Standards for Collections Management
And Artefact Documentation
The following is an outline of the standards in collections management for the community
museums of Prince Edward Island as prepared by the Community Museums Association of PEI
Proper collections management and documentation is an import part of every museum, it
requires the adherence to guidelines and standards while providing structure when acquiring,
accessioning, and working with the museum collection.
Collections Management Standards:
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Create and follow a mandate for collection including the intended theme(s) and noting
any limitations when accepting donations.
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Prepare and follow guidelines for accepting, accessioning and storing artefacts
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Do not accept artefact donations that do not fall within the mandate
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Assign a staff member or member of the board to be responsible for accepting new
acquisitions and completing all necessary documentation.
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Prepare and utilize a transfer of ownership form for every donation accepted. These
forms should include, but are not limited to
Donor’s Name
Address and Phone Number- or any other contact information
Description of Property
Questions such as “How/ When/ From whom did you acquire the object”
Terms and Conditions
The date
A place to sign for both the donating party and the museum staff accepting
Note clearly that the donation becomes the property of the museum
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Retain and make a second copy of this form to act as a receipt for the donor
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Avoid accepting donations with restrictions or limitations placed by the owner/donor
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Avoid long-term loans (more than 6 months)- encourage donation, or short term loans
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Short term loans (3-6 months) are encouraged- complete prepared loan agreement
forms
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Ensure there is a prepared loan agreement for every incoming and outgoing loan, these
forms should include at a minimum: Name and description of loan, condition at time of
loan, the scheduled pick and/or return date, the duration of the loan, and signatures of
both the lending and receiving parties
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Retain all transfer of ownership, incoming loan agreements, and outgoing loan
agreements
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Provide copies of all transfer of ownership, incoming loan agreements, and outgoing
loan agreements to other party involved.
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Assign accession numbers and object ID numbers to all new and existing artefacts (see
number schema at end of document)
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Record accessions in a bound accession register. Accession registers should contain (but
are not limited to) accession number, object ID number, number of objects in donation,
overall description, who accepted it, what type of acquisition it is, the source ID, source
name, and spaces to indicate whether the items has a signed contract, questionnaire,
catalogue form, object labelled, image captured, record entered into Past Perfect and
the date received.
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Prepare a catalogue sheet for each artefact
Catalogue sheets should include (but are not limited to) spaces for
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Accession Number
Object ID number
Object Name, category and classification (see note on nomenclature
Alternative/ Other Name
Number of component pieces
Measurements
Narrative, notes, research, history of use
Early and Late Date
Inscriptions
Condition (with appropriate measurements)
Material
Date (when prepared)
Signature or initials of cataloguer
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Describe each artefact in detail within the catalogue sheet. This includes shape, color,
material, form etc. See end of document for some guidelines to follow when describing
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Measurements must be noted in metric, the Canadian standard. Imperial measurements
can supplement metric if required. Measure the artefact as a whole for height, length,
width, depth, outside diameter. Collect specific component measurements where
needed.
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Condition- the condition of an artefact must be described upon entering the museum.
Record and measure any cracks, rips etc. Provide a detailed account.
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Follow prepared guidelines on terms that can be used in accessing condition. Clearly
outline requirements for an artefact to be deemed “excellent”, “good”, “Fair”, “Poor”
etc.
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Condition must be tracked on a regular basis to uncover any issues in a timely manner
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Each museum must prepare and use an authority list of locations of storage and display.
Once an artefact has a designated location within the museum, the location is recorded.
If an items moves (loan, restoration), the location must be updated.
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Research is a major part of the documentation of an artefact, record all provenances
provided by the donor, and prepare secondary research for each piece in your
collection.
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Apply the object ID number to every artefact in the collection. As each material requires
specific technique, see end of document for guidelines.
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Anything done to an artefact must be reversible. Do not use permanent markers, pens,
white-out etc.
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Record all artefact information (donor, provenance, description, condition etc.) into
electronic collections management software. (Past Perfect has been adopted by most of
the local museums)
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Digitally capture multiple images for each artefact from various angles and close-ups of
markers marks, condition issues and inscriptions.
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Save each image file as its corresponding artefact Object ID number
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Tag images to the records within the collections management software
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Burn two or more CD or DVD copies of all data and images. Store one copy in a safe
location off site.
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De-accessioning artefacts should ONLY be considered if one or more of the following
hold true:
 Physical condition of material is very poor
 Artefact requires excessive or ongoing maintenance
 Artefact duplication- but please keep in mind the “working collection”,
artefacts that can be used to demonstrate or educate your audiences
 If they pose health hazards
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Retain all documentation of de-accessioned artefacts
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Routinely prepare an inventory of the collection and access condition. Make any
necessary changes.
Numbering Schema:
Accession numbers refer to the donation, or lot that was received at one time. Within each lot
are generally a number of items being donated. Each of these items is assigned a unique object
ID. Using the example of CMA.2007.001.120, this is how each section of the number is broken
down.
CMA.2007.001.120
The initial section, CMA refers to the organization where the object resides. Use three letters to
denote your institution when possible.
CMA.2007.001.120
The second section refers to the year in which the object was recorded (ideally in the same year
it was donated). 2007 refers to 2007.
CMA.2007.001.120
The third section identifies the source of the artefact. Mary Smith is the first donor, so she is
given the number 001.
CMA.2007.001.120
The third section identifies the artefact sequence. In this example, it was the 120th piece in the
Mary Smith collection/lot.
If an object has more than one component, say a teapot with lid, the use of letters after the
number denotes these component pieces.
If Mary Smith’s 120th piece in her donation were a teapot with a lid, its number would then be
CMA.2007.001.120 a-b.
To mark a set of objects (such as a set of dishes), the object ID number would require additional
digits. For example: CMA.2007.002.108.1-8 (set of 8 dinner plates)
Guidelines for description:
Always keep in mind that someone will have to visualize the object from your description. If you
feel your words are not enough, draw a picture. (Using effective time management)
Always describe from the general to the particular.
Never name things unless you are sure.
Never, for example, say a wood is maple when you are not sure if it is maple or birch; instead,
mention that it is a light coloured hardwood and try to describe the grain. This follows for
everything you describe. You can always suggest possibilities by adding a question mark or by
saying “possibly….”
Order of description:
Begin with the most obvious elements:
Shape
Colour
Material
For example: “Round, honey coloured maple, pedestal table”
This immediately gives you a general picture of the object to which the mental eye can apply
details
Next, list the details pertaining overall:
Varnished
Veneered
Painted
Or the glaze in the case of ceramics, whether it is:
Clear, or coloured
Shiny or Dull
Smooth or Crackled
Glazed all over or with some parts unglazed (specify)
Each of the parts should be described in detail beginning either at the top and working
systematically down, or vice versa. Important dimensions should be included
Table Top; has inlaid 6 pointed star in mahogany stringing; points are 15 cm from edge; thumb
moulded edge.
Pedestal; is baluster shaped turned wood, 57 cm in high
Base; is square- 45 cm; 10 cm high with 4 ball feet.
If there is more than one colour- mention all colours and the parts to which they belong, listing
the dominant or main colour first.
Within description record any maker’s marks or other marks made to the artefact.
Example:
A Hall Manufacturing Thresher with painted lettering on side, add the following to the end of
your description:
Makers marks located on wooden side board, upper right of thresher, painted in yellow block
letters “Hall Manufacturing/ Summerside, PE”
Note: the use of / indicates what is written is on a line below. Everything should be recorded as
is. If it is written in caps, make sure you write it in caps.