Hi Kelsey,
you got wonderful advice so far. As I saw nobody adressing the
accession numbers conundrum so far (sorry if I overlooked that) I'd
like to weigh in on that:
Assess carefully if the numbers as they are now cause a major issue.
If they don't, don't change the system! I've seen my share of
collections that got up to three different numbering systems causing
much confusion. Along with objects having three accession numbers
written on them (yuck!) there were, of course, those without any
number at all. Numbers found in documentation didn't match with any
existing number in the database. Cross-referencing was sometimes done
and sometimes not. I never encountered a collection where the
renumbering was followed through consistently (although there might be
some), resulting in eating up a lot of staff time making sense of what
was found in the files or in the storage.
So, in my opinion, a change in numbering should only be done when the
existing system causes a lot of confusions, because:
- different objects are filed under the same accession number (even in
this case, investigate if adding an additional .001, .002, etc. could
mend this, leaving the existing number as it is)
- the numbering is inconsistent in itself and up to a point where it
is impossible to lay down the rules of it in a procedure (all
paintings have a "P", all three-dimensional objects got a "O" can
still be explained in a document "We sometimes add a "V" and sometimes
not, that's up to the curator, and if he thinks the object is valuable
or not." (true story) certainly isn't).
- the system is so difficult most of the objects can't be found
because you inevitably make mistakes wenn noting an accession number
(i.e. 4.234.1988.1.254.5)
Just my 2 cents.
Best wishes and have a good start,
Angela
Angela Kipp
Collection Manager
TECHNOSEUM, Mannheim, Germany
www.technoseum.de
Join the Registrar Trek at http://world.museumsprojekte.de/
Follow us on Twitter @RegistrarTrek
Got a chaotic collection? Read "Managing Previously Unmanaged
Collections":
https://rowman.com/ISBN/9781442263475/Managing-Previously-Unmanaged-Collections-A-Practical-Guide-for-Museums
This is my personal opinion. My institution can't be held responsible
for anything I write
Quoting Marc A Williams <[log in to unmask]>:
> Kelsey,
>
> Following are my recommendations, some of which are echoed by
> others. "Collections management" seems to have morphed into
> "collections stewardship," so it has a bit broader interpretation.
> Of course, my bias is in the direction of collections preservation.
>
> 1) Make sure your collections database is up-to-date, and all
> objects are included and located, as others have suggested and you
> seem to have already done.
>
> 2) Have a conservation assessment if your institution has not had
> one in the last 7 years. This will give you an institution-wide
> perspective on overall preservation activities, along with
> priorities for action. It will not give you condition assessments
> of individual objects. The CAP program (Conservation Assessment
> Program) is being re-constituted through the Foundation of AIC
> (American Institute for Conservation), with an anticipated
> application deadline this fall. Get your application in right away,
> not at the deadline, as the grants are first-come, first-served.
>
> 3) Consider having a MAP Collections Stewardship assessment through
> AAM (American Alliance for Museums). Deadline for this also is in
> the fall. This will have more information on collections
> management, although also may discuss collections preservation,
> depending upon who you choose as your assessor.
>
> 4) Most likely, the CAP and MAP will recommend having condition
> surveys done by conservators on all your collections so you know
> what the preservation priorities are of specific objects. Most
> likely you will do this over several years. Consider the IMLS
> Collections Stewardship grants for this. If the project is between
> $5,000 and $25,000 and is a high priority for your institution,
> which surveys undoubtedly will be, no match/cost share is required.
> Deadline is around December 1.
>
> 5) At this point, work on improving your collections records, such
> as adding photos, changing your accessioning numbering, adding
> condition notes, and so forth.
>
> 6) If it is reasonable for you, and it certainly is a good idea,
> implement regular, usually yearly, comprehensive collections
> examinations by you. This involves briefly examining everything,
> including unwrapping items in storage, noting changes in condition,
> and verifying locations of each object. Any updated provenance or
> other information can be added to the records.
>
> 7) Follow priority recommendations in the conservation assessment
> and the collections stewardship assessment. Use IMLS Collections
> Stewardship grants for funding as appropriate. Larger grants of
> $25,000+ to $150,000 require a 50% cost share, but often that can be
> staff salaries, volunteer time, donated materials and services, and
> indirect costs.
>
> This should get you off on a solid collections stewardship footing.
> Obviously, every collection is a bit different and has unique needs,
> but this list should get you going in a healthy direction. Have fun!
>
> Marc
>
> American Conservation Consortium, Ltd.
> 4 Rockville Road
> Broad Brook, CT 06016
> www.conservator.com
> 860-386-6058
>
> *Collections Preservation Consultation
> *Conservation Assessments & Surveys
> *Environmental Monitoring & Low-Tech Control
> *Moisture Management Solutions
> *Collections in Historic Structures
> *Collections Care Grant Preparation
>
> Marc A. Williams, President
> MS in Art Conservation, Winterthur Museum Program
> Former Chief Wooden Objects Conservator, Smithsonian Institution
> Fellow, American Institute for Conservation (AIC)
>
>
>
> From: Kelsey Perrigo
> Sent: Saturday, July 09, 2016 12:49 PM
> To: [log in to unmask]
> Subject: [MUSEUM-L] Advice for a new collections manager in a small museum?
>
>
> Hello everyone! I recently became the Collections Manager for a
> small museum. I have museum collections experience but this is my
> first time as collections manager and want to do the job correctly.
> The museum, thankfully, is in a newer building and the collections
> are relatively well cared for.
>
>
> What would you say are some of your first priorities when you begin
> a job as a collections manager?
>
>
> Also, the vast majority of our collections have strange accession
> numbers (i.e. P-287) and I was curious if that is something I should
> consider addressing immediately or if that is something to tackle at
> a later date. At the moment, everything is easily found in
> PastPerfect.
>
>
> Thanks!
> Kelsey
>
>
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