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All materials should have a unique identifier or UID. This number will be essential to keep track of a resource or asset individually. 

For more information on IUDsUIDs, check out this module: Module 34: Completing your Inventory

When you are working to acquire or add something to your collection, it can be helpful to provide it an acquisition identifier too. Unlike a UID, an acquisition identifier is temporary.

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You will not have to remove a UID from your database or tracking system, as this is not a general practice. UID UIDs are for life.

Care

Research is essential with multi-media collections. What sort of care do I need to provide for this document compared to this audio-cassette and its future digital version?

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Alongside a UID or temporary reference number, consider making a tag system or additional code for related resources. If various tapes, transcriptions, a few photos of the Elders in action, and regalia are related to each other, designating these belongings with a subset identifier can be helpful.

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Sometimes, many different pieces work well together and organically has have a common thread. Sometimes, they can be presented well together, but logistically and administratively, it is harder to figure out how all the pieces can be sorted and stored in the same system. 

Mixed media make for a for great special collection, biographical exhibition, or community initiative. However, the components of this great idea and their formats might need to be arranged separately to a degree.

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Some databases may be built with or have GIS capabilities installed into them. 

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For more information, check out these resources: