I'd think that the catalog records for this material would have notes in the database explaining the relationship between all of the copies, no? So all versions would come up in the query, but it would be fairly immediately apparent to archivists and researchers that this is the same material. That seems the most appropriate way to deal with it, especially if the different formats are not all stored in the same location.
Cassidy Percoco
Collections Manager
St. Lawrence County Historical Association
3 E Main St | PO Box 8
Canton, NY 13617
(315) 386-8133
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On Behalf Of Winged Griffin
Sent: Saturday, June 24, 2017 11:38 AM
To: [log in to unmask]
Subject: [MUSEUM-L] Collections organization best practices (including audiovisual)
Rosa,
I am writing to you more as a researcher rather than a museum professional. I am sure registrars would have a “right” way of doing this, but for #2, if I were doing research, I would prefer that this material be served up on one record with various formats to choose from. I am afraid I would miss this if it were in 6 different records. Not to mention a waste of my time searching 6 different records.
Anna Fariello
>
> Date: Fri, 23 Jun 2017 13:07:46 +0000
> From: Rosa Gallagher <[log in to unmask]>
> Subject: Collections organization best practices (including audiovisual)
>
> Hello,
>
> Our young museum wants to organize the collections well while the volume of material is still within our close control. I've described a general plan below, and would be grateful to know of any best practices that support/conflict with it. In addition, I have two questions specific to AV materials.
>
>
> 1) Going forward, three of the four PastPerfect catalogs would have accessioned, protected items - Objects, Photos, and Archives - with Library items being unaccessioned. Archive would include both historical and institutional material. The library has circulating books and would also include access copies of select accessioned AV items, with Library records that refer to the associated Object or Archive record. Is this sensible?
>
>
> 2) For audiovisual material going to the permanent collection, I am wondering whether to accession the content or the object. For example, would I create one record for Jane Smith's oral history interview which includes multiple duplicate formats (e.g. two Betacam SP, two VHS, two DVD), or should I create 6 different records?
>
>
>
> 3) Similarly, for the archive material, which I'll process at the series level, would I separate the series by format? Currently they are stored by format, and keeping them that way seems to follow archiving practices. However, an AV processing guide by the Archives of American Art recommends creating records/storing duplicates by content, not format. What should be my considerations here?
>
> Thank you for any input on these topics!
>
> Rosa Gallagher | Curatorial Intern
> Bethel Woods Center for the Arts
>
>
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