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

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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

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

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