Erie Canal Museum`s Forms
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ERIE CANAL MUSEUM FORMS Gift Agreement Form Gift Agreement Form (with restrictions) Purchase Agreement Form Accession Checklist Accession Catalog Worksheet Catalog Form (Photograph) Catalog Form (Postcard) Inventory Form Missing Collection Object Form Condition Report Form (New Acquisitions) Condition Report Deaccession Checklist Deaccession Form Deaccession/Disposition Agreement Incoming Loan Agreement Incoming Loan Receipt Outgoing Loan Agreement Outgoing Loan Receipt Research Request Form Library Use Agreement Form Photograph Sales Policy Artifact Temporarily Relocated Card 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 GIFT AGREEMENT FORM Tracking Number: _____________________________ Date Received: Donor’s Name: ________________________________________________________________ Address: _____________________________________________________________________ ______________________________________________________________________________ Phone Number: ________________________ E-Mail: _______________________________ Transfer of Ownership Statement I/We (the “Donor”) have legal title/ownership and disposal rights of the object(s) described below, together with all copyright, trademark and associated rights. I/We have delivered, and hereby freely, unconditionally and irrevocably give the object(s) described below, together with all copyright, trademark and associated rights, to the Erie Canal Museum in Syracuse, New York. I further agree that the item(s) presented shall become absolute property of the Museum and may be used in such a way or manner as the Museum’s Board of Trustees deem appropriate. Donor: __________________________________________________ Date: _______________ (print and sign) I acknowledge receipt of the object(s) described below on behalf of the Erie Canal Museum. Curator: _________________________________________________ Date: _______________ (print and sign) Description of Object: (type of object, artist/maker, country of origin, date of object, material/medium, and dimensions) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Provenance: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 GIFT AGREEMENT FORM Tracking Number: _____________________________ Date Received: _________________ Donor’s Name: ________________________________________________________________ Address: _____________________________________________________________________ ______________________________________________________________________________ Phone Number: ________________________ E-Mail: _______________________________ Transfer of Ownership Statement I/We (the “Donor”) have legal title/ownership and disposal rights of the object(s) described below, together with all copyright, trademark and associated rights. I/We have delivered, and hereby freely and irrevocably give the object(s) described below, together with all copyright, trademark and associated rights, to the Erie Canal Museum in Syracuse, New York. I further agree that the item(s) presented shall become absolute property of the Museum and may be used in such a way or manner as the Museum’s Board of Trustees deem appropriate with the following added restrictions. _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Donor: __________________________________________________ Date: ________________ (print and sign) I acknowledge receipt of the object(s) described below on behalf of the Erie Canal Museum. Curator: _________________________________________________ Date: _______________ (print and sign) Description of Object: (type of object, artist/maker, country of origin, date of object, material/medium, and dimensions) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Provenance: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 PURCHASE AGREEMENT FORM Tracking Number: _____________________________ Date Received: _________________ Acquired By: ___________________________________ Purchase Price: _______________ Seller’s Name: Address: _____________________________________________________________________ ______________________________________________________________________________ Phone Number: ________________________ E-Mail: _______________________________ Transfer of Ownership Statement I/We (the “Seller”) have legal title/ownership and disposal rights of the object(s) described below, together with all copyright, trademark and associated rights. I/We have delivered, and hereby transfer title of ownership of the object(s) described below, together with all copyright, trademark and associated rights, to the Erie Canal Museum in Syracuse, New York for the agreed upon price listed above. Seller: ___________________________________________________ Date: _______________ (print and sign) I acknowledge receipt of the object(s) described below on behalf of the Erie Canal Museum. Curator: _________________________________________________ Date: _______________ (print and sign) *Attach original receipt to this document Description of Object: (type of object, artist/maker, country of origin, date of object, material/medium, and dimensions) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Provenance: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 ACCESSION CHECKLIST Tracking Number: _____________________________________________________________ Donor/Seller: ________________________________________________________________ Description: (type of object, artist/maker, country of origin, date of object, material/medium, and dimensions) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Gift Agreement Form, Signed by Donor and Curator or Institutional Letter of Gift or Purchase Agreement Form, Signed by Seller and Curator Send “Thank You” Letter to Donor Present Item to the Collections Committee Assign an Accession Number Send Second Letter to Donor Telling of Disposition of Item Fill Out the Accession Catalog Worksheet Enter Data into PastPerfect Mark Accession Number on Object Make Ledger Book Entry Update the Ledger Book Copy at the Safety Deposit Box at M&T Bank 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 ACCESSION CATALOGUE WORKSHEET Object Number: _______________________________ Location: _____________________________________ Source / Donor: _______________________________ Address: _____________________________________ ______________________________________________ Attach Photograph of Object Here Phone Number:________________________________ E-mail: _______________________________________ Object Classification: __________________________ Dimensions: ___________________________ Object Term: ____________________________ Object Name ________________________________ Artist/Manufacturer: __________________________ Medium/Material: _____________________ Provenance: _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Condition: _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Value: ___________ Name of Appraiser: ________________________________ Date: ___________ Accompanying Documentation: ______________________________________ ______________________________________ ______________________________________ _______________________________________ _______________________________________ _______________________________________ Notes: _____________________________________________________________________________________ _____________________________________________________________________________________ Cataloger: ________________________________________________ Date: _______________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 CATALOG FORM (PHOTOGRAPH) Object Number: _________________________________ Photographic Format: ____________________________ Size in Inches: Photograph: _______________________ Mount: ___________________________ Framed? Oversize? □ Yes □ Yes Attach Photograph of Object Here □ No □ No Photographer: ______________________________________________ Date: ______________ Description: (subject category, subject matter, inscriptions, date, location, named persons, etc.) _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Condition: Photograph:____________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Mount:________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Original Negative Number: ______________________________________________________ Copy Negative Number: ________________________________________________________ Publication Data: _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Cataloger: ________________________________________________ Date: _______________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 CATALOG FORM (POSTCARD) Object Number: _________________________________ Classification I (Broad Subject): _______________________ Classification II (Secondary Subject): ____________________ Size in Inches: __________________________________ Attach Photograph of Object Here Postmark Date: __________________________________ Manufacturer: __________________________________ Artist: _______________________________________________________________________ Description: (image depicted, black & white or color, date, postmark, and any text) Front: ________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Back: ________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Condition: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Publication Data: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Cataloger: ________________________________________________ Date: _______________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 INVENTORY FORM Date: __________________________ Room: ________________________________________ Section: _______________________________________ Shelf Number: _________________ OBJECT NUMBER DESCRIPTION CARD ______________________________________________________________________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 OBJECT NUMBER DESCRIPTION CARD ______________________________________________________________________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 MISSING COLLECTION OBJECT FORM Object Number: _____________________________________________________________________ Type of Object: ________________________________________________________________ Description: (artist/maker, country of origin, date of object, material/medium, dimensions, and distinguishing marks) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Date the Object was Discovered Missing: _________________________________________ Person who Discovered the Object was Missing: ___________________________________ Where was the Object's Last Recorded Location? __________________________________ Where was the Object Last Seen? ________________________________________________ When was the Object Last Seen? _________________________________________________ Has any Report Been Filed with any Agency? Yes □ No □ If Yes, When and With Whom? __________________________________________________ *Attach a copy of the report to this document Additional Information: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Museum Official: _________________________________________ Date: _______________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 CONDITION REPORT (NEW ACQUISITIONS) This form should be used upon initial receipt of an object added to the permanent collection of the Erie Canal Museum. Object Number: _______________________________________________________________ Condition: EXCELLENT GOOD FAIR POOR NOT RATED Type of Object: ________________________________________________________________ Dimensions: __________________________________________________________________ Description: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Damage: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ □ Is Conservation Necessary? Yes No *If yes, attach a copy of the conservation report □ Curator: ________________________________________________ Date: ________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 CONDITION REPORT This form should be used for damage and/or deterioration of an object within the permanent collection of the Erie Canal Museum. Object Number: _______________________________________________________________ Condition: EXCELLENT GOOD FAIR POOR NOT RATED Type of Object: ______________________________ Dimensions: ______________________ Description: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Damage: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Name of Person Who Discovered Damage: _______________________________________ How Did the Damage Occur? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ □ Is Conservation Necessary? Yes No *If yes, attach a copy of the conservation report □ Curator: ________________________________________________ Date: ________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 DEACCESSION CHECKLIST Present to the Collections Committee the Object(s) to be Deaccessioned Contact the Donor or the Donor’s Living Relatives Determine the Disposal Method of the Object(s) (Choose One): Transfer or Exchange with Another Institution Sell at Public Auction Sell at Private Auction Destroy the Object(s) Return to Donor Donate for Use as an Educational Item Complete the Deaccessioning Form Photograph the Object(s) for the Record Enter Deaccession Information in PastPerfect Write “Deaccessioned” and the Date of Disposal in RED Ink on Each of the Following Forms: Gift Form Catalog Worksheet(s) Catalog Form(s) Museum Official: _________________________________________ Date: _______________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 DEACCESSION FORM Object Number: _______________________________________________________________ Description: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Donor's Name: ________________________________________________________________ Reason(s) for Deaccessioning: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Final Disposition: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Curator: _______________________________________________ Date: _________________ (print and sign) *If artifact’s value is ≥ $1,000 Board Member: __________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 DEACCESSION/DISPOSITION AGREEMENT The Erie Canal Museum, owner of the property described below, hereby transfers all rights in ownership, title, and interest to the party named as recipient. Said property has been deaccessioned from the permanent collection by the authority of the trustees of the museum and all records have been marked to that effect. Object Number: _______________________________________________________________ Description: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Recipient: ____________________________________________________________________ Organization: _________________________________________________________________ Address: _____________________________________________________________________ ______________________________________________________________________________ Phone Number: ________________________ E-Mail: _______________________________ Recipient: _______________________________________________ Date: ________________ (print and sign) This property has been officially been released from the collection of the Erie Canal Museum under the conditions specified. Curator: _______________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 INCOMING LOAN AGREEMENT Tracking Number: _______________________________ Lender’s Name: _________________________________ Address: _______________________________________ ________________________________________________ Attach Photograph of Object Here Phone Number: _________________________________ E-Mail: _________________________________________ Purpose of loan: _______________________________________________________________ Insured by: _________________________________________ Value: ___________________ Transportation: (if more space is needed attach a separate sheet) ______________________________________________________________________________ ______________________________________________________________________________ Lender’s Object Number: ________________________ Dimensions: ___________________ Description : ______________________________________________________________________________ ______________________________________________________________________________ Arrival Date: _____________________________ Return Date: ________________________ Unless the Erie Canal Museum is notified in writing to the contrary, it is understood that this loan may be photographed and reproduced in Erie Canal Museum Publications and for publicity purposes connected with the exhibition. I agree to loan the above object(s) to the Erie Canal Museum. Lender: ________________________________________________ Date: _________________ (print and sign) Curator: _______________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 INCOMING LOAN RETURN RECEIPT Tracking Number: _______________________________ Lender’s Name: _________________________________ Address: _______________________________________ ________________________________________________ Attach Photograph of Object Here Phone Number: _________________________________ E-Mail: _________________________________________ Lender’s Object Number: ________________________ Dimensions: ___________________ Description : ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Return Date: ________________________ I acknowledge the return of the above object(s). Lender: ________________________________________________ Date: _________________ (print and sign) Curator: _______________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 OUTGOING LOAN AGREEMENT Accession Number: ______________________________ Borrower’s Name: _______________________________ Address: _______________________________________ ________________________________________________ Attach Photograph of Object Here Phone Number: _________________________________ E-Mail: _________________________________________ Purpose of loan: _______________________________________________________________ Insured by: ________________________________________ Policy #: __________________ (Please attach proof of coverage) Value: _________________________ Condition: ____________________________________ (See attached Report) Transportation: (if more space is needed attach a separate sheet) ______________________________________________________________________________ ______________________________________________________________________________ Description : ______________________________________________________________________________ ______________________________________________________________________________ Arrival Date: _____________________________ Return Date: ________________________ I, the undersigned, have received the object(s) listed above from the Erie Canal Museum. It is understood that this loan may be terminated upon two weeks notification in writing from the Erie Canal Museum. Borrower: ______________________________________________ Date: _________________ (print and sign) I Agree to the Loan of the Above Stated Objects. Curator: _______________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 OUTGOING LOAN RETURN RECEIPT Accession Number: ______________________________ Borrower’s Name: _______________________________ Address: _______________________________________ ________________________________________________ Attach Photograph of Object Here Phone Number: _________________________________ E-Mail: _________________________________________ Description : ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Condition: ____________________________________________________________________ (See attached Report) Return Date: __________________________ I acknowledge the return of the above object(s) to the Erie Canal Museum. Borrower: ______________________________________________ Date: _________________ (print and sign) Curator: _______________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 RESEARCH REQUEST FORM Date: ________________________ Name: _______________________________________________________________________ Address: _____________________________________________________________________ ______________________________________________________________________________ Phone Number: _______________________________________________________________ E-Mail: _______________________________________________________________________ Institutional Affiliation (if any): _________________________________________________ I would like information on the following: The Original Erie Canal (1817 to 1917) The Barge Canal (1918 - Present) Genealogical Request Photographs Maps, Charts, Blueprints Erie Canal Museum History Other topic (please list): ________________________________________________ Research Topic: _______________________________________________________________ Information is Needed By (date): ________________________________________________ Requestor: ______________________________________________ Date: _________________ (print and sign) 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 LIBRARY USE AGREEMENT FORM 1. The library is open for research by appointment only. 2. Researchers must register with the museum the first time they use the library. 3. No material may be borrowed or removed from the library. 4. Books and other material may be retrieved by researchers from “open” shelves only. To view restricted material, please ask for assistance from the Curator. 5. Please do not re-shelve library material. 6. The Erie Canal Museum preserves historic material for access to all visitors here and in the future. Certain material may be restricted from use due to fragile condition. 7. Only pencils are allowed in the library. Researchers may also be required to wear cotton gloves when handling historic materials (available for rent at 50 cents/day). 8. Photocopying is at the discretion of the curator. The price for approved material is 40 cents/page. Bulk orders may take up to 3 days to process. 9. The Erie Canal Museum will receive proper credit for any archival material used in publications, books, or research papers. 10. Photographs or other visual material may not be reproduced or published without the written permission of the Curator. Refer to the Photograph Reproduction Fees Form, available from the curator. I have read and agree to the conditions and restrictions listed above. Requestor: ______________________________________________ Date: _________________ (print and sign) Address: _____________________________________________________________________ ______________________________________________________________________________ Phone Number: _______________________________________________________________ E-Mail: _______________________________________________________________________ 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 PHOTOGRAPH USE POLICY 1) The use of an image from the photograph collection may be purchased. The Erie Canal Museum retains the ownership of the image. If a negative or a scan needs to be made, the customer pays for the cost associated with use and processing. The payment is used to maintain the collection. 2) Use Fees: One-time use only: 50.00 per image World-wide use, 10 years use rights: (both non and for-profit organizations) 150.00 per image 3) Photograph Processing Fees: To be determined on an individual basis. 5) Pre-payment by check, money order, or VISA, MasterCard, or American Express is required before the sale proceeds. Make check payable to Erie Canal Museum. 6) Images must be credited as follows: Image courtesy Erie Canal Museum, Syracuse, NY, www.eriecanalmuseum.org 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220 ARTIFACT TEMPORARILY RELOCATED CARD Accession or Tracking Number: ___________________________________________________ Object: __________________________________________________________________________ Original Location Identifier: _______________________________________________________ Current Location Identifier: _______________________________________________________ Reason for Removal: _____________________________________________________________ Date of Removal: ______________________ Expected Date of Return: ___________________ Returned Date: __________________________________________________________________ ------------------------------------------------------------------------------------------------------------------------- ARTIFACT TEMPORARILY RELOCATED CARD Accession or Tracking Number: ___________________________________________________ Object: __________________________________________________________________________ Original Location Identifier: _______________________________________________________ Current Location Identifier: _______________________________________________________ Reason for Removal: _____________________________________________________________ Date of Removal: ______________________ Expected Date of Return: ___________________ Returned Date: __________________________________________________________________ 318 Erie Boulevard East Syracuse, New York 13202 ContactUs@ErieCanalMuseum.org Phone: (315) 471-0593 Fax: 315.471.7220
