Ten principles of digital cataloguing

Image credit: Paul Gauguin, La Hutte sous les palmiers, 1899, Oil on canvas, 30.8 x 46.4 cm, Museum of Modern Art, New York. Courtesy of the Museum of Modern Art.

The art sector is undergoing significant digitization, making standardized approaches to digital information management increasingly important. Digital Basic Cataloguing: 10 Principles — a report from the Network of European Museum Organisations (NEMO) — provides recommendations for preparing digital records within Museum Documentation Systems (MDS). These guidelines help institutions structure their data effectively, supporting research, collection management, and long-term accessibility.

The Navigating.art team reviewed this report and summarized key insights to assist art professionals in applying its principles.

Recommendations on the basics of digital cataloging from NEMO

Digitization efforts should align with an institution’s mission, available resources, and technical capabilities. A well-defined strategy ensures that digital tools support institutional objectives effectively.

Prepare a consistent system for data 

A structured approach to recording collection data enables efficient internal use and external collaboration. MDS features support data entry and management, ensuring accuracy and consistency.

Select the most appropriate controlled vocabularies

Industry-standard vocabularies improve data discoverability and interoperability. Recording collection data using widely accepted terminology strengthens research and information exchange. Navigating.art integrates Getty Vocabularies, a widely used set of vocabularies for cultural heritage documentation.

Organize data using unique identifiers 

Unique identifiers allow precise tracking of digital records, preventing duplication or confusion. Automated systems, such as those in Navigating.art, generate distinct identifiers for each entry.

Manage user access and permissions

Digital technologies make it possible to enrich collection information with input from diverse users. Multiple perspectives are vital for building inclusive and representative collections. Tools with adaptable access and rights management keep digital documentation systems collaborative and data capture cohesive. Create unlimited user profiles with Navigating.art and manage permissions on a granular level to prevent inconsistent recording.

Integrate digital media into collection entries 

Add supplementary digital media files to transform collections into multimedia experiences. Upload digital renderings of analog objects in the form of scans, images, and videos. Incorporate born-digital media such as video games and digital artworks. Including at least one digital representation per collection entry creates more vibrant databases. 

Encoding digital media with extra information in a uniform format transforms non-text files into searchable resources. Standard recording principles should apply to any piece of supplementary information. Save important details in the file header or apply a metadata scheme (standard for recording data about objects within a digital library). Keep sources connected and enable users to locate specific content quickly.

Incorporate external data sources

Incorporating data from external sources brings the work of researchers and scholars into the collection. It connects collections to a world of existing information. Upload digital files or add a web link. Infuse entries with unconventional or related content, such as maps and multilingual sources. Using external data increases the quality of an institution’s resources and extends its reach via the networks it creates. 

Manage daily activities with digital tools with efficiency

Digitization supports various collection-based activities – from collection management to academic research. Use MDS features to save staff time and open collections up to desired users.

Centralize materials in a Digital Asset Management System (DAMS)

A Digital Asset Management System (DAMS) organizes and preserves digital content. Some MDS solutions include DAMS functionality to ensure efficient storage and retrieval of collection materials. The Navigating.art platform includes an integrated DAMS, referred to as the archive, for storing digital copies and primary sources.

Prepare and send data using data export packages 

Extract raw data and convert it into a format required by another application. Transfer it in the form of a data export package for use in any system — from museum applications to external databases. Communicating collection information via data export packages avoids compatibility issues and smooths collaboration with other departments or third parties. Navigating.art uses file formats (CSV and DOCX) for the uncomplicated generation of data export packages. 

Open up collection materials with an Application Programming Interface (API)

APIs allow digital systems to communicate with each other without the need for data preparation. Use an API to provide direct access to collection information. An open API is a publicly available entryway into a piece of (otherwise private) software. A closed API is only accessible to authorized users from within the organization. Museums can use an open API to grant public admittance to their MDS – a great tool for open access. All Nagivating.art solutions include API access with robust permissions features. 

Extend data reach and lifespan 

Releasing digitized materials into the world supports research beyond the institution and presents collected items to a broader audience. Ensure the sustainable and proper use of materials now and in the future using basic recording principles.

Include provenance information

To present accurate and honest histories, museums must record and keep provenance information current. Uniform vocabularies and connected data increase transparency across the museum sector. Navigating.art incorporates Getty vocabularies, which allows for cross-institutional searches and aids provenance research. All data entered into the platform is relational – for example, a seller's name is always linked to that of a buyer – increasing the efficacy of provenance information.

Uphold rights and licenses

Publishing rights and licensing information can help others understand how to reuse digital materials. Different regulations apply for private, public, and commercial applications. The organization providing the content is responsible for upholding rights and licenses. MDSs can help. Navigating.art provides users with field-by-field control over what they publish. If they don’t have the right to share information, they can keep it internal with this feature. 

Think about the future of digital materials

Digital collections require ongoing maintenance, including secure storage and energy-efficient infrastructure. Choosing software that supports versioning and FAIR principles helps ensure the long-term usability of digital records. Navigating.art organizes data according to these principles, with OCR capabilities and versioning for all published content.

By adopting these best practices, institutions can enhance digital documentation, improve accessibility, and ensure the sustainability of their collections.