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SPECTRUM

Created and maintained by Collections Trust.

Create a receipt and entry record

Prepare for the arrival of an object by: clarifying any specific terms and conditions, briefing the relevant person(s), having a storage location available, checking that the object is in a fit state to be left in the custody of an organization, and confirming that a condition check has been carried out before transport.

Make a record of the object as soon as it arrives, referring as appropriate to documentation already prepared. The record should include: entry number; name, address, and telephone number of the current owner; entry date; brief statement of condition and completeness; brief statement of the object; entry reason; entry method; number of objects deposited; requirements of the owner; agreed return date; signature of the owner; signature of the organization's official who receives the object; insurance details; note of packing materials; field collection information; additional information.

Check the condition of the object at the time of deposit.

Give a copy of the recorded information to the depositor as a receipt for the object. If the depositor is not present, but known, send them a copy of the entry documentation as a receipt and ask for a copy to be signed and returned.

Tag the object with a temporary label marked with the entry number.

Record the location of the object.

Objects offered for acquisition

Record the:
Proposed object purchase price if appropriate
Reference to relation information and correspondence about the potential acquisition
Rights of ownership
Object Valuation

Objects offered for loan or research

Record the:
Reference to loan or other information file
Object valuation

Museum of the Moving Image

Prepared by Natalia Fidelholtz, Registrar, and Megan Forbes, Collection Information and Access Manager.

  1. Donor contacts museum about possible donation OR museum contacts donor with a request for a donation.
  2. If deemed appropriate for the Museum's collection, the artifact(s) is delivered to the museum (donation lot). An artifact receipt is issued to donor as proof of transfer of the property to museum for consideration as a donation.
  3. The donation lot is sorted for duplicates, items in poor condition, or items that fall out of the collecting scope of the Museum. These items are returned to the donor.
  4. The donation lot is presented to the Director and/or collection committee for approval.
  5. If the donation is approved, a complete inventory is made of the donation lot in order to issue a Deed of Gift.
  6. The Deed of Gift package is sent. The Deed of Gift is the formal document that transfers legal ownership of the property from the donor to the Museum. The Deed of Gift package includes:
    -thank you letter with instructions to donor
    -two unsigned copies of the Deed of Gift
    -return envelope
    -mailing envelope
  7. The Deed of Gift is returned signed by the donor and given to the Museum Director for signature. One countersigned copy is mailed back to the donor. If appropriate, an accompanying thank you note from the Director is also sent.
  8. The other countersigned Deed of Gift is filed in the accession file. The donation lot is assigned an accession number and entered into the collection database log.
  9. The artifacts in the donation lot are given individual number assignments. Each artifact is labeled, re-housed and assigned a storage location.
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