Hi Lisa
I asked a similar question a while ago and here are some answers and help i
got from the network.
For your info as well :)
----- Forwarded by Jyue Tyan LOW/NHB/SINGOV on 07/02/2005 09:15 -----
Jyue Tyan
LOW/NHB/SINGOV To: Eng Eng TEH/NHB/SINGOV@SINGOV
cc:
03/01/2005 12:02 Subject: Re: Stock-taking in Museums
----- Forwarded by Jyue Tyan LOW/NHB/SINGOV on 03/01/2005 12:02 -----
dkennard
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Sent by: Museum Subject: Re: Stock-taking in Museums
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03/01/2005 11:58
Please respond to
Museum discussion
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Low Jyne Tyan: This is an issue that is not uncommon in museums,
particularly with large collections and very much depends on resources.
A small museum could perhaps audit its collection within a twelve
months' period, but based on my experiences in large museums, such a
target would have been impossible. Knowledgeable people (curators) need
to carry out audits perhaps with an independent person.
Recently when giving advice to a small museum in my then role as the
Regional Museums Adviser, I found it necessary to define carefully the
assets for the annual report to the local government authority.
I recommended that the collection should include:
* Catalogued artefacts - I believe a valuation of a collection is a
fairly pointless exercise, although some government auditors
believe this is necessary. A record of the initial cost of
acquisition and the costs associated with acquiring the artefact
should naturally be recorded. This should include transport. The
cost of cataloguing and any conservation work could be recorded as
hours of work, should it be impractical to record the actual costs.
* Uncatalogued artefacts - for which as a minimum there should be a
receipt.
* Deaccessioned items awaiting disposal.
* NB By default an auditor is almost certain to require a list of
those items that have been lost, stolen or strayed. There should
also be a report prepared on what action was taken after a loss
was discovered.
The aim should be for the museum to demonstrate its ability to manage
and maintain its collections in a safe and secure way. What I have
covered may sound rather bureaucratic, but a museum without an adequate
recording system is failing in its duty to donors and to those who fund
its operations. It would be preferable to work systematically, by
department or theme.
There are other assets that should appear in an annual report. These
include:
* Fixed items such as special light fittings, computers, projection
and sound equipment, and movable items such as display cases.
Again there is a need for a record of disposal or loss.
* Museum store stock - in some cases these might be deaccessioned
items awaiting sale.
* NB The question of depreciation will depend on local policies, but
should not be forgotten.
Quite apart from the above definitions there may be items that do not
fit precisely within a category, eg posters from earlier exhibitions
that in time might be accessioned, but at the stage of initial audit
just constitute stock. It may be necessary to adopt local definitions
for the classification of photographs, charts and models prepared for an
exhibition and even exhibition props.
This may not be the precise answer you are seeking, but I thought my
response might generate some discussion.
Regards to the List
from
Desmond Kennard
Museum/heritage consultant
Museums in the making
>Dear All
>
>Hope everyone had a good Christmas and New Year.
>
>Is there anyone who can enlighten me on any policy or standards regarding
>inventory/stock taking in museums?
>We are conducting a stock-take this year and need to find out more on
>'universally acceptable' standards to follow i.e. how many % to be
>completed annually.
>is it dependant on the size of the collection? etc?
>
>Thanks.
>
>Low Jyue Tyan
>Asst Registrar
>Heritage Conservation Centre
>www.nhb.gov.sg/hcc/home
>
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