COLLECTION Info / Edit
COLLECTION Info / Edit comprises the basic data of an artwork.
Inventory number
The inventory number is an ID of sorts for each individual work. The inventory number composition can be defined under SETTINGS. Pressing the inventory numbers will copy it to the clipboard so that you can paste it in to any document using command V (Mac) or Ctrl V (Win).
Title
Title of object / work (only if the details are known, otherwise leave this field empty and use the field "Title descriptive".)
Title descriptive
If the object / work has no title, you may use this field to describe it.
Subtitle
Subtitle of the object / work
Inventory number
Entries in this field appear as the first part of the inventory number.
Inventory number 2
Entries in this field appear as the second part of the inventory number.
Number of parts
Does the object or work consist of several parts? Numbers higher than 1 are reflected in the inventory number to show that this is a multi-part work.
Author
Who created the work?
Collaboration
List people or companies involved in creating the work.
Edition
Total number of copies
Editionnumber
Designates the individual copy within an edition, e.g. 4.
AP / EC
Number of Artist's Proofs or Exhibition Copies (e.g. 2AP, 1EC).
Year created
When was the work created?
Year created prefix
Here you can enter comments such as "approximately" or "assumed" in case the year of creation is uncertain. Keeping the Year created-entry field just for numbers will ensure that the work shows up in search results for the year in question.
Category
A basic description of the art form (e.g. 2D, 3D, Media or Live Art).
Subcategory
Describe the type of work here (e.g. single-channel video, sculpture, photograph, performance, painting or installation). This entry may be included in the inventory number as a whole or in abbreviated form.
Material / Technique
Describe the technique and media / materials used (e.g. acrylic on fabric, pencil on paper, colorproof on aluminum, various materials, mixed media, oil on canvas, video color/sound/stereo, etc.)
Dimensions
You may list the dimensions of the work in inches or centimeters. Select the unit of measurement in the light blue field. beryll automatically converts dimensions and displays them. This entry can also hold comments relating to the listed dimensions (eg. framed, unframed, etc).
Duration / loop
You can list the duration for video or audio works and indicate whether it is looped or not.
Weight
The weight is important for the delivery note and may be entered in kg or lb. beryll automatically converts your entry to the other unit of measurement and displays the result.
Note
Enter further notes regarding the work here. They will be included wherever the basic information of the work is displayed within the COLLECTION module, but not in printed matter.
Status
Signature
List the exact wording of any signature, e.g. Eva Hesse, New York 1969.
Signature / place
Where is the signature placed? e.g. recto, bottom left etc.
Signature / type
What kind of signature is it? e.g. handwritten
Production
By whom and when was the object / work produced?
Examination type
Where does the condition information come from? e.g. visual inspection, condition report, personal assessment, tentative or assumed, etc. (This can also give a clue as to how reliable or precise the condition information should be rated.)
Condition
What is the condition of the work? e.g. excellent, slightly damaged etc.
Intern / Extern
Intern / Extern indicates whether a work is located within any of your premises.
Status
e.g. stored, installed, sold, destroyed, not for sale etc.
Location / exact
List and specify the location, e.g. storage, studio / shelf no. 3 drawer F
Courier / Arrival
List the shipping company / courier and delivery date.
Customs status / No.
How was a work imported? For example permanently, temporarily, or art import, etc. List the customs reference number in the second field.
Type of packaging
e.g. bubble wrap and cardboard packaging
Involved
List other persons / companies involved.
Note
Enter further notes here.
Price
In the first field you can enter a comment or label for the price, in the second field you list the price, and in the third you can either choose the currency from the drop-down menu or type straight into the field.
Property of
Enter the name(s) of the work's owner(s) here.
Courtesy of
Enter the name of, for example, the artist, the collection or gallery which has made the work available here.
Historicize
The Historicize button transfers all condition-related information to the Status-History table (under Detail), allowing the dataset to be overwritten while the historicized data may still be viewed at any time.
Caption
Caption holds descriptions of the work in various languages, which you may use in documentations or catalogues.
Main entry
The checked entry is displayed at the top and is used in print layouts, allowing you to select the proper caption and desired language for each print-out.
Type
e.g. catalogue text, text for DVD cover
Language
Specify what language the entry is written in.
Detail
Inspect work
List what needs to be inspected and set a date. This information is automatically carried over into the TO-DO module and you will be reminded of the task. The prompt disappears once a new date has been set or the date is deleted.
Style
Allows you to enter information on the style, period or basic theme of the work.
Mounting
How should the work be mounted? (e.g. at eye-level, according to installation sketch, projection on wall-mounted screen, show ONLY on monitor, etc.)
Additional materials needed
Anything else that needs to be provided by the exhibiting organisation?
Loan conditions
e.g. The work must be fenced off, requires a guard, set-up only by the artist in person etc.
Note
Enter further notes here.
Loan fees
What fees do you wish to transfer to the borrower? (e.g. admin charges, wear and tear costs, packaging costs etc.) These fees can be imported from the loan invoice in the office module.
Status History
The Staus-History table allows you to keep track of changes in the condition of a work. You can view, delete or print out historicized datasets.
Price
Prices and price development
This entry automatically displays the price listed in the Status table. If it changes or you would like to record the price in a different currency, a new dataset may be created. In this way the price development remains visible. The checked price is displayed in COLLECTION Info and used in invoices.
Production costs
How much was spent on producing the work?
Insurance and appraised values
Insurance value
Insurance value, currency and date.
Insurance
Which company is the object / work insured with?
Appraiser
Who determined the insurance value?
Note
Notes on the insurance.
Appraised value
By clicking the NEW button you can record any number of estimates to keep track of the development.
Type
Type of appraised value: e.g. by an auction house, a gallery or by personal assessment.
Appraiser
Who determined the appraised value?
Appraised value
Appraised value, currency and date.
Note
Notes on the appraisal.
COLLECTION Documents
This section contains links to documents created in the OFFICE module that are connected to the object / work. You can also upload files and list the location of physical material.
Offer, Invoice, Loan invoice etc.
Links to documents created in the OFFICE module that are connected to the object / work. Clicking on the entries takes you to the corresponding dataset.
Digital attachments
Upload digital material and add remarks or descriptions.
Additional physical material
Additional physical material can be listed with content and location.
Correspondence
Links to correspondence created in the OFFICE module that is connected to the object / work. Clicking on the entry takes you to the corresponding dataset.
Project
Links to projects created in the OFFICE module that are connected to the object / work. Clicking on the entry takes you to the corresponding dataset.
Cash book
Links to cash books created in the OFFICE module that are connected to the object / work. Clicking on the entry takes you to the corresponding dataset.
Meeting
Links to meetings created in the OFFICE module that are connected to the object / work. Clicking on the entry takes you to the corresponding dataset.
COLLECTION Links
This section contains links to the modules EXHIBITION and PUBLICATION as well as space for related notes.
Exhibitions
Links to exhibitions connected with this object / work. Clicking on the Go to button takes you to the corresponding dataset.
Publications
Links to publications connected with this object / work. Clicking on the Go to button takes you to the corresponding dataset.
COLLECTION Parts / Editions
If you are dealing with a multi-part work or an edition you can create a detailed entry for each part / edition number here.
Type of work part
e.g. work part, work component, fragment, replacement part, remnant from performance, equipment, etc.
no.
Part or edition number. Entries in this field appear in the individual inventory number.
Category
Describe the type of work / art form.
Material / technique
e.g. acrylic on fabric, oil on wood, pencil on paper, mixed media, video colour/sound/stereo, colour proof on aluminium etc.
Weight
The weight of the work part is important for the delivery note and may be entered in kg or lb. beryll automatically converts your entry to the other unit of measurement and displays the result.
Signature
List the exact wording of any signature, e.g. Eva Hesse, New York 1969
Production
By whom and when was the object / work produced?
Note
Space for your notes.
Intern / Extern
Intern / Extern indicates whether a work is located within any of your premises.
Status
e.g. stored, installed, sold, destroyed, not for sale etc.
Location
Where is the medium currently located? e.g studio, storage, gallery
Exact
Exact information on the current location (e.g. a shelf number - R13_C).
Type of packaging
e.g. parchment paper and plastic, bubble plastic and cardboard packaging, portfolio etc.
Involved
List other persons / companies involved.
Price
List the price and currency.
Property of
Enter the name(s) of the work's owner(s) here.
Dimensions
Click the Dimensions button to enter or change the measurements.
COLLECTION Media
Under Media all external data storage devices may be recorded and assigned a number.
Category
What is the medium classified as? (e.g., master, dub master, archive master, master for DVD or raw material, etc.)
Data medium
Type of data storage device (e.g. CD, DVD-R, Mini-DV, Digital Betacam, Flashcard, DAT, LP, etc.)
File format
Type of file (e.g., aiff, mov, mpeg or Quicktime, medium format, etc.)
Recording
The way in which the medium is recorded or programmed (e.g. 12 minutes 3 seconds with closing credits, looped).
Sound
Type of sound recording (e.g. mono, stereo, no sound)
Media subtitle
Subtitle of medium.
Collaboration
Information entered in Collaboration on the COLLECTION Edit page is pulled up here and may be supplemented or modified for this medium.
Date created
Date the data storage device was created.
Recording techn.
Recording technology used for the medium (e.g. 25 inter-laced or 50 progressive in the case of video, scan 300dpi in the case photography, 4-channel stereo in the case of audio).
Aspect ratio
e.g. 4:3 or 16:9 with video, letterbox etc.
Pixel
Ratio and arrangement of pixels (e.g. 720 x 576 in the case of PAL or 1920 x 1080 for HD, 300dpi or 10 Mio pix in the case of photographs, etc.)
Producer
Who produced the medium?
Note
Note regarding the medium.
Intern / Extern
Intern / Extern indicates whether a work is located within any of your premises.
Exact
Exact status, e.g. at exhibition or donated.
From / to
If the medium has been passed on, as a gift or only temporarily, the name of the person may be recorded here.
Off-site from / until
If the medium is temporarily off-site, the time frame my be recorded here.
Location
Where is the medium currently located? e.g studio, storage, gallery
Exact
Exact information on the current location (e.g. a shelf number - R13_C).
Belongs to part:
If a medium belongs to a particular work part, the work part number may be recorded here.
COLLECTION Show
Show allows you to present your collection similar to a catalogue, including the type of information you would use for a publication.
COLLECTION Lists
Every module can be viewed as a list. Lists can be created based on different layouts. You can scroll through the data sets and select them. Data sets may also be sorted according to various criteria and printed.
Short
List - short only shows key information. In this layout you cannot edit. You can scroll the datasets and mark or exclude individual records to obtain a selection.
Medium
Slightly less extensive list layout than the long list format.
Long
List - long presents an overview of the module's most important categories. Data entries can be viewed and edited.
Info
This list can be sorted and edited just like a table. Repetitive editing can quickly be taken care of.
Values
All sales prices, insurance values, appraised values, loan costs and production costs for works are listed and added up here, allowing you to see at one glance, for instance, the combined insurance value of all works in an exhibition.
Parts / Editions
This list displays the individual work parts and editions so that you can edit, mark and print them one by one.
Media
Shows all datasets with allocated media.
3 Languages
beryll.2.5 has the ability to switch between german, english and french during runtime. This changes the field titles, but not the field content. However, the fields title, category, subcategory, material and technique can be completed in all three languages. Thus the content will adapt when you switch from one language to another. The language list lets you edit the entries in all languages at once and is useful for repetitive corrections.
COLLECTION Print
beryll provides various layouts to create documents and labels. These are described in more detail under Print.