Terms and Codes

Agents: AG

Objects: WK

Tour: T

Tour Stops: TS

Source: SRC

Location: Location

Agent: Every person entered into Itinera is an Agent, even if they only have a minor role or only have one life event. They are still Agents who may be of use to a future researcher.

Object: Every thing entered into Itinera is an Object, which includes portraits included in the agent’s metadata.

Tour: Every Agent and Object has a one Tour, even if they take more than one trip. The Tour can be thought of as the agent’s life as it pertains to Itinera. Each Agent or Object has his or her own unique tour, even if two Agents or Objects are traveling together.

Tour Stop: Every Tour must have at least one Tour Stop. Additional Tour Stops are then created for each unique recorded life event that falls within the window of Itinera research. The entity of the Tour Stop is the Agent or Object who is the subject of the Tour Stop. If two or more people are traveling together, the each have unique Tour Stops which are linked to each other.

AGENT WORKFLOW

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Get started:

On the menu bar, click NEW > ENTITY > PERSONAL. A form will appear.

Entity identifier

Each entity needs a unique identifier. Entity identifiers follow the same alphanumeric format used for other kinds of records (locations, works, etc.).

Use the format AGYYMMDD##_xx [your two initials, lower-case, without spaces]
For the ##, begin with 01 followed by 02, 03, 04, etc.

SAVE: Click it.

Agent media
Note: Images must to be of the entire painting/print/object and there should be no question about who the Agent is within the image (alone is best). For more image guidelines see the image guideline page here.

Each entity needs a “profile picture.”
To set media, click on “Browse…”
Select the image file you want to upload from your computer.
Click “Open”
If this image has a URL (ex. Wikipedia Commons), please copy/past the source link in “Source URL for Agent Media”

If you don’t have a picture on hand, download and use the default avatar available on the image guidelines page here.

Preferred labels
This form is for agent names.

Common prefixes include Sir, Lord, etc.
Enter the agent’s first name.
Enter the agent’s middle name(s), if applicable.
SURNAME/ORGANIZATION.
For an individual: enter the agent’s surname (last name)

For an organization or institution: enter the full name.

Common suffixes include earl of, 4^thearl of, III, Sr. or Jr. Consult the Chicago Manual of Style for nobility capitalization rules.
OTHER FORENAMES. Skip.
DISPLAY NAME. The entity’s name as it will appear. This should be consistent with popular scholarly usage, while also being as complete as possible.

Non-Preferred labels
Agents may have more than one name: sometimes they have a popular name or translated name. Click “Add label” to add as many as necessary to help Itinera users find what they’re looking for.

Has tour data?

Click yes.

Agent Life Date

Add only one date at a time. If you have birth and death dates, enter the birth dates, then click + ADD AGENT LIFE NOTES and add death dates.

DISPLAY DATE. This field will be displayed online and read by users. Enter agent date.
INDEXING DATE(S). This field will be read by the computer and will not be displayed online to users.
- The DISPLAY DATE and INDEXING DATES must match. See the “Dates” formatting guide (Appendix 1) for information on formatting and interpreting dates
LIFE DATE TYPE. Select from drop-down menu.
LIFE DATE NOTES. Include any information that could be important, but which didn’t fit into the form above. For example, if you lack a birth date but have a christening date instead, include it here.

+ ADD AGENT LIFE NOTES. Click to add additional dates.

Agent life role set
- LIFE ROLE TYPE. Select from the drop-down menu.
- DISPLAY DATE. Enter date range for the life role type selected in human-readable format.
- INDEXING DATE(S). Enter date range for the life role type selected, in computer-readable format.
- LIFE ROLE NOTES. Include details as needed, to clarify or specify the data in the above fields.
- + ADD AGENT LIFE ROLE SET. Click to add additional life roles.

Cultural context
- CULTURAL CONTEXT TEXT. Click and select from the drop-down menu
- CULTURAL CONTEXT NOTES. Include additional information here, for example, if the agent had a culturally mixed family or grew up speaking a language other than the dominant one.
- If the needed cultural context does not exist, go Manage > Lists and Vocabularies > Cultural Context Values > add new source. Fill out the Identifier as VOC_initials. Fill out Item name singular and Item name plural using ULAN vocabulary and save.

+ ADD CULTURAL CONTEXT. Click to add another cultural context. If the agent had a culturally mixed family or grew up speaking a language other than the dominant one, include that information in the + CULTURAL CONTEXT NOTES.

Authority / Vocabulary Reference
- AUTHORITY/VOCABULARY. Begin typing for autofill. Select.
- REF ID. If the agent information comes from the Getty Union List of Artists’ Names (ULAN), include the unique identifier here. (Please see Appendix 2 for other Authority References.)
- URL (TO SOURCE TERM). If the source is online, include the unique, stable-URL here.
- AUTHORITY/VOCABULARY NOTES. Include any essentially information that does not fit into the form.

+ADD AUTHORITY/VOCABULARY REFERENCE. Click to add additional information about another source, if you have one.

General notes

These will be included in the entity’s “baseball card” (the profile summary that appears on the Itinera splashpage and the “Traveler” information). Write a brief summary of the entity’s role, importance, and travel. Including any specific or important relationships in this information will help users to navigate the Agent’s social network as well.

Related places

Enter places related to the entity’s birth, death, work and commissions.

SEARCH. You can search for a term directly, but the number of options is vast and confusing.

A better strategy is to enter a unique identifier from the Getty’s Thesaurus of Geographic Names (TGN)

Go to TGN http://www.getty.edu/research/tools/vocabularies/tgn/index.html
Enter the name of the place you’re searching for, click SEARCH
Select the correct place name from the list of hits

Copy the unique 7-digit identifier in square brackets
Return to Itinera and paste the unique 7-digit identifier in the SEARCH box. It will autofill. DO NOT HIT ENTER (this will refresh the page). Select the place.

A hierarchy of places will appear in the boxes above. Click on the place you want.

Selected the relationship (for example, WAS BORN AT)
ADD RELATIONSHIP. Click to add additional places, for example, DIED AT or WORKED AT.

SAVE. Click it.

Related entities

Enter related entities by typing their names into the box (wait for autofill). If nothing autofills, it means the entity doesn’t yet exist in the system and must also be created.

+ ADD RELATIONSHIP. You can add as many relationships as you want.

If you have a pair of people whose relationship changed over time, you will need to ADD RELATIONSHIP for each relationship type.
Example: if x painted y’s portrait and travelled with him, you will need distinct entity-to-entity relationships for each (portrait sitting and travel).

SAVE. Hit save and the relationship will appear in a box, along with “” and “X” buttons.

Personal Relationship

Click the “” button. Click to open the PERSONAL RELATIONSHIP dialogue box.

Begin typing the Source name, and it should appear in the hierarchical menu. If source has not yet been added, see the Source Workflow below.
HIERARCHICAL CLASS.

Select: Hierarchical |Non-hierarchical

RELATIONSHIP STRENGTH.

Select: Strong |Unknown| Weak

When the relationship is very long, but the exact nature of it is unclear (professional, friendship, family / business relationship) the relationship would be considered strong if there’s any documentation
Even a single letter (correspondence) is “strong” (suggests documentation, not the substance of the relationship)
Even if documentation only exists for ONE side of the relationship still mark the relationship as strong
In the absence of any documentation, use weak as the default.

ANECDOTAL PARAGRAPH

Copy or paraphrase the textual source describing the relationship.

include the page number or page range for the source: p.[space]###

RELATIONSHIP DATE. List the dates of the relationship following the standard format.
- Display date
- Indexing date

SAVE. Click it.

Skip it.

Select ACCESSIBLE TO PUBLIC

Status

Select NEW

SAVE. Click it.

OBJECT WORKFLOW

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Get started:

On the menu bar, click NEW > OBJECT > WORK. A form will appear.

Status. New
Access. Accessible to the public

Please select the source for your information. Usually Professional Cataloging or User-Contributed Cataloging.

Work ID.

Each object needs a unique identifier. Entity identifiers follow the same alphanumeric format used for other kinds of records (locations, works, etc.).

Use the format WKYYMMDD##_xx [your two initials, lower-case, without spaces]
For the ##, begin with 01 followed by 02, 03, 04, etc.

SAVE. Click it.

Preferred Title

Enter the name of the work

Usually, you will select “descriptive” under title type unless other conditions apply

Alternative Title

Works may have more than one name: sometimes they have a popular name or translated name. Add as many as necessary to help Itinera users find what they’re looking for.

Agent

You must create agent data for the persons associated with this object (creators, artists, owners, etc.). See the above AGENT workflow for instructions on how to create Agents. Having done that, type the name of the agent. This field will autofill. DO NOT HIT ENTER. Select associated Agent, and then choose the relationship type from the menu on the right.

Date

Enter the date of creation and any other relevant dates. Select the type of date, typically “creation” from the menu.

DISPLAY DATE. This field will be displayed online and read by users. Enter object date.
INDEXING DATE(S). This field will be read by the computer and will not be displayed online to users.
- The DISPLAY DATE and INDEXING DATES must match. See the “Dates” formatting guide (Appendix 1) for information on formatting and interpreting dates.

Select “Date Type,” Usually creation. Add any notes in “Date Notes” field. If multiple dates are associated with the object, select the “Add date” and enter information in separate entries.

Cultural Context

Select the cultural context from the menu. This is typically the context under which the work was created, but it could refer to other features of the work. Explain any irregularities in Cultural Context Notes. Add other associated Cultural Contexts by selecting “Add cultural context.”

Work Type

Select the type of work in from the menu. Explain any irregularities in Work Type notes.

Material Display Text

Include a description of the materials used to create the object, such as “oil on canvas.”

Rights

Typically, rights will be selected as “undetermined” from the menu, unless the work has clear copyright information that can be added in the notes, such as a published book.

Location

This is the location of the objects creation or its first known location. All other locations will be in the Tour Stops. Select the object’s location using TGN (See above AGENT “Related Locations” Workflow for detailed instructions on how to use TGN locations).

General Notes

Add any other information necessary.

SAVE. Click it.

Other Relationships (Left Column Menu)

If the object is related to other objects in Itinera (for example, if a group of objects form a collection or the object is part of building) relate the object to its partners and select the type of relationship from the menu.

Every object in the relationship must have Object data
Type the Related Object in the “Related Object” field
“Related Collection. Leave blank.
Related lot. Left blank.

Images (Left Column Menu)

Upload an image of the object.

SAVE. Click it

TOUR WORKFLOW

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Get started:

On the menu bar, click TOURS > CREATE > TOUR. A form will appear.

Tour Title

This is the name of the Agent’s or Object’s name, or if the agent or object has more than one name, his or her preferred label.

Tour Code

Each tour needs a unique identifier. Entity identifiers follow the same alphanumeric format used for other kinds of records (locations, works, etc.).

Use the format TYYMMDD##_xx [your two initials, lower-case, without spaces]
For the ##, begin with 01 followed by 02, 03, 04, etc.

SAVE. Click it.

Introduction

Enter a brief description of the tour

Tour Stops

Under Tour Stops click ADD STOP. A short form will appear.

Under NAME, add the Human Readable place name of the location of the first Tour Stop. If the location is a city or natural place, include the country in its title. (Madrid, Spain)
Under “Type” select whether the tour stop is an AGENT tour stop or an OBJECT tour stop

If the location is a specific place, include the city and country in its title. (Musée du Louvre, Paris, France).

+ ADD TOUR STOPS. You can add as many tour stops as you wish.

SAVE. Click it.

Icon

Skip

Color

Skip

Access

Select ACCESSIBLE TO PUBLIC

Status

Select NEW

SAVE. Click it.

TOUR STOP WORKFLOW

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Get started:

Return to the TOUR.

After adding the desired stops on the tour form, click on the “” A new form will appear for that tour stop.

Id number

Each Tour Stop needs a unique identifier. Entity identifiers follow the same alphanumeric format used for other kinds of records (locations, works, etc.).

Use the format TSYYMMDD##_xx [your two initials, lower-case, without spaces]
For the ##, begin with 01 followed by 02, 03, 04, etc.

SAVE. Click it

Related Entities

This is ONLY the name of the Agent or Object. Begin typing for autofill. DO NOT PRESS ENTER (this will refresh the page).

Introduction

Provide a description of the Tour Stop, including the location, agents or objects present, and any events that occurred. This will be the public facing information. Feel free to wax poetically. This should be written in the past tense.

Tour Stop Dates

Enter the date or range of dates for the Tour Stop

DISPLAY DATE. This field will be displayed online and read by users. Enter the date.
INDEXING DATE(S). This field will be read by the computer and will not be displayed online to users.
- The DISPLAY DATE and INDEXING DATES must match. See the “Dates” formatting guide [Appendix 1.] for information on formatting and interpreting dates.
- Select TOUR STOP DATE PRECISION: Exact Dates | Probable Dates

Related Places

Click on ADD RELATIONSHIP. Enter the location of the Tour Stop.

You can search for a term directly, but the number of options is vast and confusing. A better strategy is to enter a unique identifier from the Getty’s Thesaurus of Geographic Names (TGN)

Go to TGN http://www.getty.edu/research/tools/vocabularies/tgn/index.html
Enter the name of the place you’re searching for, click SEARCH
Select the correct place name from the list of hits

Enter the name of the place you’re searching for, click SEARCH

Select the correct place name from the list of hits
Copy the unique 7-digit identifier in square brackets

Return to Itinera and enter the unique 7-digit identifier in the SEARCH box. DO NOT PRESS ENTER. It will autofill. Select the place. A hierarchy of places will appear in the boxes above.
Select the desired location.
If you have information on an extremely specific Tour Stop Location (particularly ones that contain addresses, buildings, or sites), you can add this Location to the Related Places list. See below LOCATIONS WORKFLOW for detailed instructions on how to do this.

Source

Under SOURCE, begin typing the source in the Search bar. DO NOT PRESS ENTER. It will autofill.

Select the source from the list that appears.

If you need to add a new source, see the Source Workflow below.

Related Tour Stops

Click on ADD RELATIONSHIP. Link your Tour Stop to the Tour Stops if your agent or object interacted in any way with other agents or objects at this location. For example, if your agent was joined by a companion or invited to the home of a friend, the two events must be linked in the field.

Each Entity must have a separate Agent or Object, Tour, and Tour Stop for the other individuals, type in the name of the location to link the two events.
Begin typing in the field to search for the related Tour Stop.

Select the related Tour Stop.

Select “is related to” from the drop down menu if the Tour Stop is related. If the Tour Stop has data conflict, select “has a data conflict with”
To add other agent Tour Stops, click “Add relationship”

Access

Select ACCESSIBLE TO PUBLIC

Status

Select NEW

SAVE. Click it.

SOURCE WORKFLOW

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Get started:

On the menu bar, click MANAGE> LISTS & VOCABULARIES. A Hierarchy will appear.

Select add new SOURCE from the pull-down menu. Select “Source Vocabulary” from the far-left scrollable menu. Click the ““.

Status

Select NEW

Access

Select ACCESSIBLE TO PUBLIC

Is enabled?

Select YES

Identifier

Each Source needs a unique identifier. Entity identifiers follow the same alphanumeric format used for other kinds of records (locations, works, etc.).

Use the format SRCYYMMDD##_xx [your two initials, lower-case, without spaces]
For the ##, begin with 01 followed by 02, 03, 04, etc.

Main Source Title

Enter the title of the Source

ITEM NAME (SINGULAR). This field is the title of the Source
ITEM NAME (PLURAL). This field is the title of the Source, and must match ITEM NAME (SINGULAR).
DESCRIPTION: Add a short description of the work is applicable.

SAVE. Click it.

Article/Section Title

Add Article/Section Title if the source is an article or a section of a book

ITEM NAME (SINGULAR). This field is the title of the Source
ITEM NAME (PLURAL). This field is the title of the Source, and must match ITEM NAME (SINGULAR).

Author/Creator

Click on ADD AUTHOR/CREATOR. Begin typing for autofill.

Each author/creator must be an Agent (See the above Agent Workflow for adding a new agent)

Publisher Information

Add Publisher Information

PUBLISHER NAME: Add the publisher’s name
PUBLISHER LOCATION: Add the location of the publisher. Type the city and state for American publishers and type the city and country for all other publishers

Source Date

Enter the date of publication or creation

DISPLAY DATE. This field will be displayed online and read by users. Enter date.
INDEXING DATE(S). This field will be read by the computer and will not be displayed online to users.
- The DISPLAY DATE and INDEXING DATES must match. See the “Dates” formatting guide for information on formatting and interpreting dates

Edition

Enter the edition number if the source has multiple editions

EDITION

Article/Section Metadata

Add Article/Section Data if the source is an article or a section of a book

VOLUME NO. Volume number
ISSUE NO. Issue number
PAGE RANGE.

Source refID

Enter reference ID information

REFID: For a book, enter the ISBN
REFID TYPE: For a book, enter the ISBN

Location(s)

Skip

Rights

For a Book

RIGHTS TYPE: Select COPYRIGHTED
RIGHTS STATEMENT: Transcribe the copyright statement from the copyright page of the book

For all other sources

RIGHTS TYPE: Select UNDETERMINED
RIGHTS STATEMENT: Skip

General Notes

Add any additional relevant information about the Source

SAVE. Click it.

LOCATION WORKFLOW

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On the menu bar, click NEW>PLACE

This will bring up the Hierarchy List .

Choose TGN. Locate the closest location to your desired Entry.

Preform a Search using TGN from Getty. See above for detailed instructions on using 7-digit ID from TGN site.

Select desired place by clicking the “” next to the location.
Select desired place type from the drop down menu next to “Add under _ (#) new.” Usually “location,” “neighborhood,” or “site.”

Click the “” to add the new place type. This will bring up an entry form.

Select NEW

Not accessible to public

Place Identifier

Each new place needs a unique identifier. Entity identifiers follow the same alphanumeric format used for other kinds of records (agents, works, etc.).

Use the format LOCYYMMDD##_xx [your two initials, lower-case, without spaces]

For the ##, begin with 01 followed by 02, 03, 04, etc.

Location Extent

The “Location Extent” helps identify the place. Common extents include “residence,” “palace,” “villa,” or “site.” These extents correspond to the Getty Art and Architecture Thesaurus (AAT) Vocabulary. If your extent does not appear, it is not defined by the (AAT). Please select the closest extent, or leave blank.

Preferred Place Name

Type in the preferred Place Name in the entry Field. This will be the name that appears in the Hierarchy. TYPE ONLY ONE NAME, all alternative names will be entered in the “Alternative Place Names” below.

Alternate Place Names

Enter any alternative names in the field. These alternate names can help users find the location using different names. TYPE ONLY ONE NAME PER ENTRY. If there are several alternative names, click “Add alternate place names” and enter each separately. Select Type from drop down menu.

Authority/Vocabulary Reference

If there is an Authority reference pertaining to the location, enter the information in the field. See Appendix 2 for preferred Authority References.

Address

Enter the information pertaining to the address of the location as fully as possible.

Georeference

Type the place name in the search bar. Press Enter.

Zoom in to make sure this is the correct place. (Double check on google maps or another online maps browser to find the correct geolocation).

Sometimes, the search will not be able to locate the exact place. In this case, there are several ways to find the exact location on the map.
Once you have successfully located the place, you can select the “” to place the geo location. By selecting the “” you can move the marker.

Please Note: IF YOU DO NOT SELECT A GEOLOCATION ON THIS MAP (placing the above yellow dot on the map), THE PLACE WILL NOT APPEAR IF SELECTED AS A REFERENCE PLACE.

SAVE. Click it.

General Notes

Add any notes pertaining to the geolocation

Appendix 1. DATES

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Tour Stop titles (Introduction): Be as descriptive as you want, at minimum include the [city], [nation] Tour Stop titles should not include dates.

Display date

The date human users will see.

Indexing date

The date info the computer needs to search in order to find the object.

The basics

Year

YYYY

Month + year

Month YYYY no commas

Month YYYY no commas necessary

Date, month + year

DD Month YYYY no commas

Month DD YYYY no commas necessary

Time spans

Year range

YYYY-YYYY

Month range

Month-Month YYYY

Month 1-Month 28/29/30/31 YYYY

Month, year + date range: same month

Display date field: DD-DD Month YYYY no commas

Month DD-Month DD YYYY

Month, year + date range: different month

Display date field: DD Month1-DD Month2 YYYY

Month1 DD-Month2 DD YYYY

BCE date range

YYYY BCE-YYYY BCE

BCE – CE date range

ca. YYYY BCE-YYYY CE

YYYY-5 BCE-YYYY+5 CE

For BCE dates: the plus / minus will be reversed, because the numbers get smaller, not larger, as you move forward in time.

Approximate dates

Approximate year

ca. YYYY

[YYYY-5]-[YYYY+5] Plus / minus five years on either side is the equivalent of “ca.”. When the system sees this, it will search for a ten-year window around the “ca” date listed in the Display Date field.

Two approximate years

ca. YYYY-ca. YYYY both are approximate. If only one or the other is approximate, include the “ca.” as appropriate

[YYYY-5]-[YYYY+5]

late-to-early approximate dates

late 14th-early 15th century

YY66-YY33 Ex: 1466-1533

Interpreting dates

Source text	Display date	Indexing date(s)
spring summer fall winter	spring summer fall winter	March 1-June 30 June 1-September 30 September 1-December 31 December 1-March 31
early [season] not capitalized	Early [season] not capitalized	Spring = March-April Summer = June-July Fall = September-October Winter = December-January
middle [season] not capitalized	Middle [season] not capitalized	Spring = April-May Summer = July-August Fall = October-November Winter = January-February
late [season] not capitalized	Late [season] not capitalized	Spring = May-June Summer = August-September Fall = November-December Winter = February-March
early October	October 1-10	October 1-10
mid October	October 10-20	October 10-20
late October	October 20-31	October 20-31
Known date (using August 4 as an example) to before October	4 August-before October	August 4-September 30
Known date (using August 4 as an example) to before October 15	4 August-before 15 October	August 4-October 14
Before October to Known Date (using December 4 as an example)	Before October-4 December	Date of known tour stop to December 4**
Known date (using August 4 as an example) to after October	4 August-after October	August 4-Date of next known tour stop**
Known date (using August 4 as an example) to after October 15	4 August-after 15 October	4 August-Date of next known tour stop**
After October 15 – Known Date (using December 4 as an example)	After 15 October-4 December	October 16-December 4
between September 1749 and November 1750	September 1749 – November 1750	September 1 1749 – November 30 1750
Late YYYY	October – December YYYY	October 1 – December 31 YYYY
Early YYYY	January – March YYYY	January 1 – March 31 YYYY