Target Position

• Greendale Museum will meet the Accreditation standard for Documentation.

• We will use the Minimum Standards for the SPECTRUM Primary Procedures to measure our documentation procedures in the following areas: object entry loans in acquisitionslocation and movement controlledcataloguing object exit loans out

• We have documentation backlogs in the Social History and Archaeology collections. We will use SPECTRUM Minimum Standards to assess the extent of the backlogs and bring out records up the SPECTRUM Minimum Standard where possible

2. Review of Current Procedures

2.1 Greendale Museum Entry Procedure

SPECTRUM Procedure: Object entry

Museums are expected to take the same care of objects not belonging to their collections as they would of their own objects. They might be held liable for loss of, or damage to, objects whether solicited or not. Entry records log every item which is left in the care of the museum at the time of its arrival. Entry documentation should be applied to all potential gifts or purchases, and items to be identified, even if they will only remain in the museum for a short time.

Description and analysis of current procedure at Greendale Museum:

All objects entering the museum are entered in a daybook. This is known as the 'Z' register as all objects are allocated a running number with the prefix 'Z'. When an object is brought into the museum by a member of the public the 'Z' register is filled in by volunteers on the front desk. The following information is recorded in the 'Z' register: entry number, depositors name and address, description of the items left at the museum, method of receipt. MDA entry forms are occasionally filled in for some objects. These are kept in a file in the curator's office.

Actions for Greendale Museum's Object Entry procedure:

• Greendale Museum will use MDA entry forms for every object being deposited at the museum.
• All front-of-house volunteers will be given training in their use.

2.2 Greendale Museum Accessioning Procedure

SPECTRUM Procedure: Acquisition

Accessioning is the formal acceptance of all permanent acquisitions (whether by gift, purchase or bequest) into the museum collection. It is achieved through the following steps:

• Transfer of Title: A legal term to describe the formal process of a change of ownership of an object from one person or organisation to another.
• Accessioning: The formal inclusion of an object into the institution's collections. It follows transfer of title and includes assigning a number to an object and recording details in an accessions register. An accessions register is the permanent record of all objects which are, or have been, part of the institution's permanent collections. An entry should record details concerning the source, identification and history of each item.

The accession register is the most important document in a museum. It acts as a formal list of the institution's collections for which staff are accountable. It should last as long as possible and be made from the best quality, high rag content, archival paper. If using a manual system, the volume should have sewn pages and a stout binding. The best quality permanent ink should be used when making entries and unnecessary handling avoided. If a computer system is used for cataloguing accession records could be generated from the computer record in the form of a print-out. These print-outs should be made on archival quality paper and then bound.

Description and analysis of current procedure at Greendale Museum:

Acquisitions into the permanent collection are recorded on loose-leaf sheets in a binder. Some have been recorded by hand and some are computer print-outs. On each loose leaf sheet are boxes to record the accession number, a description of the item, the name and address of the donor and the initial storage location. The forms are filled in by the curator. When a form has been filled in for an item a thank-you letter and transfer-of-title form are sent to the donor.

Actions for Greendale Museum's Acquisition procedure:

• A bound accession register will be introduced. For existing records this will be produced by binding the loose-leaf pages. For the records held on computer the museum will purchase archival quality printer paper and reprint the records for binding.
• For new acquisitions to the collection it the museum will purchase an archival quality accession register from MDA to fill in by hand.
• The accession register will be stored in a secure, and if possible, fire-proof, place.
• The museum will introduce history files to hold information about the acquisition process. This will include, for example, all correspondence relating to the acquisition of an object, extracts from relevant wills, original invoices and correspondence relating to grant aid. All correspondence and paperwork relating to items in the museum collection will be filed in accession number order.

[Greendale museums plan continues following this format for each of the primary procedures:

2.3 Greendale Museum Location and Movement Control Procedure

SPECTRUM Procedure: Location and movement control
Description and analysis of current procedure at Greendale Museum
Actions for Greendale Museum's Location and Movement Control Procedure

2.4 Greendale Museum Cataloguing Procedure

SPECTRUM Procedure: Cataloguing
Description and analysis of current procedure at Greendale Museum
Actions for Greendale Museum's Cataloguing Procedure

2.5 Greendale Museum Object Exit Procedure

SPECTRUM Procedure: Object exit
Description and analysis of current procedure at Greendale Museum
Actions for Greendale Museum's Object Exit Procedure

2.6 Greendale Museum Loans In Procedure

SPECTRUM Procedure: Loans in
Description and analysis of current procedure at Greendale Museum
Actions for Greendale Museum's Loans In Procedure

2.7 Greendale Museum Loans Out Procedure

SPECTRUM Procedure: Loans out
Description and analysis of current procedure at Greendale Museum
Actions for Greendale Museum's Loans Out Procedure]

3. Retrospective Documentation

3.1 Greendale Museum Social History Collections

Until the early 1990s none of the social history collection was accessioned. In 1991-1992 some accessioning was carried out and there are 3000 accessioned items on MODES. However this is only a small proportion of the collection. In 1997 the social history collection was listed by box and these lists still seem to be accurate. However, items were not numbered and so could not be catalogued on MODES. There is also a problem of recently acquired material that has not been documented. There are many objects acquired since the early 1990s stored with their Entry forms but not accessioned.

There is a lot of information relating to the social history collection, particularly correspondence and old entry records. At present it is impossible to easily match this information to objects.

At present the social history collection is virtually undocumented. This is causing a number of problems that make it impossible to manage and use the collection effectively. The following are some of the most obvious problems:

• It is impossible to manage location and movement of objects;
• It is impossible to use the collection fully for display or research;
• It is impossible to file new information about the collection as it is researched for exhibitions etc.;
• It is impossible to collect effectively and duplicates are probably being collected.

Actions for Greendale Museum Social History collection:

The ultimate aim is to accession every item, match it to its associated information and create a catalogue record on MODES. However, to do this item by item would be extremely time consuming. A more practical approach would be to start by making a brief inventory of the collection on MODES using temporary numbers. As a first step this will make the collection useable and accessible and will improve accountability. The more complicated process of matching items to associated information and accessioning them can then be carried out as a long-term goal:

1. Standardise terminology for storage locations;
2. Work through the social history store and check the contents of each box. Give every item a temporary number;
3. Enter this information on MODES. It is only necessary to include brief information, for example, record number, simple name, SHIC number, location and brief description;
4. The backlog of relatively recently acquired material stored with its paperwork should be listed this using the Entry numbers. Donor information can also be entered on MODES. File the paperwork in the history files using the Entry number;
5. Assess the situation. The inventory will probably show that material has been collected that is outside the collecting policy and there will be duplication of material. It may be necessary to consider disposing of material at this point. This will have to be done following ethical guidelines and for more information see the MDA fact sheet on Disposing of items you may not own;
6. Work through the paperwork for the social history collection. Using MODES, see if items can be identified and matched to their associated information. These can then be accessioned;
7. Accession any remaining items that cannot be matched to their paperwork. File the paperwork where items cannot be found. In the very long term it would be useful to enter this information on MODES.

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4. Action Plan for Greendale Museum:

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Date: 1.8.2006
Signature: S. Smith

Date ratified by governing body: 1.9.2006

Review date: 1.9.2007

Version 1.0 - Last updated October 2006.