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Collections Trust Documentation Planning Pack

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

Introduction

The aim of the Collections Trust Documentation Planning Pack is to assist museums to produce their own documentation plans. The guidelines contained in the pack can be used for all types of documentation planning. They are not intended as the only way to produce a documentation plan but are specifically to help documentation planning as required by MLA's accreditation scheme.

The pack was created from the Collections Trust Documentation Planning training module, and the Collections Trust publication Documentation: a practical guide by Margaret Harrison and Gordon McKenna. It is also informed by the discussions we have with our members through our enquiries service. All Collections Trust resources and advice are based on SPECTRUM, the UK and international standard for Collections Management.

This pack has three parts:

What is a documentation plan?

A documentation plan is a carefully thought out document or report which reviews the documentation at a museum, identifies problem areas and puts forward a plan to solve those problems. It will generally include details of the timescale, methods, equipment and materials, responsibilities, and how much it will cost.

Why is a documentation plan needed?

A documentation plan is necessary for MLA's museum accreditation scheme. The Accreditation Standard Section 4.4 requires the:

'Creation of a written documentation plan, setting out actions, including the timescale, for dealing with any backlog'

A carefully prepared documentation plan will not only assist internal planning but it will demonstrate to governing bodies and funding agencies that the museum is serious about meeting professional standards in order to improve access to the collections.

In order to bring your documentation into line with current standards, major changes will often be needed. It may be necessary to introduce new or improved procedures to properly document new additions to the collections, or you may need to reconstruct missing records. All of this may involve a substantial commitment of staff time, materials and probably computers. In these circumstances you cannot afford to make mistakes or run out of time, money or enthusiasm.

What should be in a documentation plan?

Section 4.4.2 of the Accreditation Standard says:

'The documentation plan will set out the scale of the backlogs to be tackled and will describe

  1. how the Primary Procedures will be implemented,
  2. how SPECTRUM minimum standards will be met for items to be retained for the permanent collection or retained on loan
  3. the timescales for this work.'

A documentation plan should:

  • Describe the current state of affairs;
  • Describe the target position which the museum is aiming at;
  • Summarise current shortcomings;
  • Describe changes which will eliminate these shortcomings;
  • Describe the methods which will be employed;
  • List the equipment and materials which will be needed;
  • Identify the personnel who will be involved, their responsibilities and any training they will need;
  • Suggest a realistic timetable for the work;
  • Estimate costs

Got to Part 1: How to write a documentation plan, Part 2: Greendale Museum's documentation plan, Part 3: Greendale Museum's accreditation application form, Section 4.3 - 4.4C. Back to How to Write a Documentation Plan

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