CULTURAL HERITAGE PROTECTION HANDBOOK

DOCUMENTATION
OF ARTEFACTS' COLLECTIONS

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Reproduction is authorized, providing that appropriate mention is made of the source, and a
copy sent to the UNESCO (Paris), address below. This document should be cited as:
UNESCO, 2007. Cultural Heritage Protection Handbook N 3. Documentation of Artefacts'
Collections, UNESCO, Paris.

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wbPi wVKvbvq cvVvZ ne| GB cvywjwc DZ ne Gfve:
BDbv, 2007. KvjPvivj nwiUR cUKkb nveyK bs 3, WKzgUkb Ae AvwUdm
KvjKkbm, BDbv, cvwim
Editor /: Anna Paolini
Editorial assitants /: Malda Jabbour, Lise Macdonald
Text by /: Matthew Stiff
Drawings by /: Beatrice Beccaro Migliorati
Translator: Bulbul Ahmed

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Abyev`K: eyjeyj Avng`
Printed in 2007 by the:
United Nations Educational, Scientific and Cultural Organization
7, place de Fontenoy, 75732 Paris 07 SP, France
UNESCO 2007
(CLT/CH/MUS-06/19)

gy`Y 2007
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7, cvjm wW dbUbB, 75732 cvwim 07 Gmwc, dv
BDbv, 2007
(CLT/CH/MUS-06/19)
Published by UNESCO Dhaka, December 2007
Printed in Bangla by Nymphea Publication, Dhaka, Bangladesh
e-mail: nymphea@agni.com, web: www.nymphea-bd.com
cKvkK : BDbv XvKv, wWm^i 2007
evsjv gy`Y : wbgwdqv cvewjKkb, XvKv, evsjv`k
B-gBj : nymphea@agni.com, Iqe : www.nymphea-bd.com

INTRODUCTION
This booklet is intended for all who collect and are fond of items
of social, artistic and/or historical significance, as well as those in charge
of public or private collections of such items.
This booklet focuses on principles of documentation. Certain
measures are directed towards institutions with equipment and
personnel not within the means of private individuals. However, these
recommendations embody levels of best practice which one should
endeavor to reach as far as possible.

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HwZnvwmKfve ZvrchcY mvgMx msMn Ges cQ` Kib, GKB mv_ hviv G-aibi
mvgMxi miKvwi A_ev ewMZ msMnkvjvi `vwqZcv|
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iK Afz Ki hb KD hZUv me cPv MnY KiZ cvib|

UNESCO

WHY DOCUMENTATION IS IMPORTANT

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Documentation is the process of recording
information about the collections for which a
museum or cultural institution is responsible.

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mvswZK cwZvb `vqe _vK|

Proper documentation will allow a museum to:

know what it has in its possession
know if anything is missing
know where objects are located
prove ownership of objects
create and maintain information about
collections

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msMn mwKZ Z_vw` cZ I iYveY
KiZ|
2

UNESCO

DOCUMENTATION STANDARDS

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Objects should be documented consistently
using recognised standards. These have
been developed by national and international
organisations, including ICOM and UNESCO,
and will help you.

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I AvRvwZK cwZvbmgni gvag G-jv
(gvb`mgn) cYZi nqQ Ges AvcbvK mnvqZv
c`vb Kie|

Standardising the structure of records and

the terminology helps to ensure:
reliability of information
ease of sharing
consistency of records
improved access

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KiZ mnvqZv Kie:
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UNESCO

DESCRIBING AND CATALOGUING OBJECTS

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It is a good idea to have an accurate and
detailed description of your object in case it
is lost or stolen.
It will also help you to recognise it and
distinguish it from other similar objects if
found.

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hvq|
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AviI wb`kb cvIqv hvq Ze wPwZ KiZI
mvnvh Kie|

Object ID
The following guidelines are based on an
internationally-recognised standard called
Object ID.

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wbPi wb`kbvmgn AvRvwZKfve ^xKZ
gvb`-wfwK h-jvK wb`kbi cwiPq ejv
nq|

UNESCO

DESCRIBING AND CATALOGUING OBJECTS

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Object Type
You will need to record the type of object you
are describing. For example, is it a:
sculpture?
vase?
painting?
manuscript?
item of jewellery (necklace, brooch etc.)?

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fvh?
cv?
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cvywjwc?
Ajvi mvgMx (nvi, KviKvRLwPZ wcb cfwZ)?

Material
What materials is the object made from? Is it:
stone?
ceramic?
bronze?
wood etc.?

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cv_i ?
grwk ?
ev ?
KvV cfwZ?

UNESCO

DESCRIBING AND CATALOGUING OBJECTS

wb`kbi weeiY c`vb Ges KvUvjM Zwi

Technique
What techniques were used in the production
of this object? Was it:
carved?
cast?
painted?
printed etc.?

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GB wb`kb ZwiZ Kvb Kkj eeZ nqwQj?
GwU wK wQj:
Lv`vB KvR?
QuvP-Xvjv KvR?
iOi KvR?
Qvcvi KvR?

Dimensions
What are the measurements and units of measurement of the object? Include as appropriate:
height
width
depth
diameter
You may also want to include the weight of the
object.

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6

UNESCO

DESCRIBING AND CATALOGUING OBJECTS

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Inscriptions and Markings

Does the object have any clearly identifiable
marks or inscriptions? These could include:
maker's mark or stamp
printed or inscribed text
signatures
assay marks
identification numbers (e.g. a museum
accession number)

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^vi
DrKZvi wP
kbvKvix b^i (A_vr Kvbv Rv`yNii
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Distinguishing Features
Are there other features about your object that
could help to identify it? These could include:
damages
repairs
modifications
manufacturing defects

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Drcv`bMZ wU|
UNESCO

DESCRIBING AND CATALOGUING OBJECTS

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Title
Does your object have a title? This is often
true of artworks and may help in the
identification of your object if lost or stolen.

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Avcbvi wb`kbi wK Kvbv wkivbvg AvQ?
wkKgi Zv cvqB mZ Ges hw` Avcbvi
wb`kb nvwiq ev Pzwi nq hvq Ze kbv KiZ
mnvqZv Ki|

Subject
If your object is an artwork, what does it
depict or represent? Examples could include:
the pyramids at Giza
mother and child
landscape with mountains etc.

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hw` Avcbvi wb`kb Kvbv wkKg nq, GwU wK
wPwZ A_ev DcvwcZ Ki? D`vniY hvM Kiv
hZ cvi:
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gv I wk
cvnvomn f-cvKwZK `k cfwZ|
8

UNESCO

DESCRIBING AND CATALOGUING OBJECTS

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Date or Period
When does the object date from?
When was it made?

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wb`kbwU Kvb mgqi?
KLb wb`kbwU Zwi nqwQj?

Maker
Who was the object made by? This could be:
an individual (painter, sculptor, furniture
maker etc.)
a company
a cultural group (particularly useful for
describing ancient artefacts)

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Rb weklfve cqvRbxq)|
UNESCO

DESCRIBING AND CATALOGUING OBJECTS

wb`kbi weeiY c`vb Ges KvUvjM Zwi

Short Description
Write a short description of the object
including any other information that will help
to identify the object. This could include:
colour
shape
where the object was made (if known)

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Additional Points
If your object consists of more than one part
(e.g. a set of furniture), you may need to
describe each part separately.
You may also want to photograph your object
and record information about its storage
requirements.

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hw` Avcbvi wb`kbi GKvwaK Ask _vK, Ze
cZK Ask Avjv`v-Avjv`vfve (hgb, Kvbv
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G-Qvov Avcwb PvBj wb`kbi AvjvKwP MnY
Ges `vg mwKZ cqvRbxq Z_ wjwce KiZ
cvib|
10

UNESCO

PHOTOGRAPHING OBJECTS

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Photographing your object will help in
identification if it is lost or stolen.
Photographs can also reduce the need to
handle fragile objects, preventing unnecessary damage.

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hvIqv wb`kb kbv KiZ mnvqZv Kie|
G-Qvov AvjvKwP fyi wb`kbi bvovPvovi
cqvRbxqZv Kwgq, AbvekK q-wZ
cwZiva KiZ cvi|

Size and Colour

It is a good idea to include a scale in your
photograph to show how large the object is. A
ruler will do.
If possible, include a colour chart. This will
allow colours to be properly determined. Black
and white photographs can use a grey scale to
allow the correct tones to be determined.

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wb`kbi AvKvi KZ eo Zv `LvZ AvjvKwP
gvcbx eenvi Kiv GKwU fvjv aviYv| GKwU
gvcKvwVB GwU Kie|
hw` me nq GKwU Kvjvi PvU hvM Kib| GwU
mwVKfve is wbYqi myhvM `e| mv`v-Kvjv
AvjvKwP M j eenvi Kiv hZ cvi hv iOi
gvv wbYqi myhvM `e |
UNESCO

11

PHOTOGRAPHING OBJECTS

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Identity Numbers
If the object has a unique number by which it
can be identified (e.g. a museum accession
number) it is a good idea to include this in the
photograph.

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hw` wb`kbi Kvbv Abb b^i _vK hv viv GK
kbv Kiv hve (A_vr Kvbv Rv`yNii mshvRb
b^i), Ze GwU AvjvKwP hvM Kiv GKwU fvjv
aviYv|

Lighting Objects
Try to use the right kind of lighting for the
object you are photographing. It is worth
getting advice from an experienced
photographer.

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Avcwb h wb`kbi AvjvKwP MnY KiQb
mLvb mwVK gvvi AvjvK-eev eenvi mP
nvb| GwU Awf Kvbv AvjvKwPMvnKi KvQ
_K cvIqv gjevb Dc`k|

12

UNESCO

PHOTOGRAPHING OBJECTS

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Choosing the Right Background

Objects are best photographed against a
plain white backdrop. This is particularly
helpful in ensuring the correct colour
balance is achieved.
Darker backgrounds should be used if it is
necessary to provide contrast.

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Kvbv wb`kbi mePq fvjv AvjvKwPY nq
mgZj mv`v cvcUi wecixZ| mwVKic iOi
fvimvg ARb wbwZ KiZ GwU weklfve
mnvqK|
hw` elg msvbi cqvRb nq Ze AwaKZi
Kvjv cUfwg eenvi Kiv hZ cvi|

Photographing Two-dimensional Objects

Objects such as paintings, prints, drawings
and textiles are best photographed head on.
Where possible, remove pictures from walls,
laying them flat and photographing from
above.
If necessary, photograph the reverse side of
the object to show any distinctive markings or
features.

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wb`kb hgb wPwk, Qvcv, Ab Ges eqb wb`kbi
mePq fvjv AvjvKwPY nq gyLvgywL Aevb|
hLvb me, `Iqvj _K Qwe AcmviY Kib,
mgZjfve kvwqZ Kib Ges Ici _K AvjvKwP
MnY Kib|
hw` cqvRb nq, ^vZmPK wP A_ev ewk
c`kb KiZ wb`kbi Dv w`Ki AvjvKwP
MnY Kib|
UNESCO

13

PHOTOGRAPHING OBJECTS

wb`kbi AvjvKwPY

Photographing Carved or Cast Surfaces

and Reliefs
Although these are best photographed head
on, like paintings or prints, it is also a good
idea to take other pictures from angles to
record the depth of the object.

Lv`vB A_ev QuvP-Mov c`k I DMZ

wkKgi AvjvKwPY
wPwk A_ev Qvcv mvgMxi gZvB gyLvgywLfve Gmei mePq fvjv AvjvKwPY nq, wb`kbi
MfxiZv wjwce KiZ wewfb KvY _K AviI
AvjvKwP MnY GKwU fvjv aviYv|

Photographing Three-dimensional Objects

Try to convey the overall shape of the object.
To do this, photograph it from above,
showing the top, front and one side. You can
take more photographs to show any parts of
the object not visible.

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wb`kbi mvweK AvKvi MnYi Pv Kib| GwU
KiZ, Icii w`K `LvZ Ici _K, mvgb I
cvk _K AvjvKwP MnY Kib| `kgvb nq wb
wb`kbi Ggb h Kvbv Aski AviI AvjvKwP
Avcwb MnY KiZ cvib|

14

UNESCO

PHOTOGRAPHING OBJECTS

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Photographing Damage and Distinguishing

Features
As with written descriptions, it is a good idea
to photograph any distinguishing blemishes
or features that will help to identify the object.

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AvjvKwPY
wjwLZ eYbvi mv_ mv_, wPwZ wUmgn A_ev
ewki AvjvKwP MnY Kiv GKwU fvjv aviYv
hv wb`kbK kbv KiZ mnvqZv Kie|

MANAGING INTELLECTUAL PROPERTY RIGHTS

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Ownership and Intellectual Property Rights
Law on rights management will vary from
country to country and cover more than just
ownership. Although you may own a painting
or sculpture, you do not necessarily own the
intellectual property rights to it.

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`k `k AwaKvi eevcbv msv AvBb c_K
nZ cvi Ges GwU Kejgv gvwjKvbvKB
Afy Ki| hw`I Kvbv wPwk A_ev fvh
Avcbvi gvwjKvbvq _vKZ cvi, Z_vwc Gi Ici
Avcbvi eywewK AwaKvi AvewkKfve _vK bv|

UNESCO

15

MANAGING INTELLECTUAL PROPERTY RIGHTS

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Establishing Rights
It is important to establish who owns the
reproduction rights to an object or image in
case you want to reproduce it in the future.
This should be carefully documented.

AwaKvi cwZvKiY
hw` Avcwb fwelZ Kvbv wb`kb A_ev cwZgwZ
cybircv`b KiZ Pvb m- cybircv`bi
AwaKvi K ARb Kie Zv cwZv Kiv iZcY|
GwU mhZ bw_fy KiZ ne|

Waiving Rights
In most cases, photographs taken by an
employee of a museum will belong to the
museum. However, if you use a freelance
photographer you will not necessarily own
the rights to the images. If necessary, get the
photographer to sign a form waiving their
rights.

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AwaKvsk , Rv`yNii Kvbv KgPvix KZK
MnxZ AvjvKwP Rv`yNii AwaKvi _vK|
Z_vwc, hw` Kvbv ^Q`vbyeZx AvjvKwPMvnKK KvR jvMvbv hvq Ze Avcwb
AvewkKfve H-cwZKwZi Ici AwaKvi ARb
Kieb bv| hw` cqvRb nq, AvjvKwPMvnKK
AwaKvi cwiZvMi Rb dg ^vi Kiveb|
16

UNESCO

COMPUTERISED DATABASES

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Increasingly museums and private collectors
record information about their objects using
computerised databases.
There are many companies supplying
collections-management software as well as
some simple shareware applications
available for free.

Rv`yNi I ewMZ msMvnKiv Zv`i wb`kbi

Z_vw` wjwce KiZ gvea g vbfveB
KwDUvi-wfwK WvUveRi eenvi KiQ|
AbK KvvbxB KvjKkb gvbRgU
md&UIqvi Ges mvaviY kqviIqvi wd Gi
wewbgq mieivn KiQ|

Keeping your Information in Order

Computer databases take up less space than
paper-based recording systems, allowing
backup copies to be made. They also make it
easy for information to be stored in an
ordered and structured manner and allow for
fast searching and retrieval of records.

h_vh_fve Avcbvi Z_vw` msiY Kib

KwDUvi WvUveR KvMR-wfwK bw_fyKiY
cwZi Pq AbK RvqMv Kg bq, evK-Avc
Abywjwc Zwi Kivi myhvM `q| GwU h_vh_ Ges
mywebfve Z_vw`msiY Ges `Z mvb I
cybivi KvRK mnR Ki|

UNESCO

17

COMPUTERISED DATABASES

KwDUvi-wfwK WvUveR

Linking Information
Museum collection management systems
allow information to be linked to digital
images of the object. Most databases also
make it easy to store information about
supporting paper-based documentation.

Z_vw` mshyKiY
Rv`yNii msMn eevcbv cwZ Z_i mv_
wb`kbi wWwRUvj cwZKwZ mshyKiYi
myhvM `q| AwaKvsk WvUveR KvMR-wfwK
bw_fyKiYK Aej^b Ki Z_vw` msiY
KvRK mnR Ki|

Sharing Information
Digital information is easy to share, allowing
photographs and descriptions of items to be
sent to researchers, the police or
international bodies such as UNESCO.

Z_ eb
wWwRUvj Z_vw` mnR ebhvM Ges wb`kbi
AvjvKwP I weeiY MelK, cywjk A_ev
AvRvwZK msMVb hgb BDbv Gi KvQ
ciYi myhvM `q|

18

UNESCO

COMPUTERISED DATABASES

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Multiple Uses for Information

Information held in databases can be reused
in many different ways, including creating
catalogues, exhibition texts or on-line
exhibitions.

Z_i egyLx eenvi

WvUveR aviYKZ Z_vw` wewfbfve, KvUvjM
ZwiZ, c`kbxi cvV cZ A_ev Ab-jvBb
c`kbxZ cybivq eenvi Kiv hvq|

OBJECTS ENTERING THE MUSEUM

Rv`yNi wb`kbi cek

When an object enters a museum,
information about it should be recorded on a
form.
This will capture important information
about the object, as well as acting as a receipt
for the depositor.

hLb wb`kb Rv`yNi cek Kie ZLb GKwU dg

wb`kbi Z_vw` wjwce Kiv DwPZ|
GwU wb`kb mwKZ iZcY Z_vw` Ges GKB
mv_ AvgvbZKvixi iwm` wnmve KvR Kie|

UNESCO

19

OBJECTS ENTERING THE MUSEUM

Rv`yNi wb`kbi cek

Object Entry Forms

Ideally these should be pre-numbered and
printed on carbonless copy paper.
The top sheet is retained by the museum and
stored in the object-entry file.
One copy should be provided to the depositor.
The second copy should be kept with the object.

wb`kb wjwceKiY dg
Av`wkKfve G-jv cv_wgK-b^ihy ne Ges
Kvebgy KvMR Qvcv ne|
Gi Icii cvZv Rv`yNii AwaKvi Ges wb`kb
wjwceKiY dvBj Rgv _vKe|
AvgvbZKvixK Gi GKwU Abywjwc w`Z ne|
wZxq AbywjwcwU wb`kbi mv_ ivLZ ne|

Object Entry Numbers

The number from the Entry Form can be
used to uniquely identify the object.
If more than one object is recorded on the
same form then sub-numbers can be used
(e.g. 00301.1 & 00301.2 etc.).

wb`kb wjwceKiY b^i

wjwceKiY dgi b^i wb`kb kbvKiY
GKKfve eenvi Kiv hZ cvi|
hw` GKwU dg GKvwaK wb`kb wjwce Kiv nq
ZLb Dc-b^i hvM Kiv hZ cvi (hgb,
00301.1 Ges 00301.2 cfwZ)|

20

UNESCO

OBJECTS ENTERING THE MUSEUM

Rv`yNi wb`kbi cek

Owner and Depositor

You will need to record the name and address
of the owner of the object, as well as that of
the depositor as these will not necessarily be
the same.
Ask the depositor to sign and date the Entry
Form. A representative of the museum should
also sign to confirm that the details recorded
are correct.

gvwjK Ges AvgvbZKvix

wb`kbi gvwjK Ges GKB mv_ AvgvbZKvixi bvg
I wVKvbv wjwce Kiv Avcbvi cqvRb, Kbbv Zviv
AvewkKfve GKB neb bv|
AvgvbZKvixK wjwceKiY dg ^vi I ZvwiL
w`Z ejyb| wjwceKZ wevwiZ weeiY mwVK Zv
wbwZ KiZ Rv`yNii GKRb cwZwbwaI GLvb
^vi `eb|

Establishing Ownership Rights

It is a good idea to check whether or not the
depositor wants the object to be returned. If
not, you may want to ask the owner to transfer
title of the object to the museum (see
Acquisition). If you then don't want to keep
the object you will be free to dispose of it
appropriately without further consultation (see
Object Disposal).

gvwjKvbv AwaKvi cwZvKiY

AvgvbZKvix wb`kb diZ Pvq wKbv Zv hvPvB Kiv
GKwU fvjv aviYv| hw` bv Pvq, wb`kbi AvBbMZ
AwaKvi Rv`yNi nvii welq Avcwb gvwjKi
KvQ RvbZ PvBZ cvib (AwaMnY `Lyb)|
Avcwb hw` ZLb wb`kb ivLZ AvMnx bv nb Ze Avi
Kvbv civgk QvovB mwVKfve wb`kb diZ w`Z
cvib (wb`kb cwiZvM `Lyb)|
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OBJECTS ENTERING THE MUSEUM

Rv`yNi wb`kbi cek

Reason for Entry

Record the reasons why the object has been
brought into the museum. These may include:
offer for donation
purchase
loan
identification

wjwceKiYi hyw
wb`kb Kb Rv`yNi Avbv nqQ m-msv hywjv
wjwce Kib| GZ Afy nZ cvi:
`vbi cve
q
avi
kbvKiY

Capturing Important Information

Try to capture as much information as
possible when the object enters a museum.
If you are bringing an object into a museum
for donation or as a loan, remember to bring
any relevant details or documents with you.

iZcY Z_vw` MnY

hLb wb`kb Rv`yNi cek Ki ZLb hZUv me
Z_vw` MnYi Pv Kib| hw` Avcwb Rv`yNi
Kvbv wb`kb `vb A_ev avi wnmve Avbb, iY
Ki
h-Kvbv cvmwK Z_vw` A_ev `wjj-`veR
Avcbvi mv_ Avbeb|
22

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OBJECTS ENTERING THE MUSEUM

Rv`yNi wb`kbi cek

Other Details
Other details may include:
a brief description of the object
insurance valuation
price (if purchased or offered for sale)
copyright holder (see Rights
Management)
agreed return date

Abvb Z_vw`
Abvb Z_vw` mshy KiZ cvib:
wb`kbi msw weeiY
exgvi gjgvb
`vg (hw` Kbv nq A_ev wewi Rb cve Kiv
nq)
^Zi aviK (AwaKvi eevcbv `Lyb)
diZ `vbi mZ ZvwiL

ACQUIRING AND ACCESSIONING OBJECTS

wb`kb AwaMnY Ges mshvRb

Museums need to be able to establish title to
the objects they own. This means recording
any transfer of ownership.
Accessioning is the process by which an
object becomes a formal part of the
museum's collection.

wbRi wb`kbi ^Z cwZv Kivi mgZv

Rv`yNii _vKv cqvRb| GwU gvwjKvbvi h-Kvbv
vbvi wjwceKiYK wb`k Ki|
mshvRb njv mB cwqv hv Kvbv wb`kbK
Rv`yNii msMni wbqgZvwK Ask cwiYZ Ki|

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23

ACQUIRING AND ACCESSIONING OBJECTS

wb`kb AwaMnY Ges mshvRb

Transfer of Title Forms

Although transfer of title can be recorded on
an Object Entry Form (see Object Entry) it
is often better for ownership to be
established using a separate form. This
should include the current and new owner
and details of any payments made.

^ZvwaKvi dgi vbvi

hw`I ^ZvwaKvii vbvi wb`kb wjwceKiY
dg (wb`kb wjwceKiY `Lyb) wjwce Kiv
hZ cvi Z_vwc ewkifvM B ^Zi Rb
Avjv`v dg eenvi Kiv AwaKZi fvjv| GZ
bZzb gvwjK Ges mb nIqv h Kvbv c`vbi
Z_vw` mshy _vKv DwPZ|

Reason for Acquisition

Not all objects are acquired by museums for
addition to the permanent collection.
Instead, they can be used for handling or
teaching collections. The reason for
acquisition should be recorded on the Object
Entry Form (see Object Entry).

AwaMnYi hyw
vqx msMni Rb Rv`yNi KZK mKj wb`kb
AwaMnYi cqvRb bB| Gi
bvovPvov A_ev wkv`vbi msMn
nZ cvi| wb`kb wjwceKiY
wjwceKiY `Lyb) AwaMnYi
Kiv DwPZ|
24

cwieZ Zviv
wnmve eeZ
dg (wb`kb
KviY wjwce

UNESCO

ACQUIRING AND ACCESSIONING OBJECTS

wb`kb AwaMnY Ges mshvRb

Accession Register
Accessioned objects should be recorded in the
museum's Accession Register. This is an unalterable
written record of the museum's collection and exists in
addition to the catalogue or computerised database.
Includes:
initial storage location
entry number
accession number
date accessioned
person or organisation received from
brief description

mshvRb wbeM
mshvwRZ wb`kb Rv`yNii mshvRb wbeM wjwce
Kiv DwPZ| GwU Rv`yNii msMni AcwieZbxq wjwLZ
bw_ Ges Z`&wZwiic KvUvjM I KwDUvi-wfwK
WvUveR we`gvb _vKe| GZ mshy ne:
cv_wgK `vgi Aevb
wjwceKiY b^i
mshvRb b^i
mshvRbi ZvwiL
h ew A_ev cwZvb _K MnxZ
msw weeiY

BORROWING OBJECTS

wb`kb aviKiY
Loan Agreements
When your museum borrows an object, try to
establish a proper loan agreement, signed by
both the museum and lender. Loans should
ideally be for set periods of time, although these
can be extended or renewed. Long-term or
open-ended loans are best avoided wherever
possible.

FY Pzw
hLb Avcbvi Rv`yNi Kvbv wb`kb avi Kie, ZLb
Rv`yNi Ges avi`vZv Dfqi ^vwiZ h_v_ FY Pzw
Kivi Pv Kib| Av`wkKfve avi wbavwiZ
mgqmxgvi Rb nIqv DwPZ, Z_vwc Zv ewaZ A_ev
bevqb nZ cvi| h Kvbv B me nj
`xNgqv`x A_ev weZwKZ avi Gwoq Pjv mePq
fvjv|
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25

BORROWING OBJECTS

wb`kb aviKiY

Recording Loans
The museum's database or catalogue should
record:
the name of the lender
duration of loan
expected return date
standards of care
responsibility for conservation
insurance arrangements
transport arrangements

avi wjwceKiY
Rv`yNii WvUveR A_ev KvUvjM wjwce _vKe:
avi`vZvi bvg
avii wwZKvj
diZ `vbi cZvwkZ ZvwiL
hZi gvb`
msiYi `vwqZ
exgv Pzw
cwienb Pzw

Filing Loans Records

As well as keeping loan agreements in the
object's history file, copies can also be stored
in a Loans In File in return date order. This
will allow loans to be monitored and renewed
more easily.

avi-msv Z_vw` ciY

wb`kbi BwZnvm dvBj FY Pzw ivLvi cvkvcvwk
Gi Abywjwcmgn avi MnYi dvBj G ivLv hZ
cvi| GwU aviK AwaKZi mnR cheY Ges
bevqbi myhvM `e|

26

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LOCATION AND MOVEMENT OF OBJECTS

wb`kbi Aevb Ges MwZwewa

Museums need to be able to account for
objects in their care. Controlling the location
and movement of objects will ensure that
they can easily be found and losses quickly
spotted.

Zveavb _vKv wb`kbmgni wnmve ivLvi mgZv

Rv`yNii _vKv cqvRb| wb`kbi Aevb Ges
MwZwewai wbqY wbwZKiY mnR wb`kb LuyR
cZ Ges nvwiq hvIqv wb`kb `Z kbv KiZ
cvi|

Recording Storage Locations

Try to assign each object a normal storage
location. You will then know where it should
be returned to if it is taken to a new,
temporary location.

`vg Aevb wjwceKiY

cZK wb`kbi Rb GKwU gvb Abyhvqx `vg
wbw` Ki `Iqvi Pv Kib| hw` GK bZzb,
Avqx Aevb bIqv nq Ze Avcwb RvbZ
cvieb GK Kv_vq diZ cvVvbv DwPZ|

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27

LOCATION AND MOVEMENT OF OBJECTS

wb`kbi Aevb Ges MwZwewa

Updating the Catalogue

It is a good idea to record object movements
on the museum's catalogue or database.
This should include changes to normal
locations as well as temporary movements.

KvUvjM nvjbvMv`KiY
Rv`yNii KvUvjM A_ev WvUveR wb`kbi
MwZwewa wjwceKiY GKwU fvjv aviYv| GZ gvb
Abyhvqx Aevb Ges Avqx MwZwewai cwieZbmgn
mshy nIqv DwPZ|

Proxy Cards
When an object is temporarily moved it is often a
good idea to leave a card in its usual location.
This should include:
identity number
object name
date removed
new location
name of remover
expected return date

e`wj KvW
hLb Kvbv wb`kb Avqxfve mivbv ne ZLb Gi
cPwjZ Aevb GKwU KvW ivLv fvjv aviYv| GZ
mshy nIqv DwPZ:
cwiPqvcK b^i
wb`kbi bvg
bZzb Aevb
mivbvi ZvwiL
vbviKvixi bvg
diZ Avmvi cZvwkZ ZvwiL
28

UNESCO

OBJECT CONDITION CHECKING

wb`kbi Aev cixY

Checking the Object
Objects need to be checked regularly to
ensure that they are not deteriorating. It is
also a good idea to check them before
leaving the museum on loan or for
conservation (see Object Exit). This will
allow any damage to be easily detected.

wb`kb cixY
wZM nQ bv Zv wbwZ KiZ wb`kb
wbqwgZfve cixv Kiv cqvRb| avi c`vb A_ev
msiYi Rb wb`kb Rv`yNi ZvM Kivi ceB
cixv Kiv GKwU fvjv aviYv (wb`kbi wbMgb
`Lyb)| GwU h Kvbv q-wZ mnRB kbv
KiZ myhvM `q|

Recording Condition Assessments

The condition of the object can be recorded on
the museum's catalogue or database.
Remember to update your records if any
alterations to the objects storage conditions
are required.
It is a good idea to record the name of the person
carrying out the check, along with the date.

Aevi gjvqb wjwceKiY

Rv`yNii KvUvjM A_ev WvUveR wb`kbi Aev
wjwce Kiv hZ cvi| hw` `vg _vKv Aevq
wb`kbi Kvbv cwieZb nq Zv iY Ki Avcbvi
bw_Z nvjbvMv` Kib|
h ew GB cixv Kieb ZvwiLmn Zvi bvg
wjwceKiY GKwU fvjv aviYv|
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29

LENDING OBJECTS

wb`kb avi `Iqv

Loan Agreements
Objects lent by museums should be the
subject of proper loan agreements signed by
the museum and borrower. Loans should
ideally be for set periods of time, although
these can be extended or renewed.
Long-term or open-ended loans are best
avoided wherever possible.

FY Pzw
Rv`yNi Ges avi-MnxZvi h_vh_ FY Pzwi gvag
Rv`y N i nZ wb`k b avi `Iqv DwPZ|
Av`wkKfve avi wbavwiZ mgqmxgvi Rb nIqv
DwPZ, Z_vwc Zv ewaZ A_ev bevqb nZ cvi| h
Kvbv B me nj `xNgqv`x A_ev weZwKZ
avi Gwoq Pjv mePq fvjv|

Recording Loans to Others

The museum's database or catalogue should
record:
the name of the borrower
duration of loan
expected return date
standards of care
responsibility for conservation
insurance arrangements
transport arrangements

Ab`i `Iqv avimgn wjwceKiY

Rv`yNii WvUveR A_ev KvUvjM wjwce KiZ
ne:
avi MnxZvi bvg
avii wwZKvj
diZ `vbi cZvwkZ ZvwiL
hZi gvb`
msiYi `vwqZ
exgv Pzw
cwienb Pzw
30

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LENDING OBJECTS

wb`kb avi `Iqv

Filing Loans Records

As well as keeping loan agreements in the
object's history file, copies can also be
stored in a Loans Out File in return date
order. This will allow loans to be monitored
and renewed more easily.

avi-msv Z_vw` ciY

wb`kbi BwZnvm dvBj FY Pzw ivLvi cvkvcvwk
Gi Abywjwcmgn avi `vbi dvBj G ivLv hZ
cvi| GwU aviK AwaKZi mnR cheY Ges
bevqbi myhvM `e|

DISPOSING OF OBJECTS

wb`kb cwiZvMKiY
Dealing with Unwanted Objects
Occasionally a museum will want to dispose
of an object. This is usually because it no
longer fits in with the museum's collecting
policy or because it would be better to
transfer it to another museum. The actual
exit of the object should be recorded on an
Exit Form (see Object Exit).

AbvekK wb`kb-welqK AvjvPbv

gvS-ga Rv`yNi Kvbv wb`kb cwiZvM KiZ
Pvq| GwU mvaviYZ Kiv nq G-KviY hLb
Rv`yNii msMn KgmwPi mv_ GwU Avi mvgmcY
nq bv A_ev GK Ab Rv`yNi vbvi Kiv
AwaKZi fvjv nZ cvi| evweK A_ ei Ki
`Iqv wb`kb wbMgb dg (wb`kbi wbMgb
`Lyb) wjwce Kiv DwPZ|
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DISPOSING OF OBJECTS

wb`kb cwiZvMKiY

Deaccessioning
Objects forming part of the museum's
permanent collection and that the museum
world like to dispose of will need to be
deaccessioned. Remember to record this in
the accession register and the database
along with the reason for disposal.

weqvRb
Rv`yNii vqx msMn nZ ev`-cov Ask Ges
Rv`yNi wek cwiZvM KiZ Pvq m-mKj wb`kb
weqvRb KiZ ne| gb Ki mshvRb wbeM
Ges WvUveR cwiZvMi KviYmn Zv wjwce
KiZ ne|

OBJECTS LEAVING THE MUSEUM

Rv`yNi Qo hvIqv wb`kbmgn

Museums need to be able to account for all objects
leaving their care. This should be recorded on an
Exit Form, as well as on the computerized
database if it exists.
If an object is returned to its owner (e.g. if it is a
loan or unwanted gift) then an Exit Form is not
usually required as its return can be logged on the
original Object Entry Form.

wbRi Zveavb Qo hvIqv mKj wb`kbi wnmve ivLvi

mgZv Rv`yNii _vKv cqvRb| hw` wb`kb evBi hvq
Ze wbMgb dg Ges KwDUvi-wfwK WvUveR
wjwce Kiv DwPZ|
hw` wb`kb gvwjKi KvQ diZ Avm (A_vr, hw` GwU
avi A_ev AbvKvwLZ Dcnvi nq) ZLb mvaviYfve
Kvbv wbMgb dgi cqvRb bB Kbbv Gi cZveZb
Avw` cek dg mshy Kiv hZ cvi|

32

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OBJECTS LEAVING THE MUSEUM

Rv`yNi Qo hvIqv wb`kbmgn

Exit Forms
Ideally these should be pre-numbered and printed
on carbonless copy paper.
The top sheet is retained by the museum and
stored in an Object Exit File. A copy should be
provided to the recipient. If the object has been
loaned out, a second copy can be stored in return
date order in a Loans Out File until the object's
return.

wbMgb dg
Av`wkKfve G-jv cv_wgK-b^ihy ne Ges
Kvebgy KvMR Qvcv ne|
Gi Icii cvZv Rv`yNii AwaKvi Ges wb`kb
wbMgb dvBj Rgv _vKe| MnxZvK Gi GKwU
Abywjwc w`Z ne| hw` wb`kb avi `Iqv nq Ze
wZxq Abywjwc avi `vbi dvBj wb`kb diZ `vbi
ZvwiL Abyhvqx cZveZb ch Rgv ivLZ ne|

Remover and Recipient

It is a good idea to record the name and address
of the remover of the object as well as that of the
recipient, as these will not necessarily be the
same.
Ask the remover to sign and date the Exit Form.
A representative of the museum should
also sign to confirm that the details recorded
are correct.

`vZv Ges MnxZv

wb`kbi `vZv Ges MnxZvi bvg I wVKvbv wjwce
Ki ivLv GKwU fvjv aviYv Kbbv Zviv
AvewkKfve GKB neb bv|
`vZvK wbMgb dg ^vi w`Z ejyb| wjwce
wevwiZ weeiY mwVK Zv wbwZ KiZ Rv`yNii
GKRb cwZwbwaI GLvb ^vi `eb|

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33

OBJECTS LEAVING THE MUSEUM

Rv`yNi Qo hvIqv wb`kbmgn

Reason for Removal

Remember to record the reasons why the
object is leaving the museum. These may
include:
transferral *
loan out *
destruction *

AcmviYi KviY
Kvb KviY wb`kb Rv`yNi Qo hvQ Zv gb
Ki wjwce Kib| G`i ga hvM nZ cvi:
vbvi*
avi*
asm*

Object Information
The Exit form should include key information
about the object including:
a brief description of the object
identifying number
insurance valuation
conditions governing removal
agreed return date

wb`kbi Z_vw`
wb`kb mK Acwinvh Z_vw` wbMgb dg hvM
nIqv DwPZ:
wb`kbi msw weeiY
cwiPqvcK b^i
exgvi gjgvb
vbvi wbqYKvix kZvw`
diZ `vbi mZ ZvwiL
34

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OBJECTS LEAVING THE MUSEUM

Rv`yNi Qo hvIqv wb`kbmgn

Return of Objects
It is a good idea for the original Exit Form to
be signed by a museum representative to
record when an object is subsequently
returned to the museum (for example if it has
been loaned out or sent for conservation).

wb`kbi cZveZb
cieZxKvj hLb Kvbv wb`kb Rv`yNi cZveZb
Ki (D`vniY^ic hw` GwU avi hvq A_ev
msiYi Rb cvVvbv nq) ZLb Rv`yNii GKRb
cwZwbwa KZK Avw` wbMgb dg ^vi Kiv GKwU
fvjv aviYv|

UNESCO

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36

UNESCO