In the application tool, the cultural property must be sufficiently described, with complete information provided for each of the descriptive factors below. This information enables CCPERB to understand the physical features and other factual details about the object. This descriptive information must be comprehensive, accurate, and be prepared according to professional standards appropriate to the medium or media of the object.
If the application includes multiple objects, or for collections of objects, please consult with the Secretariat to CCPERB to determine if it is necessary to describe each object individually in this section of the application.
Identify the creator, if applicable, including name, publisher, manufacturer, or other source of production specific to the object. For an object that has more than one creator, include all the relevant names or sources.
Where the creator is unknown or anonymous, indicate whether the object is, for example, “attributed to”, “after”, or “from the School of” a particular maker or genre, if known. In some cases, the maker may be a corporation. In these cases, provide the name of the corporation or manufacturer and the country in which the object was manufactured, together with any significant information about the manufacturer, such as a brief administrative history, to place the object in a historical or cultural context.
Not all objects have a creator or manufacturer, e.g. mineral specimens, palaeontological specimens, and some archeological objects. Where there is no creator or maker, select “No creator”.
Your description should identify any features specific to the object(s); this includes key features such as title, materials or medium, date of creation, dimensions, size and number of edition, and other identifying features, such as any signature or inscription, and measurements of the object(s), as appropriate.
For archival material , also include the type of record and the number or extent of each type, and the time period covered. Please note any access restrictions. Archival material must be described in accordance with prevailing archival practice using standards appropriate to the type of material.
For photographs, include the date the photograph was taken (if known), date of printing, and edition number.
The descriptive information must be corroborated by an accompanying high-quality digital image (or images) of the object. Please clearly name any associated image files of the object and list these in the description or in an accompanying list.
Images must be submitted in JPEG format, with a file size and quality sufficient for CCPERB to observe the object in detail. In the case of archival records, provide a representative sample of images to highlight the material. For three-dimensional objects, provide images depicting multiple angles or, where appropriate, provide an image of the back (verso) of the object.
Provide information about the condition of the object(s) at the time of disposition. In cases where the object has undergone conservation treatment, or where conservation treatment is required, a full condition report prepared, dated and signed by a conservator must be provided to assess the degree to which the original intent of the maker has been, or will be, safeguarded.
For collections of objects, a general report may be provided about the condition of the objects in the collection. A detailed condition report prepared and signed by a conservator must still be provided for any objects in the collection that may have condition issues.
Identify how the owner acquired the object, the date of acquisition by the owner, and other information relating to provenance, including the object’s purchase price paid by the owner, if applicable. Indicate any price adjustment arrangement, if applicable.
For cultural property such as mineral specimens, palaeontological specimens, and archeological objects, in addition to provenance the applicant must provide information about the origin of the object, such as geographical, regional, or community source, or other significant information about the origin of the object.
In cases where it is not possible to establish a complete ownership history, describe any efforts that have been made to bridge the gaps in the history of ownership.
For Archival Cultural Property only: Archival Assessment (or Archival Appraisal Report) and Finding Aid or Inventory
For archival cultural property (record, collection or fonds d’archives) regardless of format, the applicant must provide an Archival Assessment (or Archival Appraisal Report) and a Finding Aid or Inventory.
It is essential that the applicant carry out the Archival Assessment and prepare the Finding Aid or Inventory BEFORE the monetary appraisal of the fair market value is undertaken. The Archival Assessment and Finding Aid or Inventory are among the documents that the applicant must provide to the appraiser in order to inform the appraisal. Please see the CCPERB Guide for Monetary Appraisals for a complete list of documents that must be provided to the appraiser.
The Archival Assessment should address the following questions:
- Is the archival cultural property an addition to an existing collection or fonds? If so, specify which accrual, and whether further additions are anticipated.
- What methodology and criteria were used to select the material submitted in the application?
- Briefly describe the material that was not retained by the applicant and the material that was retained but not submitted in the application.
- Explain and state what proportion of the accrual, collection or fonds is submitted in the application?
- Are there duplicates in the current or previous additions, or other related materials already in the applicant's collection? If so, explain why these duplicates are submitted.
- Identify any applicable access restrictions.
- Explain the role of condition in the context of your selection criteria and provide adequate analysis to clearly relate the contents of the Condition Report to the selection decisions. Please see the requirements for Condition Report as described above.
Finding Aid / Inventory
The applicant must provide a Finding Aid or Inventory containing descriptive information elements appropriate to the types of records contained in the collection or fonds d’archives (and which have been retained as a result of the archival appraisal exercise). Clearly identify in the Finding Aid or Inventory, which documents are subject to certification if only a selection from the collection or fonds is submitted.
The level (series, file or item) and depth (detailed descriptive entries or summary inventory) of the description of the collection or fonds may vary according to the scope. However, if some documents or series merit an assignment of fair market value at the item level, then these will require a corresponding item level description with descriptive elements that are appropriate to the most suitable market to the object (e.g. a photo album, or a literary manuscript).
Given the large number of records contained in some collections or fonds, it is acceptable to present them in logical categories or groupings. However, sufficient detail must be provided to allow CCPERB to assess the extent of the material submitted for certification and to assess the fair market value attributed to a record or grouping.