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Manage Information (full article)
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.
During its life in a gallery, museum or archive, an object will acquire further information such as how has it been displayed, whether it has been loaned to another organisation and where and how it is stored.
“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.
Once the information has been captured and recorded, it is managed by a documentation system that enables all the facts and figures to be stored in a way to make them easy to find and use again at a later date.
“There are many benefits to taking a managed approach to the storage of your information,” says Alex. “Most importantly, it enables collections staff to provide a better service to users. Documentation is an essential, underpinning activity in collections and it is important to approach the documentation of a collection with the understanding that you are building up an asset for future generations.”
Help is at hand from SPECTRUM, the nationally and internationally-recognised standard for documentation which sets out a protocol for recording collections information. It is a standard that is continually evolving in consultation with museum practitioners in the UK and is based on their best practice.
SPECTRUM is available as a free download from the Collections Trust website along with accompanying factsheets and FAQs. See www.collectionstrust.org.uk/spectrum
Article by John Holt for the Collections Trust
