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MDA Codes
This document was written, and licensed for publication by the Collections Trust.
What is an MDA Code?
As part of its work with documentation standards the Collections Trust (and its predecessor body MDA) has, since the 1970s, been developing and maintaining a scheme which allows for the identification of collection-holding organisations and their collections in the UK. This has been done by the issuing of unique MDA Codes.
An MDA Code is usually made up of five letters - the first three being an abbreviation of the town or village where the organisation is located, followed by two letters as an abbreviation of the organisation's name (e.g. WINGM for the Gurkha Museum in Winchester). Exceptions to this are: London, where LD is used and this is followed by three letters for the institution. Some organisations wish to have a common code for all their museums (e.g. TWCMS for Tyne and Wear Museums). Some of the Nationals have kept their own codes (e.g. IWM for Imperial War Museum).
An individual collection held by an organisation may have its own MDA Code, but this is very unusual. Possible reasons for this might be that the collection was, at some point in its history, held by another organisation that no longer exists.
It is possible for an organisation to change its MDA Code. This can be for various reasons. For example, the organisation may move its location or it may have been amalgamated with another organisation. However a change of MDA Code does not mean an organisation has to change its documentaion or re-mark its objects.
Why Use an MDA Code?
A MDA Code can be used together with an object's accession number to uniquely identify that object. This can be used in its documentation (computer or paper-based).
Ideally the code should be marked on all objects with the accession number. However, some objects are too small and can only be marked with the accession number. See the Collections Trust factsheet on Labelling and Marking for more information.
It can be cited in publications, in correspondence, in work carried out by external agents (e.g. conservation or photography), and when loaning the object.
Having a unique code to identify your organisation is also very important when sharing data. Organisations are increasingly collaborating to put collections information on-line and MDA Codes are a simple way to provide a unique identifier for your data.
MDA Code Database
A database of current MDA Codes is available to browse and search on the Collections Trust website at:
http://www.collectionstrust.org.uk/mdacodes
How to Get an MDA Code
Your organisation should contact the Collections Trust, preferably by phone to speed the process up. Possible codes can then be discussed. Having agreed a code the museum will need to write to the Collections Trust on headed paper if possible, to confirm the code. This written confirmation is useful if problems arise in the future.
Sources of help and advice
Harrison, Margaret & McKenna, Gordon. Documentation: a practical guide. Cambridge: Collections Trust, 2008.
Collections Trust factsheet Labelling and marking museum objects.
The Collections Trust provides impartial resources for all aspects of collections information management. For more information please contact: Collections Link - 0845 838 4000.
Version 1.3 - Last updated July 2008
