New artifact registration process
The purpose of registration of the museum objects is:
- To establish the Trusts’ right to the object.
- To preserve any association with historic events, places, or persons that an object may have.
- To promote the preservation of the object itself.
- To aid in the interpretation of the object.
- To allow the museum to identify and account for every object of the collection under their care.
Once the decision has been made to acquire an object the following procedures will be followed:
- A transfer of title document will be created. For gifts or loans this would entail a valid gift / loan agreement. In the case of a purchase, a valid bill of sale. Bequests must have a binding transfer from the estate.
- The Museum Manager or Curator will prepare a letter of appreciation in the case of a gift (a copy of this letter will be kept with the gift agreement).
- The object will be entered into an accession register. Loans will be entered into separate loans register.
- The object will be marked with an accession number.
- A work sheet will be filled out containing all information concerning the object.
- The object will be photographed.
- The work sheet will be entered into a database.
- All documents created in the process will be held in a registration folder filed by accession number.
Documents destined for the research collection will follow the first four steps in the process. The files that result from registration will be kept separate from those of the exhibit collection.
Objects within the educational collection do not require this level of detailed paperwork. Objects donated to the museum will not be placed in the educational collection unless so indicated at the time of acquisition or the object has been de-accessioned.