Thanks everyone for the excellent suggestions! This gives me a good
place to start.

Sincerely,
Kelsey

On Mon, Jul 11, 2016 at 8:50 AM, Angela Kipp
<[log in to unmask]> wrote:
> Hi Kelsey,
>
> you got wonderful advice so far. As I saw nobody adressing the accession
> numbers conundrum so far (sorry if I overlooked that) I'd like to weigh in
> on that:
>
> Assess carefully if the numbers as they are now cause a major issue. If they
> don't, don't change the system! I've seen my share of collections that got
> up to three different numbering systems causing much confusion. Along with
> objects having three accession numbers written on them (yuck!) there were,
> of course, those without any number at all. Numbers found in documentation
> didn't match with any existing number in the database. Cross-referencing was
> sometimes done and sometimes not. I never encountered a collection where the
> renumbering was followed through consistently (although there might be
> some), resulting in eating up a lot of staff time making sense of what was
> found in the files or in the storage.
> So, in my opinion, a change in numbering should only be done when the
> existing system causes a lot of confusions, because:
> - different objects are filed under the same accession number (even in this
> case, investigate if adding an additional .001, .002, etc. could mend this,
> leaving the existing number as it is)
> - the numbering is inconsistent in itself and up to a point where it is
> impossible to lay down the rules of it in a procedure (all paintings have a
> "P", all three-dimensional objects got a "O" can still be explained in a
> document "We sometimes add a "V" and sometimes not, that's up to the
> curator, and if he thinks the object is valuable or not." (true story)
> certainly isn't).
> - the system is so difficult most of the objects can't be found because you
> inevitably make mistakes wenn noting an accession number (i.e.
> 4.234.1988.1.254.5)
>
> Just my 2 cents.
>
> Best wishes and have a good start,
> Angela
>
> Angela Kipp
> Collection Manager
> TECHNOSEUM, Mannheim, Germany
> www.technoseum.de
>
> Join the Registrar Trek at http://world.museumsprojekte.de/
> Follow us on Twitter @RegistrarTrek
> Got a chaotic collection? Read "Managing Previously Unmanaged Collections":
> https://rowman.com/ISBN/9781442263475/Managing-Previously-Unmanaged-Collections-A-Practical-Guide-for-Museums
>
> This is my personal opinion. My institution can't be held responsible for
> anything I write
>
>
> Quoting Marc A Williams <[log in to unmask]>:
>
>> Kelsey,
>>
>> Following are my recommendations, some of which are echoed by others.
>> "Collections management" seems to have morphed into "collections
>> stewardship," so it has a bit broader interpretation.  Of course, my bias is
>> in the direction of collections preservation.
>>
>> 1) Make sure your collections database is up-to-date, and all objects are
>> included and located, as others have suggested and you seem to have already
>> done.
>>
>> 2) Have a conservation assessment if your institution has not had one in
>> the last 7 years.  This will give you an institution-wide perspective on
>> overall preservation activities, along with priorities for action.  It will
>> not give you condition assessments of individual objects.  The CAP program
>> (Conservation Assessment Program) is being re-constituted through the
>> Foundation of AIC (American Institute for Conservation), with an anticipated
>> application deadline this fall.  Get your application in right away, not at
>> the deadline, as the grants are first-come, first-served.
>>
>> 3) Consider having a MAP Collections Stewardship assessment through AAM
>> (American Alliance for Museums).  Deadline for this also is in the fall.
>> This will have more information on collections management, although also may
>> discuss collections preservation, depending upon who you choose as your
>> assessor.
>>
>> 4) Most likely, the CAP and MAP will recommend having condition surveys
>> done by conservators on all your collections so you know what the
>> preservation priorities are of specific objects.  Most likely you will do
>> this over several years.  Consider the IMLS Collections Stewardship grants
>> for this.  If the project is between $5,000 and $25,000 and is a high
>> priority for your institution, which surveys undoubtedly will be, no
>> match/cost share is required.  Deadline is around December 1.
>>
>> 5) At this point, work on improving your collections records, such as
>> adding photos, changing your accessioning numbering, adding condition notes,
>> and so forth.
>>
>> 6) If it is reasonable for you, and it certainly is a good idea, implement
>> regular, usually yearly, comprehensive collections examinations by you.
>> This involves briefly examining everything, including unwrapping items in
>> storage, noting changes in condition, and verifying locations of each
>> object.  Any updated provenance or other information can be added to the
>> records.
>>
>> 7) Follow priority recommendations in the conservation assessment and the
>> collections stewardship assessment.  Use IMLS Collections Stewardship grants
>> for funding as appropriate.  Larger grants of $25,000+ to $150,000 require a
>> 50% cost share, but often that can be staff salaries, volunteer time,
>> donated materials and services, and indirect costs.
>>
>> This should get you off on a solid collections stewardship footing.
>> Obviously, every collection is a bit different and has unique needs, but
>> this list should get you going in a healthy direction.  Have fun!
>>
>> Marc
>>
>> American Conservation Consortium, Ltd.
>>      4 Rockville Road
>>      Broad Brook, CT 06016
>>      www.conservator.com
>>      860-386-6058
>>
>> *Collections Preservation Consultation
>> *Conservation Assessments & Surveys
>> *Environmental Monitoring & Low-Tech Control
>> *Moisture Management Solutions
>> *Collections in Historic Structures
>> *Collections Care Grant Preparation
>>
>> Marc A. Williams, President
>>      MS in Art Conservation, Winterthur Museum Program
>>      Former Chief Wooden Objects Conservator, Smithsonian Institution
>>      Fellow, American Institute for Conservation (AIC)
>>
>>
>>
>> From: Kelsey Perrigo
>> Sent: Saturday, July 09, 2016 12:49 PM
>> To: [log in to unmask]
>> Subject: [MUSEUM-L] Advice for a new collections manager in a small
>> museum?
>>
>>
>> Hello everyone! I recently became the Collections Manager for a small
>> museum. I have museum collections experience but this is my first time as
>> collections manager and want to do the job correctly. The museum,
>> thankfully, is in a newer building and the collections are relatively well
>> cared for.
>>
>>
>> What would you say are some of your first priorities when you begin a job
>> as a collections manager?
>>
>>
>> Also, the vast majority of our collections have strange accession numbers
>> (i.e. P-287) and I was curious if that is something I should consider
>> addressing immediately or if that is something to tackle at a later date. At
>> the moment, everything is easily found in PastPerfect.
>>
>>
>> Thanks!
>> Kelsey
>>
>>
>>
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