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Documenting Your Handling Collection
It is important that you keep a record of your objects just as you would your permanent collection. It is also important to record the use of your permanent collections for handling.
The following records should be maintained as a minimum .
Entry and Exit Records
There should be a unique written record of any item that enters and when it leaves the museum.
An entry will be needed for:
- objects received from the public into a handling collection
- items acquired for the collection by members of the museum (including purchases).
Donors should be asked to agree if an object could be used for handling, and it should be clearly noted on the entry form.
Accession Records
Accession Records detail items formally accepted into the museum's collection.
If items are retrospectively used from main collections the original donors should be contacted, if possible, and permission obtained to use the objects for handling.
You should maintain a list of all objects in the handling collection.
Minimum information about objects in handling collections should include:
- the object name
- a brief description
- the method of receipt, i.e., purchase, unknown donation, transfer
- the address of donor
- location, i.e., where the object is stored or displayed
- any accompanying information, e.g., story attached to object.
There are mixed views as to whether or not to accession objects for handling into separate collections. Whatever you decide, each accessioned item should be marked or labelled with its permanent identity number. The numbering could indicate an object for handling, e.g., H, to differentiate it from the main accession record.
Downloads
Guidelines for Establishing, Managing and Using Handling Collections and Hands on Exhibits in Museums (Val Munday, MLA. Word DOC, 350Kb)
Useful Websites
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Collections Trust website for everything to do with collections management.