As others have said an inventory is the best place to start. You have to
see everything and verify it. It will show you all the problems, missing
items, repeat records, broken artifacts. And you will get to know your
collection better than you ever thought you would. I can still remember
artifacts from inventories I did 20 years ago and time wasted from people
doing it wrong (checking things off a list because they are listed on the
front of the box, but not looking in the box to verify it was there).

I recommend taking at least one digital image of every item while you do it
as well. They do not have to be perfect print quality images, just a couple
of clear snapshots back and front, that not only helps verify everything,
but records some basic condition details at a specific time. I did this by
taking a picture of the tag, then the artifact. tag then artifact.. or
number written out with the artifact. that way when you have hundreds or
thousands of files you can easily see them in the computer in order to
rename the files by object number.

If you cannot focus on it for a long time, break it up somehow, by room, or
section. When they all come together you will find that half your missing
items are actually there, and a lot of records that looked perfect are
actually wrong...

Have a system for temporary numbering of mystery items, stopping to solve
mysteries will waste a ton of time in the midst of the inventory,  most
will sort themselves out later on when more things are recorded. I usually
used the current year with a letter in front that makes it easily
identifiable as found during this inventory (like x2016.1...), that makes
it easy to double check them when all is done and compare to missing or
poorly documented items.

Also, make sure to have the database have a clear easily searchable field
to see what items have been verified. That way, when you are done, you can
find the records of the things that were never seen in the process.

I have done countless detailed inventories and the hardest part is staying
focused on the set things you need the most: unique number,  image, object
name, material, color,  location.

The rest of the details can be added or clarified later in small doses.


It is very slow at first while creating and streamlining your systems and
workspace, but once you get a system it speeds up a lot.

On Sat, Jul 9, 2016 at 1:12 PM, Laura Russman <[log in to unmask]> wrote:

> Hi Kelsey,
>
> I'm reasonably new to the field but have had about 5 years of experience
> working in collections at one capacity or another. When I began as
> collections manager, one of the first things I did was a wall-to-wall
> inventory. The collection was long overdue for one anyway and it helped me
> become even more familiar with the museum's 4,000 objects. This also
> allowed me to make sure every object's file (hard file and PP file) was in
> order. You wouldn't believe the mysteries that project helped put to rest!
>
> Obviously an inventory is something that takes some time so it is possible
> you are not in a position to undertake a project like that right now. I was
> able to do it because we happened to be closed to the public at the time.
> But I just thought I'd share my experience in case it proves useful.
>
> I'm sure others will have further advice for you!
>
> Best of luck!
>
> Laura
> On Jul 9, 2016 11:50 AM, "Kelsey Perrigo" <[log in to unmask]> wrote:
>
>> Hello everyone! I recently became the Collections Manager for a small
>> museum. I have museum collections experience but this is my first time as
>> collections manager and want to do the job correctly. The museum,
>> thankfully, is in a newer building and the collections are relatively well
>> cared for.
>>
>> What would you say are some of your first priorities when you begin a job
>> as a collections manager?
>>
>> Also, the vast majority of our collections have strange accession numbers
>> (i.e. P-287) and I was curious if that is something I should consider
>> addressing immediately or if that is something to tackle at a later date.
>> At the moment, everything is easily found in PastPerfect.
>>
>> Thanks!
>> Kelsey
>>
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