Entry Records
(SPECTRUM Procedure: Object entry)
Why do it?
Object entry is a SPECTRUM Primary Procedure, required for Museum Accreditation (see below).
The SPECTRUM Minimum Standard will:
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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.
What policy decisions are needed?
(see Object entry - Policy requirements)
You should decide, and record in a written policy:
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The circumstances in which deposits will be accepted, including an indication of the
persons who are authorised to do this;
 The conditions which the organisation will apply to the return of deposits;
 How long, and in what form, enquiry information is held;
 How the organisation should deal with objects that have not been collected or returned to depositors.
What form should entry records take?
Many museums use carbonless, triplicate forms as a convenient way to create entry records. The
top copy of the form is kept in an entry file; the second copy is given to the owner or depositor as a
receipt, while the third copy is kept with the object.
Some museums use a book, usually known as the entry book or day book. This is not the same as
an accession register, which is used to formally record the acquisitions into the museum's
permanent collections. Using only a daybook to record object entry does not meet SPECTRUM or
Museum Accreditation standards as the museum does not provide a receipt for the depositor or
provide terms and conditions of deposit. If you are using a daybook then to meet the SPECTRUM
Minimum Standard it needs to be used in conjunction with entry forms.
When is it done and who does it?
The Object entry procedure should be used where an object arrives which does not already have
an identifying number assigned by your museum. All objects entering the museum must be logged
and a signature obtained before the depositor leaves the museum. If a museum representative
goes out to collect something, then they should take an entry form with them.
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Many museums keep blank object entry forms at the front desk. Some museums only permit items
to be left when a curator is present, but many objects arrive when no curator is available so most
museums authorise other staff to log new arrivals. Front-of -house staff will need to have the
system explained to them as part of their basic training. Nobody should be left in charge of a
museum without a brief explanation of object entry procedures.
Entry forms should still be filled in for unsolicited items that arrive at the museum and when
depositors leave without filling in a form. It is important to be able to account for all material that
has entered the museum and to record if items arrived unsolicited or if the owner's name and
address isn't known. For more information on how to deal with unsolicited and unwanted gifts see
the Collections Trust factsheet Disposing of objects you may not own.
When carrying out retrospective documentation it is not necessary to create entry records. They
are a current record of what has entered the museum before any decisions are made. For more
information on retrospective documentation see the Collections Trust factsheet Retrospective
Documentation and Making an Inventory.
What information is recorded?
(see Object entry - Policy requirements and Steps 4-5)
Terms and conditions for deposited objects are important. They may include the following:
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A statement of the care and responsibility that will be taken by the organisation;
A disclaimer of liability;
A declaration of the right to dispose of objects not collected by the depositor by an agreed date;
A disclaimer concerning opinions on objects;
A refusal to give valuations;
For a proposed acquisition, a statement about the ownership status of the object(s);
For a loan in, the steps that the organisation will take to return the object(s);
In all cases, a timescale for any action;
Establishment of which party is liable to costs incurred by the deposit e.g. transport costs.
Always consult your institution's normal source of legal advice when establishing terms and
conditions of deposit, or if you are in any doubt as to the ownership or legal status of an object.
Terms and conditions are printed on the back of Collections Trust Object Entry Forms.
The entry form should have space to record the following information:
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Entry number
This is a unique number assigned to the entry of an object or group of objects and used to
track objects prior to their return or acquisition. The number should be the one assigned to
an entry form or receipt. It may be necessary to prefix the number to distinguish it from
other reference numbers (particularly from the permanent identity number which is given to
any object which goes on to be acquired by the museum and accessioned into its own
collection). If it is not possible to count the number of objects deposited, eg in the case of a
large number of potsherds, indicate the size of the deposit in an appropriately practical way,
eg 2 boxes. For further advice see the Collections Trust factsheet on Numbering;
 Name, address and telephone number of the current owner (and depositor if different).
Ensure the rights associated with this information are respected
It is important that the owner of the deposited object be identified in case of subsequent
acquisition of the object. If the depositor is not the owner, and especially if the object is
being offered as a gift or sale, the depositor should sign to confirm they have the authority
to offer the object. The preferred method of doing this would be to have a signed statement
from the owner, confirming that the depositor is acting on his or her behalf;
 Entry date;
 Brief statement of condition and completeness (identify the composite parts of objects
which might appear as one thing)
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It is particularly important to check the condition of the object at the time of deposit. This will
establish the original condition of the object in the case of any claims against the
organisation by the owner, as well as protecting the existing collections against infestation
in the case of deposited objects carrying invasive organisms, eg moulds, woodworm.
Brief description of the object(s), including any accompanying information concerning
production, usage, etc;
Entry reason;
Entry method;
Number of objects deposited, where possible
If it is not possible to count the number of objects deposited, e.g. in the case of a large
number of potsherds, indicate the size of the deposit in an appropriately practical way, e.g.
'2 boxes'. In this instance, it will be appropriate to assign numbers to groups of objects
rather than individual items. Thought should also be given to the different levels of
recording appropriate eg a summary list, rather than an itemised list of specimens, may be
all that is immediately required, or indeed feasible;
Requirements of the owner (or depositor) including return details and confidentiality of
information provided to the organisation;
Agreed return date;
Signature of the owner (or depositor if different);
Name and signature of the organisation's official who receives the object.
Other information which might be recorded includes:
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Insurance details (including a previously agreed valuation);
Note of packing materials if necessary (they may be an integral part of the object);
Field collection information where relevant (method, context, co-ordinates, finder);
Additional information about the object where relevant, including: a hazards note (eg
chemical, radioactive); any legal/licence requirements (eg a firearms licence); any
associated rights (eg copyright); the owner's asking price if it is being offered for sale.
What happens to the completed forms?
(see Object entry - Steps 6-9)
Give a copy of the recorded information to the depositor as a receipt for the object(s). Inform them
of the organisation's terms and conditions for accepting deposits according to the reason for the
deposit, including their rights in the personal information that the organisation now holds.
If the depositor is not present, but known, when the material is received (eg if items arrive through
the post), send them a copy of the entry documentation as a receipt and ask for a copy to be
signed and returned.
If the depositor is not known (eg items arrive unexpectedly, anonymously, through the post with no
details of ownership), record as much detail as possible, including photographs (if legally possible).
Include an explanatory note indicating that the depositor was not available to verify details.
Tag the object with a temporary label marked with the Entry number. If the object is in pieces, or
cannot easily be tagged, place it in a container and tag the container.
Record the location of the object. Keep this information up to date as the object is moved and/or
returned.
When using triplicate forms one copy is the depositors receipt, the top copy then goes immediately
into an 'entry file' where it serves as the museum's master record. This entry file is a very important
archive and must be kept safe. The third copy of the entry form remains with the object whilst it is
being processed.
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Processing the object
(see Object entry - Steps 10-13)
If an object is being offered for acquisition, record the:
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Proposed object purchase price if appropriate;
Reference to related information and correspondence about the potential acquisition;
Rights of ownership;
Any other rights associated with the object (eg copyright);
Object valuation (for insurance or indemnity purposes if required).
If an object is being offered on loan or for research, record the:
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Reference to a loan or other information file;
Object valuation (for insurance or indemnity purposes only)
Any other rights associated with the object (eg copyright);
Object valuation (for insurance or indemnity purposes only).
Where unsolicited objects are deposited anonymously, deal with them in line with the
organisation's policy on aquisition or disposal.
If the object is returned to the owner use the Object exit procedure.
Notes
(see Object entry - Legal environment)
The deposit of certain natural history specimens and objects made of ivory etc. may be restricted
as a result of the Wildlife and Countryside Act 1981 and CITES schedules respectively.
The deposit of archaeological material may be restricted as a result of the Treasure Act 1996
(England & Wales); Treasure Trove and bona vacantia, Scotland; Historic Monuments and
Archaeological Objects Order (NI) 1995; Isle of Man Licences; Treasure Trove legislation, Channel
Islands. It may also be affected by the Portable Antiquities recording schemes. For more
information see Standards in Action: Working with Archaeology published by MDA and the Society
of Museum Archaeologists.
Collections Trust Object Entry Forms
Pre-printed Object Entry Forms are available from the Collections Trust, for sale or as a sample to
help you create your own in-house forms. These carbonless, triplicate forms include a transfer of
title agreement and terms and conditions. Separate Collections Trust Transfer of Title Forms are
also available.
Object Entry Forms are available either from stock, or prenumbered and overprinted with the
museum name and address. They are printed on the reverse with standard terms and conditions
for deposit.
Instructions for using Collections Trust Object Entry Form
The forms are in triplicate. The top (white) copy of the form should be filed immediately into an
'entry file' where it serves as the museum's master record.
The second (pink) part of the form should be given to the depositor as a receipt for the objects.
When this is done, you should draw attention to the museum's terms and conditions for accepting
deposits, printed on the back of the form. This part of the form must be presented when items are
returned to the owner or their representative.
The third (blue) part of the form should be kept with the deposited objects.
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Managing the Entry process
This entry file is a very important archive and must be kept safe. It should be clear from the file of
entry forms what objects have entered the museum and what eventually happened to them. So
that you have a complete record of every object that has entered the museum it is very important
that Entry forms are filed in numerical order without any gaps in the sequence. If a form is removed
for any reason, for example to send to a depositor retrospectively, a note or photocopy of the form
should be put into the file.
When material is returned to depositors they should sign and date the form to show that they have
received their objects. The signed copy of the form should then be filed in the entry file as a record
that the material has been returned to the depositor.
It is also useful to record when an object has been accessioned, passed to another museum or
otherwise disposed of. It is important to retain the link between Entry records and Accession
records by recording the Entry number in the Accession Register and in your museum catalogue. It
is also useful to record the accession number on the Entry form.
The Entry file should be checked regularly to make sure that objects left at the museum have been
dealt with.
Sources of help and advice
This factsheet is an adapted version of: SPECTRUM: The UK Museum Documentation Standard.
Cambridge: MDA, 2005.
See also:
Harrison, Margaret & McKenna, Gordon. Documentation: a practical guide. Cambridge:
Collections Trust, 2008.
Longworth, Christine & Wood, Barbara ed. Standards in Action: Working with Archaeology,
Cambridge: MDA and Society of Museum Archaeologists, 2000.
SPECTRUM
SPECTRUM is a standard created by and for the museum profession to promote good practice in
museum documentation. It covers all those areas of museum activity that produce information, and
is the result of contributions from documentation practitioners in museums throughout the UK. It is
available free, for non-commercial use, at: http://www.collectionstrust.org.uk/spectrum
SPECTRUM defines 21 Procedures, which describe the process of documenting and managing
objects in a museum. Section 4 of the Accreditation Standard uses SPECTRUM as the basis for its
documentation requirement. The 'minimum records' referred to can be achieved by following the 8
SPECTRUM Primary Procedures:
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Object entry
Loans in
Acquisition
Location and movement control
Cataloguing
Object exit
Loans out
Retrospective documentation
This work is licensed under the Creative Commons Attribution-NonCommercial-Share Alike 2.0 UK: England & Wales License. To view a copy of
this license, visit http://creativecommons.org/licenses/by-nc-sa/2.0/uk/
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