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Why Documentation Matters

This document was written, and licensed for publication by the Collections Trust.

Good documentation is essential for any organisation which holds a collection. The following are just a few of the key arguments for investing time and effort in managing your information.

Documentation is good for...

Your users

  • Enabling you to create inspiring and engaging services for users
  • Helping you find objects in your collections quickly when they are needed
  • Helping you answer queries from other curators, researchers, schoolchildren and the general public
  • Allowing you to respect the rights of others (eg. Data Protection)
  • Helping you to reveal the hidden histories of diverse and minority ethnic cultures
  • Supporting the creation of learning and educational materials

Your collections

  • Enabling the monitoring of sensitive or at-risk items in your collection
  • Assisting you in proving legal ownership in the event of a dispute about your collections. (See the Cultural Property Advice website for more infomation)
  • Maximising your chances of tracing lost or stolen items
  • Helping you describe lost or stolen items to insurers or the police

Your organisation

  • Supporting your staff in identifying potential subjects for exhibitions, locating suitable exhibits and preparing exhibition catalogues 
  • Simplifying the creation of marketing material
  • Increasing your profile and credibility with governing bodies, funders, potential donors and the general public
  • Allowing you to protect your rights (eg. Copyright)
  • Fostering collaboration with other organisations through shared expertise and databases
  • Ensuring that knowledge about the collection stays with your organisation even when staff move on
  • Meeting the requirements of the Museum Accreditation Scheme

Version 1.1 - Last updated July 2008