Set a small lot on a white desk and view it as if for the first time. A catalog should enable another person to see what is there; it should not try to enhance with adjectives that might not be appropriate to every reader. For a small lot such as a wood box, clay bowl, or picture in frame, there are three areas that will need attention: the description of what it appears to be made from, its dimensions, and the details of wear, damage, and repairs that can be observed.
Describe what you feel can be confirmed. “Wood,” “ceramic,” “glass,” “metal,” “paper,” “textile” and “plastic” may be appropriate broad terms if you are not able to be more precise. Do not mistake an appearance for a certainty. A yellow metal is not necessarily “gold” and a clear stone is not necessarily “diamonds” in the absence of an appropriate test. “Gold-tone metal,” “appears to be oak” and “unidentified clear stone” indicate that the identification is less than complete. Information from makers’ marks, inscriptions, labels and provenance documents or opinions from specialists can support a record, but these should not be relied on in the absence of more detail.
There is a specific order for the dimensions and the type of measurement should be stated clearly. For a box, the record could describe the height, width and depth. For a circular plate, the diameter may be more appropriate than the width. For a picture in a frame, both the image size and the size in the frame might need to be included. It is best not to estimate the size from a photograph, and indicate if the measurement takes into account handles, lids, bases or frames. For a catalogue entry “medium size vase” requires the bidder to guess what that means and “31 cm high, 14 cm at widest point” helps to provide a sense of scale.
Condition comments should be based on what can be seen rather than making an assertion as to whether an object is “perfect” or “defective”. Look for chips, cracks, scratches, denting, discoloration, fading, corrosion, loose joints, incomplete objects or elements added at a later time, wear to the surface and signs of repair. Indicate where the damage is and to what degree. “Small chip to inner rim” provides more information than “minor damage.” “Two drawers will open with resistance” is more descriptive than “needs some attention”. The goal of the comment should not be to improve the value or condition of the lot, rather to describe the observation clearly and simply.
The exercise would be useful for the new catalogue writer to put together a record for a lot found in their home. Make a list of materials, a list of dimensions and a small paragraph of condition and photograph the object, showing the front, the reverse, the underside of each object and other details as mentioned in the condition note. The object and photographs can be compared. Note if there is a crack that cannot be found, and the note may need revision. If the photograph shows signs of wear or damage not included in the written record, it should be added. Comparison of these objects with the written record will allow the catalogue writer to become more experienced in matching written language and what can be visually observed.
Inexperienced cataloguers may combine description, condition and opinion into one sentence. “Beautiful antique walnut box in excellent condition.” This statement contains adjectives that imply the description of its quality, an age that might require verification, an identification of the material and a condition assertion that might not be confirmed. The statement might be replaced with “Rectangular wooden box with hinged lid and brass-tone metal clasp, 24 cm wide. Scratches to the surface, edge wear and a small split near the rear edge of the lid.” The revised catalogue entry may not convey an improved impression but it should provide the bidder with more accurate information.
Prior to completing a lot record, the catalogue writer may look at the object from different angles in good light and gently test the movement of the object or its elements with a hand near the object. Examine all sides, the base, the rim, corners, the fastenings, labels, hidden or less obvious surfaces. Then, ask yourself, is each dimension repeatable, is each term describing material defensible and does every condition note point to an observation? An item should be recorded on the catalogue as information that another person could locate and understand.