Work from a short review list
Do not try to fix the whole catalog at once. Choose one problem type, such as duplicate identifiers, missing titles, or unknown locations, and work through a small set.
A finished list of twenty corrected records is better than a huge review spreadsheet nobody trusts.
Handle duplicate identifiers carefully
When two records share an object ID, compare title, media, acquisition notes, and location before changing anything. They may be duplicate records, related parts, or two objects that were numbered inconsistently years ago.
Leave a note when you merge, archive, or renumber so future staff understand why the change was made.
Normalize locations only after review
Location cleanup should reflect the real storage system. If staff use three names for the same shelf, choose one standard name and update records in a controlled batch.
If the physical location is uncertain, mark it as uncertain and schedule inventory review rather than making a silent correction.
Separate private notes from public language
Some catalog notes are useful internally but not suitable for public pages. Before publishing exhibitions, review descriptions, rights notes, donor comments, and sensitive context.
Keep public text visitor-friendly. Keep unresolved research questions and internal handling notes in private record fields.