Candace,
I'm not sure we were on opposite sides.  I have nothing against
renumbering and have done so, but I worked with one very large (70000
objects) that was so full of problems. At that site we had 7 numbering
systems from various "renumbering projects" all in different states of
completeness with some objects having up to 6 different numbers.  But
the majority of the collection had no associated numbers and re-matching
with the existing records was impossible due to the extremely poor
descriptions (usually one word like plow, rake, etc). In that case, we
decided to renumber and standardize while maintaining the information
associated with the "identified" pieces.  Although administration and
the collections committee agreed with the need and method, they couldn't
understand why it took so long to do. They keep telling me to go faster.
At the same time we were implementing the ARGUS system and trying to
manage the daily activities of the collections.  It proved to be a
nightmare. I did get all the objects marked but never got all the data
entry done.  After 3 years, my position was cut due to state-wide budget
cutbacks.  I recently went back to visit the site and because I hadn't
finished, it's now a bigger mess than before.  They don't have
professional staff working on it at all now. 

Since then, I came to an institution that switched to the trinomial
system but maintained their old numbers in 1997.  Although this system
has issues, we have not "re-numbered" the entire collection.  They tried
to renumber and started with the paper records and caused a heck of a
mess before I got here.  So for my money, both options are okay, but
serious consideration of the pros and cons of both sides and your
institutional goals must be addressed before you start.  You don't want
to become the next problem.

Eventually, I would like to renumber and fix our numbering issues here
at the TRHFM, but what we have does work for now.  

It's great to hear that a sizeable collection can be successfully
renumbered.  It gives me heart for my future goals here.
Tracie

-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of Candace Perry
Sent: Thursday, June 28, 2007 10:03 AM
To: [log in to unmask]
Subject: Re: Renumbering old collection

I'll weigh in on the other side.
I renumbered because of several old, strange numbering systems that
existed
in the past, and my preference for standardization.  I have
approximately
7000 objects in a collection that has existed since the 19-aughts.  If
we're
talking about physical numbering, many of the objects were never
numbered to
begin with -- they had tags or were recognizable thru process of
elimination
or description.
I've made sure all past information remains attached.  So far it hasn't
been
bad at all.
I think this is really a judgment call, and it's whatever works for
you...I've worked on it over the course of 8 years now.  I don't think
it
was something that had to be completed overnight, and thankfully, the
admin
and collections committee agrees.
Candace Perry

-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]]On
Behalf Of Tracie Evans
Sent: Thursday, June 28, 2007 10:23 AM
To: [log in to unmask]
Subject: Re: Renumbering old collection


First let me apologize for the length of this reply.  I have also dealt
with the renumbering issue and there are a few main considerations to
think about before you decide what to do.

1. Why do you think that you need to renumber?  If you want to renumber
just to be "modern" then I would probably rethink it.  If you are trying
to fix a serious problem than perhaps you should consider it.

2. Does the system currently in place work?  If so, why renumber?  There
is nothing wrong with a system that is not trinomial if they work.  If
you foresee problems, just pick a date and change your future system to
current numbering practices for new acquisitions

3. How large is your collection?  If you have a really large collection,
the time it takes to renumber everything will be prohibitive.  Our
collection was only about 6000-8000 when we changed to a trinomial
system and selected NOT to renumber.  Large collections are hard to
renumber and often projects start and stop without successful
completion.

4. What support for a renumbering project will you get from
Administration?  Renumbering takes time and resources--make sure that
the administration is on your side and understand the time it will take
to renumber all parts of your collection including the objects,
electronic records and paper documentation.  If they are not in support,
you will probably not succeed in completing the renumbering.

5.  Do you have the necessary resources to renumber your collection?
You will need manpower and supplies to effectively complete a
renumbering project.  Make sure you have and will have this throughout
the length of the project before you start.

Once you have considered these questions you will be better able to
decide if you really need to renumber your collection.  If you do decide
to renumber your collection, I have the following hints--

-Before you start, develop a system that allows you to renumber the
objects and all records in a systematic way.  Don't renumber all of the
objects and then the electronic records and then the paper records.  As
a voice of experience, if you do this you have the danger of unforeseen
obstacles stopping the project and accidentally creating a bigger mess.
-Make sure you physically mark each object and record
-Record all old numbers for cross referencing
-Make sure you understand how your collection interacts so you will not
accidentally cause other issues by disassociating accession groups, etc.
-If you do not have a good accession log, make one before you start your
renumbering project. It will make you life much easier during the
renumbering and prevent many issues.
-Make sure you really understand how a trinomial system worked (in
depth).  If you have not had a lot of experience using this system, find
a colleague who has that you can talk with.  This will help prevent
mistakes and problems when setting up you new numbering system from the
start.  Many folks only understand the basics of the system, but not how
it works when things get complicated.  You don't want to do you
renumbering twice!


If you have any specific questions, please let me know.  I have make
both decisions with greatly varying results and would be happy to talk
with you in depth about this.

Sincerely,
Tracie Evans
Collections Manager
Texas Ranger Hall of Fame and Museum
[log in to unmask]
254-750-8481




-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of Annita Linscheid
Sent: Wednesday, June 27, 2007 12:43 PM
To: [log in to unmask]
Subject: Renumbering old collection

Is there information anywhere on the pros and cons of renumbering an old
collection. I can't seem to get much information on this. I am sure
small
local volunteer run museums have had issues in this area when trying to
update. I desperately need some info.

Thank you,
A.

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