoner's cupboard
USE livery cupboard
ambry
USE aumbry
ambulante
USE table ambulante

Figure 2. Systematic display showing hierarchical arrangement of preferred terms.

furniture
<furniture by form or function>
screen
fire screen
cheval fire screen
extension fire screen
folding fire screen
pole screen
ecran a pivot
sliding fire screen
double sliding fire screen
writing fire screen
ecran a secretaire
gentleman/s writing fire screen
lady's writing fire screen
folding screen
seating furniture
<single seating furniture>
chair
<chairs by form>
armchair
bergere
elbow chair
fauteuil
French elbow chair
great chair
Brewster chair
Carver chair
ax chair
backstool
farthingale chair
barrel chair
basket chair
beanbag chair
board chair
brettstuhl
sgabelle
cabriole chair
chair-table
chaise lounge
club chair
corner chair
Cromwellian chair
director's chair
easy chair
circular easy chair
cloath chair

Figure 3. Simple wordlist without broader or narrower terms.

A trestle
abacus (sideboard)
abbots' chair USE Glastonbury chair
adaptable furniture USE adjustable furniture
adjustable furniture
airer, linen USE clotheshorse USE towel rack
air-supported furniture USE inflatable furniture
alcove bed USE box bed
almery USE aumbry
almoner's cupboard USE livery cupboard
ambry Use ambury
ambulante USE table ambulante
angel bed USE lit a la duchesse
angel canopy USE canopy (bed component)
angle chair USE corner chair
apron (furniture component)
apron piece (furniture component) USE apron (furniture component)
acra
arched stretcher USE saltire stretcher
architect's table USE drawing table
architect-designed furniture USE architectural furniture
architectural furniture
arcula USE arca
ark
ark chest USE ark
Ark of the Law USE ark
ark, holy USE ark
arm (furniture component)
arm pad
arm post USE arm support
arm rail
arm stump USE arm support
arm support
armada chest
armarium
armchair
armoire
armoire a encoignure USE encoignure
armoire a livres USE bibliotheque
armrest USE arm (furniture component)
art furniture
artist's table USE drawing table
A-shaped trestle USE a trestle
ashtray stand USE smoker
astragal end
aumbry
ax chair
bachelor's chest

Figure 4. Systematic display highlighting terms which may be used as simple object names.

furniture
<furniture by form or function>
screen
fire screen
cheval fire screen
extension fire screen
folding fire screen
pole screed
ecran a pivot
sliding fire screen
double sliding fire screen
writing fire screen
ecran a secretaire
gentleman's writing fire screen
lady's writing fire screen
folding screen
paravent
seating furniture
<seating seating furniture>
chair
<chairs by form>
armchair
bergere
elbow chair
fauteuil
French elbow chair
great chair
Brewster chair
Carver chair
ax chair
backstool
farthingale chair
barrel chair
basket chair
beanbag chair
board chair
brettstuhl
sgabelle
cabriole chair
chair-rable
chaise lounge
club chair
corner chair
Cromwellian chair
director's chair
easy chair
circular easy chair

Figure 5. Annotated sample entry form alphabetical display

automobile PREFERRED OBJECT NAME
SN A motorised passenger carrying road vehicle. SCOPE NOTE
Nomenclature LTE - Motorised CROSS REFERENCE TO NOMENCLATURE
UF car NON-PREFERRED TERMS
motor car
BT motor vehicle BROADER TERMS
passenger vehicle
NT <automobiles by design> NARROWER TERMS SUBDIVIDED BY NODE LABELS
coupe
estate car
hatchback NARROWER TERMS
saloon car
sports car
<automobiles by function> NODE LABEL OR GUIDE TERM
invalid car
racing car
taxi
<automobiles by power source>
battery car
RT vehicle maintenance equipment RELATED TERM
(CROSS-REFERENCE TO TERM IN ANOTHER HIERARCHY)

Figure 6. Annotate sample entry from systematic display

(NB not all possible relationships annotated)

furniture TOP TERM IN THIS HIERARCHY
<furniture by form or function> GUIDE TERM (NOT USED AS OBJECT NAME)
screen
fire screen
cheval fire screen
extension fire screen NARROWER TERMS Of fire screen
folding fire screen
pole screen BROADER TERM Of ecran a pivot
ecran a pivot
sliding fire screen NARROWER TERM Of fire screen
double sliding fire screen
writing fire screen
ecran a secretaire
gentleman's writing fire screen NARROWER TERMS Of writing fire screen
lady's writing fire screen
folding screen SUGGESTED SIMPLE NAME TERM
paravent

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References

Aitchinson, J. and Gilchrist, A. (1987). Thesaurus Construction: a practical manual. London: Aslib. ISBN 0-85142-197-0

American Association for State and Local History (1988). Nomenclature. Nashville: AASLH Press. ISBN 0-910050-93-7

British Museum (1991). Object Name Thesaurus and Rules. London: British Museum. Internal document.

British Standards Institution (1987). British Standard Guide to Establishment and Development of Monological Thesauri. (BS 5723:1987) (ISO 2788-1986). London: British Standards Institution.

Delroy, S.H. (1989). Object name and related standards. Draft. Ottawa: Canadian Heritage Information Network.

English Heritage and Royal Commission on the Historical Monuments of England (n.d.). Draft Construction Rules for the Integrated Archaeological and Architectural Thesaurus. London: Royal Commission on the Historical Monuments of England.

Fowler, H.W. (1965). Modern English Usage. Oxford: Oxford University Press. ISBN 0-19-869115-7

Getty Art History Information Program (1990). Art & Architecture Thesaurus. New York; Oxford: Oxford University Press. ISBN 0-19-506403-8

Hart, H (1983). Hart's Rules for Compositors and Readers at the University Press Oxford. Oxford: Oxford University Press. ISBN 0-19-212983-X

Hertfordshire Curators' Group (1984). Hertfordshire Simple Name List. Hertford: Standing Committee for Museums in Hertfordshire. ISBN 0-901354-30-9

International Organisation for Standardisation (1986). Documentation - Guidelines for the Establishment and Development of Monolingual Thesauri (ISO 2788). Geneva, International Organization for Standarization. (N.B. identical to the corresponding British Standard -BS 5723).

Lancaster, F.W. (1986). Vocabulary Control for Information Retrieval. Arlington, Virginia: Information Resources Press; ISBN 0-87815-053-6

Museum Documentation Association (1990). Terminology for Museums. Proceedings of an International Conference. Edited by D.A Roberts. Cambridge: Museum Documentation Association. ISBN 0-905963-62-8

Museum Documentation Association (1992). Thesarui for Museum Documentation. Proceedings of a workshop held at the Science Museum, London. Cambridge: Museum Documentation Association. ISBN 0-905963-84-9

National Maritime Museum (n.d.). Museum Documentation Manual. London: National Maritime Museum. Unpublished internal document

National Museums of Scotland (1990). Object Name Rules. Edinburgh: National Museums of Scotland. Unpublished internal document

Norgate, Martin (1992). Object Format Rules. Steeple Ashton, Wiltshire: Norgate

Orna, E. (1983). Build Yourself a Thesaurus: a step by step guide. Norwich: Running Angel. ISBN 0-946600-007