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Date: | Thu, 24 Aug 2006 13:00:37 -0400 |
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Dear Sherry,
We have the same situation with several people at my museum. They are
very informal about the whole process- just want to drop something at the
front desk and not be bothered with paperwork. They will say- go ahead
and add this to my last donation. The problem is that then there is no
documentation as to when this came in and the objects tend to get
sepapated from whatever paperwork existed from the last donation.
We utilize an Incoming Loan Agreement for anything that comes into the
museum and doesn't immediately leave. It is used for loans for exhibit,
pending purchases, pending donations, etc. It is assigned an Incoming
Loan number and this number is used as a cross-reference when accessioning
something into the collection. In my mind- every donation that comes in
on a specific day is a separate transaction. It needs to be given a
different Incoming Loan number and form and subsequently constitutes a
separate accession with its own unique middle number in the trinomial
system. This applies even if it is the same donor- and even if they come
in two days apart with different things.
I've tried it the other way- adding to the previous donation and it
doesn't work. Just my 2c.
Sincerely,
David Ryan
Registrar
Colorado Springs Pioneers Museum
www.cspm.org
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