Hi Noel,

We use both fields. Here are our definitions for the fields and examples of how we use each.

1) Edition (Edition Statement):

Definition:

This field is used to record the edition of an object or group. For individual objects, record specific impressions in relation to the total number printed. For books, portfolios, series or sets, record the edition in relation to other editions published.

Examples:

          Single objects:

          1.       EDITON                  16/40

          2.       EDITON                  new edition

          Book, Portfolio:

          3.       EDITON                  third edition, carefully revised and considerably enlarged

          4.       EDITON                  58/250

          5.       EDITON                  special edition; twelve copies printed

          6.       EDITON                  exemplaire no. 247

          7.       EDITON                  2e ed.

Comments:

- Transcribe the edition statement in the language of the work and as it is found on the item.

- For rare books and other special printed material, enter exact wording if the edition statement is taken from the title page.

- If the edition is known but not found on the item, use standard abbreviations and ordinal numerals. Enter ordinal numerals in the form 2nd, 3rd, 4th, etc.

2) State/Proof (Object State):

Definition: 

This field is used to record the specific stage in the development of a print, known to exist in various stages represented by the object being catalogued.

Examples:

1.       STATE           probably a second or later state

2.       STATE           Hind 27, III

3.       STATE           artist's proof

4.       STATE           bon à tirer

5.       STATE           épreuve hors commerce

6.       STATE           épreuve spécimen

Good luck.

Alexis Lenk

Coordonnateur, Documentation des Collections

Centre Canadian d’Architecture

Montréal, Québec

(514) 939-7000 ext. 1520

From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Noel Valentin
Sent: September 11, 2008 11:54 AM
To: [log in to unmask]
Subject: "Edition" and "State/Proof" fields - OBJECTS module

Dear TMS Users,

What data have TMS users been entering in the “Edition” and “State/Proof” fields in the Objects module?  Are you entering the impression number (e.g. “1/10”) of the print in the Edition field?  Or is the Edition field meant to store more detailed information about the edition that this print is part of (e.g. “Entire edition consists of 5 serigraph prints measuring 30 x 24, signed, dated and numbered I-V by the artist, 2 signed and dated artist’s proofs, 2 signed and dated printer’s proofs and 100 offset prints, signed, dated and numbered 1-100 by the artist”).

Thank you,

Noel Valentin

Registrar

EL MUSEO DEL BARRIO

1230 Fifth Avenue

New York, NY  10029

Tel:  (212) 660 - 7120

Fax: (212) 831 7927

Email: [log in to unmask]