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 <[log in to unmask] To: [log in to unmask] .AU> cc: Sent by: Museum Subject: Re: Stock-taking in Museums discussion list <[log in to unmask] .LSOFT.COM> 03/01/2005 11:58 Please respond to Museum discussion list 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 > >========================================================= >Important Subscriber Information: > >The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . 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You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes). If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . The body of the message should read "Signoff Museum-L" (without the quotes).