Inventory (museum)
Encyclopedia
An inventory is an itemized list of objects that the 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
must be carried out periodically to ensure the museum is operating under best practices and for security purposes. 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.
or preservation
needs of the collection.
(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."
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. With this type of inventory system, the most important or most valued objects are accounted for on a regular basis.
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.
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:
Museum
A museum is an institution that cares for a collection of artifacts and other objects of scientific, artistic, cultural, or historical importance and makes them available for public viewing through exhibits that may be permanent or temporary. Most large museums are located in major cities...
has accessioned
Accession number (library science)
An accession number is a sequential number given to each new book, magazine subscription, or recording as it is entered in the catalog of a library. If an item is removed from the collection, its number is usually not reused for new items...
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
Collection (museum)
A museum is distinguished by a collection of often unique objects that forms the core of its activities for exhibitions, education, research, etc. This differentiates it from an archive or library, where the contents may be more paper-based, replaceable and less exhibition oriented...
must be carried out periodically to ensure the museum is operating under best practices and for security purposes. 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.
The Necessity of Inventories
Although inventories require a large amount of work and are not part of the more glitzy side of museum work, their value is nonetheless extremely important. The upkeep of the collections’ inventory record is needed for minimum collections accountability. Inventories provide the collections manager and or the registrar with information for insurance purposes, security, and alerts staff to possible conservationArt conservation and restoration
Conservation-restoration, also referred to as conservation, is a profession devoted to the preservation of cultural heritage for the future. Conservation activities include examination, documentation, treatment, and preventive care...
or preservation
Preservation (library and archival science)
Preservation is a branch of library and information science concerned with maintaining or restoring access to artifacts, documents and records through the study, diagnosis, treatment and prevention of decay and damage....
needs of the collection.
Inventory for 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 MuseumsInternational Council of Museums
The International Council of Museums is an international organization of museums and museum professionals that is committed to the conservation, continuation and communication to society of the world's natural and cultural heritage, present and future, tangible and intangible.- Overview :Created...
(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."
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. With this type of inventory system, the most important or most valued objects are accounted for on a regular basis.
Inventory an opportunity for review
Inventories serve several purposes, including the opportunity for review of the collections department. Such review includes:- are all objects accounted for and found to be stored properly;
- is there any preservation or conservation issues that need to be brought to the attention of the registrar, collections manager, or curatorCuratorA curator is a manager or overseer. Traditionally, a curator or keeper of a cultural heritage institution is a content specialist responsible for an institution's collections and involved with the interpretation of heritage material...
; - is the collections’ location records reliable?
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.
Inventory 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:- an examination of each object and its records;
- the condition of every object should be noted;
- any updates to records shall be made;
- and the inventory list will be filed in the museum’s accession file.
Planning and scheduling an inventory
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:- The scope and purpose of the inventory.
- Sources of funding for staff and equipment with a commitment from management for adequate time and resources to complete the inventory.
- Resources required to complete the inventory (e.g. staff hours, computers, making and labeling equipment, imaging equipment, etc.)
- Establish a timetable for the start and completion of the inventory.
- Ascertain who will run and or carry out the inventory.
- Identify the method of approach to completing the inventory, including standards used to record findings.
- How to catalogueCollection catalogIn museums and archives, the collection of objects or material is normally catalogued in a collection catalog . Traditionally this was done using a card index, but nowadays it is normally implemented using a computerized database and may even be made available online.- External links :* from the...
and manage information produced by the inventory and how that information will be reviewed and interpreted.
Conducting an 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:
- Object Number
- Object Name
- Brief Description of Object
- Condition (provides opportunity to conduct a condition check of the object)
- Current Location
- Notes (any other details not included in checklist, such as alerting the need for conservation treatment)
- Recorder and Date