Let’s say an object is being removed from storage and put on a table for photography, but the location record indicates it is still in the Shelf B4 area. It is not uncommon for staff to search for an item in the storage shelves only to find it is not there. They may not be aware that the object is being photographed, examined, exhibited, or perhaps misplaced. In this case, although the object may not have been damaged or lost, the accession number and location record no longer correspond to the location of the actual object in the collection space.
Every collection object in a collection management system must have an accession number. An accession number gives collection objects a unique identity and establishes a link between the collection object and its associated information in the catalog record. The accession number is linked to all of the images, accession records (condition record, access records, provenance and history record), physical measurements, and other documentation associated with the object. If a collection of ceramics contains 50 ceramic cups, one cannot distinguish between the 50 by simply referring to them as “ceramic cup”; the object would have to be referred to by its accession number to distinguish the one cup from the other 49 cups. This will ensure the right photograph, accession record, and so on are associated with the proper ceramic cup and will not become attached to one of the other 49 cups in the ceramic collection.
The next step after identifying the unique object is to identify the location of the unique object. In order to track an item effectively, it is best practice that the location information provided is sufficient to allow another staff member to retrieve the object without relying solely on memory for locating the object. If the location record simply states that the object is in storage then the item may as well be anywhere in the storage area. Better information would provide a more specific location of the object. The storage room, the storage cabinet, the shelf or shelving unit, the bin, tray, or case containing the object. It is important to also track where an object is when it has been removed from its long-term storage location. Where has it been moved? A study room, a conservation studio, a photography table, and/or display area are just a few examples of objects that move out of long-term storage. Once you know where the object is located, the date of movement must also be recorded in the location information log.
Try to find 3 items in your home and assign each one a unique practice accession number; then store these practice objects in 3 different locations, such as in a box, in a cabinet drawer, and on a shelf. Now create a small location log that has room for the accession number, current location, new location, date of move, and reason for move. Now have a different individual attempt to locate one of your objects by only using the location log. Chances are, there are many locations where the object has been moved that will not be clear to the other member, so this highlights the importance of being as specific as possible as to the shelf, location container, box number, and reason why the object is located in that place.
What happens if the accession number has been copied or written down incorrectly or is left out completely in a location record? If an object is being photographed, the photo can be used to help validate that the object pictured is the correct object because a scale bar and an identification card are usually included. However, if even one digit in an accession number was recorded incorrectly then the photo and identification card may be mistakenly matched to the incorrect catalog record. Another example of what may lead to a misidentification is if an object has a label on it and that object is placed in a storage box, there could be a number of objects that have been stored in that box and a label is only present on the outside of the box listing some of the objects in the box. There could be handwritten notes associated with that object that are not currently linked with the accession records in the catalog, resulting in a catalog number in a record in a binder of notes not linking to the correct object. To avoid these types of mismatches it is vital that the accession number be checked with both the label on the object as well as the catalog record and that this is recorded in the catalog record prior to moving an object.
The process of moving an object does not need to be a complicated, drawn-out process. Simply identify and verify the accession number of the object. Record its current location. Note where you want it moved to next. Move the object with a proper storage support, box or tray. Update the catalog record and make an entry in the location log. Do not remove the object’s temporary location once the move has been completed and the object returned, instead record that it has moved back to the original location so the history of the movement is clear. This will enable you to have an idea of how and when an item was being studied or exhibited. It could also be useful in determining how long an object has been in storage if it was never documented that it had been removed for study or research.
The easiest way to know that this process has been successfully followed is to ask a colleague if they can easily locate an object’s accession number and location without having to do any research, meaning that they can find the catalog record without needing to be told where an object is and then find where the catalog record states the object is located. If this process has followed all guidelines, an object should be easy to retrieve as long as its accession number and location have remained accurate throughout its life in the collection.