Hi Joshua,

Even those of us who have institutional collections find "stuff" that has very little or no donor information with it. Worse still, the objects may have little or no supporting documention or even an identification! Don't worry, we've all been there.

If you have no donor data, but the owner wishes the collection catalogued, you can still do that - providing an identification and description as the most basic level, then adding other attached data to the piece. As an experienced cataloguer you may be able to add information based upon expertise that isn't written down with the object (such as the geologic formation it came from, the maker, notations of style etc.). You should always add a note to the record attributing the comment to a particular person with the date. This can be very helpful down the road if other people question the comment or use the comment as a basis for something they wish to say about the piece.

At some point, you may have to decide if the object is worth cataloguing without extensive information. For example, a taxidermy mount of an extinct species is worth cataloguing even if it has no supporting data but a brachiopod fragment of a common species might be placed in a give-away pile or school demonstration pile.

If the collection as a whole has been accessioned you may have to address other issues, like deaccessioning policies. Even if you decide not to catalogue the piece, there may be another "life" for the object - for school group demos, child collectors, libraries, traveling exhibits etc. [Sorry, I've been running on using natural history objects as my example. Other kinds of objects may require other solutions. It might be helpful to the list if you could be a bit more specific about your situation]. This, however, gives you a start.

Finally, a colleague of mine referred me to an article on the internet "New Tools for an Old Problem?: Old Loan Research and the Internet" by Catherine E. Dean. (www.gwu.edu/~mstd/dean_paper.pdf) The methodologies may be just as pertinent for your stated problem.

Good luck! This may be your best opportunity to become a modern Sherlock Holmes. Sometimes, even the handwriting on an old label can provide clues to either the collector or additional sources of information. "Leave no stone unturned" is my motto!

Shirley Albright
Assistant Curator of Natural History
Database Administrator
New Jersey State Museum

Joshua K. Blay wrote:

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I was curious to know what people have done in the past that have come upon a collection, usually private, that needs to be accessioned and catalogued. With very little (if at all) donor information, what ways have you gone about assessing, cataloguing, and numbering the collection?

I look forward to reading and comparing the responses.

Joshua Blay

http://www.joshuakblay.com

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