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  • 1.  Different collecting departments in a museum

    Posted 05-25-2023 12:58 PM

    Hi all, 
    I have a question about how museums with multiple collecting departments deal with incoming donations. My institution has three main collecting departments, the museum, archives, and photograph archives. Each department uses their own deed of gift, cataloging process, and content management system. However, we are in the very early stages of discussing what it would be like if we used one deed of gift for all departments. Right now, if a donation comes in to the museum program and it has archival material, we put it on our deed but then transfer it out to the archives department or the photo archives department and they do the same.

    I'm wondering if there are other institutions out there with similar setups and do you use one deed of gift or one for each collecting department? Thoughts and insights appreciate!



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    Kendra Newhall
    Registrar
    Montana Historical Society
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  • 2.  RE: Different collecting departments in a museum

    Posted 05-26-2023 06:02 AM

    We have a one deed of gift as all types of collections fall under the same legal transfer.  Then if you transfer to the archives, it is merely a change on your database as to a new location.



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    Evelyn Fidler
    Assistant Director of Heritage Resources
    Kings Landing Corporation
    New Brunswick, Canada
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    Original Message


  • 3.  RE: Different collecting departments in a museum

    Posted 05-26-2023 08:35 AM
    Dear Kendra - you don't say whether the CMSs (plural, I guess, in your case) used by various departments refers to the related material... only that the deed does.  This sounds like a nightmare to me.  I may be missing something, but I strongly suggest that your organization seek a system that can record all three categories and relate them.  I'm not sure how large your institution is, but because it's state-wide, it may be quite large, but I'd advise looking at PastPerfect, which has modules for all three categories and they are easily related.

    You also don't mention policy.  Does the MHS have different policies for each category/collection?  While indicating the different needs (housing, storage, exhibition, etc.), I think one policy covering all categories is in order.

    Good Luck!  Vivian



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