Video Tutorial:


While the CultureTech tool maps creators and organizations to the Union List of Artist Names database, there are times that entries will not be contained in ULAN and must be added manually. The user is given this opportunity any time a creator or organization field is editable. During the process of entering non-ULAN entities, the user is presented with the option of flagging them as potential future additions to the Getty Vocabularies.


Step by Step Instructions:


As you may know, the Getty Vocabularies is a structured, standardized terminology to describe the people, materials, entities, and locations that make up the art world. It is open data, meaning that any use is permitted with attribution, greatly enhancing its reach and adoption. The data is entered and verified by professionals at the Getty Museum, but they also heavily rely on contributions from trusted partners to keep the database up to date. One of the principal components is the Union List of Artist Names or ULAN database. This is a compiled listing of artists, or creators, their biographical metadata, and even museums and other institutions related to art.


CultureTech has taken the Linked Open Data version of this database and used it to map creators and organizations to the ULAN, with associated metadata like the dates of an artist’s life or the location of a museum to help the user be sure they are choosing the correct person or institution.


However, there are certainly times where an artist is not listed– perhaps she is too recent to have been included or too obscure. Corporations that are primarily not art related are most likely not to be found in ULAN, even if they may have sponsored exhibitions or have their own private collection. In these cases, the user is allowed to add a creator or organization that is not to be found in ULAN whenever those fields are present. 


Let’s see how this process works by entering in a new object external to your museum. Navigate to Objects, click on the External tab, and select “New Object”. The appropriate data fields appear, allowing you to enter in the object record data. The creator of the object is Camille Henrot, a French-born artist who produces art of various types and media. Type “Camille Henrot” into the search box and you’ll see that “no items found” is displayed. Below there is the button to “add new creator”- click it now.


On the left appears the fields to Add a New Creator. Enter in her First and Last Name, choose “French” for Nationality (you can start to type f-r-e-n to get to the proper entry faster), choose “Artist” for Creator Type, and choose “Yes” to mark Camille as a Living Creator. Doing so brings up one box to record her Birth Date, in this case 1978. If she had been deceased, a Death Date box would also have appeared. Finally, click on “Save” and you’ll see Camille’s name in the Creator field. These data points are the minimum requirements for a ULAN creator entry and follow established standards for terminology.


Let’s double check she’s saved in the system– click the “x” to remove her name, and then type “Camille H” to see the four entries marked with a ULAN logo, as well as the artist we just entered. Select her and enter the title “A Remarkable Ascent”.


Now we’ll repeat the same process we just did with a non-ULAN creator this time with an organization. Perhaps the new Glenstone museum in Maryland purchased the work. Start by searching for “Glenstone”, and when nothing comes up, click on “Add New Organization”. Again the appropriate data fields appear on the right.


Enter “Glenstone Museum” for Organization Name, and when you choose “United States” for Location, the State field appears. Choose “Maryland” and then type in “Potomac” for City. The next question is particular to non-ULAN organization only, and the intent is to discern whether this new entity is related to The Arts or Cultural Heritage. If “Yes”, then it will be flagged for future submission to the Getty Vocabularies for possible inclusion in their database. If “No” then it will only be available to users of the CultureTech software. Lastly, choose an Organization Type of “Museum” in the case of Glenstone. Click on “Save” and you’ll see “Glenstone” entered in the field. Once again to test that it has been saved in the system, click on the “x” and type “Glen”. Several ULAN entries appear along with the newly entered Glenstone. 


That’s it! You’re now an expert at entering in non ULAN-mapped creators and organizations. In the next tutorial, you’ll be learning about attaching rights holders to objects and requests.