Case study
Wakefield Cultural Services Inventory, Backlogs and Rationalisation
Since 1995 Wakefield Cultural Services have been carrying out systematic improvements to the
documentation of collections. Whilst this is still an ongoing process we now have computerised
records for over 110,000 objects. This represents around 85% of the total collections.
This process is making it possible for us to account for all the objects in our care and subsequently
provide access to them.
The process to date has been as follows:
1995 to 2003 - Computerisation of all accession registers
This has been carried out using a combination of full time and contract staff, funded by both grant
aid and revenue budgets. Accuracy and terminology control is essential. Where appropriate objects
have been classified using SHIC codes.
Ongoing - Inventory of physical objects
On a collection by collection, room by room basis, all objects are checked for accession numbers.
If an object is found marked with an accession number this can be cross referenced against the
computer record (see above), details updated and location recorded. Unnumbered objects are
assigned a temporary number. These take a different format to accession numbers so that they are
easily identifiable and are not permanently marked on objects. We use letter codes to denote
objects from different areas of the collection (SH = Social History, ARC = Archaeology, C =
Costume etc). A computer record is created for each object assigned a temporary number.
On completion of this process every object or group of objects in our care will have a number and a
computer record. This enables us to locate, track and make accessible any object from the
collection. To get to the above stage takes a substantial input of staff time and involves a curator
and documentation officer working together. A laptop is a useful tool to enable records to be
created and edited whilst in collections stores.
Ongoing - Cross-referencing of temporary numbers and accession numbers
Once a collection has been fully numbered we are then able to compare those objects assigned
temporary numbers with those records created from the accession register for which the objects
have not yet been located. Working in logical groups, (such as SHIC numbers or themed
collections), lists can be printed from the database of unlocated accessioned objects and objects
on temporary numbers. Armed with these lists we can then go back into the stores, look at those
objects with temporary numbers and ascertain if any of them actually match those objects recorded
as being accessioned but not yet located. This is where accuracy of data entry is crucial as details
from accession registers such as colours, dimensions etc can be invaluable in reuniting an object
with its missing accession number. If an object can be confidently identified it is permanently
assigned its original accession number and all changes are noted on the printed lists. These are
then passed to the documentation team who update the computer records, adding locations to
accession records and deleting old temporary number records (details of any previous temporary
number are recorded in the accession record).
If this process goes according to plan your list of unlocated accessioned objects and your list of
objects on temporary numbers should both get shorter as more and more objects are reunited with
their original numbers. Again, this is a time consuming process and has been carried out with
Curatorial and documentation staff working together.
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2005 onwards - Rationalisation of remaining objects on temporary numbers
It is inevitable that some objects have remained on temporary numbers and not been matched
successfully to accession numbers. Our next collections management task is to decide what to do
with these largely unprovenaced objects. We are just beginning this stage of the process where we
will have to decide if we wish to retain or dispose of the objects. This will involve careful study of
the collecting policy, investigation of possible transfers to other institutions, analysis of old loan in
and daybooks, and a review of how objects have been used since being in our care. Some will
undoubtedly be accessioned with new numbers, others will fall outside of our collecting remit and
alternative homes will be sought.
Some facts and figures
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110,000 objects recorded on computer
10,000 of these on temporary numbers
2000 objects so far reunited with original accession numbers
Staff involved over the last 10 years: 8 full time curators; 4 full time documentation officers;
7 temporary documentation assistants
(At any one time 4 curators, 1 documentation officer and 1 documentation assistant, none
of whom have had the luxury of working only on this project)
Contact Details:
Organisation: Wakefield Cultural Services
Address: Wakefield Museum, Wood Street, Wakefield, WF1 2EW
Contact: Tim Burge, Registrar
Telephone: 01924 305356
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