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Exit Records
(SPECTRUM Procedure: Object exit)
This document was written, and licensed for publication by the Collections Trust.
Exit documentation is the logging of any item from the permanent collection which leaves the museum premises. It should be applied to all outward loans, temporary transfers of material for conservation, permanent transfers to other institutions, or the destruction of objects due to damage.
Exit records are normally made using an exit form. The return of an object to its owner (e.g. an unwanted offer of a gift) does not normally require the use of an exit record as it's removal will be logged on the appropriate entry form.
Why do it?
Exit documentation is a SPECTRUM Primary Procedure, required to be in place for Museum Accreditation (see below). It will:
- Ensure that the museum is able to account for the despatch of all objects from its premises, including those which have been deposited or loaned or are being returned to the owner;
- Ensure that the location information for accessioned objects leaving the institution's premises is maintained;
- Ensure that all objects are despatched with appropriate authorisation;
- Ensure that a signature of acceptance from the recipient is always obtained when transferring custody of an object between parties.
The Minimum Standard for SPECTRUM procedure Object exit, states that exit documentation should:
- Ensure that legal requirements and the organisation's policy are fulfilled when objects leave its premises;
- Ensure that the organisation is able to account for the exit of all objects from its premises, including those which have been deposited as offers or for identification or loaned;
- Ensure that location information for accessioned objects leaving the organisation's premises is maintained;
- Ensure that all objects leave with appropriate authorisation;
- Ensure that a signature of acceptance from the recipient is always obtained when transferring custody of an object between parties. Where the first recipient is a courier it may also be necessary to get a signature from the person or organisation to which it is being delivered.
When is it done and who does it?
(see Object exit - Steps 3-4)
An exit record must be completed and signed before any material is released to the remover. An authorised person must be responsible for any loan or transfer of objects from the collection.
What information should be recorded?
(see Object exit - Step 5)
Maintain a record of all despatches. The following information should be included for each despatch:
- Object or entry number;
- Brief description;
- Person responsible;
- Condition;
- Valuation if required for indemnity or insurance;
- Authorised signature of the organisation the object is leaving (or reference to signature, if a computer record);
- Destination name, address and telephone number;
- Reason for exit;
- Signature of receiving officer/agent (or reference to signature, if a computer record);
- Date of exit;
- Date of delivery;
- Anticipated return date and method;
- Reference to appropriate file containing additional details (e.g. Loans in file if object was on loan and is being returned).
What happens to completed records?
Many museums use carbonless, triplicate forms as a convenient way to create exit records. The top copy is kept in an exit file, the second copy is given to the recipient, and the third is kept as backup.
The top copy must be kept in a safe place as it serves as the museum's master record. It should be annotated when a loan is returned to the museum.
Processing a despatch
(see Object exit - Steps 6-10)
Exit information must be consistent with other information required for inventory control, including updating the entry information for all temporarily deposited objects.
Organise agents, couriers and transport as required and record details. If appropriate, advise security and front of house staff (or volunteers) of changes in display.
Appropriate documentation must accompany the object. This includes the following::
- A receipt for signature and return by the recipient;
- The appropriate export and customs documents (for objects travelling overseas);
- The appropriate insurance or indemnity documents;
- The unpacking instructions (where required).
Keep the exit record secure. Notify security staff (or volunteers) of the time and date of the exit if required to do so, or if the exit poses a security risk. Details of material currently out on loan are particularly important and must be protected. Use good quality materials and make backup copies to ensure their survival. The copies, or better still the originals, should then be stored securely away from the set in use. For exit records, if a multi-part, carbonless form is used, the organisation may retain extra copies. One of these can serve as the backup. Provided they are stored away from the light, most should long outlive their usefulness. If an entry form is filled in with a ball point pen, use one of known archival quality as the inks in ordinary ball point pens are known to fade.
After the object's arrival at its destination has been confirmed:
- Request and record return of receipt from owner/recipient;
- Act immediately on any problems reported;
- Update inventory records;
- Update location records;
- Update insurance and indemnity records.
Collections Trust Exit Forms
Pre-printed Exit Forms are available from the Collections Trust.
Sources of help and advice
This factsheet is an adapted version of: SPECTRUM: The UK Museum Documentation Standard. Cambridge: MDA, 2005.
Harrison, Margaret & McKenna, Gordon. Documentation: a practical guide. Cambridge: Collections Trust, 2008.
Longworth, Christine & Wood, Barbara eds. Standards in Action: Working with Archaeology Cambridge: MDA and Society of Museum Archaeologists, 2000.
The Collections Trust provides impartial resources for all aspects of collections information management. For more information please contact: Collections Link - 0845 838 4000.
SPECTRUM
SPECTRUM is a standard created by and for the museum profession to promote good practice in museum documentation. It covers all those areas of museum activity that produce information, and is the result of contributions from documentation practitioners in museums throughout the UK. It is available free, for non-commercial use, at: http://www.collectionstrust.org.uk/spectrum
SPECTRUM defines 21 Procedures, which describe the process of documenting and managing objects in a museum.
Section 4 of the Accreditation Standard uses SPECTRUM as the basis for its documentation requirement. The 'minimum records' referred to can be achieved by following the 8 SPECTRUM Primary Procedures:
- Object entry
- Loans in
- Acquisition
- Location and movement control
- Cataloguing
- Object exit
- Loans out
- Retrospective documentation
Version 1.2 - Last revision July 2008
