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Documentation & Cataloguing
When a new object arrives at a collection, it comes with more than just packaging. Each item has a great deal of valuable information attached to it.
There are details pertaining to the object itself such as a description of what it is, what it is made from and its general condition. There is also information that the object has acquired during its previous life outside the collection including facts about ownership, where it originally came from and who used it.
'The information that accompanies an object is just as important as the object itself. Collecting information is an integral part of collecting objects.' says Alex Dawson, Head of Programmes at the Collections Trust. - Read the full article
Getting Started
Managing information about collections can be a complex business. The best place to start is with the Collections Trust factsheets 'What is Documentation?' and 'Why Documentation Matters':
- What is Documentation? (Collections Trust)
- Why Documentation Matters (Collections Trust)
The SPECTRUM Standard
SPECTRUM is the industry standard for documentation and information management. Written over 10 years with the help of hundreds of collections practitioners, it represents the current best practice across 21 different management procedures.
SPECTRUM is the basis of much of the information in this section. Use the link below to find out more about the standard.
- Find out more about SPECTRUM (Collections Trust)
Guidelines and Factsheets - Documentation Essentials
The Collections Trust defines 8 of the 21 SPECTRUM procedures for museums as 'primary'. These are the things which every museum must do in order to manage its information. The Museum Accreditation Standard is drawn from these Primary Procedures. The following sections provide factsheets and guidance:
- Object entry (Collections Trust)
- Acquisition (Collections Trust)
- Location and movement control (Collections Trust)
- Cataloguing (Collections Trust)
- Object exit (Collections Trust)
- Loans in (Collections Trust)
- Loans out (Collections Trust)
- Retrospective documentation (Collections Trust)
Documentation for Accreditation
Good documentation practice is an important part of the Museum Accreditation Scheme. The Collections Trust publishes the Documentation for Accreditation support pack which explains the requirements and provides tools to help meet them.
- Documentation for Accreditation support pack (Collections Trust)
- Loans support pack (Collections Trust)
Taking it further...
In addition to the entry-level resources above, The Collections Trust provides in-depth professional guidance to help collections-holding organisations achieve best practice in managing their information.
- Documentation Timescales (Collections Trust)
- How to Write a Documentation Plan (Collections Trust)
- Collection Descriptions (Collections Trust)
- Terminology Control (Collections Trust)
- Protecting your Records (Collections Trust)
- Developing a Documentation Procedural Manual (Collections Trust)
- Documentation Procedural Manual template (Collections Trust)
- Labelling and Marking Objects (Collections Trust)
- Numbering (Collections Trust)
- Re-numbering (Collections Trust)
- MDA Codes (Collections Trust)
The Collections Trust also provides factsheets and other guidance on the remaining SPECTRUM procedures. Use the links below to find out more.
- Pre-entry (Collections Trust)
- Inventory control (Collections Trust)
- Transport (Collections Trust)
- Object condition checking and technical assessment (Collections Trust)
- Conservation and collections care (Collections Trust)
- Risk management (Collections Trust)
- Insurance and indemnity management (Collections Trust)
- Valuation control (Collections Trust)
- Audit (Collections Trust)
- Rights management (Collections Trust)
- Use of collections (Collections Trust)
- Loss and damage (Collections Trust)
- Deaccession and disposal (Collections Trust)
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