Accession Number field

The Accession Number field is used to record an identifier by which an object is usually known, registered, and referenced. An accession number is a unique number given to every object by your organisation.

Examples

  • Objects that have been formally accessioned are usually allocated an accession number.

  • For archival records, this could be a Reference Code that uniquely identifies the unit of description.

  • For Library records, this could be either the ISBN/ISSN or the Call Number.

  • Long-term loans are sometimes accessioned, or may be allocated loan Registration Numbers.

  • Short-term loans, considered items, objects deposited for identification, conservation surveys, and treatment can also be allocated a Registration Number in this field.

How this field works

The Accession Number field is special. Data entered into this field must conform to a very specific format, so that complex numbers can be sorted logically and the next available number calculated.

Alternatives to using this field

If an object is not accessioned into your collection, or if you have any other identifying numbers (such as old accession numbers or catalogue numbers), you can enter this data in the Other ID field.

If you wish to record the physical location of the accession number on the object, and the method with which the number was applied, you can enter this data in the Signature/Marks field.

Field details

Field type

Text field (a special type that is validated against a format)

Locations

  • Object - Identification window - Identification tab

  • Object - Archive Series window - Identity, Content, Structure tab

  • Object - Archive File/Item window - Identity, Content, Structure tab

  • Object - Accessory window - Description tab

Internal field name

ACCESSION_NO

Searching on this field

Select Accession No or Accession No (no format) in Advanced Search or use a Select Statement.

For more information, see Search on accession number fields.

Reporting on this field

Select Accession No in Reporting.

You can sort on this field.