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The William R. and Clarice V. Spurlock Museum at University of Illinois at Urbana-Champaign
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Collections Documentation and Institutional History Records Policy

Collections Documentation and Institutional History Records Policy

Overview

It is the policy of the Spurlock Museum to document, record and preserve information regarding its Collections and the Museum's institutional history for present and future generations and to establish ongoing procedures for doing so. The policies relating to documentation and institutional history records:

Policy Functions

Glossary

Records are all documents, correspondence, files, manuscripts, publications, photographs, recordings, digital files, or other material relating to the activities and functions of the Museum.

Collection Documentation refers to all physical and digital documents and images containing information regarding the acquisition, deaccession, historical or cultural context, research, care, conservation, preservation, use, and exhibition of objects in the Museum's Artifact, Teaching, Documentary Multimedia, Library, and Props and Furnishings collections.

Institutional History Records are all physical and digital documents and images produced in the course of past, current and ongoing Museum business and activities.

Active Records are any records that continue to be actively used or serve as reference for current and ongoing Museum business and activities.

Records identified in this document as active are: ledgers; card catalogue; Source/Donor Files; Object Files; Acquisition Files; all collections databases; all collections-related databases; Exhibition History Files; Publications Files; and Registration History Files.

Despite the fact that records for deaccessioned objects are transferred to the Inactive Database, all records, both digital and physical, regarding objects that have been deaccessioned are considered to be active records because they are and will indefinitely continue to be referenced.

Some records, such as data recording forms and Museum Board documents, are active because they continue to be referenced by staff. However, such records are only useful for a short period of time, as defined in this document, after which they are considered dead records and eligible to be discarded or transferred to University Archives. Many documents not listed here that are actively being created by Museum staff such as emails, correspondence, planning documents, etc. may also fall into this category and are maintained as active records until they are outdated.

Dead Records are records that are no longer used on a regular basis and no longer need to be accessed by any Museum staff in fulfilling their tasks. Despite the fact that records are classified as dead records, dead records may still retain documentary and historical value. Examples of dead records include data recording forms from the World Heritage Museum, Museum Board documents from the 1960s, or correspondence from the office of a previous director.

Consumable items are items acquired by the Museum to be used up, destroyed, or distributed in the course of Museum activities or programs. For example, crayons, glue, and thread are consumable items; a collection of hundreds of shark teeth or shells may also be identified as consumables to be given away during an educational program. Black and white prints with no documentary or historical value may be identified as consumable items and may be handled by students or destroyed in the course of teaching demonstrations on preservation techniques. Consumable items are not accessioned into the Museum Collections nor are they tracked. However, new donations may include consumable items, and objects in the collections may be deaccessioned for use as consumable items and are recorded and tracked until the items are transferred to the consumable category.

Responsibility for Records Management

The Director is ultimately responsible for all Museum records, both collections documentation and institutional history records. The Director of Information Technology is responsible for implementing and maintaining information technology systems for the purposes of managing and preserving all digital and computerized records and data throughout the entire Museum. The Registrar oversees the Registration staff in preserving and managing collections documentation. The Business Administrator is responsible for preserving and maintaining records relating to Museum finances and personnel according to University business record keeping policies. While all Museum staff contribute to the cooperative production, management, and preservation of collections documentation and institutional history records, the Director and the section heads are responsible for overseeing the procedures described in this document for ensuring proper management and preservation of all records within their respective section and in coordinating with other sections as relevant.

Confidentiality

All staff members who have access to the Museum's records, including all files and databases, are responsible for protecting confidential information. This includes the locations of objects in storage, the sources of objects (unless listed in the credit line field), personal or private information about donors, appraisals and values of artifacts, database passwords, security access codes, security procedures, and the layout of storage facilities. Staff will not discuss any confidential information with individuals outside of the Museum. Staff members will have access to confidential information only as is necessary to complete their tasks.

Dead Records and Transfer to University Archives

Due to the Museum's limited storage and office space, to allow dead records to be preserved and made accessible for future reference and research, and to comply with University policy, dead records are not stored on the Museum premises or in off-site storage areas. Instead, such records will be sent to the University Archives in accordance with University of Illinois policy, Article VI, Section 4 of the General Rules Concerning University Organization and Procedure, which dictates that University records no longer in use by a department or unit be transferred to University Archives or discarded with approval from the University Archivist. University Archives is responsible for selecting which records are to be preserved and for the managing and preserving records for the University. Records maintained by Archives are accessible for reference and research to Museum staff, as well as researchers within or outside of the university.

University Archives' document Transfer Guidelines for Office Records of Campus Administrative and Academic Units provides more information on the records transfer process. For the handling of financial records which are also governed by the retention schedule as listed on the University of Illinois Office of Business and Financial Services website, see http://www.obfs.uillinois.edu/manual/central_p/sec1-4.html (external link).

The Museum Registrar with the assistance of the Assistant Registrar for Acquisitions is responsible for implementing the transfer of records to University Archives. Each section head is responsible for identifying dead records within their section and notifying the Registrar of the need to transfer records. If a staff member is unsure about whether a record is appropriate for transfer, he/she should consult with the Registrar. The Registrar may also consult a University Archivist if necessary. If there is any uncertainty at all about whether a document should be discarded or transferred to the University Archives, it should be transferred since University Archivists are trained to make such decisions.

Active Records and Management In-House

All collection documentation and institutional history records that continue to be actively used and/or serve as reference for current and ongoing Museum business and activities are considered to be active records. The remainder of this document lists the various types of active records that the Museum has identified as vital and important to the functioning of the Museum and that the Museum is dedicated to permanently maintaining and preserving in-house. By identifying these records through this document, the record type is thus differentiated from records maintained by individual staff or sections. This is intended to prevent the loss of records that sometimes occurs when an individual staff member leaves their Museum position. This document is thus a means of establishing continuity in the management of records over time, regardless of staff turnover. It should be used to inform new staff of the current practices in the management of records and should be edited as often as necessary to include changes in policies and procedures and to allow for the addition of other record types identified for preservation.

This list not only identifies and defines each type of record, but also identifies the physical or digital location where the record type resides, who manages the record type, who has access to the record type, and any other policies or procedures specific the individual record type.

Ledgers

The ledgers are the primary, original and permanent records of all objects coming into and leaving the Artifact, Teaching and Props and Furnishings collections. All objects being accepted permanently into these Collections must first and foremost be recorded in the ledgers. The ledger records the unique identification number known as an accession number assigned to each individual object. Ledgers are important legal documents establishing the title of an object. They serve as the ultimate authority for identifying objects and are a primary resource for resolving numbering discrepancies. Ledgers are kept in perpetuity.

All ledgers are kept in the Registration office. They can only be used in the Registration office or rooms 011 or 018 with permission from the Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions. Ledgers cannot be removed from the Museum building under any circumstance except for binding or conservation care as approved by the Registrar and the Collections Manager. If ledgers are removed from the building for these purposes, the ledgers will be treated as an object from the Artifact Collection and processed as an outgoing loan; see Outgoing Loan Policy, Part A, #4. The ledgers can be edited only by individuals authorized to do so by the Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions.

Photocopies of all ledgers are kept in off-site storage and are updated yearly.

The Museum currently preserves the following active ledgers; they are continually added to, edited and updated:

World Heritage/Spurlock Museum Artifact Collection Ledger documents the acquisition of objects into the Artifact Collection and records the status and source of the acquisition, basic identification of the acquired objects, and the assigned number.

Photocopies of the Artifact Collection ledgers will be stored in a safety deposit box. They should be updated yearly.

This ledger was created in 1973-1980 when the Museum was known as the World Heritage Museum and continues to be used today by the Spurlock Museum. In the 1970s the three-part accession numbering system was instituted. As of October 2006 the Artifact Collection ledger consists of 9 bound volumes and 4 unbound volumes.

Spurlock Museum Teaching Collection Ledger documents the acquisition of objects into the Teaching Collection and records the status and source of the acquisition, basic identification of the objects acquired, and the assigned number. This ledger was created in February 1998. Individual items are listed with the letter 'T' followed by a sequential number. (Example: T04726) As of October 2006 the Teaching Collection ledger consists of one unbound volume.

Spurlock Museum Props and Furnishings Collection Ledger documents the acquisition of objects into the Props and Furnishings Collection and records the status and source of the acquisition, basic identification of the objects acquired, and the assigned number. The Props Collection and the ledger were started in July 2002. Individual items are listed with the letter 'P' followed by a sequential number. (Example P0017) As of October 2006 the Props and Furnishings Collection ledger consists of one unbound volume.

The Museum also preserves the following non-active ledgers; they are not added to, edited or updated:

The Classical Museum Ledger documents the acquisition of objects into the University of Illinois' Classical Museum's Collections including valuable historic, cultural and anthropological objects, as well as office supplies, display furniture, etc. The Classical Museum began using a ledgerin 1912. The last entry in the ledger was made in 1959. Individual objects were assigned numbers in no discernable order in this ledger. Although not annotated as such in the ledger, these numbers are preceded with the letters 'CM' in all other documentation (Example: 1568 = CM 1568). Many of the objects in this ledger are now incorporated into the Spurlock Museum's Artifact, Teaching, Documentary Multimedia, Library, and Props and Furnishings Collections. The Classical Museum ledger also listed office supplies, display furniture, and other non-artifact items. In the 1970s many of the objects from the Classical Museum were recatalogued with the three-part accession number and entered in the ledgers that are now the Spurlock Museum Artifact Collection ledger. If any objects are found with a 'CM' number only, they are also assigned an accession number appropriate for the Collection into which they are accessioned.

The original Classical Museum ledger consists of a bound notebook in poor condition. The binding is broken, pages are loose, and the paper is becoming yellowed. A spiral bound photocopy of the original created prior to 2000 serves as the working physical copy. This ledger contains artifacts as well as office supplies, display furniture, and other non-artifact items. Due to the fragile condition of the original ledger, and the inefficiency of using the photocopy due to the lack of a discernible order of the entries to the CM numbering system and to the illegibility of these records, the information was transcribed, cross-referenced and entered onto the Classical Museum Ledger Database, which was created in November 2003. The Classical Museum Ledger Database acts as the current active copy of the ledger with additional fields for cross-referencing and clarification of data. The original paper copy and photocopy of this ledger are kept permanently in the Registration office, as they currently exist without additional editing.

The Museum of European Culture Ledger records objects acquired by the University of Illinois' Museum of European Culture. Titled "Loans and Gifts," this ledger was used from 1911 through 1954. Objects in the Museum of European Culture were originally assigned numbers sequentially. These numbers are preceded with 'MEC' (Example: MEC 682.1). The objects in this collection that were incorporated into the World Heritage/Spurlock Museum were renumbered with a three-part accession number. Any objects found with a 'MEC' number only are also assigned an accession number appropriate for the Collection into which they are accessioned.

The Museum of European Culture ledger consists of a bound notebook. However, the binding has broken,and the pages are loose, yellow and brittle. A photocopy was created to serve as the working physical copy.

The Museum of Natural History Ledger records the objects acquired by the University of Illinois' Museum of Natural History, which was closed to the public in 1998. Objects identified as part of the Museum of Natural History research collection were transferred to the Illinois Natural History Survey, those identified as part of the cultural collections were transferred to the Spurlock Museum, and University mandate named Spurlock Museum as caretaker of the remaining display and exhibit collections for the College of Liberal Arts and Sciences until funding for renovation could be acquired. In May 2005, due to lack of funding, the mandate was lifted, and the display and exhibit collections were completely disbanded and transferred to the Illinois State Museum, Illinois Natural History Survey, University of Illinois Archives, and the University of Illinois departments of Anthropology, Geology and Entomology.

The original ledger consists of 12 bound volumes titled as Ledgers:

12 Bound Volumes

In May 2005 the ledgers were transferred to the University of Illinois Archives along with other related original catalogue books and records from the Museum of Natural History. Having received the majority of the display collection, the Illinois State Museum made copies of all the above ledgers on microfiche. The Spurlock Museum created two sets of photocopies of only those ledgers containing information relating to the cultural objects the Spurlock Museum received from the Museum of Natural History. They include the following volumes:

Volumes

One of the photocopied sets is cross-referenced to the disposition of objects, including the current accession numbers of those items in Spurlock Museum collections. A copy of this document is kept off-site and is updated yearly as needed.

Historic Clothing Collection from Human Resources and Family Services of the College of Agricultural, Consumer and Environmental Sciences in Bevier Hall Ledger

In 1998 the Historic Clothing Collection from the University of Illinois' Human Resources and Family Services of the College of Agricultural, Consumer and Environmental Sciences (commonly known as the Bevier Collection because it was housed in Bevier Hall) was disbanded. The objects in the collection were dispersed among the Krannert Center for the Performing Arts Costume Collection, the Early American Museum, Illinois State Museum, and the Spurlock Museum. The Spurlock Museum received a photocopy of the collection's ledger and original files, slides, and photographs. Between 1998 and 2005 the Spurlock Museum transferred the majority of the original files, slides, and photographs not directly relevant to the objects held by the Spurlock Museum to the University Archives and a photocopy of the ledger to the Illinois State Museum.

Card Catalogue

Prior to computerization, and probably through 1999, the Classical Museum, Museum of European Culture, and World Heritage Museum managed basic collection information through an accession card or card catalogue system. A card for each object was created containing basic information such as the name of the object, place of origin, date, period, culture, material, measurements, description, source or donor name, and current location. The cards were organized according to Classical Museum and Museum of European Culture accession number. Duplicates of the cards were made and organized by other categories such as location, place of origin, date/period, or materials. The duplicates were color-coded. Information from many of the catalogue cards was entered into the Artifact Collection Database prior to 2000.

As of 2006, Registration staff maintains a single set of the catalogue cards filed in order by Classical Museum and Museum of European Culture numbers. They are located in four grey two-drawer file units in the Registration office. In 2004 and 2005 all other copies of the cards were disbanded and a single copy, or multiple copies if cards contained additional or differing information, was filed in the Object Files. The Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions, or Registration staff under their direction, may add corrections to numbers and cross-referencing of numbers to the cards in the Catalogue Card Files in order to maintain the usefulness of these cards. However, new information regarding the objects and their sources is not entered on the catalogue cards; new information is entered in the appropriate active database records and/or Object Files.

Source/Donor Files

The Source/Donor Files serve as the original and permanent record of all correspondence, legal paperwork, appraisals, values and disposition for all collections. They contain documents that identify the legal status of the objects. These files are active and are added to, edited and updated, and are kept infor perpetuity, regardless of whether the objects are still present in the collections.

Source/Donor Files are not kept for monetary gifts. Monetary donations are the responsibility of the Museum Business Administrator and are not processed by the Registration Section.

Items purchased as a consumable directly do not need to be processed through the Registration Section and are not recorded in the Source/Donor Files. However, new donations that include consumable items will be recorded in the Source/Donor Files and processed for tax purposes and to afford the donor University recognition of the gift. Such items are documented until they are transferred to the consumable category. Likewise, information relating to the deaccession of objects to the consumable category is recorded in the corresponding Source/Donor Files.

Types of information kept in Source/Donor Files include:

Types of information kept in Source/Donor Files

All Source/Donor Files are kept in the Registration office. Source/Donor Files can only be used in the Registration office or rooms 011 and 018. Source/Donor Files cannot be removed from the Museum building.

Only the Registrar, Assistant Registrar for Collections, Assistant Registrar for Acquisitions, and designated Registration staff with University Ethics Training may access the Source/Donor Files. Non-confidential information from these files may be made available to Museum staff and non-Museum staff per request, pending a review of the materials by the Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions' review of the materials. It is acceptable for the Registrar, Assistant Registrar for Collections, and Assistant Registrar for Acquisitions to release non-confidential information from these files after redacting out any value amounts or potentially sensitiveersonal information.

The following items in the Source/Donor Files are for restricted access only. They are kept confidential in accordance with University policy. Such confidential information is made available only to selected staff as necessary to perform their jobs.

Items in the Source/Donor Files

The Source/Donor Files are contained in nine file cabinet drawers in the Registration Office. They are organized in alphabetic/numeric order according to source/donor name and accession group or lot. Source/Donor Files are color-coded. Acquisitions for which the Museum holds title, such as a gift, bequest, purchase or transfer, are housed in a yellow file. Accessions for which the Museum does not or will not hold the title, such as incoming and outgoing loans, are coded orange. Anonymous donations or loans are kept in red folders and filed under the source name with the word 'Anonymous' following the donor's name. Discretion is used in working with anonymous donors (see above). However, records regarding the donor must still be maintained and filed under the donor's name.

Object Files

The Object Files, started in 2002, serve as repositories for all information regarding individual objects. The object files primarily preserve information for the Artifact in the Artifact, Collection, files will be created when hard copies of documentation relating to specific objects in the Teaching, Documentary Multimedia and Props and Furnishings Collections. These files are active. Registration staff actively seeks to gather and collect additional documentation and information relating to the objects and preserve the information in these files. These files are kept in perpetuity, regardless of whether the object are still extentists in the collection.

Much of the information in the Object Files is present in the Artifact Collection Database and vice versa. The Object Files and the database overlap in content of information but serve different purposes. Documents in the Object Files contain information that cannot be easily transferred into a database such as drawings, lengthy publications with images, the significance of the style of handwriting in identifying previous ownership, or the interpretation of illegible penmanship. The databases, which are covered in the next section, are tools for searching and organizing data and make it accessible in a way that the Object Files cannot. Thus both the Object Files and databases are important to collections documentation and research.

Examples of the types of information preserved in the Object Files are:

Types of information preserved in Object Files

Information not kept in Object Files, but kept in Source/Donor Files includes:

Information not kept in Object, but Source/Donor Files

The Object Files are kept in eleven file cabinet drawers in the Registration office and six file cabinet drawers in room 018. They are kept in pink folders. Object Files can be used within the Museum building with permission from the Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitionstion staff. Object Files must be returned to the Registration office the same day. Object Files cannot be removed from the Museum building. The Object Files can be photocopied as needed. The Museum reserves the right to charge for photocopying to recover staff time and photocopy expenses.

Acquisition Files

The Acquisition Files record the Acquisition Committee meetings, agendas and decisions, and deaccession processing. These files are kept for perpetuity, regardless of whether the objects addressed are present in the collection.

The files, which are maintained in the Registration office, are kept in color-coded folders. Green folders denote permanent files. Blue folders denote working and temporary files. Acquisition Files and may be used within the Museum building with permission from the Registrar, Assistant Registrar for Acquisitions, or Assistant Registrar for Collections by staff that have signed a confidentiality agreement or have passed the University of Illinois Ethics Training requirements. Files must be returned to the Registration office the same day. They cannot be removed from the Museum building.

The Museum maintains four main groups of Acquisition Files.

Four Main Groups of Acquisition Files

  1. Acquisition Committee Report Files are organized by date of the Acquisition meeting. They contain:
    • Acquisition Committee Meeting Agendas
    • Acquisition reports and other information presented
    • Acquisition Committee Meeting Recommendations
    • Notes takenin reviewing recommendations and during during meetings
    • Note that a copy of each of these documents is also filed in the Source/Donor Files for each object addressed in a given Acquisition Committee meeting. It is important to maintain Acquisition Committee records in both the Source/Donor Files and the Acquisition Committee Report Files because the information must be accessible both ways.
  2. Deaccession Files are organized by year according to the date objects were physically transferred out. Sub-categories (such as 'Deaccessions 2003 University Library') may be created for specific destinations when large groups were transferred and the general file becomes too large and unwieldy. The Deaccessions Files contain:

    The Deaccessions Files contain:

    • Records of Receipt Forms
    • Record of Transfer Forms
    • Packing and Inventory lists
    • Working lists and other notes from deaccession processing
    • Note that a copy of each of these documents is also filed in the Source/Donor files for each object addressed in a given Acquisition Committee meeting. It is important to maintain deaccession records through the Source/Donor Files and through the deaccession files because the information must be accessible both ways.
  3. The Declined Gift Files are organized according to the year that the potential donor contacted the Museum or the year that the proposal was made to the Acquisition Committee. The purpose of these files is to record information relating to potential donations that are not accepted. They contain:
    • Correspondence with potential donors regarding a declined gift;
    • Contact information for the potential donor;
    • Acquisition Reports for declined gift;
    • Acquisition Committee Meeting Agenda relating to declined gift;
    • Acquisition Committee Meeting Recommendations relating to declined gift;
    • Notes relating to the declined gift;
    • Records of Receipt Forms;
    • Return Records of Receipt Forms;
    • Images of the declined gift (see below); and
    • Other information relating to the declined gift.
    • In order to avoid copyright issues or accidental use by the Museum, reproduction quality images of declined gifts are not kept permanently. Original prints are returned to the potential donor. However, images such as a photocopy or paper print of a digital image are kept permanently in the Declined Gifts Files; digital images are deleted from the files after a printed copy has been made.
  4. The Consumables Files are organized by year. The purpose is to record information on objects transferred out of the Artifact, Teaching, Documentary Multimedia, or Props and Furnishings collections for use as a consumable. They contain the same information as described under the Deaccession Files.

    Note that this file is not intended to document all objects assigned as consumables within a given year. Consumables acquired as new donations are not recorded in this file but are documented through the acquisition process and Source/Donor Files.

Collections Databases

Each of the databases is currently generated using the FileMaker Pro program, and each is designed in house for its own distinct purpose.

The collections databases are important, active, working records documenting objects in the collections, and they are constantly updated and edited. They provide the most complete, accurate and current documentation regarding individual objects. They are the primary records for the current location and the history of the movement of individual objects.

The Director of Information Technology is responsible for maintaining the database system and for backing up data on a regular schedule. Copies are preserved in-house and off-site. The Director of Information Technology performs system maintenance as needed.

The Director of Information Technology works with the Registrar, Collections Manager, and Director of Education to identify needs and strategies to best meet the needs of staff and other users. Changes to the fields that affect how users view and retrieve data in the collections databases must be approved by the Registrar, and in the case of the Teaching Collection, also by the Director of Education. The Assistant Registrar for Collections and Assistant Registrar for Acquisitions may make recommendations and are consulted prior to making changes.

The Registration Section under the direction of the Registrar is responsible for the content and accuracy of the data in the collections databases. The Director of Education and Registrar are jointly responsible for data in the Teaching Collection Database. Registration Section staff enters new records to the Teaching Collection Database during the initial cataloguing of new acquisitions; additional research and object information is collected and entered by the Education Section staff. Only staff, volunteers, curators or other individuals who have been trained and approved by the Registrar, Assistant Registrar for Collections, or Director of Education may edit data in this database.

The information preserved in the collection databases and the Object Files discussed in the previous section is slightly different in content and use. The databases are tools for searching and organizing data. Information must be entered into the format specific to each database field. Databases make the information accessible in a fast, efficient and specific way. Object Files are a system for organizing original documents and additional information. Documents in the Object Files contain information that cannot be easily transferred into a database such as drawings, lengthy publications with images, style of handwriting that may be significant in identifying previous ownership, or illegible penmanship that may be later transcribed by a scholar. Sometimes the format or the way in which information is put together within a document is significant and cannot be directly reflected in a database. Documents in the Object Files can only be accessed by the numerical order of accession numbers. Thus both the Object Files and databases are important to collections documentation and research.

The Incoming Database contains a record for each object or group of objects that is brought into the Museum for loan, potential gift or for other purposes that are temporary or transitional in nature. Each record contains information relating to:

Incoming Database Contains Information Relating to

  1. The identification of the object;
  2. Name of lender or donor;
  3. Acquisition or loan processing status of the object;
  4. Cultural and historical origin and provenance of the object;
  5. Physical state and condition of the object;
  6. Current location and history of movement within the Museum; and
  7. Disposition.

When an object in the Incoming Database is acquired into one of the Museum collections or returned to the lender or donor, the record is annotated regarding its disposition. Although a new database record in the appropriate database will be created for objects kept in collections, the incoming record will be permanently maintained in the Incoming Database.

The Artifact Collection Database contains a record for each object or each individual part of an object in the Artifact Collection. Each record contains information relating to:

Artifact Collection Database Information

  1. The identification of the object;
  2. Name of lender or donor;
  3. Acquisition or loan processing status of the object;
  4. Cultural and historical origin and provenance of the object;
  5. Physical state and condition of the object; and
  6. Current location and history of movement within the Museum.

The majority of fields in this database are available to the public on the Museum website. Location (room numbers/storage unit or case numbers/shelf or drawer numbers) and value information are confidential and do not appear online. The source field contains the names of the donors or other sources for internal records and also does not appear online. The credit line field contains source information approved for public release and does appears online.

The Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions set priorities for data entry into the databases and the transfer of information between databases and Object Files based on needs for retrieving information, staff time, and available resources.

When an object is deaccessioned from the Artifact Collection, or is deemed to be permanently lost or missing, the record is transferred to and maintained in the Inactive Database as described below.

The Documentary Multimedia Collection Database contains a record for each image (or groups of images or recordings in the case of CDs, DVDs or VHS tapes) in the Documentary Multimedia Collection. Each record contains information relating to:

Documentary Multimedia Collection Database Information

  1. Identification of the object;
  2. Subject matter and content of the image;
  3. Place and date image was created;
  4. Physical state and condition; and
  5. Acquisition and copyright status.
This database is the primary tool for collecting information related to the objects in the Documentary Multimedia Collection. There is no ledger for this collection and only limited paper documentation.

The Teaching Collection Database contains a record for each object or each individual part of an object in the Teaching Collection. Both the Artifact Collection and Teaching Collection databases contain many of the same fields, tabs, layouts, and reports since they are used in identical ways. In addition, the Teaching Collection Database contains fields relating to the programmatic use of the Teaching Collection.

For all areas in which the two databases are similar, an effort will be made to maintain the same controls, standards, and procedures for data entry and use for both databases. The Registrar will have primary control over the administration of these fields and in transferring records into and out of the Teaching Collection Database. Other fields and layouts in the Teaching Collection Database are unique to this database and to the needs of the Education Section. The Director of Education will have primary administrative control over unique fields.

When an object is deaccessioned from the Teaching Collection, or is deemed to be permanently lost or missing, the record is transferred to and maintained in the Inactive Database.

The Teaching Collection Database contains a record for each object or individual part of an object in the Props and Furnishings Collection. Each record contains information relating to:

Teaching Collection Database Information

  1. The identification of the object;
  2. Name of source;
  3. Acquisition status; and
  4. Location.

When an object is deaccessioned from the Props and Furnishings Collection, or is deemed to be permanently lost or missing, the record is transferred to and maintained in the Inactive Database.

The Library Catalogue Database contains a record for each object in the Library Collection and is the only record of the objects in this collection. Each record contains information relating to:

Library Catalogue Database Information

  1. Bibliographic identification of the object;
  2. Borrowing status of the object; and
  3. Location.

If an object is deaccessioned from the Library Collection or is deemed to be permanently lost or missing, the record is deleted from the database.

The Inactive Database contains records transferred from the Artifact Collection, Teaching Collection or Props Collection databases that do not represent an object currently present in the collections. This includes records for objects that were deaccessioned, transferred out of a collection, stolen or considered permanently missing. It also includes records that were created as a result of numbering errors or other mistakes and do not have objects associated with them. Each record contains the same information as in the Artifact, Teaching and Props and Furnishings collections database records with additional fields for documenting the disposition and status of the objects.

Collections-Related Databases

Each of the collections-related databases is generated using the FileMaker Pro program and is designed in-house for its own distinct purposes. They record actions taken in regard to objects or groups of objects in the collections or record collections-related data that are used as a reference. They are constantly updated and edited.

The Director of Information Technology is responsible for maintaining the database system and for backing up the data on a regular schedule. Copies are preserved in-house and off-site. The Director of Information Technology performs system maintenance as needed. The Registration Section, under the direction of the Registrar, maintains content and accuracy of the Lot Ledger, Registration, Publications, and Classical Museum Ledger databases. The Collections Manager maintains content and accuracy of the Condition, Conservation, and Packing databases.

The Lot Ledger Database contains a record for each group or lot of objects accessioned into the Artifact Collection. Groups or lots are identified by the first part of the Artifact accession number that includes the year acquired and the group number, such as 1992.05. Each record contains information related to:

Lot Ledger Information

  1. Identification of the lot by number, source/donor and type of objects;
  2. Presence or disposition of objects from group;
  3. Number of database records in each database related to group;
  4. Value; and
  5. Status relating to deaccession review.

Although it is referred to as a ledger, this database is not original but is drawn from the World Heritage Museum/Spurlock Museum ledgers. Current uses are to track the final disposition of lots; to track insurance values; to record values reported to University Property Accounting; to record compliance with laws and regulations; and to serve as a system for creating check-off lists for various projects.

Only the Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions, or designated staff may edit this database.

All records are kept permanently in the database regardless of whether the objects are present in the collection or not.

The Registration Database contains a record for each group of objects presented from a single source as a gift or loan, groups of purchased objects or groups of objects presented to the Acquisition Committee at a single time. This database is a tool to track the processing of acquisitions, loans and deaccessions. The groupings are made at the discretion of the Registrar or Assistant Registrar for Acquisitions. Each record contains:

Registration Database Information

  1. Source name and contact information;
  2. Description of objects;
  3. Numbers associated with the objects before, during and after processing;
  4. Checklist of steps for receiving objects;
  5. Checklist of steps for previewing the objects;
  6. Checklist of acquisition criteria;
  7. Checklist of legal compliance issues;
  8. Checklist of steps for Acquisition Committee review;
  9. Checklist of steps for processing acquisitions;
  10. Checklist of steps for physical catalogue processing of acquisitions;
  11. Checklist of steps for declining or returning objects; and
  12. Checklist of steps for tracking, renewing and returning loans.

The Registrar, Assistant Registrar for Collections, or Assistant Registrar for Acquisitions are the only individuals authorized to edit this database. All records are kept permanently in the database regardless of whether the objects are present in the Collection or not.

The Publications Database contains a record for each publication or printed document that includes a reference to the Spurlock Museum, its collections, staff, volunteers, exhibits, programs or events. Each record contains information relating to:

Publications Database Information

  1. Bibliographic identification of the publication;
  2. Type and content of its reference relating to the Museum; and
  3. Location where the original or copy of the publication can be accessed, whether in the Publications Files, the Museum Library, the University Library, or if the Museum does not own an original or copy.

Only staff trained and approved by the Registrar, Assistant Registrar for Acquisitions, or the Assistant Registrar for Collections may edit data in this database.

The Condition Database consists of records documenting the condition of objects and contains information relating to:

Condition Database Information

  1. Physical condition of the object;
  2. Name of the individual writing the condition report; and
  3. The date the object was examined.

Each record is linked to an object's record in the Artifact or Incoming databases. Condition information entered in the Condition Database automatically appears in the associated record in the appropriate collection database record.

Collection Management Section staff manages this database. Registration Section staff may edit records in the Condition Database under the supervision of the Collections Manager.

When available, paper copies of condition reports are kept in the Object Files in the Registration Section after they have been entered in the database.

The Conservation Database records conservation treatments performed on objects and contains information relating to:

Conservation Database Information

  1. Conservation treatment done to the object;
  2. Name of the individual performing the conservation treatment; and
  3. Date the treatment was performed.

Each record is linked to an object's record in the Artifact or Incoming databases. Conservation information entered in the Conservation Database appears in the associated record in the appropriate collection database record.

Collection Management Section staff manages this database. Registration Section staff may edit records in the Condition Database under the supervision of the Collections Manager.

The Packing Database contains a record for each box that has been packed. Each record contains information relating to:

Packing Database Information

  1. Identification number of the box;
  2. Type of packing;
  3. Type and size of the box;
  4. Objects in the box;
  5. Whether the box was packed and unpacked; and
  6. Location of the box before being unpacked.

The Packing Database records link to object records in the Artifact or Incoming database when a box number is entered in one of those databases.

This database is for use in major moves of collections either planned or in response to an emergency. The Collection Manager in consultation with the Registrar, Assistant Registrar for Collections, and Assistant Registrar for Acquisitions maintain this database. Only staff that are appropriately trained enter data into the Packing Database.

The Classical Museum Ledger Database contains a record for each line of the Classical Museum Ledger and was created to provide easy access to the information stored in that ledger. Each record contains information relating to the:

Classical Museum Ledger Database Information

  1. Text in each column as entered in the ledger;
  2. Disposition of objects listed in the ledger; and
  3. Accession numbers of any objects catalogued in one of the Museum's Collections.

The Registrar oversees this database. Only staff approved by the Registrar, Assistant Registrar for Collections, and Assistant Registrar for Acquisitions will edit records in this database. Records are kept permanently in the database regardless of whether the objects are present in the collection or not.

Data Recording Forms and Files

Data recording forms are used to record data during the processing of objects; the data are then entered into the database. The procedure for using the forms may be found in the Registration Staff Manual maintained by the Registrar.

Location Change Forms are used to record a single change of location. Collections Management staff record the old and new location when an object is moved. Registration staff use the form to enter the change of location in the database and to double-check the data entry for accuracy. The forms are then filed in the workroom (room 011) according to the date the object was moved. They are kept permanently.

Artifact Request and Tracking Forms are used to record multiple changes in locations. Collections Management staff and Registration staff record the location changes. When the object is returned to its storage location, Registration staff uses the form to enter the changes of location in the database and to check the data entry for accuracy. The forms are then filed in the workroom (room 011) according to the date the object was first moved. They are kept permanently.

Weight and Measurements Forms are used to record weight and measurements. Registration staff enters the information into the database and check for accurate data entry. The forms are then filed in the workroom (room 011) according to date entered. They are kept for a period of six months after being entered into the database and then discarded.

Munsell Forms are used to record color identification information. Registration staff records the color identification information on the form, enters the information in the database, and check for accurate data entry. The forms are then filed in the workroom (room 011) according to date entered. They are kept for a period of six months after being entered into the database and then discarded.

Digital Photography Log is created when taking photographs. It is used to link a digital photograph with the correct object accession or incoming number. After the images have been uploaded and renamed, the forms are filed in the workroom (room 011) according to the date the photo was taken. These forms are kept for a period of three months after being entered into the database and then discarded.

Inventory Forms. After inventory is taken, the information is entered in the database and checked for accurate data entry. Inventory Forms that are simply a check-off list without additional information are filed and kept for a period of one year after the inventory is completed and then discarded. A description of the inventory, the group of objects inventoried, the date and the general results are recorded on a list of completed inventories maintained by the Registrar. If the Inventory Forms include additional information regarding the objects that is not recorded in the database, in the Source/Donor Files, or Object Files, that information must be recorded prior to discarding the Inventory Forms or may be copied and preserved in the Object Files if appropriate.

Exhibits History

A list of exhibits produced and/or held by the Museum in both Museum and off-site spaces since the earliest manifestation of the current Museum is maintained so all staff have access to this information. It includes the official title of each exhibit, the location, the source of the exhibition if other than the Museum, brief description, and the opening and closing dates. Recent exhibits--from September 2002 to the present--are maintained on the Museum's web page. The Registration, Education and Information Technology Sections update and maintain these current and ongoing lists.

Section Heads have also initiated a project to formulate a system and policies for addressing exhibition history records so that they can be unified, consolidated, preserved, and made accessible. As of May 2005 this information resides in multiple places and is maintained by various sections. The system will bring together all surviving paper and digital exhibit documents; identify a location for maintaining files, and identify a procedure for preserving and managing the files. It is recognized that such records are to be permanently preserved. This file will contain:

Exhibit History File Information

  1. Information on the history of the creation of the exhibit;
  2. Names of individuals, staff, and curators involved in its production;
  3. Schematic diagrams of the exhibit layout and mounting plans;
  4. Color and fabric swatches of materials used in producing the exhibit;
  5. Label text;
  6. Graphics files used in the production of labels and graphics
  7. Press;
  8. Information on associated events;
  9. Marketing text, press releases, or cross references to published marketing text in the publications files; and
  10. Any other information gathered during the course of exhibit preparation that is appropriate for documenting the development and production of the exhibit.

The following exhibit-related information is already incorporated into a system for preserving original information. Exhibit information in the systems below will not be kept in the Exhibits History Files:

Exhibit Information not kept in Exhibits History Files

  1. Digital images and printed photographs of exhibits will continue to be preserved in the Documentary Multimedia Collection;
  2. Publications referring to exhibits, such as newspaper articles, programs, flyers, posters, catalogues, will continue to be kept in the Publications Files and Publication Database; and
  3. Registration documents, such as Loan Agreement Forms, Record of Receipt Forms, or correspondence with lenders regarding arrangements for shipping, transporting and insuring objects used in exhibits, will continue to be kept in the ource/Donor Files.

Publications Files

The Publications Files consist of physical originals and copies of publications containing references to the Museum, its collections, events, programs, staff, and volunteers. Each publication reference has a corresponding database record in the Publications Database. Each publication reference is assigned a unique identifying number consisting of the year of publication (or 0000 if unknown), the letter 'P' and a consecutive number used to track the physical copies and database records; examples include:

Publications Files Examples

Whenever possible, an original or copy of each publication reference is obtained and kept in the Publications Files. Most publications that are of an appropriate size are kept in the Publications Files in room 018. They are filed in order according to the Publications number. If the original is on highly acidic paper such as newsprint, only a photocopy on less acidic paper is kept.

Even if the Museum is not able to acquire a copy of the published reference, a Publications record is created in the Publications Database, but no publication will be filed in the Publications Files. The Publications Database record will then indicate that the Museum does not own a copy or the reference information may, however, show where the publication can be found.

In addition, when a publication does not fit conveniently in the Publications Files, it may be stored elsewhere. Publications with references to the Museum that are bound and are appropriate for the Library Collection will have a record created in the Publications Database. The book will be accessioned into and stored with the Library Collection. The Publications Database record will show that the publication is stored in the Library Collection and will give the Library accession number. If the reference to the Museum in the publication is limited to a reasonable number of pages, it may also be photocopied and kept in the Publications Files. Oversize publications, such as posters, that cannot fit in the files and are also not appropriate for the Library Collection may be kept in the same storage area as other oversized materials found in the Documentary Multimedia Collection.

The Registration Section is responsible for updating and maintaining these records and keeping the originals and original copies secured. Staff, volunteers, and researchers may access the information in these records through photocopy.