At 10:35 03.03.1999 -0300, you wrote:

"The guys in charge of this activity think that the old records of
collection, which are on paper, should be
thrown away, and from now on we should rely on the database of the new
system."  !!

Please, please don't throw away anything.  Computerised records may fulfil
the requirements of auditors and national museum bodies ... but the
original records are a collection in their own right.  Gosh, it's
tantamount to copying an old letter, then disposing of the original because
you've got a copy.  If the objects can speak volumes, then so can their
original written records (acquisition, conservation, et caetera).  One day
you may need them.

Best wishes
Jane