Museum of the Moving Image
Intake (for possible Acquisition)
Donor contacts museum about possible donation OR museum contacts donor with a request for a donation.
If deemed appropriate for the Museum's collection, the artifact(s) is delivered to the museum (donation lot). An artifact receipt is created from a template in Microsoft Word, and issued to donor as proof of transfer of the property to museum for consideration as a donation.
Once a donation is accepted, an intake record is created in the CMS which includes: donor information (managed by the name authority), an accession number, the extent of the donation, the credit line, method of donation, deed of gift date, notes (for valuation and rights). Documents (such as a PDF of the deed of gift) can be attached to this record. The artifacts in the donation lot are given individual number assignments (sometimes in the CMS, sometimes into the Excel inventory worksheet).
Object Entry (after Acquisition or Loan In)
Objects coming in to the Museum are generally inventoried using Microsoft Excel. These inventory sheets are attached to deeds of gift or incoming loan forms. Objects are listed on these inventory sheets at varying hierarchical levels: some in groups, others individually.
Once the donation or loan is formally accepted, the Registrar may assign object accession numbers (handwritten directly onto the Excel sheet) as the objects are processed, or the entire donation/loan may receive one number.
Accession numbers at the Museum are modeled: Year.Donation Number.Object Number, e.g. 1984.5.63. In the CMS, zeros are added to these numbers to ensure proper filing, e.g. 1984.005.0063. If the Registrar does not assign individual numbers to an object, each object is given just the first two parts (e.g. 1990.45). Loan numbers are modeled IL.Loan Number.Object Number, e.g. IL24.35. Again, for filing purposes, these numbers are entered into the system as IL0024.0035.
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.
University and Jepson Herbaria at UC Berkeley
Loan request (such as from a researcher), leading to Object Entry, Acquisition 
, and Loan
(See also the last paragraph, about the handiness of bulk group or lot data, entered at a previous time during Object Intake, flowing into Object Entry screens for individual CollectionObjects)
November 19, 2008: Chris Hoffman and Jess Mitchell visited the University and Jepson Herbaria on the UC Berkeley campus. Dick Moe, Manager of Collections Data and Informatics, gave us a tour of the Herbaria collections and talked with us about various workflows and use cases. Captured here are some notes especially about object entry:
As we came in to the museum main entry, Dick pointed to an open folio of dried plant specimens (collected in the late 1800s according to the label on one of the folio pages), saying these were probably about to go out on loan. These lacked bar codes or they had not yet been entered into the collection management system. Only something like 20% of Herbaria collections are catalogued in the database. Of importance to us, the first time an object is entered into the collection management system might be when it is about to be loaned out! The Herbaria only needs to collect a minimum amount of information as the specimen goes out on loan.
In other cases, initial data entry occurs when data entry resources have been acquired (e.g., via a grant to enter a specific collection into the database in order to make it available to other researchers and the public). In that case, the existing folio pages are gathered together, data entry from the physical labels is performed, and bar codes are then assigned and attached to the folio pages. So at this point, the folio pages will have annotations such as re-identifications. I don't know how much of that enriched data is entered into the collection management system.
Entering the collections area itself, Dick took us through the rows of cabinets, pointing out some of the different kinds of specimens they house (cones, fruits, seeds, as well as dried plants). One of the activities that is quite common in the Herbaria is taking samples (e.g., leaf cuttings) to send to other researchers and collections.
Here is a fairly typical workflow for object entry in the Herbaria:
- A researcher brings in a set of specimens that have been partially prepared: They are dried, stored between sheets, and will have some varying amount of information on labels (where located, species included, date, collector).
- Museum staff ties these into larger bunches that are sandwiched between heavy cardboard sheets into bunches that are up to about 5 inches thick. One collector's submission might end up as one or many of these bunches. Each bunch is assigned a lot number, and information is written into a physical register (the lot log). Dick said they are thinking of creating a digital lot log so there is some initial computerized information.
- These lots are placed in storage cabinets (is the cabinet information then entered into the lot log?)
- Due to a scarcity of data entry resources, these lots could sit in the storage cabinet for decades.
- If there is justified reason to do further work on a lot (e.g., researcher interested in the species collected, is a specimen from a specific area), then it will be processed using a workflow that we didn't really discuss. I suspect that steps include further physical processing to produce proper folio pages, creation of a label that has the appropriate information, data entry into the collection management system, assignment of a barcode, and filing of the physical folio into the correct location. I imagine there is a lot of variability in timing and amount and quality of data, driven by research needs as much as anything.
Some general observations: This workflow reminded me of some of the archives. A group of materials comes in - perhaps a couple hundred specimens perhaps of different species from one collecting event or one donation event. That group is divided into an appropriate number of lots, basically to make them physically manageable. The core information (collector, date, location and such) is probably shared across the group. If there is funding or need, the group (a set of lots at this point) will be further divided, processed, identified and annotated. So the hierarchical splitting of an original grouping of objects seems to hold. Dick Moe and others talked about how nice it would be if the original information from the initial group would cascade into the data entry screens as they processed the objects into more granular groupings.
Additional notes on specimen collections from UC Berkeley workshop (Susan Stone, UCB)
Object (specimen) entry usually follows entry of a collecting event or expedition, including collector, date, and location
Objects may come as a donation
Before intake make sure accession is legal and required collecting permits have been obtained
Inventory related specimens from collecting event: bulk loading of related objects is desirable
Compile contextual information tied to specimens (e.g., recordings, images, field notes)
San Francisco Museum of Modern Art
Records for incoming objects: pre-accessions
Contact
Potential donor contacts curator to offer a work for the collection; or curator contacts potential donor to solicit a donation; or curator contacts vendor to negotiate a purchase.
Initial collections information record
If the contact is successful, the assistant curator creates an agent record for the donor (if none exists) and an object record in EmbARK, the collections management system. Initial records include contact information for the donor or vendor and all available object information, such as artist, title, date, medium, dimensions, insurance value, provenance, and reason for deposit.
Offer letter - gifts
The curator provides the donor with suggested text about the work for inclusion in the donor's official offer letter. Text about the work is derived from the new EmbARK object record.
Curatorial defense
The curator presents a justification supporting the purchase of a work to the accession committee. The justification is included in the work's hardcopy records and EmbARK record.
Accessions summary
Various staff may collaborate to develop an accessions summary for complex, multipart installations considered for acquisition. Summaries describe known requirements and costs associated with acquiring, displaying, preserving, and loaning the work. Summaries exist as Word documents and may be supplemented by images and diagrams, most if not all of which live outside EmbARK.
Pre-accessions borrowed for an exhibition
When a work proposed for acquisition is also to be included in an upcoming exhibition the assistant curator prints a loan form from EmbARK for signature by the donor/lender.
Delivery
The registrar creates a shipping record in EmbARK with information about the work's transportation and delivery. Receipts are printed from EmbARK and sent to the donor or vendor after the work arrives at the museum. Another receipt is issued if the work is not accessioned and returned to the potential donor or vendor.
Temporary ID number
Each incoming work is assigned a unique temporary identification number.
Tracking
Registrar records the location of the work in EmbARK once it is under SFMOMA's jurisdiction. Locations include on-site and off-site storage, and on-site or off-site exhibitions.
Condition report
Registrar completes a condition report upon receipt of the work. The condition report form is printed from EmbARK and filled out as a hardcopy. Works are occasionally condition checked off-site, making off-site access to the database a desirable feature.
Unpacking and installation notes
Registrar obtains necessary unpacking and installation instructions from the donor or vendor. Instructions may be added in whole or in part to the work's EmbARK record. The location of any comprehensive set of instructions, as well as any images of unpacking and installation, may be referenced in the EmbARK record.
Images
Staff capture and/or receive from the donor, vendor, or artist one or more digital images of the work before or after receipt. Images are linked to EmbARK records and added to MediaBin, the digital asset management system.
Accessions ballots
Ballots are prepared by administrative staff for meetings of the accessions committees and subcommittees of the museum's four curatorial departments. Ballots are printed from EmbARK.
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