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  • 1.  Numbering for incoming loan objects from a previous loan

    Posted 08-01-2022 06:47 PM
    Hi all,

    I wasn't able to find any posts about this, but that might have something to do with the tricky wording! What I'm after is, in short, any thoughts on how to handle the numbering of an incoming loan object when that object had already been numbered on a previous loan. I can understand the value of recording a new object number to mark the object's new entrance into the museum and possibly account for differences in status/condition, but I can also see the value in not duplicating records and in matching the "sameness" of the object with a consistent number. Are there any other considerations to keep in mind? Has anyone else had to answer this question?

    Thanks in advance!

    ------------------------------
    Jonathan Piper PhD
    Curator
    Museum of Making Music
    Carlsbad CA
    ------------------------------


  • 2.  RE: Numbering for incoming loan objects from a previous loan

    Posted 08-01-2022 10:12 PM
    Hi,
    My advice is to assign new object numbers to returning borrowed objects but to relate them to the previous object numbers on your paperwork and collection system.
    'Bye...

    --

    Jean-Luc Vincent


    Administrateur du SIA
    Direction des collections, de la conservation et de la restauration
    Direction générale des affaires autochtones et du patrimoine culturel
    Parcs Canada, Gouvernement du Canada
    2630, chemin Sheffield, Ottawa, Ontario, K1B 3V7
    Messages: jeanluc.vincent.parcsparks@gmail.com / Cell. non fiable 613-720-4418 / Fax 613-990-6627

    Je travail dans le territoire non cédé et non rendu du peuple Anishinaabe ou Algonquin.

    AIS Administrator
    Collections, Curatorial and Conservation Branch
    Indigenous Affairs and Cultural Heritage Directorate
    Parks Canada, Government of Canada
    2630 Sheffield Road, Ottawa, Ontario, K1B 3V7
    Messages: jeanluc.vincent.parcsparks@gmail.com / Cell. unreliable 613-720-4418 / Fax 613-990-6627

    I work in the unceded and unsurrendered territory of the Anishinaabe or Algonquin people.


    450 000 km2 de souvenirs     / 450 000 km2 of memories






  • 3.  RE: Numbering for incoming loan objects from a previous loan

    Posted 08-02-2022 09:08 AM
    I agree with Jean-Luc. You should just make a note of the previous loan ID in the new record, but to try and use the same object ID will cause confusion as to what loan the object nests under. Even though it is the same object, it is a different loan under a new agreement and the ID should reflect that.

    ------------------------------
    Whitney Broadaway
    Director
    Southeast Museum of Photography
    Daytona Beach FL
    ------------------------------

    Original Message


  • 4.  RE: Numbering for incoming loan objects from a previous loan

    Posted 08-02-2022 09:20 AM
    You should definitely assign a new loan number to an old loan that is returning to your institution.  All databases should allow you to change the number of an object's record and have a place where you can enter previously-assigned numbers.  This field should hopefully be searchable in your database so you can find this object under its new number by searching its old number.  In this way, by recording old previously-assigned numbers within an object's records and changing an object's record to its new number, you aren't making duplicate objects records for the same physical object.
    Good luck!
    --Leslie Ory Lewellen

    ------------------------------
    Leslie Ory Lewellen
    Registrar for Collections
    Minneapolis Institute of Art
    Minneapolis, MN
    ------------------------------

    Original Message


  • 5.  RE: Numbering for incoming loan objects from a previous loan

    Posted 08-02-2022 10:02 AM
    Hi Jonathan,

    I would also recommend creating a new record since it's a brand new loan.  I have had this very situation come up a few times in the past.  In my mind, establishing a new record makes it clear when this object arrived at your institution this time, what the purpose is for it being there this time, and as you mentioned, what its current condition is.  If the old record is just edited, it will be less clear that the original loan actually did end and this isn't just a much later extension.  For basic description of what the object looks like or its dimensions, you can certainly copy and paste into the new record to save time, but creating a new record keeps the other loan details distinct and up-to-date.

    If you do just edit the original record, make a very clear note as to when the first loan ended, that this is a new one, and what the details are of this new loan.  This may help alleviate any confusion down the road.

    Best,
    Angela

    ------------------------------
    [Angela] [Stanford]
    [Independent Registrar and Collections Specialist]
    [Advanced Museum Services]
    [Indianola] [Iowa]
    ------------------------------



  • 6.  RE: Numbering for incoming loan objects from a previous loan

    Posted 08-02-2022 04:03 PM
    Thank you all for your thoughtful responses! I sincerely appreciate the input!

    ------------------------------
    Jonathan Piper PhD
    Curator
    Museum of Making Music
    Carlsbad CA
    ------------------------------

    Original Message


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