Cristin,

I've dealt with a very similar situation. I'd strongly recommend
sticking with all numeric 'numbers', so it will sort numerically in the
computer. I would suggest something like 0000.x.x   or  1111.00.x  so
that it will instantly be apparent that the item is something found in
the museum without a number.  It really doesn't matter what the number
is, as long as you stay consistent, and it is readily apparent that it
is a "found without number" item.

It seems to me that having an inventory number that is different than
the accession number is redundant, and just clutters up the item with
more numbers than are needed. And is also a heck of a job to issue a
second number and get the item marked. For items already given a number
in a previous inventory, perhaps you can integrate that number into the
trinomial system.

You can still use the middle number to indicate related collections, if
you find them.  You may later find records that  you can match up to the
items by description, especially if you get descriptions into a sortable
data base.

You might even use both of the above suggested numbers, one for the
items that you just want to inventory but not necessarily accession, and
the other for those you know relate to your mission and will become part
of the accessioned collections. Again, as long as you are consistent and
leave a record of what you do, it will work.  (Write a "guide to
numbering system" for future staff.)

Have fun. It's a big job!!

Lucy Sperlin



Cristin Grant wrote:
>
> Hello,
> I am proposing to conduct a long-overdue inventory of our collection in the
> near future, and am looking for some help or advice on assigning inventory
> numbers.
>
> Here's a summary of our situation. Some items in our collection have been
> accessioned and therefore have accession numbers. Other items that have not
> been accessioned have inventory numbers from a previous inventory. Then
> there are items that have  been neither accessioned NOR inventoried. (we're
> a relatively young organization as a professional museum) So, I'm looking
> for a way to number these items that will be distinctly different from our
> accession numbers (we use the format 2003.x.x) until we decide whether to
> accession these items fully.
>
> Is there a standard system out there for this? Or, has anyone developed
> their own system that they'd be willing  to share? I've considered using a
> prefix of sorts, such as "I" for inventory, or "NC" for non-collection, but
> wonder if this is the best way to go. I would want to enter these items into
> our database since it may be a while before decisions are made as to whether
> to accession them, and in the meantime I want to keep track of them. Anyone
> have any suggestions?
>
> Thanks much!
> Cristin Grant
> Susan B. Anthony House
>
> =========================================================
> Important Subscriber Information:
>
> The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes).
>
> If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . The body of the message should read "Signoff Museum-L" (without the quotes).

=========================================================
Important Subscriber Information:

The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes).

If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . The body of the message should read "Signoff Museum-L" (without the quotes).