Tim,
We use a "Temporary Custody Receipt" for all items left at the museum,
whether for examination, purchase, gift, identification, etc. The items,
along with their receipt, are taken to the accessions committee for a
decision. Once that decision has been made, a letter is sent to the
depositor conveying that information. If the items are not to be accepted,
the depositor is asked to call to make arrangements for the return of the
items. In addition to the form and the letter, we keep track of this
information in PastPerfect. We also keep "minutes" of the accessions
committee meetings, consisting of the item by item list they were given to
review, with the committee's decision (accepted, rejected, deferred, etc.)
clearly stated for each item. Finally, in both PastPerfect and in our
written log of temporary custody items, we make a notation of the date the
items were returned. We also ask the depositor to sign the original form
indicating that all items have been returned to them in satisfactory
condition.
We have this form in a typed version as well as the one that comes in
PastPerfect (in case the computer crashes, no one who knows how to use the
system is here, etc.). All staff and volunteers have been instructed not to
allow anyone to leave items here without completing (and signing) that form.
I'd be happy to send one to you if you'd like to see it.
Katherine H. Child
Collections Curator
Phoenix Museum of History
105 N. 5th Street
Phoenix, AZ 85004
Phone: 602-253-2734 ext. 228
Fax: 602-253-2348
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