MANAGING INFORMATION about the museum’s collection objects and object transactions (including objects in temporary custody) is one of the primary tasks of registrars and collections managers. Several documents (with some variations) are common to most museums and form the basic paper-based records in museums using manual registration systems. These documents describe the objects, record the activities involving them, and define their legal status (e.g., ownership or custody). The format of any of these documents will be specific to the system in place in a given museum, but the functions are the same for all. In this chapter, manual registration systems are discussed, but it should be noted that the same essential information should be recorded whether the collection management system in use is fully manual, fully electronic, or a combination of the two. For discussion of the use of computer-based systems, see CHAPTER 4C, “Computer Systems and Data Management,” and CHAPTER 4D, “Digital Asset Management Systems.”
The essential documents in a manual documentation system include:
Information about objects coming to the museum may originate with the registrar, curator, donor, maker, vendor, or others. The original documents (those bearing signatures) should be filed and archived, and the steps between the receipt and return of an object or its accession should be carefully tracked. It is a best practice to issue receipts for all objects coming into the museum’s custody for any reason. Elements of a receipt include:
The terms and conditions under which the museum receives objects should be included. The registrar (or another authorized staff member) and the depositor sign and date the receipt. The owner of the object receives a copy, and the museum’s registration office keeps one or more copies on file.
A deed of gift (also called a gift agreement, deed of re-conveyance, statement of gift, or certificate of gift) substantiates the transfer of title to an object from the owner to the museum (see CHAPTER 3B, “Acquisitions and Accessioning”). The agreement is usually generated by the recipient museum and a copy is forwarded to the object owner for signature.
A deed of gift should be issued on museum letterhead or on a special form bearing the museum’s legal name and address. As with all museum documents, it should be printed on acid-free paper. Three originals are generated: Two are forwarded to the owner for signature, and one is kept on file in the museum registration office. The owner signs both copies received and returns them to the museum. The museum director (or other authorized official) then countersigns both copies and returns one to the owner. This system ensures that both the owner and the museum will have signed copies of the agreement and that the museum will have a reference copy on file throughout the transaction. The museum’s signed and dated gift agreement is kept in the object document file organized by donor’s last name.
The gift agreement should contain the following information:1
Although possession of a completed gift agreement is the optimum manner of substantiating title to an object, alternate documentation—such as correspondence from a donor expressing an intent to make a gift and a gift acknowledgment letter from the museum—may serve the same purpose. However, if it is determined that the documentation on hand does not support the transfer of title, the museum may wish to have the donor sign a confirmation of gift statement, indicating that the object was donated and the date on which donation took place. If the donor is unwilling to provide such a statement, a letter should be sent to the donor by certified mail indicating that unless advised otherwise by a given date, the museum will consider the object a donation to the collection as of that date.
Fractional gifts (or gifts of fractional interest) are those in which title to a portion of a work is given to a museum; the museum often stipulates that full title must be received at a later time. It is important to note that in the case of a fractional gift, a separate gift agreement document must be issued as title for each portion of the gift is transferred to the museum, unless the initial gift contract stipulates the progressive transfer on a predetermined schedule. Legal counsel must be consulted to ensure transfer of title for fractional gifts.
A letter of acknowledgment is usually issued with the gift agreement. Sent as a cover letter to the agreement, this document serves to thank the donor for the gift and to provide instructions about completion of the gift agreement. The acknowledgment letter typically is signed by the museum director or the curator of the department and includes a description of the donated object. A copy of this letter is kept on file with the gift agreement.
The US tax code changes often as new legislation is passed and regulations are revised; therefore, it is imperative for registrars, collections managers, development officers, curators, and directors to keep abreast of new tax developments. Information in this chapter reflects laws in place at the time of writing.
The museum may be asked by a donor to complete IRS Form 8283 (Noncash Charitable Contributions) after an object has been accepted for the collection. It is the donor’s responsibility to obtain and circulate Form 8283 for completion, but as a service to donors, the museum may wish to keep blank copies of IRS forms relating to donations on hand.2 The museum is required to complete only those sections of any IRS form that apply to its action and should avoid giving any tax advice or other inappropriate assistance to a donor. The museum’s signature confirms only the receipt of the gift as described on the form; it does not imply agreement with the monetary value assigned by the donor (see CHAPTER 7E, “Appraisal”). A copy of Form 8283 signed by a museum official should be placed in the object file with the gift agreement when the original is returned to the donor. If the museum sells, exchanges, or otherwise disposes of property described in Form 8283 (or any portion thereof) within three years (or the period prescribed by current law) after the date of receipt, the museum must file Form 8282 (Donee Information Return) with the IRS.
Copies of paperwork approving purchase, an invoice or bill of sale, purchase order, or receipt for payment related to objects purchased for the collection are appropriate to include in the registrar’s document files, along with any warranties the museum may require from the vendor. Recent trends have made it imperative for the museum to have a warranty of title and indemnification for the purchase of most objects.
Identification numbers form the link between each object and the information about that object and, thus, should be assigned as soon as an object enters the museum’s custody. Sometimes the only way to distinguish objects from one another is by the number they are assigned. The number for each piece must be unique, and it must appear on the object as well as on the records (see CHAPTER 5A, “Numbering” and CHAPTER 5F, “Marking”). The numbering system selected must be adaptable, simple, and capable of expanding as the collections grow. Because descriptive information about the object will be found in the records, it does not need to be coded into an identification or accession number.
A master object file or accession log, maintained by one person, prevents numbering inconsistencies and ensures that a number is not skipped or duplicated, and provides a readily accessible running list of the institution accessions, in date order, which serves as a reference for the object catalog and other files in which object information is kept. It need not be elaborate, but should be clear, orderly, easy to read, and difficult to alter. In a manual system, the information is typically recorded a bound ledger book or in a card file. Numbers should be listed in order with enough information to identify the object and its source. More detailed information or tracking of actions is better kept in other files. On a periodic basis, the master object or accession log should be microfilmed or photocopied for offsite storage.
Once an object has been formally accepted for the permanent collection, an information form (often called a worksheet, accession sheet, or catalog sheet) should be completed. This form is used to compile as much information as is available about the item and its acquisition. Although the terms accession information and catalog information are often used as synonyms, there is a distinction between them. Accession information includes a physical and material description of the object, acquisition information, current condition, and accession number. Depending on the type of museum, the monetary value and status of copyright may be included as well. Catalog information includes provenance and history, bibliographic references, an assignment into intellectual categories as followed by the museum or its discipline, and in some museums a catalog number that differs from the accession number.
A condition report should be completed when an object enters the museum’s custody to provide a baseline against which future examinations can be compared (see CHAPTER 5E, “Condition Reporting”). Condition reports should also be prepared when an object goes on exhibit or comes off exhibit, when an object is sent out on loan or is returned from a loan, or when monitoring a particularly vulnerable or deteriorating object. An object condition review may be part of a collection inventory (see CHAPTER 5K, “Inventory”). Condition reports on objects owned by others but in the custody of the museum are particularly important to verify the care the object received. The condition report form may incorporate a checklist or free text but should include the following elements:
In some museums, documentation of the copyright of the object forms another part of the object record. Documentation relating to copyright should be generated at the time of object acquisition. The museum may desire to have an exclusive or nonexclusive copyright license for an object it acquires. If the item is acquired from the artist, maker, or copyright holder, language addressing copyright status can be incorporated into the gift or sale agreement. If the donor is not the copyright holder, a separate document may be sent to the owner of copyright with a request for signature (see CHAPTER 7C, “Copyright”). These documents become part of the object file.
A loan agreement for objects coming into the museum’s custody, either for exhibition or study, should be completed before the museum accepts delivery of the object (see CHAPTER 3K, “Loans”). The loan agreement describes the objects on loan, the lender and borrower, terms and conditions of the loan (including who will pay which expenses), and the beginning and ending dates of the term of the loan. Similar to a gift agreement, this form must have the museum’s legal name, address, and telephone numbers clearly indicated. Other elements of the loan agreement include:
The loan agreement should list the conditions that pertain to the loan, with language about responsibility, notification to the lender of any damage, reference to any state laws about unclaimed property, and limits or exclusions to insurance coverage.3
A parallel agreement is used when a museum lends objects from the collection to another museum, using a form generated by the lending institution. The borrowing institution may negotiate changes and make modifications as its own policies dictate. The information about an outgoing loan becomes part of the object’s history, so the loan agreement or reference to it is added to the object’s document file or record.
Data about objects are put in the registration files when the objects are incorporated into the collection. Over the years, information reflecting object research, exhibition, and publication history, and changes in object status should be added to the files. The addition, modification, and deletion of information must be monitored by the registrar or collections manager. In a manual system, it is often obvious that information has been changed—erasures, crossing out, different typefaces, handwriting, and different paper or card stocks tell the tale. Nevertheless, a record of who made changes and on what date will provide a means of verifying the information and its reliability. Typically, only designated staff are permitted to amend information. Subjective information (such as attributions or interpretations of subject matter) and time-sensitive information (such as condition assessments or insurance values) should be initialed and dated by the person amending the file.
Within the time constraints of the museum’s activities, the registrar should assign a high priority to the timely updating of information and filing of new information or documents. In addition to maintaining and updating information, the registrar takes physical care of the files. Acid-free paper should be used for folders, cards, and documents. Documents in folders must be protected from creasing, paper clips, and staples. If prongs are used to hold papers, care must be taken that they do not damage the documents or adjacent documents. File labels must be firmly attached, neatly printed, and replaced as required. Care should be taken that acid from an older document does not contaminate papers in physical contact with it. A long-term view of preservation is essential in organizing and maintaining these files.
Responsibility for the safety and security of objects extends to the safety of the documentation connected with them. Disasters do happen, so steps should be taken to prevent them (see CHAPTER 6A, “Risk Management Overview”). Off-site storage of duplicate records will safeguard essential collection information in the event of loss. Various methods of duplication have been successfully employed—for example, cards and documents can be photocopied, documents can be transferred to microfilm or microfiche, or scanned for electronic storage. Duplicate records should be stored in a secure offsite area with controlled access. More than one person should know where records are stored and how to retrieve them.
Duplicate object records with basic descriptive information and an image should be made. A record of current loans with insurance values for the objects should be made and secured. Copies of acquisition records (deeds of gift or bequest, receipts of sale, etc.) should be stored off-site as well. Establish a schedule for routinely producing and storing duplicate collection records to stay up to date with new acquisitions and new versions of records. If there is an index for stored records, be sure it is updated, and keep a copy at the museum. The frequency of updating duplicate records will depend on the quantity of new records, the value of the objects, and an evaluation of the risks to registration records.
Registration files with information about the collection are valuable assets to the museum. The information is essential to exhibiting and interpreting as well as responsibly accounting for the collection; insurance values and object condition make a difference in situations of loss or damage. These files must be secured and the integrity of the information safeguarded. The registrar should list risks against which to secure files, periodically evaluating these risks and taking steps to protect against them (see CHAPTER 6B, “Emergencies: Prepare, Respond, Recover”). Sudden disasters that can destroy or damage records include fire, water, and theft, but slower-acting events can also cause significant deterioration or loss including dirt, exposure to light, pests, handling, acidic papers, malicious alteration of data, or well-meaning but misguided and unsupervised alteration of data.
In each museum, safeguards and solutions must be devised within the context of the building itself, the budget, support from museum administration, and the registrar’s ability, resources, and creative problem solving. Safeguards for records in the registration office include:
Records can be considered secure if there are good, up-to-date, duplicate records off-site, personnel who understand and respect the importance of documentation, enough staff to monitor access to files, more than one reference to objects to check information against, an attentive registrar or collections manager who keeps a close eye on files and is familiar with the contents, the museum’s general security practices and procedures are good and the building is protected against fire and intrusion, and access to the registration files is well controlled. •
1. For a detailed explanation and a model deed of gift, see M. C. Malaro and I. P. DeAngelis, A Legal Primer on Managing Museum Collections (Washington, DC: Smithsonian Institution Press, 2012), 235–236, 240–242.
2. Current regulations and copies of IRS forms are available from the IRS website (https://www.irs.gov/). Donors should be encouraged to obtain forms from the website to ensure that they are using the most current version.
3. For a detailed discussion of loans and a model loan invoice, see Malaro and DeAngelis, A Legal Primer, 273–318.
This is an edited and updated version of the article by Kittu Longstreth-Brown, updated by Rebecca Buck, from the previous edition of Museum Registration Methods (2010), who acknowledged the contributions of Anne Fuhrman Douglas, Connie Estep, Paulette Dunn Hennum, Monique Maas, and Dominique Schultes.