In order to record a collection of items into the MUSEION management system, during the data importation you must follow a few rules.The first part of these rules concerns the table with descriptive data, , the second one then concerns the object photographs themselves.

The table used to import descriptive data of collection items:

It is necessary to enter all descriptive data of collection items into the pre-prepared Excel spreadsheet (you can find it in the Download section). Each institution can prepare this table itself, on the basis of its own data about collection files. Individual objects are entered horizontally and their descriptions vertically. Some data items can in dependence on a particular item remain empty, but some must always be filled out (these are underlined in the following description). In some fields you need to comply with certain requirements:

Files (e.g. Mucha.jpg) – a file name must always end “jpg” and the full name must match the name of the particular item’s photograph. It is better to choose short names with no spaces or numerals to eliminate the possibility that the name of the photographs will differ from the name of the file in the table. If we want to record for example a golden ring, the photograph should bear the name “ring.jpg“ and this field in the table should be filled in identically.

Item (name) – this field can be filled in arbitrarily, e.g. ”A golden ring”.

Alternative name – this field is not obligatory, it can only supplement the main item’s name.

The author of the item  – it says who created the given item, you can also say the author unknown.

Dating – into this field is entered the exact year, decade, century, millennium in which the object was created – e.g. 1948, the 1920s, 19th Century, 3rd millennium BC,…

Date of issue – says, e.g. in periodicals and publications, when the item was issued.

Period/Culture – verbally states the particular period when the item originated – e.g. Art Nouveau, Lusatian culture, ...

Publisher – gives the publisher of the item – e.g. in books and periodicals.

Language of the document – gives the language in which the document is recorded.

Location/Place of origin – can be a state, county or a specific location of the item.

Dimensions/size – specifies dimensions, size or weight of the item in centimetres and millimetres.

Material   defines what material the object is made of.

Technique – says what technology the object was made by – e.g. painting, sewing, iron founding, ...

Media type (for example: macro photography, glass negative, sound, video, etc.) – says what type of recording this is.

The origin of the item (giver) – says how the object got into the collection – e.g. purchase, the giver.

The author of the photograph/medium – says who provided the digital recording of the subject.

Copyright to the item/collection – says which person or institutions owns the copyright to the item.

References to publications – lists publications in which you can find information about the item.

Inventory number/storing – each of the item numbers in the table must be different, none of them can match. We recommend not to use spaces between individual numbers.

Description of the item – this field can be filled arbitrarily. It gives more detailed or supplementary information about the item.

Photographs of the items:

 Photographs should be in JPEG format, of rather a smaller size. The ideal size of image is about 500kB. However, when saving files to JPEG, some graphic programmes modify the file so that in eSbirky it is displayed in a green filter. Hence it is better to store images to JPEG format in simpler editors such as IrfanView.

As noted above, the names of photos of individual items must match the names of the items listed in the data table. All photographs are then stored into a “zipped” file, which is then recorded to eSbirky together with the data table.

Send thus prepared set of photos with the descriptive data table to the email:                           

The team administering the web portal will do the first recording. All other administration of the allocated space is up to each institution itself.

Thank you. We look forward to our cooperation!


technical support