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Objects are then given object records in the CMS. The Museum's current CMS allows the user to create a given number of new object records based on a generic template; this feature is not used. For inventory-level only records, the accession number, artifact title, classification, a brief description, extent, and location are added. Some descriptive elements, such as material, technique, or creation date may be added. Some authorities may be linked (e.g. production title, manufacturer, etc.) In the Museum's current CMS, authorities are all added on one screen, they are not added along with an object's basic information.
Statens Museum for Kunst
Procedure on arrival of a
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“Visiting work of
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art”
A "Visiting “Visiting work of art" ” is a work that can be found in the museum for a short period of time for photography, conservation, professional assessment etc.
For "Deposit", "New acquisitions" and "Incoming loans"“Deposit”, “New acquisitions” and “Incoming loans”, please refer to the respective folders on the intranet under 'Procedures ’Procedures on arrival of a work'work’.
Before the arrival of a work
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- The Reception checks the registration number and the names of the drivers, which are mentioned on the arrival note from The Registry Office.
- When a "Visiting “Visiting work of art" art” is handed over to the museum, the hauler or owner and the museum sign for the delivery of the work on a form which is handed over by the Registry Office or found on the intranet under "Procedures “Procedures for arrival of a work'work’. By signing, the lender agrees that the insurance liability rests with the lender. For other incoming loans, the transport note from the hauler is a valid form of documentation of the transfer. The receipt is handed over to the Registrar of Incoming Loans.
- The reception must always contact Art Handling, or outside normal working hours, the Out of hours Guard who, together with the hauler, arranges the placing of the work in M1.
- The Registrar of Incoming Loans assigns an EKS number to the work in Globus, and this number is referred to at the point of any movement of the work just as though it was a KMS number.
- Art Handling arranges a time for unpacking as soon as possible after the arrival by agreement with SAFO and KONS. This is (among other reasons) necessary for a potential insurance liability. (Usually a climate box can only be unpacked after 24 hours, unless otherwise agreed upon with the owner or responsible institution). At the time of unpacking KONS assesses the condition of the work and composes a status report along with the courier if there is one.
- KONS instructs Art Handling regarding handling. Three representatives for SMK must be present at the unpacking (an art handler, the relevant curator and a conservator).
- Together SAFO and KONS plan a possible conservation/mounting/remounting. If time allows or if there is a need for conservation, transport to KONS is arranged with Art Handling. Conservation depends on what has been agreed on before the arrival of the work to the museum. Art Handling arranges for storage if the work is not examined or dealt with immediately and communicates the placement to REG.agreed on before the arrival of the work to the museum.
- Art Handling arranges for storage if the work is not examined or dealt with immediately and communicates the placement to REG.
- All moves/placements are communicated to The Registry Office by form or e-mail with reference to the EKS number of the work.
- At the return/delivery of the work, the person who collects the work and the contact person from the museum sign a form for the return/delivery (cf. point 2).
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Procedure on arrival of a “Deposit” to the museum
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A “Deposit” is a work of art which stays in the museum for a longer period according to an agreement. The work will be registered with a DEP number in the museum’s database of works and will therefore form a part of the museum collection. However, it is not owned by the museum.
For “Visiting work of art”, “New acquisitions” and “Incoming loans”, please refer to the respective folders on the intranet under ’Procedures at arrival of a work’.
Before the arrival of a work
- The Registry Office is informed about the case by SAFO.
- The Registrar of Incoming Loans makes an agreement with the owner or the responsible person of the work about the arrival of the work to the museum.
- The Registrar of Incoming Loans can make an appointment and arrange the transport with a suitable hauler.
- If the transport is arranged by SMK, the registrar and possibly a conservator assess whether the work shall be transported in bubble wrap or transport box.
- The Registrar of Incoming Loans agrees on the insurance liability with the owner, Head of Security and SAFO. Therefore, before transportation, the value of the work will be disclosed to the Registrar of Incoming Loans who passes this information on to Head of Security of SMK.
- The Registry Office will reserve the gate and distribute a form regarding the arrival of the work. This is sent to: The Reception, Art Handling, Photography, Control Centre, the relevant curator, the conservator in charge and the relevant conservation unit (this secures backup in case of sickness absence).
On arrival of a work
- The Reception checks the registration number and the names of the drivers, which are mentioned on the arrival note from The Registry Office.
- When the “Deposit” is handed over to the museum, the hauler and the museum sign for the delivery of the work on a form which is handed over by the Registry Office or found on the intranet under “Procedures for arrival of a work’, This is the documentation of the arrival of the work to the museum. A transport agent’s transport note is also a valid form of documentation of the transfer. The receipt is handed over to the Registrar of Incoming Loans.
- The reception must always contact Art Handling, or outside normal working hours, the Out of hours Guard who, together with the hauler, arranges the placing of the work in M1.
- Preferably on the day of arrival, SAFO will do a preliminary registration of the work in Globus and the inventory register as well as notify REG, Art Handling and KONS. The curator in charge will assign a DEP number to the work. (creates a record in GLOBUS).
- Art Handling arranges a time for unpacking as soon as possible after the arrival by agreement with SAFO and KONS. This is (among other reasons) necessary for a potential insurance liability. (Usually a climate box can only be unpacked after 24 hours, unless otherwise agreed upon with the conservator). At the time of unpacking, SAFO takes measurements and carries out the final registration of the work, its composition, number of parts etc. KONS assesses the condition of the work and composes a status report. KONS instructs Art Handling regarding the mounting of the inventory no. (DEP), storage and handling. Three representatives for SMK must be present at the unpacking (an art handler, the relevant curator and a conservator).
- Together SAFO and KONS plan possible conservation/mounting/remounting.
If time allows or if there is a need for conservation, transport between FOTO and KONS is arranged[TW1|#_msocom_1] (cf. Point 8). In cases where time does not permit, conservation will be taken care of later. - The following will apply for works from KKS: KKS arranges for storage where the work will await mounting at PAPIRKONS; only after mounting will it be placed in KKS’ storage folders and made accessible to the public.
- Art Handling arranges photography in agreement with FOTO. The photographers notify Art Handling and SAFO when the work has been photographed. In cases of installation and works which can not be photographed immediately, SAFO will arrange for the procurement of photos, if possible.
- Art Handling arranges for storage space and communicates the location to REG
- All moves /placements are communicated to The Registry Office by form or e-mail with reference to the EKS DEP number of the work.
- At the return/delivery of the work, the person who collects the work and the contact person from the museum sign a form for the return/delivery (cf. point 2).
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Specimens are accepted into the collection and assigned a barcoded collection number ("UC" “UC” plus number for the UC collection or "JEPS" “JEPS” plus number for the Jepson collection). The specimen is usually dried, pressed, and mounted on a specimen sheet, but it can also be preserved in liquid, stored in a bag, etc. Specimens can come from collecting activity, the botanical garden, or other sources.
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- Single specimen that consists of a single object (e.g. mounted on a single sheet). This is the most common situation. A collector or collecting group collects a specimen during a collecting event. The specimen is then accessioned into the collection whereby it can be used in a project or sent out on a loan. The following kinds of data can be applied to a specimen:
- collecting event: Specimens are collected during collecting events. Through this collecting event, one can establish the collection location (geography/locality), collection dates, collection agents, and collection method.
- agent: An agent is a single entity that can perform an action on the specimen. The entity can be a person, a group of people, or an institution/organization. In addition, agents can have multiple roles such as collector, annotator/determiner, author, loan requestor, institutional owner.
- annotation/identification/determination: Specimens can be identified multiple times, but there must be one and only one accepted determination. A history of annotations must be maintained.
- usage: Specimens can be cited in a publication, used in a project, loaned out to another institution, or sampled for DNA analysis.
- voucher (specimen characteristics): Voucher data are bits of information related to specimen characteristics. It can be culled from the specimen itself, as well as any notes or observations (physical or not).
- Examples of voucher types: type, habitat, color, phenology, reproductive biology, nomenclature, odor, cytology, anatomy, other label numbers (i.e. other identifiers assigned to the specimen by institutions or persons such as USDA number or garden number).
- Examples of voucher data sources: specimen, labels, notes, annotations, publications, drawings.
- other specimen/object characteristics (not voucher): Some informational bits about the specimen or object are not stored as vouchers. Examples:
- object type (e.g. specimen, folder, exsiccata)
- original collector number
- preservation/storage type/method (e.g. dried and mounted on specimen sheet, preserved in liquid)
- Single specimen that consists of multiple objects (e.g. mounted on multiple sheets). Specimens that consist of multiple objects require special handling for data related to loans (tracking) and possibly vouchers (observations specific to one sheet). In the example of a specimen with multiple sheets, each sheet would be a single object of an object type "Sheet" “Sheet” that makes up the object type "Specimen"“Specimen”. Data specific to object type "Sheet" “Sheet” can include dimensions, material type, mounter (person who mounted the specimen onto the sheet).
- Multiple specimens bound together in a volume (e.g. exsiccatae). An exsiccata volume or fascicle consists of multiple specimens. It can be considered another object type. For example, the object type "Exsiccata" “Exsiccata” is made up of multiple objects of type "Specimen" “Specimen” which can consist of multiple objects of type "Sheet"“Sheet”. As with Case II, these objects require special handling for data related to loans and loan tracking. In addition, data concerning the object type must be maintained. For example, exsiccata name/title, collectors, volume, pages.
- Multiple specimens mounted on a single sheet. As in Case II, sheets that consist of multiple specimens require special handling for data related to loans (tracking) . A loan request for one specimen should also tag all specimens on that sheet as part of the loan. This example highlights the need for object tracking. One or many specimens are mounted on a sheet which is filed in a folder which is ordered in a cabinet.
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