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Object entry
This document was written, and licensed for publication by the Collections Trust.
Object entry is a Primary Procedure. This means that in order to meet the documentation requirements for the Museum Accreditation Scheme an organisation must reach the SPECTRUM Minimum Standard for this procedure.
Object entry is the key to ensuring that all objects that enter the organisation are accounted for. It applies to all objects entering the organisation's care, including loans and acquisitions to permanent or support collections. Organisations are expected to take the same care of objects not belonging to their collections as they would of their own objects. Organisations might be held liable for loss of, or damage to, objects whether solicited or not.
SPECTRUM defines Object entry as:
The management and documentation of the receipt of objects and associated information which are not currently part of the collections. Any object which does not currently have an object number assigned by the receiving organisation must be dealt with within this procedure.
The organisation must have a policy covering the receipt and deposit of objects.
The procedure must:
- Establish the terms and conditions under which objects are being received for deposit;
- Uniquely identify the newly received object or associated group of objects;
- Ensure the organisation is able to account for all objects left in its care;
- Provide a receipt for the owner or depositor;
- Help establish the extent of the organisation's liability;
- Indicate the reason for the receipt of the object;
- Determine a finite end to, or programme for review of, the deposit;
- Enable the object to be returned to the owner or depositor as required;
- Allow for objects and associated records to be checked on entry to ensure that they correspond to any accompanying inventory and/or transfer of title documentation supplied;
- Establish who has legal title to the object in case of subsequent acquisition. (See the Cultural Property Advice website for more infomation);
- Capture key information about the object, to be augmented in the future;
- Inform the decision making-process.
Getting Started
The best place to start is with the Collections Trust's publication Documentation: a practical guide (see ' Shop' for further information).
Guidelines and Factsheets
- Entry Records (Collections Trust)
- Numbering (Collections Trust)
- Documenting Photographs (Collections Trust)
- Protecting Your Records (Collections Trust)
SPECTRUM Standard Procedure
For the full procedure on Object entry, download SPECTRUM from: www.collectionstrust.org.uk/spectrum
