Since we do not have a committee, just myself and the director we don't "accession" the gift until the deed of gift is returned. We do assign an accession number the whole donation isn't entered until the Deed of Gift is return. It is also an inconvenience for us but we do try to weed out the unwanted items ahead of time. >>> Anne Lane <[log in to unmask]> 2/16/2009 8:45 AM >>> Wade, that is an inconvenience about Past Perfect that we just deal with. We don't send out a Deed of Gift until after the donation is approved by our curator, and the committee if necessary. We consdier that the indication of intent to donate on the Temporary Custody form is sufficient for us to go on to curatorial approval. If we have to delete an accession record, we just do it and reuse the number for the next accession. I think the important thing is consistency, rather than the absolute order of steps. That, and following through if forms don't get returned. Anne Anne T. Lane Collections Manager 704.568.1774 x110 phone 704.566.1817 fax [log in to unmask] The Charlotte Museum of History and Hezekiah Alexander Homesite Where History Has a Home 3500 Shamrock Drive Charlotte, NC 28215-3214 www.charlottemuseum.org Featured Exhibits: Charlotte Stories: Our Collections, Your Treasures Charlotte Neighborhoods: NoDa An Invitation to the White House -----Original Message----- From: Museum discussion list [mailto:[log in to unmask]] On Behalf Of Wade Lawrence Sent: Friday, February 13, 2009 8:28 AM To: [log in to unmask] Subject: Deed of gift question Hello all, I have a question about the timing of when to send out a deed of gift to a donor. According to The New Museum Registration Methods, "At least two original copies of the deed of gift are sent to the donor with a letter requesting that the donor sign and return both copies to the museum. The signed copies are held until the acquisitions committee meets and approves the gift. After the committee meets, the designated officer for the museum, usually the director, countersigns the deed of gift and sends one copy to the donor with a letter of appreciation." (Actually, we have a two-step process: committee approval and board approval, but this doesn't affect my question). We are using PastPerfect, and the default deed of gift is set up for donor signatures and a separate place for the director to countersign. I understand that the signed (but not yet countersigned) deed of gift indicates the donor's intent to make the gift and the countersignature indicates the museum's acceptance of the gift. My problem is that PastPerfect cannot produce a deed of gift until after the accession record is created, and I don't think I should create the accession record until the gift is accepted by the museum. If I create the accession record and the committee turns down the gift, I will have an accession record, with accession number, that I would have to void (deaccession something that hasn't yet been accessioned?). Any advice from the collections managers and registrars out in the field would be greatly appreciated. -- Wade Lawrence, Museum Director, The Museum at Bethel Woods | Bethel Woods Center for the Arts | 200 Hurd Road, Bethel, NY 12720 | One Cablevision Center, P.O. Box 222, Liberty, NY 12754 (mailing address) | 845.583.2075 | [log in to unmask] | http://www.bethelwoodscenter.org ( http://www.bethelwoodscenter.org/ ) Be inspired at The Museum at Bethel Woods, on the site of the 1969 Woodstock Music and Art Fair. ========================================================= Important Subscriber Information: The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . 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