Inventory (museums)

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An inventory is an itemized list of objects that a museum has accessioned or received via loan(s) and must be physically located by an examiner. A complete, one-hundred percent inventory, or a random inventory of the collection should be carried out periodically to ensure the museum is operating under best practices and for security purposes. [1] The museum is legally responsible and ethically obligated for the maintenance of up-to-date information detailing the location of all objects within the collection, including loaned items and objects that have yet to be accessioned; this is stipulated by many museum associations, including the American Association of Museums. [2]

Contents

History of Practices (U.S.)

The American Association of Museums published its "Code of Ethics for Museum Workers" in 1925 [3] which presaged the creation of training courses for the appropriate management of museum collections. [4] The first rules for the registration of museum objects was published in 1958, the work of Dorothy H. Dudley, of the Museum of Modern Art in New York and Irma Bezold, of the Metropolitan Museum. [5]

Necessity

Inventory Project in the National Museum of Ireland - Natural History in 2009 Inventory Project NMI 2009 03.jpg
Inventory Project in the National Museum of Ireland – Natural History in 2009

The upkeep of the collections’ inventory record is needed for minimum collections accountability. [6] Inventories provide the collections manager and or the registrar with information for insurance purposes, security, and alerts staff to possible conservation or preservation needs of the collection. [7]

Security

The completion and upkeep of and an inventory system helps to deter and aid in the early detection of theft of the collection. The International Council of Museums (ICOM) urges museums to complete and maintain their inventory systems because "If a museum does not know what is in its collection, where the works are located, and the condition they are in, it, in effect, invites theft because it will have no immediate sense that an object has disappeared, and most important, it will have no descriptive information to aid the recovery of an object in the event of a theft." [8]
The type of inventory system used by a museum will be dictated by the Collections Management Policy (CMP). The CMP will determine how often items, what items, and how many items are to be inventory. Museums need to periodically complete a one-hundred percent inventory of their collection, but for the period in between the completion of such an inventory, a random sampling of the collection is sufficient. A random sampling of the collection serves as an indicator for the rest of the collection. If all the items are accounted for in a random sampling, then it can be assumed that rest of the collections’ records is just as reliable. However, a complete inventory provides the institution with the knowledge that the entire collection can be accounted for; the random sampling is used to check the consistency of the collections’ records.

An ongoing inventory method is a system that inventories on a regular basis high value items or items that are more susceptible to theft. This method resembles an iceberg, with the high value items being at the top of the iceberg. As the inventory method progresses further down the iceberg, items of lesser value can be found. Items found toward the center of the iceberg, need to be inventoried less than those found higher up on the berg, and more than items found below its position. Items at the lowest position of the iceberg, below the water's surface, may only need to be inventoried annually. [9] With this type of inventory system, the most important or most valued objects are accounted for on a regular basis.

Review

Inventories serve several purposes, including the opportunity for review of the collections department. Such review includes:

An inventory provides a systematic review of the collections department's records and helps to identify any problems. How smoothly an inventory goes is actually a reflection upon the institution. If an inventory is completed with little or no issues, then the collections department is running well; however, if many issues arise during the inventory process, this may be indicative of a collections department in need of review and change. [10]

Policy

Every museum must complete an inventory on a regular basis and this requirement should be stated in the museum's CMP. The CMP should also outline the steps that need to be carried out in the inventory process, including:

Planning and scheduling

Sufficient time spent in planning must be devoted before beginning such a task as an inventory. A well thought out inventory procedure will efficiently utilize staff and their time. Such procedure should include:

  1. The scope and purpose of the inventory.
  2. Sources of funding for staff and equipment with a commitment from management for adequate time and resources to complete the inventory.
  3. Resources required to complete the inventory (e.g. staff hours, computers, making and labelling equipment, imaging equipment, etc.)
  4. Establish a timetable for the start and completion of the inventory.
  5. Ascertain who will run and or carry out the inventory.
  6. Identify the method of approach to completing the inventory, including standards used to record findings.
  7. How to catalogue and manage information produced by the inventory and how that information will be reviewed and interpreted. [12] [13]

Conducting an inventory

A taxidermied lion's head displayed in the National Museum of Ireland - Natural History, being labelled as part of a museum inventory Cataloguing a lion head.jpg
A taxidermied lion's head displayed in the National Museum of Ireland – Natural History, being labelled as part of a museum inventory

Now that inventory policy and procedure have been established, it is time to carry out the inventory. Conducting an inventory is the final step to the inventory process; it is relatively simple in that the actions are repetitive, but it can be one of the most time-consuming parts of the inventory process, depending upon the size of the collection and the intended scope of the inventory.

Select a method of approach when beginning the inventory process. How will the collection be inventoried? Shelf by shelf; or in numerical order of the catalogue? Once the inventory method is decided, a uniformed and basic inventory record for each object needs to be created. Such a record might contain the following:

  1. Object Number
  2. Object Name
  3. Brief Description of Object
  4. Condition (provides opportunity to conduct a condition check of the object)
  5. Current Location
  6. Notes (any other details not included in checklist, such as alerting the need for conservation treatment)
  7. Recorder and Date [14]

Notes

  1. ↑ Dorothy H. Dudley, Irma Bezold Wilkinson, et al., Museum Registration Methods (Washington, D.C.: American Association of Museums, 1979), 413,415.
  2. ↑ Gordon McKenna and Efthymia Patsatzi, ed., SPECTRUM: The UK Museum Documentation Standard (Cambridge: Museum Documentation Association, 2007), 77.
  3. ↑ "Code of Ethics for Museum Workers". The American Magazine of Art. 16 (10): 555. 1925. JSTOR   23929966.
  4. ↑ Gilmore, Jean Allman; Buck, Rebecca A. (2010). Museum Registration Methods (5th ed.). AAM Press. p. 5. ISBN   978-1933253152.
  5. ↑ Newton, Earle W. (July 1960). "Reviewed Work: Museum Registration Methods by Dorothy H. Dudley and Irma Bezold". The American Archivist. 23 (2): 342–343. JSTOR   40289985.
  6. ↑ Peggy Smith Finch, "The Essential Collections Inventory," in Registrars on Record: Essays on Museum Collection Management, ed. Mary Case (Washington, D.C.: American Association of Museums, 1988),157.
  7. ↑ Dorothy H. Dudley, Irma Bezold Wilkinson, et al., Museum Registration Methods (Washington, D.C.: American Association of Museums, 1979), 334.
  8. ↑ International Council of Museums and International Committee on Museum Security, Robert B. Burke and Sam Adeloye, ed., A Manual of Basic Museum Security, (Leicester, Great Britain: deVoyle, Leicester, 1986), 15-6.
  9. ↑ International Council of Museums and the International Security Committee, "Protection, security and conservation of collections," in Collections Management, ed. Anne Fahy (London: Routledge, 1995), 257.
  10. ↑ Dorothy H. Dudley, Irma Bezold Wilkinson, et al., Museum Registration Methods (Washington, D.C.: American Association of Museums, 1979), 67.
  11. ↑ Gordon McKenna and Efthymia Patsatzi, ed., SPECTRUM: The UK Museum Documentation Standard (Cambridge: Museum Documentation Association, 2007), 77-8.
  12. ↑ Helen Ashby, Gordon McKenna, and Matthew Stiff, ed., SPECTRUM Knowledge: Standards for cultural information management (Cambridge: Museum Documentation Association, 2001), 30-1.
  13. ↑ Gordon McKenna and Efthymia Patsatzi, ed., SPECTRUM: The UK Museum Documentation Standard (Cambridge: Museum Documentation Association, 2007), 78.
  14. ↑ Gordon McKenna and Efthymia Patsatzi, ed., SPECTRUM: The UK Museum Documentation Standard (Cambridge: Museum Documentation Association, 2007), 79. Stuart A Holm, Facts & Artefacts: How to Document a Museum Collection, 2nd ed., (Cambridge: Museum Documentation Association, 1998), 35.

Related Research Articles

Bibliography Organized listing of books and the systematic description of them as objects

Bibliography, as a discipline, is traditionally the academic study of books as physical, cultural objects; in this sense, it is also known as bibliology. English author and bibliographer John Carter describes bibliography as a word having two senses, one, a list of books for further study or of works consulted by an author ; the other, one applicable for collectors, is "the study of books as physical objects" and "the systematic description of books as objects".

Provenance Chronology of the ownership, custody or location of a historical object

Provenance is the chronology of the ownership, custody or location of a historical object. The term was originally mostly used in relation to works of art but is now used in similar senses in a wide range of fields, including archaeology, paleontology, archives, manuscripts, printed books, the circular economy, and science and computing.

History of Science Museum, Oxford University museum of the history of science in Oxford, England

The History of Science Museum in Broad Street, Oxford, England, holds a leading collection of scientific instruments from Middle Ages to the 19th century. The museum building is also known as the Old Ashmolean Building to distinguish it from the newer Ashmolean Museum building completed in 1894. The museum was built in 1683, and it is the world's oldest surviving purpose-built museum.

Preservation (library and archival science) Set of activities aimed at prolonging the life of a record or object

In library and archival science, preservation is a set of activities aimed at prolonging the life of a record, book, or object while making as few changes as possible. Preservation activities vary widely and may include monitoring the condition of items, maintaining the temperature and humidity in collection storage areas, writing a plan in case of emergencies, digitizing items, writing relevant metadata, and increasing accessibility. Preservation, in this definition, is practiced in a library or an archive by a librarian, archivist, or other professional when they perceive a record is in need of care.

Conservator-restorer

A conservator-restorer is a professional responsible for the preservation of artistic and cultural artifacts, also known as cultural heritage. Conservators possess the expertise to preserve cultural heritage in a way that retains the integrity of the object, building or site, including its historical significance, context and aesthetic or visual aspects. This kind of preservation is done by analyzing and assessing the condition of cultural property, understanding processes and evidence of deterioration, planning collections care or site management strategies that prevent damage, carrying out conservation treatments, and conducting research. A conservator's job is to ensure that the objects in a museum's collection are kept in the best possible condition, as well as to serve the museum's mission to bring art before the public.

Metadata Data about data

Metadata is "data that provides information about other data". In other words, it is "data about data". Many distinct types of metadata exist, including descriptive metadata, structural metadata, administrative metadata, reference metadata, statistical metadata and legal metadata.

Inventories are the one method that libraries and archives use to determine whether some items in their collection are in need of preservation or conservation activities. A modern inventory might involve examining item by item with a barcode scanner and a laptop, with the objective of adjusting bibliographic and item records in theirs and OCLC's WorldCat databases. Using a laptop and handheld bar code reader will “reduce human error and inconsistencies, while helping to maintain staff concentration and enthusiasm for the project”.

Collections care Set of actions taken to prevent or delay the deterioration of cultural heritage

Collections care, which is sometimes called preventive conservation, involves any actions taken to prevent or delay the deterioration of cultural heritage. The primary goal is to identify and reduce potential hazards to heritage with thoughtful control of their surroundings. The professions most influenced by collections care include conservator-restorers, curators, collection managers, and registrars.

Collections maintenance

Collection maintenance is a form of collections care that consists of the day-to-day hands on care of collections and cultural heritage. The primary goal of collections maintenance is to prevent further decay of cultural heritage by ensuring proper storage and upkeep including performing regular housekeeping of the spaces and objects and monitoring and controlling storage and gallery environments. Collections maintenance is closely linked to collections care and collections management. The professionals most involved with collections maintenance include collection managers, registrars, and archivists, depending on the size and scope of the institution. Collections maintenance takes place in two primary areas of the museum: storage areas and display areas.

Collection manager

A collection manager ensures the proper care and preservation of objects within cultural institutions such as museums, libraries, and archives. Collection managers, along with registrars, curators, and conservators, play an important role in collections care. Collection Managers and Registrars are two distinct collection roles that are often combined into one within small to mid-size cultural institutions. Collection Managers can be found in large museums and those with a history and natural history focus whose diverse collections require experienced assessment to properly sort, catalog, and store artifacts. A collection manager may oversee the registrar, archivist, curator, photographer, or other collection professionals, and may assume the responsibilities of these roles in their absence within an organization.

Collections management Process of overseeing a collection, including acquisition, curation, and deaccessioning

Collections management involves the development, storage, and preservation of cultural property, as well as objects of contemporary culture in museums, libraries, archives and private collections. The primary goal of collections management is to meet the needs of the individual collector or collecting institution's mission statement, while also ensuring the long-term safety and sustainability of the cultural objects within the collector's care. Collections management, which consists primarily of the administrative responsibilities associated with collection development, is closely related to collections care, which is the physical preservation of cultural heritage. The professions most influenced by collections management include collection managers, registrars, and archivists.

Conservation and restoration of books, manuscripts, documents and ephemera

The conservation and restoration of books, manuscripts, documents and ephemera is an activity dedicated to the preservation and protection of items of historical and personal value made primarily from paper, parchment, and leather. When applied to cultural heritage, conservation activities are generally undertaken by a conservator. The primary goal of conservation is to preserve the lifespan of the object as well as maintaining its integrity by keeping all additions reversible. Conservation of books and paper involves techniques of bookbinding, restoration, paper chemistry, and other material technologies including preservation and archival techniques.

Registrar (cultural property)

A museum/library/archival registrar is responsible for implementing policies and procedures that relate to caring for collections of cultural institutions like archives, libraries, and museums. These policies are found in the museum's collections policy, the guiding tenet of the museum explaining why the institution is in operation, dictating the museum's professional standards regarding the objects left in its care. Registrars focus on sections that include acquisitions, loans, exhibitions, deaccessions, storage, packing and shipping, security of objects in transit, insurance policies, and risk management.

Risk management in museums, libraries, archives and private collections, refers to the measures taken to prepare for and respond to crisis situations that endanger collections, people, and building structures. Common types of emergencies include natural disasters, pests, terrorism, war, and theft or vandalism. These conditions make up 5 of the 10 primary agents of deterioration that effect the longevity of museum collections.

"Found in collection" (FIC) is a term used by a museum to refer to "undocumented objects that remain without status after all attempts to reconcile them to existing records of permanent collection and loan objects are completed". Despite the best efforts of museum staff, museums often have FIC items. This term was developed so that collections with incomplete provenance would be handled ethically and with transparency. Depending on the paperwork and information accompanying the material, the museum has several choices in how to proceed.

Cultural property documentation Aspect of collections care

The documentation of cultural property is a critical aspect of collections care. As stewards of cultural property, museums collect and preserve not only objects but the research and documentation connected to those objects, in order to more effectively care for them. Documenting cultural heritage is a collaborative effort. Essentially, registrars, collection managers, conservators, and curators all contribute to the task of recording and preserving information regarding collections. There are two main types of documentation museums are responsible for: records generated in the registration process—accessions, loans, inventories, etc. and information regarding research on objects and their historical significance. Properly maintaining both types of documentation is vital to preserving cultural heritage.

A Collections Management System (CMS), sometimes called a Collections Information System, is software used by the collections staff of a collecting institution or by individual private collectors and collecting hobbyists or enthusiasts. Collecting institutions are primarily museums and archives and cover a very broad range from huge, international institutions, to very small or niche-specialty institutions such as local historical museums and preservation societies. Secondarily, libraries and galleries are also collecting institutions. Collections Management Systems (CMSs) allow individuals or collecting institutions to organize, control, and manage their collections' objects by “tracking all information related to and about” those objects. In larger institutions, the CMS may be used by collections staff such as registrars, collections managers, and curators to record information such as object locations, provenance, curatorial information, conservation reports, professional appraisals, and exhibition histories. All of this recorded information is then also accessed and used by other institutional departments such as “education, membership, accounting, and administration."

Deaccessioning

Deaccessioning is the process by which a work of art or other object is permanently removed from a museum's collection to sell it or otherwise dispose of it.

Cultural property exhibition

The exhibition of cultural property is a practice used by organizations where collected objects are put on display to the public. The objects are carefully chosen and placed together to offer educational value, and often to tell a story.

Conservation and restoration of bone, horn, and antler objects

Conservation-restoration of bone, horn, and antler objects involves the processes by which the deterioration of objects either containing or made from bone, horn, and antler is contained and prevented. Their use has been documented throughout history in many societal groups as these materials are durable, plentiful, versatile, and naturally occurring/replenishing.

References

 –Albeit the book focuses on Information Management, it still has useful tips on how to conduct an inventory (referred to as an audit) of a collection. The audit procedure listed contains fifteen detailed steps, with a focus on preparation before actually conducting an audit.

 –This publication, although written specifically for federal repositories, has applications to many museums. The essay makes the point that inventories are legally required, especially since the passage of NAGPRA, which mandated a complete inventory of all Native American human remains and associated funerary objects.

 –The subject of inventories is mentioned throughout the book and in particular has part of one essay covering the topic, “Registration in a Historic House Museum,” by Diane Green Taylor. Museum Registration Methods discusses the basics and the functions of inventories. However, Taylor discusses the topic more in depth, revealing that how smoothly an inventory goes is actually a reflection upon the institution.

 –Although inventories can uncover issues they help to solve and prevent future occurrences. This essay is not necessarily a “how to” essay, but rather explains the necessity of completing and keeping up with inventories in institutions.

 –Holm provides a basic step by step procedure in how to set up a new inventory system into a collection.

 –The authors of this publication give a brief overview of the necessity of instituting an inventory system. Theft prevention is cited as the number one reason to have an inventory system in place.

 –The subject of inventory was included in this essay as part of an overview to security issues within collections management. The work gave an overview as to why inventories are needed and required; and gives a very basic synopsis in how to conduct an inventory.

 –McKenna and Patsatzi give a broad overview of what an inventory is and includes procedure set-up and review of an inventory system. The essay also incorporates a short background on possible legal issues and policy requirements.

 –In this publication the National Park Service gives an expansive overview of the inventory process, including such topics as inventory of educational, reproductions, and living history objects; determining the value of museum objects; reporting loss of museum objects; and the list goes on with five other sections. This work is by far the longest and most detailed publication in regards to the inventory process found thus far.

 –Even though this book was originally published in 1991, computer databases must have still been something that only the very big museums could afford, because the inventory techniques make reference to computers yet describes how to complete an inventory using a card cataloguing system. This work may not be that useable to most museums, but to those with out a database, the publication would be helpful.

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