We use a temporary custody form if we have the item and have not decided if we want it for the collection. We don't send a deed of gift unless we have decided that we want it. We use PastPerfect and have no problems with this. What we do have problems with is when we buy something. We don't use a deed of gift then. It would be nice to be able to circumvent a Deed of Gift for that record, and have a check box for a receipt, which is our proof of purchase/ownership.
Sabrina Henneman
Genesee Country Museum
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On Behalf Of Terrilyn Wendling
Sent: Monday, February 16, 2009 1:49 PM
To: [log in to unmask]
Subject: Re: [MUSEUM-L] Deed of gift question
Wade,
As someone who doesn't have pastperfect but have used it I understand your problem. My solution would be to not use the deed of gift offered through pastperfect (unless they've changed this it was always an option) and make your own. This way you will not need to send the deed of gift or make an accession record until it is approved by the committee or curator.
Our temporary receipts allow us to hold the item brought in either as a loan, identification or possible donation until approved. If we do not approve the item we call the person back to come pick it up and the receipt is signed at the bottom with the date it is picked up. If approved we then send out a deed of gift for the donor to sign.
Terrilyn Wendling
Curator of Collection
Rogers Historical Museum
Rogers, AR
--- On Mon, 2/16/09, Jennifer L. Burns <[log in to unmask]> wrote:
> From: Jennifer L. Burns <[log in to unmask]>
> Subject: Re: [MUSEUM-L] Deed of gift question
> To: [log in to unmask]
> Date: Monday, February 16, 2009, 12:13 PM
> We have also had to work around this. What I have done is
> to create a Deed of Gift using Word that mimics that offered
> in PastPerfect. I use this and use the Temporary Receipt
> area of PastPerfect until the item has been approved by the
> Collections Committee. It creates a bit of redundancy in
> entering the contact information on the word form as well as
> PastPerfect, but many times, the Deeds of Gift are filled
> out by hand anyway.
>
> One of the things I would like to do as a work around is to
> modify the Temporary Receipt in PastPerfect to be a Deed of
> Gift.
>
> Jennifer Burns
> Curator of Collections
> High Point Museum
> 1859 E. Lexington Ave. High Point NC 27262
> 336-883-3024 phone 336-883-3284 fax
> www.highpointmuseum.org
>
> Ask me about CHAIR-ity!
>
> -----Original Message-----
> From: Museum discussion list
> [mailto:[log in to unmask]] On Behalf Of Anne Lane
> Sent: Monday, February 16, 2009 9:45 AM
> To: [log in to unmask]
> Subject: Re: [MUSEUM-L] Deed of gift question
>
> Wade, that is an inconvenience about Past Perfect that we
> just deal with. We don't send out a Deed of Gift until
> after the donation is approved by our curator, and the
> committee if necessary. We consdier that the indication of
> intent to donate on the Temporary Custody form is sufficient
> for us to go on to curatorial approval. If we have to delete
> an accession record, we just do it and reuse the number for
> the next accession. I think the important thing is
> consistency, rather than the absolute order of steps. That,
> and following through if forms don't get returned.
>
> Anne
> Anne T. Lane
> Collections Manager
> 704.568.1774 x110 phone
> 704.566.1817 fax
> [log in to unmask]
>
> The Charlotte Museum of History and Hezekiah Alexander
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> -----Original Message-----
> From: Museum discussion list
> [mailto:[log in to unmask]] On Behalf Of Wade
> Lawrence
> Sent: Friday, February 13, 2009 8:28 AM
> To: [log in to unmask]
> Subject: Deed of gift question
>
> Hello all,
> I have a question about the timing of when to send out a
> deed of gift to a
> donor.
>
> According to The New Museum Registration Methods, "At
> least two original
> copies of the deed of gift are sent to the donor with a
> letter requesting
> that the donor sign and return both copies to the museum.
> The signed copies
> are held until the acquisitions committee meets and
> approves the gift. After
> the committee meets, the designated officer for the museum,
> usually the
> director, countersigns the deed of gift and sends one copy
> to the donor with
> a letter of appreciation." (Actually, we have a
> two-step process: committee
> approval and board approval, but this doesn't affect my
> question).
>
> We are using PastPerfect, and the default deed of gift is
> set up for donor
> signatures and a separate place for the director to
> countersign. I
> understand that the signed (but not yet countersigned) deed
> of gift
> indicates the donor's intent to make the gift and the
> countersignature
> indicates the museum's acceptance of the gift. My
> problem is that
> PastPerfect cannot produce a deed of gift until after the
> accession record
> is created, and I don't think I should create the
> accession record until the
> gift is accepted by the museum. If I create the accession
> record and the
> committee turns down the gift, I will have an accession
> record, with
> accession number, that I would have to void (deaccession
> something that
> hasn't yet been accessioned?).
>
> Any advice from the collections managers and registrars out
> in the field
> would be greatly appreciated.
>
> --
> Wade Lawrence, Museum Director, The Museum at Bethel Woods
> | Bethel Woods
> Center for the Arts | 200 Hurd Road, Bethel, NY 12720 | One
> Cablevision
> Center, P.O. Box 222, Liberty, NY 12754 (mailing address) |
> 845.583.2075 |
> [log in to unmask] |
> http://www.bethelwoodscenter.org
>
>
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