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  • 1.  Inventory System

    Posted 27 days ago


    We are in the process of establishing a new CMS and have recently acquired the necessary software. However, we are seeking guidance on the best practices for developing an inventory numbering system.

    Thank you.

    Elvia Rubalcava
    Executive Director
    Fullerton Museum Center
    Fullerton CA

  • 2.  RE: Inventory System

    Posted 26 days ago
    Hi, Elvia - is this for objects with no existing accession or object ID (other) numbers?  If so, you are in luck as the CMS will automatically assign numbers.  However, be careful that the system doesn't automatically assign the prefix 2024 to your numbers.  There are numerous excellent sources on numbering and even a recent discussion on the forum about this very topic.  Do you have a trained registrar?  Good Luck.

  • 3.  RE: Inventory System

    Posted 25 days ago

    Hi Elvia,

    Our collection rehabilitation and consolidation projects frequently come up against this question. For those projects we are typically applying (and sometimes developing) a preservation standard that includes documentation policies. Clear and consistent object numbering is a foundational piece for that work. Any prior numbering systems, acquisition practices, and specific object tracking needs should be carefully considered when developing an inventory numbering system.

    Sarah Winner

    Lead Museum Services Project Manager

    SEARCH (DC Station)

    Sarah Winner
    Lead Project Manager, Museum Sector Lead
    SEARCH, Inc
    Orlando FL

  • 4.  RE: Inventory System

    Posted 24 days ago
    CatalogIT has a numbering system for the Inventory Project which is the prefix "INV", the [year] and number within the year. ie. INV2024.1 (would be the 1st inventory project for the year).  I have always organized inventory projects by year and not assigned an inventory number to each object that is inventoried. If I come across an object during an inventory that does not have a number, I will use a temporary found-in-collection number "X[year].[FIC#].[item level #]  (ie X2024.01.01) All items found w/o a number during the inventory would receive 
    X2024.01.[item level number]. More research will then be done and if necessary the number changed with the FIC # moved to the alternate number field.  Many times the FIC number stays with the object for years.

    I hope this helps.

    Shannon Lindridge
    Collections Director
    Roberson Museum and Science Center
    30 Front St. Binghamton, New York 13905
    607-772-0660 ext. 216 

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