CMS updates: Additions to Creator role control list & optional inclusions for Duplicate Record action - August 2026

CMS updates: Additions to Creator role control list & optional inclusions for Duplicate Record action - August 2026

The VC team would like to take this opportunity to share that the following control lists and updates to functions included with a recent CMS system update. 

Creator roles added to control list
The following terms have been added to the Creator role control-list field. This control-list field appears when you attach a Party as a Creator entry via ‘Parties associated with Creation’ in the Provenance section. 

- Arranger
- Composer
- Illustrator


Duplicate record - addition of 'legacy data' to optional fields to duplicate
For Users working with organisations who have undertaken a data migration to Victorian Collections, they can now opt to include or exclude Legacy data fields when duplicating an Item record that was included in a data migration.

Users might include legacy data fields if working to split a migrated Item record into two separate records, and retention of the original legacy data for both records is useful. Users might exclude legacy data fields where a new item to be catalogued includes similar data that is similar to an existing Item record from the migration, such as history, description, provenance, or acquisition information.  

Including optional data when duplicating a record is done by making a selection from the drop-down 'Inclusions' tab, before confirming your record duplication.

The full list of optional data available for duplication is:
- Location
- Location history (only available when selecting to duplicate location)
- Identifier (select 'registration number')
- Condition reports
- Treatment reports
- Valuation reports
- Risk reports
- Legacy data

Remember, each record should have a unique identifier. Duplicating this data should only be undertaken when cataloguing Parent and Child records, or records from a single donation with a similar prefix in each item's identifier, or items with shared historical information.