Object Data SheetAn object data sheet records all the information about objects in the collection. It is a process of documenting and managing objects in the museum. The information is recorded when an object comes into a collection and it is a way of relating objects and records to one another. The object data sheet is a permanent record of all the objects in the collection and ensures that the information will always be available for museum staff and the community. Information As all of the characteristics of an object are recorded on the object data sheet, they must be maintained and updated as more information comes to light about the object. It is important to keep an efficient record information system as it facilitates access to the collection, allowing the museum to: Easily respond to public enquiries; Easily conduct research into individual or groups of items; Control the scope of the collection for collection policy purposes; To avoid unnecessary handling of the collection, therefore better conserving the condition of the collection Plan exhibitions and themes For computerised documentation systems, the information will be entered into ‘fields’ on the collection database, from which an object data sheet will be produced. These should be printed on archival paper. The sheets may be filed in a loose-leaf system and/or in a file with other information and records about the object. In order to promote good practice in museum documentation, the standard pieces of information about an object that should be recorded are as follows: Registration number Each item is allocated a unique number. These numbers are sequential (i.e. they follow each other) with a two-numeral prefix representing the year in which the object is accessioned; e.g. 88.26 shows that this was the twenty-sixth object accessioned in 1988. The number sequence starts anew each year; e.g. the first object accessioned in 1997 will be 97.1. Where an object has several parts (e.g. a cup and saucer), those parts are all given the same number but have a letter suffix added: e.g. 88.26a and 88.26b. The registration number is marked on each object; this number links the object with its accompanying documentation. The Registration Number Master Sheet, which should be located at the front of the current year’s Object Data Sheet file, has the list of Registration Numbers. The next free number for accessioning can be found on this sheet. For each accession, fill in a one-line description of the object beside the number, and add name of person making the entry and the date of accession. Object name Write here, in block letters, a brief one-line description or name of the object, using, where possible, standard terms for the object, e.g. saw, tenon; cup and saucer, plastic; NOT tenon saw or plastic cup and saucer. The brief description should include any distinguishing feature such as brand name, manufacturer’s name, material, and approximate date, or exact date if known: e.g. cup and saucer, plastic, Warne & Co, Australia, c. 1930 - 1935; e.g. dress, jacket and belt, silk, metal, plastic, Christian Dior, France, 1956; e.g. saw, tenon, steel and wood, Ward & Payne, c.1900, taped handle. This one line is later copied onto the various index cards; in order to recognise one item from similar objects, it is important to include these details in the one-line description. Donor details Write in the space provided the full name, address and phone number of the donor using block letters. If the object has been bought for the museum’s collection, cross out “Donated By” and put in “Purchased From”, and write in the name/company’s name and contact person, address and phone number. Dimensions Dimensions are always recorded in centimetres. Record in centimetres the height (H), width (W) and depth or length (D/L) of the object. If the object consists of several parts, record the measurements of all parts. If the object is circular, measure the circumference or diameter. For small objects, measure to the nearest millimetre but for larger objects measure up to the nearest centimetre. If it is necessary to note down imperial measurements (e.g. swords are always measured in inches) do so in brackets below the measurements in centimetres. Photo number Maintaining a full photographic record of their collection is a big task for small museums. However, with digital technology and computerized collection databases, it is certainly a task that should be planned and undertaken. Photographs provide a record should anything be stolen, and assist with identifying and accessing information without having to physically look for or handle an object. Photographs should be numbered on the back in pencil with the same number as the object. The photograph can either be attached to the object data sheet or stored separately. Or, if the museum has a computerized collection management system (database) these images can be linked to the object’s record. If there are a lot of object photos, they can be numbered separately from the object number; record the number of the photograph in the space provided. If there is a photograph in the collection which includes the object (e.g. a photo of someone wearing a gown now in the museum’s collection) then record the number of that photo here. Condition on receipt of object This is largely a damage report. Record any specific defect (e.g. crack, broken handle, tears, etc.), or deterioration (e.g. rust, surface, corrosion etc.). Be specific in recording the location of such damage. Avoid terms like “good, fair, bad” as they are too vague. When & where made Enter the date if known. If uncertain of the exact date, enter an approximate date, e.g. c.1900; c.1890 - 1910 (“c.” stands for “circa”, which means “about”). Doubt about the date can also be indicated by a question mark after the date. Often the date can be inferred by patent details on the object, information in an instruction booklet, or from a reference book. Of course the best reference source is the donor. Quite often it is not possible to tell where an object was made. Again, patent details, instruction booklets and reference books can provide useful information. Curators at the state museum can be helpful in assisting with dating and identification. Doubt about place of manufacture can be indicated by a question mark after the country/state. If there is no indication at all of a place of manufacture, leave the space blank; research at a later date may enable this information to added. When & where used Enter here any date/s supplied by the donor as to when the object was in use. Sometimes objects were used over a period of time by different members of a family, for different purposes, so enter these details. If there is doubt, use a question mark to indicate this. Information included by the donor on the donor form should assist in completing this section. Details The description should allow the reader to visualise/recognise the object that is described. Describe in detail the shape and appearance of the object, features such as decorative patterns, colours, inscriptions, what materials are used where, and if present, manufacturer’s marks. Details of marks can be drawn. If the description is long, use the reverse of the sheet or staple an extra sheet of paper to the data object sheet. If in doubt as to whether or not to include a piece of information - include it! History/provenance Write down any history or information that is known about the object. The donor form, donor, or reference books and newspapers are the main source for the history or provenance of the object. (See Information Sheet on Significance) The more information obtained and recorded about an object, the better. Sometimes there will be very little information at first; it may be months or years before information about the object comes to light. If a specific reference to that type of object in a reference book, auction catalogue or exhibition catalogue, is found note down the author, book title, publisher and date published, and page number, e.g. Geoffrey A. Godden, Encyclopaedia of British Pottery and Porcelain Marks (Barrie & Jenkins, London 1975), p.100. Classification Each object is classified according to the categories found in the Object Classification System (Historical collections classifications scheme for small museums by Patricia Summerfield). Search through the tertiary headings for the category which best describes the object to be classified. Once this heading has been found, search through the secondary headings to find a suitable category. Finally locate the primary headings for the broadest category/ies suited to the object being classified. Record each of these three headings in the three spaces alongside the Classification heading. Record: The primary category in capital letters, The secondary category in small letters with a capital letter at the beginning, The tertiary category in small letters. This helps to convey the hierarchical nature of the Classification system. Catalogue card When an object has been classified, its registration number, brief description of the object (copied from the “object name” line), and its placement or location in the museum are entered onto a catalogue card. Each category listed in the Classification system is given its own catalogue card. However, only create these as they are needed. It is a good idea not to alter or erase the object’s location on the catalogue card each time it is moved. A record of location is part of the history of the object once it is in the museum; it informs where the object has been stored or displayed, and when, and where it might be if “displaced”! Donor card Write the name of the donor in the space provided. Each donor is allocated a card with their name, address, and the number(s) and brief description of each object they have donated are listed below. Cross-reference card Most objects will not need to be cross-referenced. However, if an object fits clearly into more than one category listed in the Object Classification System, choose the category that is most appropriate and fill out a catalogue card in the manner described. Then complete cross-reference cards for the other categories. Record the registration number, brief description and main classification category on each cross-reference card. Associated name/subject card If the object being accessioned is associated with a particular place, event, organisation, person, etc., a card in the Associated Name/Subject Index needs to be allocated. Put the Name/Subject at the top of the card as a heading, and list the object/s with their Registration Number on the card. Register The register is usually a firmly bound book in which a record of each object’s information is made, duplicating much of the information on the Object Data Sheet. The information is written in a permanent black ink. Objects are entered into the register in numerical order, as listed on the Registration Number Master Sheet. The entries are made across a double page, divided into columns, whose headings generally correspond to the headings on the Object Data Sheet. Several Object Data Sheet sections may have to be condensed into one column depending on the size of the register. Placement Record the location of the object in the museum e.g. “store: cupboard 1: shelf 1” or “display cabinet 3”, or what is appropriate for the layout of the museum. Record the date the object was placed in that location. Acknowledgement letter Send a letter to the donor acknowledging the donation of their object/s to the museum. The letter should include a brief description of the object. Remember to keep a copy of the letter for future reference. Form completed by Lastly write or sign the name of person completing these details legibly with the date to enable easy reference for future queries. References and further reading: Museums Australia Inc (NSW). Museum Methods: A Practical Manual for Managing Small Museums. Sections 3.4 Cataloguing museum collections and 3.5 Nomenclature Patricia Summerfield, Historical collections classifications scheme for small museums Museums and Galleries NSW, Online Resources, in particular Cataloguing Collections Trust UK Standards Toolkit