Object Entry Requirements


The management and documentation of the receipt of objects and associated information which are not currently part of the collections. Any object which does not currently have an object number assigned by the receiving organization must be dealt with within this procedure.


The procedure for managing and documenting object entry must:

  • Establish the terms and conditions under which objects are being received for deposit;
  • Uniquely identify the newly received object or associated group of objects;
  • Ensure the organisation is able to account for all objects left in its care;
  • Provide a receipt for the owner or depositor;
  • Help establish the extent of the organisation's liability;
  • Indicate the reason for the receipt of the object;
  • Determine a finite end to, or programme for review of, the deposit;
  • Enable the object to be returned to the owner or depositor as required;
  • Allow for objects and associated records to be checked on entry to ensure that they correspond
    to any accompanying inventory and/or transfer of title documentation supplied;
  • Establish who has legal title to the object in case of subsequent acquisition;
  • Capture key information about the object, to be augmented in the future;
  • Inform the decision making-process.

Standards, Guidelines, and Use Cases

Use Cases and Community Design Workshop Notes

American Museum of Natural History Paleo Portal: Acquiring

Matters in Media Art: Pre-Acquisition

Spectrum Procedure: Object Entry

Service Descriptions

Intake Services

CollectionObject Service

ID Service

Definition and requirements from:
Spectrum Version 3.1
Created and Maintained by CollectionsTrust