handbook documentation

8/2/2019 Handbook Documentation

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T U R A L H E R I T A G E P R O T E C T I O N H A N D B O O K 3D O C U M E N T A T I O NO F A R T E F A C T S ' C O L L E C T I O N S

~ ~ ~ ~ ~ < l I 1 ! '$ 1~ ~ ' & < t S ' $ I c t

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Rep roduc tion is au tho r ized , p rov id in g th a t app ro p ria te m en tion is m ade o f the sou rce , and acopy sen t to the U NES CO (Pa r is ), a dd ress be low . T h is docum en t shou ld be c ited a s : UNESCO , 2007 . C u ltu ra l H e ritage P ro tec tion H andbook W 3 . D ocum en ta tion o f A rte fac ts 'C o lle ctio ns , U N ES C O , P ar is .'&~~


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I N TRODUCT IONTh is book le t is in tended fo r a ll w ho co lle c t and a re fond o f item s

o f soc ia l, a rtis tic an d/o r h is to rica l s ign ificance , as w ell a s those in cha rgeo f pub lic o r p riva te co lle c tions o f such item s.

Th is book le t fo cuses on p rinc ip les o f docum en ta tion . C e rta inm easu res a re d irec ted tow a rd s ins titu tions w ith equ ipm en t andpe rsonne l no t w ith in the m eans o f p riva te ind iv idua ls . H oweve r, theserecomm enda tions em body leve ls o f bes t p rac tice w h ich one shou ldendeavo rto reach as fa r as poss ib le .

(j~ ~ ~ ~ < r t ? r t ~ ~ (j


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W H Y D O C U M E N T A T IO N IS IM P O R T A N T~~~< tS~9" ~ 'G~~cf

A " ' ' ' ' ' ' ' ' ' ' ' ' ' ' ' ~ I..--.r\ ~

2

D ocum en ta tion is the p ro cess o f re co rd in gin fo rm ation abou t th e co llec tio ns fo r w hich am u se um o r cu ltu ra l in stitu tio n is re sp on sib le .

~o/ ~ ~~~ w w f i i f '~o/?f< . ! J < P f f i ~ < r m ~ ~ ' 3 f ' < / W c < P W r t~~~~~'P ro pe r d oc um e nta tio n w ill a llo w a m u se um to : know w ha t i t h as in its p o ss es sio n kn ow if a ny th in g is m iss in g k no w w h ere o bje cts a re lo ca te d p ro ve o w ne rs hip o f o bje cts c re ate a nd m a in ta in in fo rm a tio n a bo utcol lect ions

~o/ c < P t 7 : i J t @ / f ' 1 _ w n < ? ~'1

U N E S C O
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D O C U M E N T A T IO N S T A N D A R D S~~ '&< tS~C~ ~J=t~~

U N E S C O

O b je cts s ho uld b e d ocu m en te d co ns is te ntlyus in g re cogn ise d s tanda rds . T hese ha veb ee n d ev elo pe d b y n atio na l a nd in te rn atio na lo rg an is atio ns , in clu din g IC OM a nd U N E SCO ,a nd w ill h elp y ou .

~ ~~ mr\b~Ifii;


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D E S C R IB IN G A N D C A T A L O G U IN G O B J E C T SMl1xfCi1~ M~~ct~ ~ : J t r : < f ~~ -~ c< J -~ ~ ~ ~ " f G ' T t~/

U N E S C O
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9., r.U N E S C O

D ES CR IB IN G A ND C AT ALO GU IN G O BJE CT S~ ~q $fl'1 ~~o ~~ ~

.:t~ ...:.

O b je ct T yp eYou w ill need to reco rd the type o f ob je c t youa re d es crib in g . F o r e x amp le , is ita : s cu Ip tu re ? v as e? pa in t in g? manu s cr ip t? item o f je w e lle ry (n e ck la ce , b ro o ch e tc .)?~e to / t\ 5 f t < > f f i J c < r ~ < r c f . : r t ~ I/?[ e t t f r f i i rT~


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D ES CR IB IN G A ND C ATA LO GU IN G O BJE CT S~ ~q $fl'1 ~~o ~~ ~

6

T e c h n i q u eW ha t te ch n iq ue s w ere used in the p ro duc tio no fth is ob je c t? W as it:

c arv ed ? c as t? p a in te d ? p rin te d e tc .?

~ < f rr ~ c < P R ~ ~~?

~ -7 J"/G 'rt~ ? ?r7}?f~? W J '1 !? r~ ?

I D i m e n s i o n sW ha t a re the m easu rem en ts and un its o f m ea -su re m en t o f th e o bje ct? In clu de a s a pp ro pria te : h eig ht-w i d t h d ep th d ia m e te rYou m ay a lso w an t to in c lude th e w e ig h t o f theob jec t .

~rt,l[IJ'f J ! ?~ < > f f f r o 9 f ~


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U N E S C O


In s crip tio n s a nd M ark in g sD oes the ob je c t h ave a ny c lea rly id en tifia b lem arks o r in sc r ip tio n s? T hese cou ld in c lu de : m ake r's m ark o r s tam p p rin ted o r in sc r ib ed te x t s ig n a tu r es a ssay m arks ide n tifica t io n n um be rs (e .g . a m useuma cc es sio n n um b er)W~ '8 f 5 ~ J ' f ' 2 ! ?~fiji~~W~'8 f i i r f 9 I -

" f!G' f1~? < 1 { - ~ 7 : G ' f t c < r t ' 1 < R f t ~ '1/r?r: ~~~'1


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1 1. . : : .

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TitleD oes you r o b je c t h a ve a tit le ? Th is is o fte ntrue o f a rtw o rks and m ay he lp in th eid en tif ic atio n o f y ou r o bje ct if lo st o r s to le n.

~~9 (r{/? f ~ f . 1 r c < ! 'W I t f i iK?rff i ~?~ C 'W J li \5f ~ ~ < . ! J ; q ~ < r f i 1 ~9(r{ /? f~~"ft[f#~


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U N E S C O


D a te o r P e r i o dWh en d oe s th e o bje ct d ate fro m ?W hen w as it m ade?

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10

Shor t Desc rip t ionW rite a sho rt d esc r ip tio n o f the ob jec tin clu din g a ny o th er in fo rm a tio n th at w ill h elpto id en tify th e o b je ct. T h is co u ld in clu de :

c olo u r sh ap e w he re the o bje ct w as m ad e (if kn ow n)

~ef i i F~~~ \5~ ~ < . ! J < t S f f t Jf~fiif~ f i F w c tfir '1 !Y< rt~~~ ~~ / < . ! J r r : 5c < r f 7 / < f S ? f t ~ 9 f t r ? r :.~

j c < ! ' t e tm ~ ~ ~ ( < r f i 1 ~: ; ' < / t r < f S ) /

Add itio n al P o in tsI f you r o b je c t co ns is ts o f m ore th an one pa rt(e .g . a se t o f fu rn itu re ), you m ay need tod e s cr ib e e a ch p a rt s e p ara te ly .You m ay a lso w an tto p ho tog ra ph yo ur ob je ctand reco rd in fo rm atio n abou t its s to ragerequ i remen t s .G { N ; r n l S > { i i ; < t s M r . q . . t< r f i 1 ~9 ( r{/? f ~ < . ! J < P t f ' ~ ~~'1 < / t r < f S , \5Vf~ ~~'1~-~ (c


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U N E S C O

P H O T O G R A P H IN G O B J E C T SMl1-fCi1~ ~ctP ho tog raph ing you r ob je c t w ill h e lp inid en tific atio n if it is lo st o r s to le n.P ho tog raphs can a lso reduce the need toh an dle fra gile o bje cts , p re ve ntin g u nn ec es s-a ry d am a g e.

~~qwt~~


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P HO TOGRA PH IN G O B JE CT S~ i5 f ~ I < t > f 5 ~ c t

12

Id en tity Num be rsI f th e o b je c t h a s a u n iq ue n um be r b y w hich itc a n b e id en tifie d (e .g . a m u seum acce ss io nn um b er) it is a go od id ea to in c lu de th is in th epho t og r aph .

~9 J< I s ~< r f i 1 ~ c < ! 't r r I t ~ rrw ' < / 1 r < f S < I t 1f/?rt < . ! J r < ! '~ < f S ? f t < r t r < r (~eft~ c < ! ' t r r I t i S t / 1 j'< !Z ? I? I ~ ~ ~rrw), \5r ~o/~9ff.t o: ~ ~


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U N E S C O

P HO TOGRA PH IN G O B JE CT S~ i5 f ~ I < t > f b ~ c t

C h o o s i n g t h e R ig h t B a c k g ro u n dO b je c ts a re bes t p ho to g raphed aga ins t ap la in w hite b a ckd ro p . T h is is pa rticu la r lyh e lp fu l in en su r in g th e co rre c t co lou rb a la n ce is a c hie v e d.D a rke r b a ckg ro und s shou ld be u sed if it isn e ce s sa ry to p ro vid e c on tra s t.~~~ I ~P h o t o g r a p h in g T w o - d im e n s i o n a l O b j e c tsO bje cts such as p ain tin gs , p r in ts , d ra win gsan d te xtile s a re be st ph oto gra ph ed h ea d o n.W h ere p oss ib le , re m ov e p ic tu re s fro m w a lls ,la y in g them fla t a n d pho to g ra ph in g fromabove .If n ece ssa ry , p ho to grap h th e re ve rse s id e o fth e o bje ct to s ho w a ny d is tin ctiv e m a rk in gs o rf ea tu res .~ -~~WWf I
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P HO TOGRA PH IN G O B JE CT S~ i5 f ~ I < t > f b ~ c t

P h oto g rap h in g D am a ge an d D is tin g uis hin gFeaturesA s w ith w ritte n d e s c r ip tio n s, it is a g oo d id e ato p ho to gra ph a ny d is t in gu is h in g b le m is he so rfe a tu re s th a t w ill h e lp to id en tify th e o b je ct.

~ ' 8 ~ ~W~W W f /< I 'f 5 < ! J o /firr~ ; q : r t ? r ~1M~tM, ~ < p f t ~ ~ ~ ~W~ ~ < I ' f 6 < J ~q < f S ? f t < . ! J < I ' f fJ ~ i : f 1 ? f r : f 1


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M AN AG IN G IN TE LLE CT UA L P RO PE RT Y R IG HT S~ ~ R 3 < t> ~ 15! f~ ~9f" f t

~~. t

16

Es tab lis h in g R i gh tsIt is im po rta n t to e s ta b lish w ho ow ns th ere p ro du c tio n r ig h ts to a n ob je c t o r im age inca se you w an t to re p ro du ce it in th e fu tu re .T h is s ho u ld b e c are fu lly d oc um e n te d .

w r l f < l S 1 ? r ~< r f i 1 ~9ff.t ~ c < ! ' t r r I t ~ ~W ~~< f,9 ftr1 rr ~ oR 0-C 'WJ l i ~


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C OMPUT ER IS ED D AT AB AS ES~ -~ ~ t1 J tC < iiS r

Mu ltip le U s e s fo r In fo rma tio nIn fo rm a tio n h eld in da tab ase s ca n be re use din m any d iffe re n t w ays , in c lud ing c rea tingca ta lo gues , exh ib it io n te x ts o r on -lin eexh ib i t ions.

~~~~~t


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O BJE CT S E NT ER IN G T HE M US EU M~~~

2 0

O b j e c t E n t r y F o rm sId ea lly the se shou ld be p re -num be red andp rin te d o n c arb on le ss c op y p ap er.T he top shee t is re ta ined by the m useum ands to re d in th e o b je ct-e n try file .O ne cop y sho uld b e p rov ided to the de po sito r.T he s ec on d c op y s ho uld b e k ep t w ith th e o bje ct.frrr;py~~~~ < . ! J - '& r< ' ! t .2ft~-~ ~ < . ! J ; q ~1 ' / ; f " l ~ ' { 3 > . ~~) /

U N E S C O
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U N E S C O


O w n e r a n d D e p o s i t o rYou w ill ne ed to re co rd th e nam e and add re sso f th e ow ne r o f th e ob je c t, a s w e ll a s th a t o fth e depos ito r a s th e se w ill n o t ne ce ssa rily b eth e s am e .A sk th e depos ito r to s ig n and da te th e E n tryF o rm . A rep re sen ta tive o f th e m useum shou lda lso s ig n to con firm tha t th e de ta ils reco rdeda re c o rr ec t.~

21
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O t he r D e ta ilsO th e r d e ta ils m a y in c lu d e: a b rie f d es crip tio n o f th e o bje ct in s u ra n ce v a lu a tio n p rice (if p urch as ed o r o ffe re d fo r s ale ) c op yrig ht h old er (s ee "R ig htsManagemen t " ) a g re ed re tu rn d ate~~~~~j'fZ_~~ 9 f 1 f f < ' ! :

~j'fz_~~Wrnct.~~ ~ ( < r f I 1 ~ ~ ~ ~ ~ 6f"IJ ~


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A CQ UIR IN G A ND A CC ES SIO NIN G O BJE CT S~ ~~q ~~~ J'f~~

24

T ra n s fe r o f T i t l e F o rm sA ltho ugh tra n s fe r o f tit le ca n be reco rd ed onan O bjec t E ntry F o rm (see "O bjec t E ntry ") itis o fte n be tte r fo r ow ne rsh ip to b ee s ta b lish ed u s ing a sepa ra te fo rm . T h isshou ld in c lud e th e cu rre n t a nd new ow ne ra nd d eta ils o f a ny p aym e nts m a de .~If


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; J ! . - . .~ :~ '> :~~~~ ';" .,... ..,.-,.. ,.~'.~. ~.'" .. _ ., " .i'... ' . ..

;.". ~~:: .~ . . . . . . . . .~~. ,"(.. -:.._. ~_ ~. . .. ~ "-1 .... . ~ ~ . . ~ . : ~ . " I . :.~ , : . '.. ',1' ~).~..

U N E S C O

A CQ UIR IN G A ND A CC ES SIO NIN G O BJE CT S~ l5!f~q ~~~J'f~~

Ac c e s si on Reg is te rA cce ss io n e d o b je c ts sh ou ld b e re co rd ed in th em u se um 's A cc es sio n R e gis te r. T his is a n u na lte ra blew rit te n re co rd o f th e m u se um 's c olle ctio n a nd e xis ts ina dd it io n to th e c ata lo gu e o r c om p ute ris ed d ata ba se .I n c l udes : in itia l s to r ag e lo c a tio n e ntry n um b er a cc es sio n n u m be r d a te a c ce s sio n e d p e rs o n o r o rg a n is a tio n r ec e iv e d f ro m b r ie f d e s c rip tio n'f~~~'f~~ f.wf.1~ 'f~~f.m1~ fo'If~~ ~ I

B O R R O W IN G O B J E C T S~ ~ t~ < tS ~ c t

L o a n A g r e em e n tsW hen you r m useum bo rrow s an ob je c t, try toe s tab lish a p rope r lo an ag reem en t, s ig ne d bybo th the m useum and lende r. L oans shou ldid ea lly b e fo r s et p erio ds o ftim e , a lth ou gh th es ecan be ex tended o r renew ed . Long -te rm o ro pe n-e nd ed lo an s a re b es t a vo id ed w he re ve rposs ib le .~~< r~ W / 9 f iT !? r ~ c < P f 7 :i T t ~ tq /? f ~ ~~~


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BORROW ING OBJECTS~~q

2 6

R e c o r d in g L o a n sThe m useum 's da tabase o r ca ta logue shou ldrecord: the nam e o f the lende r du ra t ion o f loan expec ted re tu rn da te s tanda rd s o f ca re re sp on sib ility fo r c on se rv atio n in su ra nc e a rra ng em e nts tra nsp ort a rra ng em en ts~f#'~~~cor'


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LOCAT ION AND MOVEMENT OF OBJECTS~~~~~~

2 8

Upd atin g th e Ca ta lo g u eIt is a good idea to re co rd ob je c t m ovem en tson the m useum 's ca ta lo gue o r da tabase .Th is shou ld in c lu de changes to no rm a llo ca tio ns a s w e ll a s te m po ra ry m o ve m en ts .

~~~iSt /1j 'f.~~.~~. ~< rm c


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O B J E C T C O N D IT IO N C H E C K IN GMl1xfCi1~ ~~~t 9 j~~c t

U N E S C O

C h e c k i n g t h e O b je c tO b jec ts ne ed to b e ch ecked regu la rly toe nsu re tha t the y a re n o t de te r io ra t in g . It isa lso a go od idea to che ck th em be fo releav in g the m useum on lo an o r fo rco nse rva tio n (se e "O b je c t E x it"). T h is w illa llow any dam age to be e as ily de te c te d .f rrr ;py ~o/'lfF-~ ~ " I t \5 f ~ ~ ~H ? J f i l ' - . ! ! l: J /7 :< [ ~ < f'?ft ~ / i : f t ? f ~ ~W~~!1W r:f? r ~ ~ ~ ~7 / < f S ? ft ? r ~~


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L E N D IN G O B J E C T S~~Of'Sm

3 0

L o a n A g r e em e n tsO b je c ts le n t b y m useum s shou ld be thesub je c t o f p rope r lo an ag reem en ts s ig ned bythe m useum and bo rrow e r. L oans shou ldid ea lly be fo r se t p e r io d s o f tim e, a lth oughthe se can be ex tended o r renew ed .Long -te rm o r open -ended loans a re bes ta vo id ed w h ere ve r p os sib le .~~~ t f r r i : f 1 ? f C T f ' 8 m ~0\5 /~ < t 1 ? 1 f.t~ J j~ ? J :R 7 ~ m ~ ~ '8m~ , ~ '< / 1 f 9 r \5 f ~ ~ ' < / < r t r r < r tW r ~ 9 f/ r ? f / C 1 Jc< fSWrt ~ J jrg < [ ~ m f r . ~ ? J / ~ ~ '< / < r t ~< t 1 ? 1


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U N E S C O

L END ING OB JE C TS~~01'8m

F ilin g L o an s R e co rd sA s w e ll a s keep in g loa n ag reem en ts in th eob je c t's h is to ry file , cop ie s can a lso bes to re d in a "Loans O u t F ile " in re tu rn da teo rd e r. T h is w ill a llow loan s to be m on ito reda nd re ne we d m o re e as ily .

m-~e~~" 'J?f t : (~ ~ ~ W t:( ~ ? I N / ? f 9 f / " I t 9 f 1 F r< . ! J ? f ~ ~ "i . f t?f 'fWr?r~" < . ! J ? fN t ~9 ft r ? f / < . ! J W ~ ~ ~ ~ ~t : ( < . ! J ; q ~~ J j J < T N c> fr:< r /

D IS P O S IN G O F O B J E C T S~ 9 jR t~ jt~c t

D ealin gw ith U n w an ted O b jec tsO cca s ion a lly a m useum w ill w an t to d isp o seo f a n ob je c t. T h is is u sua lly b ecause it nolon ge r fits in w ith th e m useum 's co lle c tin gpo lic y o r b ecause it w ou ld be be tte r totran s fe r it to a no the r m useum . T he ac tu a le x it o f the ob je c t sh ou ld be re co rded on anE x it F o rm (s e e "O b je ct E x it").~frrr;py-fimr~mt-'if7:~ ~ c < ! ' t r r I t ~ ~N ~o m / < . ! J w ~i.f t?f~ < f S ? f t ~ < . ! J - < f ' / ? K r : f


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D IS P OS IN G O F O B JE C TS~~~q

D e a c c e s s i o n i n gO b je c ts fo rm in g pa rt o f th e m useum 'spe rm anen t co lle c tio n and th a t th e m useumw o rld lik e to d ispo se o f w ill n e ed to bedea ccess ion ed . R em em be r to reco rd th is inth e a cce ss ion re g is te r and the da ta basea lo ng w ith th e re as on fo r d is po sa l.~i S t /1 j '< ! t? l? l ~ ~~*


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U N E S C O

O B JE C TS L EA V IN G T HE M U S EU M~~


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O BJE CT S LE AV IN G T HE M U SE UM~~


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U N E S C O

O BJE CT S LE AV IN G T HE M US EU M~~


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3 6 U N E S C O
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