Start with the identifier and plain title
Enter the accession number, object ID, or local identifier exactly as the museum uses it. Do not invent a new number to make the record look complete.
Use a plain title someone would recognize in search results. If the formal object name is different from the everyday title, keep both fields useful rather than forcing one to do everything.
Record location honestly
Use the current location field for where the object is believed to be now. If the location is uncertain, say so in notes instead of making a confident guess.
Consistent location language matters. Choose a pattern such as Room, Case, Shelf, Box and use it across records so inventory work is easier later.
Add description and context in layers
Begin with a short physical description: what the object is, material, visible markings, date if known, and condition notes when relevant.
Then add interpretive or historical context. Keep uncertain claims labeled as uncertain so future reviewers know what needs verification.
Attach media with rights in mind
Upload the clearest image first so it becomes the visual anchor for the record. Use additional media for detail views, documents, audio, or video when appropriate.
Before using an image in a public exhibition, confirm the museum has permission to publish it and add rights or credit language where needed.
Save draft records without shame
A draft record is still valuable when it is findable and honest. Save incomplete records when they help the team locate objects, then improve them in review batches.