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How To Manage Your Collections At a Museum?

Record keeping

Any work of art, scientific specimen, or historical object brought into a museum must be immediately identified by clear and precise means. Its entry and subsequent use must be accurately and permanently recorded. An object is only as valuable as the information that accompanies it.

Accurate and usable records of the objects in a collection are the cornerstone of a responsible collections management policy. A record must be kept for most transactions associated with an object. The first record generated is the accession record. In addition, for better traceability of objects, a legal document attesting to the transfer of ownership, such as a deed of gift or bill of sale, should accompany each acquisition and be part of the permanent record.

These documents act as proof of ownership of the collection. Therefore, its best to keep a copy in a separate, secure location. Certain information is required to complete an acquisition record: the source, the date of acquisition, and a brief description of the object acquired.

Once you have created an acquisition record, you must also number or mark the object. Most modern numbering systems use a significant three-part number. There are several types of numbering systems, including entry numbering, accession numbering, title transfer numbering, exit numbering, temporary numbering, photo numbering, and retention numbering. You can learn more about numbering systems for your collections here.

Registration is the system by which museums control their collections and the data attached to each object. The registration system is under the purview of either the registration department or the curatorial department. Registration staff must have sufficient space and equipment to ensure the safe handling and storage of objects and enable the necessary records to be made, maintained, and protected. Training of staff in the proper handling of artifacts is essential.

Provided all the necessary steps are taken to maintain the collection, keeping the records up to date and accurate will be easy. Also, if the collection transactions are carefully recorded, all necessary steps will be followed, and none will be neglected. Record keeping is the backbone of responsible collection care.


An inventory is a list of objects that museums have included in their collections, either permanently or temporarily. An accurate inventory of collections serves as the basis for everything a museum does, such as programming, exhibitions (online and in-person), research and publication, and conservation.

Inventory is an important task facing museum professionals as it is a process that ensures the security of the collection. The inventory is a tool for protecting the museum’s collections and should be done regularly. It usually includes several elements such as spot checks of the collections and procedures to follow if items in the collection appear to be missing.


Loans are temporary transfers of objects from one institution to another without transfer of ownership. Museums borrow objects and specimens for two reasons. The first reason is a short-term loan to enhance research or a special exhibition. The other is a longer-term loan to fill a gap in an exhibition series. It is, therefore, in a museum’s best interest never to accept a loan without a written contract specifying the rights and responsibilities of each party. The institution that agrees to lend its objects must establish the security rules for its collection, and the borrower must abide by the predetermined conditions. Today, the duration of a loan is usually no more than one year. However, it is crucial to ensure that the loan agreement includes all of the following:

  • Name and address of the person or organization making the donation
  • Signature of the person responsible for the loan
  • Name and address of the location where the object will be kept
  • Accession number
  • Description of the borrowed object
  • Exact dates of the loan period
  • Purpose of the loan
  • Insurance requirements
  • Packing and shipping specifications
  • Any special conditions, provisions, or restrictions such as security measures, lines of credit, photographic privileges, etc.


Deaccessioning is the act of legally withdrawing an object from a museum’s collections. Given the sensitive nature of this operation, these issues must be addressed extensively in the collections management policy, and the Board must make the final decision regarding deaccessioning of Trustees.

Deaccessioning is a complex legal and ethical issue that can raise apprehension, controversy, and misunderstanding surrounding its practice. A museum may consider removing an object from its collection for different reasons. Perhaps the museum cannot adequately care for the object because of its particular storage or conservation requirements. In other cases, the object is a duplicate with no added value as part of a series. Sometimes the object is no longer consistent with the museum’s mission or collecting objectives. There are many other reasons a museum may have to eliminate certain collections.

Some good examples of collections management software 

To be considered in the collection management category, software must be able to create records for each object in the collection. The software must also be able to provide a way to easily search and update records, track preservation, and restoration efforts, and allow users to catalog objects as they wish. Below are some examples of the best collection management software. 

Re: discovery Software

Re: discovery Software is collection management software that integrates with your workflow and makes managing and accessing your collection simple and productive. Re: discovery Software is suitable for cultural institutions such as art, history and science museums, private and corporate collections, archives, universities, research libraries, non-profit organizations, archaeological sites, government agencies, etc.

Collector Systems

Collector Systems is also a collection management software that provides sophisticated tools to easily manage standardized records in archives and historical collections. The software also offers modules geared to the requirements of natural history collections to keep all your data organized and accessible, with built-in tools for complete and accurate taxonomic classification.

TMS Suite

The TMS Suite is a platform of collection management software designed by Gallery Systems. The TMS Suite offers full native integration, reducing the cost and time required to add new functionality to your collections management system. These industry-leading products provide comprehensive support for organizing, maintaining, and sharing your collections. The TMS Suite allows you to manage all facets of your collections with an initial collection management system and the foundation of the TMS Suite, providing seamless management of object cataloging, shipping, exhibitions, and more.


Axiell enables institutions to manage, protect and share their collections and the knowledge they generate. From managing the data and information around museum and archive collections to purchasing, this collection management software provides software that helps museums operate in a digital world and share their knowledge with researchers and the public.

Leverage Your Collection Management With The Best Online Ticketing Software 

The ultimate goal of museums in conserving their collections, art objects, or any other valuable objects is to present them to the general public. There is no point in preserving collections without encouraging visitors from all over the world to come and discover them. Since museum tours account for a large part of a museum’s revenue, using an online ticketing platform is essential to selling more tickets, optimizing marketing strategies, and gathering enough data on visitors.

You Might Also Want To Read: How To Run Museum Tours: A Guide for a Changing Landscape

It allows the organization to provide a better customer experience through membership, loyalty programs, self-checkout kiosks, and more, regardless of volume. A timed-ticketing software will enable organizations to sell tickets in advance to avoid crowding and meet capacity restrictions. Retail features also allow museums to sell items at their gift shops and quick-serve restaurants. And an online platform makes it easy for guests to buy tickets and merchandise directly from your website.

KORONA Event is a ticketing and POS system specially designed for museums and art galleries. The software offers museums a truly all-in-one system combining your POS and online ticketing platform instead of requiring several different solutions for various operational aspects of your institution. Click on the button below to learn more about KORONA Event’s features and pricing.

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