I am catching up on my list serv reading and am so grateful for this thread. I am new to a position where I am the only staff member and these are many of the things that I struggle with. It's nice to be reminded that I am not alone, just an email away from others who may be dealing with the same thing. We just got Past Perfect and I will be making many decisions about the database and cataloguing that will be affecting the institution for many years to come. It is great to hear a diversity of opinion and real life stories about it. Thanks! Erin Quinn Valcho Lacey Museum Curator On Feb 24, 2014 1:08 PM, "lucysperlin" <[log in to unmask]> wrote: > Oh my, I think that does take the cake.... - the set of numbers with > the year last really creates a problem for getting things in sequence in > the computer. > > > > I think adding the full date would make a great deal of sense at this > point, however that doesn't solve the problem for your number 3 set. You > will have to think like a computer......but I suspect you'll have to choose > between always knowing that the ones that start with X will be after > everything else, OR you'll have to add an additional four digit date in > front of those numbers. (If you do that the X will flag the person using > it, that this is in the aberrant sequence.) > > > > The good news is that your set #1 doesn't go above 1993, so you can do > those as you have decided to and they'll be in the right place. When, as > many old museums do, you have the first number sequence going up into the > thousands you have to use other strategies. > > > > Good luck, > > Lucy > ------------------------------ > > *From:* Museum discussion list [mailto:[log in to unmask]] *On > Behalf Of *Kathie Gow > *Sent:* Sunday, February 23, 2014 6:20 PM > *To:* [log in to unmask] > *Subject:* Re: [MUSEUM-L] Mixed Object, Manuscript, and Archival > Donations in Small Museums > > > > Hi listers. I've really benefitted from this thread (even though we use a > different system than Past Perfect), so thanks to all who've posted. > Similar to others, I inherited an artifact numbering system: ours includes *four > *different formats from four different curators (see below). After > reading Anne Lane's post I realize we really need to go back and add the > second leading zero so that the inventory is in order - I am kicking myself > for not doing it when I added the first leading zero. But since we'll be > going through and adding zeros to most existing records (in the computer, > not on the artifacts themselves, where, as Anne suggests, the leading zeros > will be assumed), I wonder if we should also take this opportunity change > the *years *to 4 digits? > > Here's our 4 crazy numbering formats, in chronological order from when our > historical society museum was started in 1970, and how we'll be changing > the numbers in the database: > > 1) 0 through 1014 will become: 0001 through 1014 (we don't know the year > these items were donated; this format was used from 1970 up to 1993.) > > 2) 93.47.02 will become: 93.047.002 (where 1993 is the year; this format > was used 1993 up to 1995) > > 3) X.35.02 will become: X.035.02 (where 2002 is the year; this format was > used 1995 up to 2004) > > 4) 2014-05-10 will become: 2014-005-010 (where 2014 is the year; this > format was used 2004 to the present) > > Pretty wild, huh? (Can anyone beat that?) > > My question is, should we also add the missing digits to make 4-digit > years, especially looking down the road when it will be less clear that > X.011.01 means 2001, vs. 1901 or 1801? (so this record would become > X.011.2001?) And likewise, 93.47.02 would become 1993.047.002? > > Many thanks for whatever advice/insight you can provide! > > Best, > --Kathie > > > Kathie Gow > Curator, Hatfield Historical Museum > > hatfieldhistory.weebly.com <http://www.hatfieldhistory.weebly.com> > > Oral history producer, words.pictures.stories > > wordspicturesstories.com > > > > > > > Kathie Gow > > Curator, Hatfield Historical Museum http://hatfieldhistory.weebly.com > > Oral History Producer http://www.wordspicturesstories.com > > > > On Sat, Feb 22, 2014 at 7:37 AM, Shannon Lindridge <[log in to unmask]> > wrote: > > Kelsey-- > > You have received a lot of great advice from our knowledgeable group. I > would also recommend getting a few reference books to have on hand--I find > them invaluable and I have been working in the museum field for 15 + yrs. > > 1.) The New Museum Registration Methods 5th edition > 2.) Registration Methods for a Small Museum, by Daniel B. Reibel > 3.) A Legal Primer on Managing Museum Collections, by Marie C. Malaro and > Lldiko DeAngelis > > Also, there are numerous online professional development classes available > for collections management--some you can get grants for. > > I work in NY and we have an organization called Museumwise, which has a > variety of resources: classes, sample documents, a lending library. There > may be an organization like this in your state. I have bookmarked many a > site which offers free information or contacts related to collections > management. > > I also am dealing with a huge backlog and new donations--some days I feel > like when the lights go off the collections multiply--just develop a > system, stay consistent and keep plugging away--eventually you will get > caught up and be able to find the items donated. > > On another note--if you feel too overwhelmed with backlog and new > donations, you can put in place a temporary moratorium on accepting new > donations. This can be very controversial, as some board members and > museum members may think you will miss out on a donation. I am of the > belief you should be able to take care of what you have before accepting > more. We did a moratorium on donations at one museum I worked for, for > about a year. When people would call we would explain the situation and > take all their information down and told them we would call them in "X" > amount of time. Most people were fine holding onto items a bit longer, > others if HAD to get donate right away we would take it in. I know not > quite your question, but I got on a roll. > > Good luck! > > Shannon Lindridge, Registar > > ========================================================= > 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] . 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] . 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