Verification process

Introduction

From time to time, management may want to ensure that:

1. An item is, in fact, in the location it is supposed to be,
2. The item is properly marked,
3. The information recorded in the database is accurate, and
4. The condition of the item is such that no repair or restoration is required.

Procedure

Any staff member can flag an item for verification. Locate the item in the database. (See Editing an item.) Change the Item Status to “Verification Req’d.”

Specified items

When a staff member is assigned to verify items, they will proceed as follows:

1. Open the “All artifacts” page and filter for only those items flagged as “Verification Req’d”.
2. Select an item.
3. Find the physical item
4. Check to ensure accession number is affixed
5. Ensure all required changes to the database are entered – especially information regarding the condition of the item.
6. Change Item Status to “Normal.”
7. Record in the “Notes” in the database that the verification was done, who did it and the date.

Specified location

When a staff member is assigned to verify items in a specific location they will proceed as follows:

1. Open the “Artifacts by location” page and filter for the specified location.
2. Print the list of items.
3. Find each physical item
4. Check to ensure accession number is affixed
5. Ensure all required changes to the database are entered – especially information regarding the condition of each item.
6. For each item, record in the “Notes” in the database that the verification was done, who did it and the date.