We have a couple of donors that regularly give us items throughout the
season - it is not random drop offs from random people - they come to
the curatorial department and we have known them for years. I tag each
item with the day it came in and usually do two accessions per year for
them. That way they aren't overburdened with paperwork and it's easier
to manage on my side as well. It works very well and no information is
lost because I tag and label everything. Plus, they have their own
shelves in the processing area!
Sabrina
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of Anne Lane
Sent: Thursday, August 24, 2006 2:00 PM
To: [log in to unmask]
Subject: Re: [MUSEUM-L] Frequent donations by same donor
I only hold an accession number open if I know ahead of time that the
same donor will be bringing in related items in two or more batches
during the same year. Otherwise, if things come in even on two
consecutive days, each day's gift gets its own accession number.
Likewise, nothing comes in the door without getting a Temporary Custody
receipt; if something does get in under the radar, I send the receipt to
the donor for signature with the appropriate boxes checked off to tell
me what it's here for, what they want us to do with it, and what will
happen to it if we don't want it. It hasn't happened yet, but if I
didn't get the receipt back after a decent interval, I'd call and tell
them I have to return the gift. I wouldn't add it to a previous
accession, no matter how convenient that would seem.
Anne "Paper Trail" Lane
Anne T. Lane, Collections Manager
Charlotte Museum of History
3500 Shamrock Drive
Charlotte NC 28215
704-568-1774, ext 110
[log in to unmask]
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of David Ryan
Sent: Thursday, August 24, 2006 1:01 PM
To: [log in to unmask]
Subject: Re: Frequent donations by same donor
Dear Sherry,
We have the same situation with several people at my museum. They are
very informal about the whole process- just want to drop something at
the
front desk and not be bothered with paperwork. They will say- go ahead
and add this to my last donation. The problem is that then there is no
documentation as to when this came in and the objects tend to get
sepapated from whatever paperwork existed from the last donation.
We utilize an Incoming Loan Agreement for anything that comes into the
museum and doesn't immediately leave. It is used for loans for exhibit,
pending purchases, pending donations, etc. It is assigned an Incoming
Loan number and this number is used as a cross-reference when
accessioning
something into the collection. In my mind- every donation that comes in
on a specific day is a separate transaction. It needs to be given a
different Incoming Loan number and form and subsequently constitutes a
separate accession with its own unique middle number in the trinomial
system. This applies even if it is the same donor- and even if they
come
in two days apart with different things.
I've tried it the other way- adding to the previous donation and it
doesn't work. Just my 2c.
Sincerely,
David Ryan
Registrar
Colorado Springs Pioneers Museum
www.cspm.org
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