Tuesday, February 19, 2008

Detailed processes used for inventory

Several process steps are involved in inventorying the two types of artifacts in the historic county courthouse collection – those that are “objects” and those that are “archives” (typically paper documents).

Process for objects

--An Object Catalog Worksheet with 22 items to note for each object is completed in as much detail as possible for proper inventory purposes.

--Using the number which should be affixed to each item, the object is referenced to the original acquisition registers used in the former Cleveland County Historical Museum. If there is information in the register beyond accession number, date, and donor, that additional information is added to the Worksheet.

--Each object is referenced to the original nomenclature used in the former museum to identify classification and object name. In addition, the now-standard classification and name are looked up in reference works and identified on the Worksheet.

--The individual completed Worksheet for each object is placed in a notebook, grouped by the years in which the objects were acquired by the former museum and placed in accession number order.

--Each object whose Worksheet is completed is placed upstairs in the former courtroom in groups according to their classification.

--A photograph is taken of each object with the accession number of the object visible. A back-up copy of each photograph is stored on a disk.

--Each object’s Worksheet information is inputted into a computer with the assistance of Past Perfect (museum collection software) for further reference, location, and identification.

--Photographs are uploaded into the Past Perfect software for further reference and identification.

--Each object is properly stored with regard to the specific preservation need (e.g., acid-free paper).

Process for archives

--Each archive is to be identified in detail and stored in an acid-free folder. Each folder will be placed in a box according to the subject of the archive. Each box will have a list of the archives with the name and description of each archive.

--Each archive’s information will be inputted into the Past Perfect software.

--A scan of each archive will be completed and uploaded into the Past Perfect software. A backup copy of each archive will be stored on a disk.

--Each archive will be properly stored with regard to specific preservation need (e.g., acid-free folders, box off of floor).