appendix e: checklist for preservation, · pdf filemuseum property handbook (411 dm volume i)...

Museum Property Handbook(411 DM Volume I)Appendix E

Release Date: E:1New

APPENDIX E: CHECKLIST FOR PRESERVATION, PROTECTION, AND DOCUMENTATION OF MUSEUM PROPERTY

A. THE CHECKLIST

Use the "Checklist for Preservation, Protection, andDocumentation of Museum Property" to inspect and evaluatestorage and exhibit spaces and administrative offices thathouse museum property. It is designed as a management toolto help bureaus evaluate how successfully they arepreserving, protecting, and documenting the museum propertyin their custody. The Checklist contains three parts:

Part I Bureau Checklist for Preservation, Protection, and Documentation of Museum Property

Part II Unit Checklist for Preservation and Protection ofMuseum Property

Part III Unit Checklist for Documentation of Museum Property

B. INSTRUCTIONS

1. Check “yes” or “no” after each requirement. A “no” responseindicates a deficiency at one or more facilities. Use the"Comment" spaces to briefly describe the location of thedeficiency. For example, paintings may be on display in 6administrative offices. List only spaces where the specificdeficiency occurs. A unit may store museum property in twofacilities or two spaces within a facility. If a key controldeficiency is identified in only one space, use this commentsection to describe the location of the deficiency (Example: Building #2, Room #5 - issuance of keys not controlled byreceipt).

2. If additional space is required, describe deficiencies under"additional comments" on page 16. Key additional informationto checklist number (e.g., E.4 [Continued]).

3. Part I can be complete by the bureau to provide informationon Bureauwide policies and procedures.

4. Part II can be completed at the unit level as a self-assessment on the status of preservation and protection ofthe museum property in their custody. Basic requirements tomeet preservation and protection standards are listed under


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the headings:

# storage# exhibits# administrative offices# environment# security# fire protection# housekeeping# planning# staffing

Use the checklist to inspect and evaluate the conditions inadministrative offices, storage spaces, and exhibit spaces.

5. Part III can also be completed at the unit level as a self-assessment of the status of documentation and accountabilityfor museum property in their custody.

NOTE: Unit = a bureau organizational entity (e.g.,administrative unit, office, park, center, laboratory, site,repository, refuge, or accountability area).



PART I - BUREAU CHECKLIST FOR PRESERVATION, PROTECTION, ANDDOCUMENTATION OF MUSEUM PROPERTY

A. AUTHORIZATION

1. There is legislation that covers theacquisition, protection, preservation anduse of museum collections by the bureau.

2. The bureau has a formally adopted,written collections management policy. Ifyes, when was this policyadopted: last revised:

B. GENERAL PLANNING DOCUMENTS

1. There are general and resource managementplanning documents or processes thatpertain to or mention planning,interpretation, and research of museumproperty.

If yes, identify the types of documents:

2. There are bureau collection managementplanning documents, processes, andprocedures solely pertaining to themanagement of museum property.

3. There are unit-specific collectionmanagement and planning documents andprocedures pertaining to the managementof museum property.

C. TRAINING

1. The bureau provides access to trainingcourses in museum preservation,protection, and documentation.

If yes, describe courses, giving the mostrecent date offered, and indicate whotakes the training:

2. The bureau periodically issuesinformation on museum preservation,protection, and documentation trainingopportunities offered by othergovernmental or non-governmentalagencies.

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___


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If yes, describe:

D. COMMENTS:



PART II - UNIT CHECKLIST FOR PRESERVATION AND PROTECTION OFMUSEUM PROPERTY

A. ADMINISTRATIVE OFFICES

Check the appropriate response to thefollowing question:

Is artwork or other museum property (e.g.,furniture) on display in one or moreadministrative offices of the unit?

If yes, complete this section of thechecklist.

1. Issuing keys to office spaces housingmuseum property is strictly controlled bythe use of a signed hand receipt.

Comment:

2. Opening and closing procedures arewritten, approved, and practiced.

Comment:

3. If time allows in a pending disaster(e.g., storm, flood, or fire), there areinstructions that provide guidance forthe safe and secure evacuation ofartwork.

Comment:

4. Smoking is prohibited in offices housing museum property.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___


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5. Levels of relative humidity andtemperature are monitored and recorded.

Comment:YES___ NO___

6. The placement of artwork is away fromheating and air-conditioning vents.

Comment:

7. The visible spectrum of light ismonitored for illuminance level andduration, is controlled, and meets therequirements outlined in the interimstandards.

Comment:

8. The placement of artwork is such thatoutside light does not directly fall onobject(s).

Comment:

9. Ultraviolet radiation is controlled by afiltering material that has UV absorbingproperties.

Comment:

10. Handling and dusting of museum propertyis performed only by staff who havereceived appropriate training.

Comment:

11. Artwork is properly framed and issecurely hung on the wall.

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



Comment:

12. Three-dimensional materials are displayedin areas that minimize accidental damage.

Comment:

13. Through a Conservation Survey (collectioncondition survey), conservators haveprovided the unit a condition assessmentof artwork and other museum property andguidance on setting priorities for careand conservation treatment.

Comment:

B. STORAGE

Check the appropriate response to thefollowing question: Is museum propertystored in a facility located within the unit? If yes, complete this section of thechecklist.

Dedicated Purpose:

1. The museum storage area is used solelyfor storage of museum property.

2. The curatorial office, research, and workareas are separated from the museumstorage space.

3. Flammable liquids and materials,curatorial forms and supplies, andaudiovisual equipment and otherinterpretive materials are stored in anappropriate safety cabinet locatedoutside the storage space.

Comment:

Physical Space:

4. The space is outside the 100-yearfloodplain.

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___


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Comment:

5. The space is in an area that will notflood if pipes break, drains back up, orroofs leak.

Comment:

6. The space is appropriately insulated tohelp maintain stable environmentalconditions.

Comment:

7. If space has windows, they are blocked(e.g., covered with plywood sheets) andinsulated.

Comment:

8. Space has as few doors as possible toenhance security and environmentalcontrol, but has enough to meetrequirements for employee safety.

Comment:

9. Space is as free of water, steam, drain,and fuel pipes as is practical.

Comment:

10. Space is free of water, gas, or electricmeters, electrical panels, and utilityvalves that require monitoring andservicing by non-curatorial personnel.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



11. Space is sufficient for the movement ofstaff, equipment, and objects in and outwithout hindrances (e.g., low ceilings;inadequately sized doors; or narrow,winding, or steep stairways).

Comment:

12. Space is large enough to accommodate thecurrent museum property and anyanticipated growth.

Comment:

13. Space is organized in a way that allowsfor easy access to museum property anduse of proper storage equipment.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

Methods and Techniques:

14. Sufficient equipment (e.g., quantities,sizes, and appropriateness of cabinets,shelving units, and specialized racks) isused to store and contain museum propertywithout crowding.

Comment:

15. Storage cabinets are in good condition(e.g., are free of rust, have gasketsintact to provide good sealing action,have smoothly operating doors) and haveworking keyed or combination lockmechanisms.

16. Storage cabinet drawers are loaded withinthe manufacturer's recommended weightcapacity.

17. Storage cabinets are not stacked morethan two high.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___


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18. Open shelving is free of burrs,splinters, exposed nails, screws, andbolts that can damage museum materials.

19. Museum property that is stacked isprotected by appropriate containers orcushioning materials.

Comment:

20. Storage cabinets and shelving units areraised off the floor at least 2 inches,if on casters or appliance rollers, or atleast 4 inches, if stationary, as aprecaution against potential flooding andto facilitate cleaning of floors andinspection for pest problems.

Comment:

21. Open shelving is stabilized to prevent itfrom tipping over.

Comment:

22. The unit is in an earthquake-prone area.If yes, answer item 23.

23. Restraining bars or elastic cords areattached to edges of shelves to preventobjects from falling off shelves duringan earthquake.

Comment:

24. Closed cell polyethylene foam is used instorage cabinet drawers and on shelvingto cushion objects. (Exception: Ifnatural history specimens are to be usedfor analysis of organic chemicals, nokind of plastic is used in storage containers.)

25. Objects in storage cabinets are placed in

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



specimen trays, padded or otherwiseprevented from shifting when drawers areopened and closed.

26. Storage containers (e.g., boxes,envelopes, and herbarium folders) aremade of archival quality materials.

Comment:

27. Wet specimens are stored in a space thatprovides appropriate ventilation. Spacesand/or cabinets housing wet specimensthat have been treated with pesticide androcks or minerals that are radioactiveare identified by a health/safety sign.

Comment:

28. Wet specimens are stored in a manner thatprevents cross-contamination ofpreservatives by fumigants.

Comment:

C. EXHIBITS

Is museum property exhibited in a facilitylocated within the unit? If yes, completethis section of the checklist.

1. Exhibit plans are reviewed to ensure thatpreservation and protection needs ofmuseum property are adequately addressed.

Comment:

2. Exhibit cases are designed and fabricatedin a manner that ensures the security andpreservation of museum property (i.e.,minimizes heat build up; controls llight,relativehumidity, and dust levels; andprevents access by insects).

Comment:

3. Exhibit cases are designed and fabricated

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



in a manner that facilitatesmaintenance(i.e., ease of access forinspection, inventory, cleaning, androtation of sensitive materials).

Comment:

4. Where needed, mounts constructed ofmuseum quality materials are used tosupport objects and specimens.

Comment:

YES___ NO___

YES___ NO___

D. ENVIRONMENT

Temperature and Relative Humidity:

1. Levels of relative humidity andtemperature in storage and exhibit spacesare monitored on a daily basis to providean accurate and complete picture of allchanges in both of these environmentalfactors during each year.

2. A record of daily observations, notingoccurrences such as unusual exteriorclimatic conditions, a leaky roof,re-calibration of equipment, or anunusual visitation pattern, is maintainedto help explain any variations inrelative humidity and temperaturereadings.

3. Records of relative humidity andtemperature readings and of dailyobservations are permanently retained inthe unit's files.

4. Records of relative humidity and

temperature readings and of dailyobservations are reviewed and analyzedmonthly to determine relative humidityand temperature highs, lows, means, andthe frequency and extent of fluctuations.

Comment:

Light:

5. The visible spectrum of light is

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



monitored for illuminance level andduration, is controlled, and meets therequirements defined in the interimstandards.

E. SECURITY

Key Control:

1. Keys to storage spaces and exhibit casesare issued only to those employees havingdirect responsibility for museumproperty.

2. Issuing of keys to museum storage spacesand exhibit cases is strictly controlledby the use of signed hand receipts.

Comment:

Access Control:

3. Written, approved procedures forcontrolling access to the property bynon-curatorial staff, outsideresearchers, and visitors areimplemented.

4. All researchers, visitors, andnon-curatorial staff who enter thestorage area are escorted at all times byunit staff.

5. A visitor/researcher sign-in log is usedto record names and addresses ofvisitors, the date of visit, the timeentered and departed, and the reason forthe visit.

Comment:

6. Opening and closing procedures for museumspaces housing museum property arewritten, approved, and practiced.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



7. Museum property in exhibit spaces isgiven additional protection at times ofhigh risk, such as during times ofvisitor crowding or of special eventactivities.

Comment:

8. The special needs of museum property areincorporated into the unit's emergencyplan.

Comment:

9. Entrances to spaces housing museumproperty are equipped with metal orsolid-core wood doors that have dead boltlocks.

Comment:

10. Intrusion alarm systems appropriate tothe risks involved and to the nature ofthe museum property are operable inspaces housing museum property.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

11. Installed intrusion alarm systems areinspected and maintained on a regularschedule to ensure that they are fullyoperational. (If unit has no intrusionalarm systems, print "N/A" indicating notapplicable after the “NO" response.)

Comment:

12. Small, highly sensitive, and valuablemuseum materials, and natural historytype specimens housed in museum storagespaces are kept in cabinets with keyed orcombination locks.

Comment:

YES___ NO___

YES___ NO___



13. Irreplaceable, particularly sensitive,and valuable museum property used inexhibits is protected in cases or byother means that provide protection fromtheft or vandalism without making accessimpractical.

Comment:

F. FIRE PROTECTION

1. Fire detection and suppression systemsappropriate to the risks involved, to thenature of the museum property, and to thestructure housing the museum property areoperable.

2. Fire detection and suppression systemsare inspected and maintained on a regularschedule to ensure that they are fullyoperational. (If the unit has no firedetection or suppression systems, print"N/A" indicating not applicable after"NO" response.)

Comment:

3. An appropriate number and type of fireextinguishers are installed according tothe anticipated types of fires, thenature of the museum property, and thesize of the protected area.

4. Fire extinguishers are inspected annuallyto ensure that they are operational. (Ifthe unit has no fire extinguishers, print"N/A" indicating not applicable after"NO" response.)

5. Staff are trained in the use of fireextinguishers.

Comment:

6. Museum property on top of shelving orstorage cabinets does not obstruct thedischarge heads for fire suppressionsystems and is not closer than 18" to theceiling.

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



Comment:

7. Structures and spaces housing museumproperty (e.g., walls, floors, ceilings,doors, and windows) are madefire-resistant to the extent possible,given the nature of the structure.

Comment:

8. Flammable liquids and materials arehoused outside museum storage spaces and,regardless of where stored, suchmaterials are housed in approvedflammable storage cabinets with properventilation.

Comment:

9. The special needs of museum property areincorporated into the unit's fire plan.

Comment:

G. HOUSEKEEPING

1. Housekeeping in museum property spaces isperformed according to an establishedschedule.

Comment:

2. Unit-specific general rules andprocedures are written to provideguidance on handling and housekeeping.

Comment:

3. Smoking, drinking, and eating in museumstorage and exhibit spaces are prohibitedin writing.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



4. Relative humidity and temperaturemonitoring equipment is calibratedquarterly.

Comment:

5. If a hygrothermograph is used to monitorrelative humidity and temperature, it isregularly maintained (e.g., linkage iscleaned and ink is replenished). (If ahygrothermograph is not used, print "N/A"indicating not applicable after "NO"response.)

Comment:

H. PLANNING 1. The unit has an approved plan for

managing and preserving museum property.(If yes, indicate the title and approvaldate under comment.)

Comment:

2. Through a conservation survey (collectioncondition survey), conservators haveprovided the unit an assessment of thecondition of museum property on exhibitand in storage, and guidance on settingpriorities for conservation treatment.

Comment:

I. STAFFING

1. Unit staff have been assigned curatorialresponsibilities to ensure thepreservation and protection of museumproperty.

Comment:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



2. Unit staff have received training in thepreservation and protection of museumproperty.

Comment:YES___ NO___



PART II - UNIT CHECKLIST FOR DOCUMENTATION OF MUSEUM PROPERTY

A. GENERAL PLANNING DOCUMENTS

1. The unit has general and resourcemanagement planning documents orprocesses that pertain to or mentionplanning, interpretation of, and researchon museum property.

If yes, identify the documents:

B. COLLECTION MANAGEMENT DOCUMENTS ANDPROCEDURES

1. The unit has bureau-specific writtenprocedures governing the accessioning,cataloging, and disposal of its museumproperty.

2. The unit has unit-specific writtenprocedures governing the acquisition andmanagement of its museum property.

If yes, indicate whether the proceduresprovide for the following:

a. Accessioning (property term =Acquisition)

b. Cataloging (property term =Identification)

c. Lending -Incoming loan -Outgoing loand. Physical Inventorye. Reconciling lossesf. Deaccessioning (property term =

Disposal)g. Risk management, such as reducing

risks to collections, and insuranceh. Access to collections and collections

informationi. Other, describe:

3. These unit-specific procedures are inconformance with bureau policy and areofficially approved by the unit manager,if written at the unit level, or Bureau Head, if written at the bureau level.

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___YES___ NO___YES___ NO___YES___ NO___YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



4. The unit-specific procedures cited in 1 &2 are periodically reviewed by bureauheadquarters, region, or unit staff. Ifyes, how often ___________ and by whom:________________________ (title)

________________________ (unit)

5. Collection management responsibility isassigned to a person on the unit staff.

6. Responsibility for collection managementis reflected in the unit's work plan.

7. Responsibility for collection managementis reflected in staff positiondescriptions.

C. SCOPE OF COLLECTION STATEMENT

1. The unit has an approved Scope ofCollection Statement or equivalentdocument. If yes, complete #2-6:

2. The Scope of Collection Statementstates the purpose of the museumproperty collection.

3. The Scope of Collection Statementdescribes the types of museumproperty that are appropriate to theunit's stated purpose.

4. The Scope of Collection Statementidentifies all appropriatelegislation, regulations, policies,and conventions relevant to museumproperty.

5. The Scope of Collection Statementidentifies Department, Bureau, andunit specific policies and proceduresrelevant to the accessioning and useof museum property.

6. The unit holds only museum propertythat is covered by the Scope ofCollection Statement.

D. DOCUMENTATION STORAGE AND PRESERVATION

1. Collection documentation records (e.g.,accession, catalog, and deaccessionrecords) are kept for all museumproperty.

2. Collection documentation records (e.g.,

field notes, accession, and catalog

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



records) are housed in association withthe collections. If no, indicate wherehoused:

3. Field generated records (i.e., thosedocuments generated in the field at thetime of collecting museum property suchas archeological or scientificcollections) are housed in associationwith the collections. If no, describewhere housed:

4. Documentation exists for the unit'scollections in only one museum propertysystem. If no, describe the additionalsystems in use:

5. Only archival quality materials (e.g.,acid-free paper) are used for collectiondocumentation. Indicate percentage oftotal collection documentation usingarchival quality material ___%.

6. The collection records are housed in aroom with written access procedures.

7. There are archivally-sound photocopies,stored off-site, of all one-of-a-kindcollection records (accession andcatalog) stored off-site.

8. Museum property management records (e.g.,accession and catalog records) areidentified on the bureau recordsdisposition schedule as being retained bythe Bureau.

9. All paper accession and catalogcollection records are kept in alockable, insulated safe, file, or vaultthat will maintain an interiortemperature of less than 350 degrees Fduring one-hour exposure to temperaturesof at least 1700 degrees F, or anequivalent. If an equivalent is in use,describe:

10. If the container noted above is housed ona level of a building above ground level,the container is also rated to withstanda drop of 30 feet.

11. Magnetic media (floppy disks, tapes),

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



backup collection data files, videotapes, and slides are stored in alockable, insulated safe, file, or vaultthat will maintain an interiortemperature of not more than 125 degreesF, or in a vault with equivalent orbetter protection.

12. A disaster recovery plan is in place forcollection documentation records.

E. ACCESS TO RECORDS

1. Written procedures are implemented tocontrol access to the museum propertyrecords by non-curatorial staff, andvisitors/researchers.

2. A visitor sign-in log is used to recordnames and addresses of visitors, date ofvisit, time and the purpose of the visit.

3. A statement of copyright restrictions ismade available with the visitor sign-inlog.

4. Provision has been made to restrictaccess to data protected by theArcheological Resources Protection Act(ARPA) and by other pertinent laws andregulations.

F. ACCESSIONING (Acquisition)

1. There are established procedures toaccept museum property into thecollection. If yes, describe proceduresand identify the directive:

2. A staff member is formally authorized toaccept museum property into thecollection. If yes, give title:

3. All museum property is accessioned orformally accepted into the collection. If yes, describe procedures:

Accession Book:

4. A bound accession book (or receiving log)made of archivally-sound paper (ragpaper) is used to register and accessionall incoming museum property.

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



If yes, complete #5-7. Does theaccession book provide for the following:

5. Consecutive entries and pages.

6. Record of sources of accession andhow acquired.

7. Recording multiple objects/specimensin a single accession transaction when appropriate.

8. A copy (e.g., photocopy or microfilm) ofthe accession book is stored away fromthe unit location.

Accession Receiving Report:

9. An Accessioning Receiving Report orequivalent document is completed for eachaccession.

Accession Folder and Contents:

10. An accession folder or an equivalent isused to file accession documents.

11. All accession files contain proof of

legal title or authorization forpossession (e.g., deed of gift, and anofficial government transfer of propertyform) for each accession. If no,indicate the percentage of totalaccessions for which there is proof oftitle or authorization:

12. Correspondence on the accession is filedin the appropriate folder.

13. Each accession has an Accession ReceivingReport or equivalent document.

14. Each multiple-item accession has aninventory of items.

Accession and Related Forms in Use:

The unit uses the following forms to documentmuseum property:

15. Requisition 16. Receiving Report or Accession Receiving

Report or equivalent form17. Transfer of Property 18. Receipt for Property 19. Inventory of Property

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___YES___ NO___

YES___ NO___YES___ NO___YES___ NO___



20. Case Incident Report 21. Report of Survey

- List other forms in use:

Attach a sample of each accession and relatedform currently in use or under development(in draft).

G. CATALOGING (Identification)

Catalog cards-paper copy:

1. Catalog cards are generated for museumproperty. If yes, complete thefollowing:

2. Catalog cards are completed inmultiple copies. If yes, indicate howmany and how they are filed:

3. Up-to-date duplicates of catalogcards are maintained off-site.

Attach a sample of each type of catalog cardcurrently in use or under development(draft).

Catalog data:

4. Discipline-specific data are recorded(e.g., data specific to archeological,biological or geological collections).

5. Physical description is recorded.

6. Object and/or specimen condition data arerecorded.

7. Storage location data are recorded.

8. If yes to 7, storage location data isupdated when objects are relocated.

9. Appraisal values are recorded forcollections with market value, such aspaintings and Native American materials. If yes, indicate what percentage of theobjects with market value have beenappraised:

______% in last 5 years; ______% inlast 10 years; ______% in last 25years

Catalog folders:

YES___ NO___YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



10. A catalog folder is used to fileadditional materials on a specificobject/specimen when needed. If yes, thefolder contains the following:

11. Research data12. Field-generated records13. Other (describe):

14. Object condition reports are completed bycuratorial staff. If yes, indicate thepercentage of objects for which conditionreports have been completed:_______

15. Object conservation and/or treatmentreports are completed by professionalconservators.

H. IDENTIFICATION OF MUSEUM PROPERTY ANDRECORDS

1. Museum property is marked with correctidentifying catalog numbers.

2. Numbering (identification) of museumproperty is done with reversible markingmaterials (i.e., the number can beremoved without damaging the object). Please describe procedure:

3 . Associated documents filed in Accessionor Catalog folders carry accession and/orcatalog numbers in pencil.

I. INVENTORY RECORDS

1. Collection inventories are conductedannually.

2. A baseline 100% inventory has been done.

If yes, date last done:

3. Approved random sample inventories arecompleted.

4. There is a category of controlledproperty that, because of intrinsicvalue, monetary value, or vulnerability,is tracked more rigorously than othermuseum property. If yes, describe:

5. When museum property is missing, a recordis made. If yes, list record formnumber:

YES___ NO___


YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



6. When museum property is damaged, a recordis made. If yes, list record formnumber:

7. Reports of survey are completed for allmissing museum property.

8. Reports of survey are completed for alldamaged museum property.

J. LOAN RECORDS

Incoming loans

1. Written incoming loan procedures are inplace.

2. If the unit has incoming loans that arecurrently in effect, list the number ofincoming loans and the total number ofitems in incoming loans.

Number of current incoming loan transactions: ________________

Total number of items on all current incoming loans: ________________

Outgoing loans

3. Written outgoing loan procedures are inplace.

4. The unit has made outgoing loans that arecurrently in effect. If yes, indicatethe number of outgoing loan transactions,and list the total number of items inoutgoing loans.

Number of current outgoing loantransactions: ________________Total number of items on all currentoutgoing loans: ________________

K. PHOTOGRAPHS

1. The unit has a program to photograph, forrecord purposes, unique objects and/orspecimens in the collections. If yes,indicate the percentage of collectionsthat have been photographed: ___________

L. AUTOMATION

1. All or part of the museum documentation

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



system is automated. If yes, indicatethe types of documentation automated andthe percentage of collection for whichautomated records exist:

DOCUMENTATION AND % AUTOMATED

Accession Records

___________________________________Catalog Records

___________________________________Physical Inventories

___________________________________Loan Records

Incoming______________________

Outgoing______________________

Describe system software:

___________________________________Describe system hardware:

___________________________________

M. DEACCESSIONING (Disposal)

1. The unit deaccessions (disposes of)museum objects. If yes, answer #2-6.

2. Written deaccessioning procedures arein place.

3. A staff member recommends museumproperty for deaccessioning.

4. Written approval for deaccessioningis obtained. If yes, check theapproval authority below (check one):

Unit Head _____ Regional Director_____

Bureau Head _____ Unit Committee _____

Regional Committee____ Bureau Committee _____

Other _____ Describe:

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___

YES___ NO___



5. Deaccessioning authority exists in law orregulations. If yes, cite the authority:

6. The unit has the authority todeaccession using the following means(check all that are applicable):

# Transfer to other unit in Bureau# Transfer to other bureau in DOI# Transfer to other Federal entity# Exchange with non-Federal

Institution# Sale to non-Federal Institution# Gift to non-Federal Institution# Sale to individuals or entities

other than non-FederalInstitutions

# Exchange with individuals orentities other than non-FederalInstitutions

# Repatriation# Discard or Destruction

N. STAFFING

1. Unit staff have been assigned curatorialresponsibilities to ensure thedocumentation of museum property.

2. Unit staff have received training in thedocumentation of museum property.

YES___ NO___



YES___ NO___


YES___ NO___

YES___ NO___

Additional Comments (use additional pages if necessary):

appendix e: checklist for preservation, · pdf filemuseum property handbook (411 dm volume i)...

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