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our next presenter is Stephanie into Queen Oh memorabilia archivist for Planet Hollywood she'll be pretending on the topic of documentation from both the museum and library point of view good morning everyone I hope you can all hear me okay and so we're going to start out with documentation from indian point of view and then move into the library and archives point of view i want to speed up front that i am using trained not library or our country so when we get to the end of the presentation during the Q&A if anybody that is a little bit more familiar with library and archive points of views of the documentation please feel free to add anything eziel i missed your documentation is extremely important as we just saw with a blown people work and condition reports and things like that if documentation just isn't paperwork it can be digital images it can be audio recording for example with the digital images of human condition report and you might take photographs if there's something that specifically noteworthy do you have those as part of your record it's letters back and forth the loan request that they were referring to in previous presentation there will be part of the documentation you would keep any receipts sort of any anything related to any of the acquisitions or actions that are going on with you part of that documentation that you would want to keep so it's strict and their curtains have a documentation system so that you know what an item in it what an item is where it came from what has happened to it over time and that proof of ownership I sure that we've all experienced someone coming in saying hey Aunt Sally donated my you know my grandmother wondering our mother's quilt 40 years ago where is it I want to see it so that's why I documentation is extremely important we want to make sure that we can go back and know that yes jingo did during Aunt Sally 12 and we can find out paper trail of where it is now hopefully when we were talking about do we create the loan paperwork this is something especially with conditional reporting it shows what happens to an object over time so you can understand that 30 years ago it came in and it was in pristine condition 25 years ago it was on exhibit and it fell and it cracks you know 15 years ago we had money to conserve it and things like that for that in my opinion that's why I feel that it's extremely important to keep that trailer documentation I the history of an item and how I Becky in the condition that it is currently plus you want to be able to show proof of ownership they don't come in and say hey yeah so one so let you in its always quote well no I have proof of ownership I have a deed of gift sitting right here that it was actually given to us so explanation so it can be in paper form or it can also be your collections management system whatever it is that you're using to keep track of all of your records in your CMS and it allows you to retrieve the information no matter what form it is so if you are referring to the paper files if you have your expression files your load I all things like that that they would be stored in a retrievable manner that is chronological or whatever system that you have if you have an alphabetical so something that you know how to reach me the information is it BBE that you can see here I love those little cartoon because all the remainders are the possible size so yeah we didn't know what to do with this widget put it there and I know that would probably all have that little corner inner there anything is what we're trying to get rid of that one of the things that we want to do in order to have good documentation to avoid jargon and playing this is probably worth in with science and technology museums so there might be some specific name for some type of machinery event like that but the layperson Canadian might not know what that is but scientists who accepted it accepted it into the collection 15 years ago made you know obviously knew what it was so if you do have something like that use perfect terminology but use a glossary its vicinity and use photographs and drawings and other permanent images is especially important as we mentioned for condition reporting and things like that but it's also important in your collections management system you want to have photographs it so that not only you have a good description of what you have but you can actually see it as well and it should be permanent you should be trying to use acid free paper for all of your document additions like bath non-acidic ink you want to confront rather than use cursive because as we all know we probably looked at books from 150 years ago and kind of things we know that they're not really sure you also want to make sure not to use pencil because pencil can be racing awkward being we always want to use pencil around our object but hopefully we're not really filling out this paperwork necessarily right beside job next to go ahead music and again using archival materials I hired coming to Planet Hollywood I was at the orange county regional history center for seven years and all of our loan in accession cells are in archival and free file file folders you also want to make sure that you are a comprehensive as possible i don't know how many times I've seen paperwork says no 27 photographs okay well that's really great by 27 photos SOP what so you want to try and not leave a mess for the next person coming in and you don't have to necessarily be super super super but you know five black and white photographs of orange avenue 7 photograph of you know lake eola things things like that that um super the next person coming in understand that were even you in five years when you're looking back at your paperwork with about you and I bet you don't want that to happen sometimes a donor will want you to be specific and will want a really comprehensive list of everything I a mine but that's something that you should discuss with them the best time of acquisition hiding the sake of the documentation policy ensures that the museums in America questions possibly and these are kind of written and electronic collection and make sure that you know what types of collections are what types of Records you're going to keep what information they should contain and who's responsible for keeping them and you also want to make sure that the records are updated literally and they're maintained on archival media is possible lexically relating to the electronic records and duplicate records so as we mentioned in the previous reference the majority of institutions are keeping and coffees the electronic copies as well as the hard paper copies and you want to make sure that they are kept in separate locations because if something happens to your your site in all of your paper records and all of your electronic records are kept together there's a very high likelihood that everything is going to be damaged whereas if you have something stored off-site or if your electronic records are stored in a cloud and you learn paper records are stored that you're using up then you have a better chance that something happened for one site is hopefully not going to happen to those sites um so in trouble there are documentation standards out there the American alliance of museums has standard for which is related to collection stewardship and you can see that it does talk about the management and care in documentation this publication is actually available for free on American alliance of museums website you can get unloaded of the PDF and this is a really great document because it not only costs about Russian stewardship over the past about governance and everything like that as well this is just more of like caam standard size regarding requirement of a system and documentation reckon image mint and inventory for permanent interpretation I don't know how many of you are familiar with the American Association for state and local history they have these standards and excellence program for history organization steps project which is a series of both paste actions that you can go through in order to bring in institution up more up to currently accepted standards and very searchable collection of standards to again specifically list that institution legally ethically and effectively manages doc and tears floor and uses a collection so both am nsoh of those documentation standards as a part of their overall museum standards as you a lot of museum standard or museums organizations throughout the world so once a document that you might want to have and i would actually highly suggest as a temporary custody repeat and you can see the types of information it should be on this particular document this is particularly helpful for those doorsteps chopped off i wish i'm sure we've all had it saturday afternoon at three o'clock and the only people that are on staff that day or maybe a couple doses and custom working in a medium for so when when i was at the history better things may change now that we high temporary custody receipts down at the front desk for this very very instant so there's somebody who did come in and drop something off and there was nobody on the collection staff there to accept the items reportedly refuse them they fill out this form in a plum specifically stated that if the item is actually the history center form um that they may or may not keep the items and you can see that we have suctions as to say if you don't want it back go ahead and get rid of it a lot of questions management systems this is an image from past perfect museum software i know there are several different types of CMS programs that are out there but how perfect has a section for temporary custody and what i liked about this is that you can actually turn these into an obsession if you do decide to keep them read eternity tool alone but this way you have your paper trail and you have your electronic electronic copy as well so it's gated yes it's this is what's transferring ownership um an individual or an organization over to your organization and when stadion as a person owns the property confirming their belief that they own the object and that they have the ability to pass the title and this is extremely important in our institution it's important for everyone but especially a lot of arts organizations again just sort of the information that you want to have on there making sure that they date is there you want to make sure you have the contact information you can get in touch with this person you also want to make sure that this information is big word is going to be kept in your permanent file and then here's the Museum of Danish America other beads obsessed and you can see they have terms and conditions for artifacts combinations on the reverse side of the document and again just an inmate repress perfect showing what an accession records looks like in all of the items that came along with it incoming loans I knew we built a lot with this with the last one so i won't go over this too much but one thing that i will mention is that at the history center we implemented as part of the terms and conditions for the loan if any of you and during the last model to the manage marginal webinar on a fun abandoned property you learn about florida statute to subscribe 25 65 and so on part of the conditions for an incoming moon we did just put on there that all loans are not back to go to ply swallows and i did actually have to contact some people and say hey you agreed to this and your loan has been up for a really long time you want yourself or I'm gonna catch it and they got the stuff so it actually went in again just an example of from past perfect i apologize i'm just using props perfect it know there's other CMS was out there but i'm showing that you want to have the paper trail but you also want to make sure that you have everything catalogued in your CMS for easy to reach people as well outgoing loans again you're going to have a tracking number of the borrower's name the date of alone purpose description and condition and value and whoever is the museum representative is responsible for finding your documents will be finding all of these documents and again that'll be part of your collection management policy is responsible for all of that information it's an example or an ugly mona dreamers selling those screens and then the accessioning you want to make sure that when you're silly not only to be Stephanie mr. name is over the date of recommendation who's doing the recommending onyx ID description all of the information contained here and the indianapolis museum of art is a really great job of showcasing their d accession pieces it actually shows what it was when it was why and the transfer knows or so what the final disposition was for it so it's kind of inspiring and here's some sample of the accession paperwork and again all of this would be part of your question management policy for documentation from the Lima archives going to do again at the end if any of those that are in the library archives have anything to ask for you feel free it's all very very similar a library donation form it has to be donors contact information for those are both cds if ever donated and what another donor would like is knowledge note from the library and then here's a couple staples you can see that they're immoral book donations though even says we would like to look to be donated in memoriam of radiant valley or or whoever so what i'm really jealous about coming from indian world is that libraries archives disbelievers we have to be expression so but it's still very important to make sure that you keep your documentation for the waiting and you will make sure that of all the time idolan conover the criteria for weeding who authorized it obviously make sure you remove it from your catalog so that Danzo doesn't come in next week and request that book oh now we don't have it anymore and then remove all those plates etc because I I know that a lot of library once they remove the books from the collection they might sell them in their in their store that will fail as a fundraiser and again some examples of leading procedures a disposal flip that can be filled out and push with the books ever cross was going on the other good thing is that we're all were all different but we're all the same so he took it for archives against for legal instruments edge of acting as the vacation materials repository cantering that legal ownership and with everything these forms should all be reviewed approximately every five years by your organization's legal counsel the same information disagree that went on video gift for a museum should be about the Assessor archives another thing that's really important for archives of any restrictions on youth some donors may not want to be collecting to be excused for the public for ten years or whatever so any restrictions make sure that that is on the objective that's extremely important to have a deposit agreement is something that's a little bit different for archives there might be a state entity that is transferring their collection in my patron you know 50 years worth of documents to a specific archival repository they're not actually going to be transferring the ownership but they aren't returning the possession of it into the deposit agreement you want to make sure if the procedure for the withdrawal and for the return of the materials you want to describe any cost to the depositors if they are the ones that are responsible for all the housing for the materials and things like that and then this is just an example of government records deposit agreement accessioning it's the same as for museums is formally expecting recording the documents make sure you have an expression registered question forms the information that should be contained in a fashion forms and they were museums again any restrictions and copyright so archives we go through a reappraisal living this is there the accessioning process where they make split collections to make them fall they may have to comply with a new law that came out where they have to remove something or make 16 your loans are available or there may be a change the repositories mission again there should be a r appraisal form and it was something that should be kept with the collection and you want to make sure that you have the name of the collection and retention schedules any correspondence questions any correspondence on the file that we reviewed any agreements ago with a acquisition dates and so forth and make sure you has a physical condition in history who owns the collection and what your final decision is are you d expressing are you transferring someone are you returning at any distorting it in New York they are quietly appraisal form this is a simple and that's it so if anybody has any questions feel free to ask them now thank you Dan Stephanie if the folks over in South Florida want to check in to see bit of any questions concerning document users you have a question Robin to submit it okay our question is if you have just a needed verbal agreement between a donor and a museum or in archives so they've already given you the object that haven't signed any sort of donor form or legal agreement what is the course of action that the museum or institution needs to take in order to handle that situation so if they're not as a point where they're interested in signing any of those people will get you always want to make sure that you have everything in writing because even if you have an item you are in possession of that we know possession is nine-tenths of the law so today but if you have possession of the IMS and the intent most likely was there for them to give it to you and if you always are communicating for this is a bit of an example of something that may have come a half before you have a thank you letter to say thank you for giving us even if you don't have anything that's fine so if you run the process of discussing whether or not this is going to happen I would make sure that you have communication draft a letter and send that out to the individual thing thank you for your discussion in the last two day where we you know referencing the donation of paint your painting from grant valley that you are interested in giving to us and just make sure that there is that communication back and forth until you actually get to the process of completing needs of gifts and if anybody has any other suggestions I would be evil and teachers as well I think that's one of those times and even like that temporary facility or foreign to the committee and if you can ignore me an internal form nobody system you can do that paper trail which is the family black is arresting ppl associated there are facilities you talk to this person to please the beginning of something and also you know he lives in the great state of email which is lovely so pretty much everyone email so for me at Eden like tracking that email correspondence this likely will faint stampin time camping you're really seven you did remember pieces there and you know what I need to do all that kind of stuff you see you can start out of paper trail social do it now i would say that for me personally emla if they didn't give me something you know a little an assignment FSU to hold on to it I i would say i'd probably it is not taking up too much space I probably do that purpose about six months to a year I kinda like all right especially if it's something like do like you have to be great to the Colossians after you get to that point and it's like you guys come get it you know what I mean it is we're not going to belong with us you're gonna get to that long-term loan world which none of us likes right like no one likes that possible long-term love so that's absurd they could as well and again with the documentation if you do separate on a temporary basis for that sixth one send a letter thing thank you for allowing us to keep this for six months while you determine whether or not you would like to give it to us the industry at the end of the six month we will reevaluate the agreement or something so alone is like but paperwork see more people as because you always want to cover a tall order but there's anyone else in South Florida have any other questions I think I think Stephanie welcome great okay I'm gonna go ahead check in with the folks at the common exam and Jessa know if you've always have any questions no questions here excellent i'm going to go ahead and point out that you know working talk a little bit about record retention and how long did it keep these documents around we spoke about a little bit bullosa i think we were this good food down there and then surfer dude amaral were like no we still make paper coffee all right like you're kind of like a new digs a lot of house the title company is nice unless the clothes crazy math paper and they would apologize to me and I'm worried about noah lessing work you know any like we like that paper documents I like the fact that everyone's exercising keeping them in multiple formats I think that's been incredibly important I think a lot of us are of Gen X age groups have lived through the tears of watching a digital versions change and the different you know like all these different weird files types and remember works perfect I'll time you know I kind of translate them into a stop it god knows what we're going to have in 10 years you know anymore maybe the accepted of picker file so I think it's important that yeah we see these digital files and then you know the straightness nice to have a paper file nice to have in separate locations in case something happens that want to be a location you still have a paper file I'm all for have an individual files because then you're the lid blows up there's a digital file some are floating around out there but any other deal with okay file transfer types right so if not I've liked it to therapy when it comes recommendation is to say for how filing in funds to not really issues like that's like your little bit you search engine optimization so it just an to keep in mind and knowing that you know today is a digital world if everything digital records of how we see right immediately to the street news before us kind of look at me like this with solar file fight that's accessible so that I could said we did work perfect right and then we have word stocks and now PDF you see the PDF getting pretty standard in the world I like to give personally but you know there's that kind of issues Social Services Inc enough I think someone up in north Florida has a question hey Robin in person um I have a question about what other institutions do about keeping or not keeping files on acquisitions that were declined because typically will have you know either correspondence maybe the object was actually brought in it will have receipts and that sort of thing but if they were declined I've been returned to the owner is it necessary to keep them he files I personally keep them on my custom I've Energy Center and I also teach them at Planet Hollywood we have individuals who will say hey do you I have this view on it and if we decide not to go ahead and proceed with that acquisition i initiate that because they think it's extremely important that way even ten years down the road if somebody comes along again and says hey I have this we can go back and say oh no we've already you know this is that for whatever reason it's also nice to have that institutional history of these are the types of things that we are offered in these are the reasons that we declined them yeah this is a problematic that's a really good point inside knowing i know you know i lurked somewhere for seven years i was great we have some feelers became 250 times but at seven years during the time clinic opera thing he said no but then when I left theoretically the new staff would not know about it you know unless you have someone there to excuses so I think having that fit around four I mean with the big think that comes to 70 0 x 7 I mean definitely thing I call back to sometimes with sin sueno selectors done like seven but when it comes to look at it it so specific to I'm used to throw it out you know any might entail some of those needs a spacer but is a good reason to do it I think Chi Chi from as much as you want and I'm in as long as safe allows so be my boss yeah maybe if someone has a comment here in the mid nails yes I just also wanted to add at not much going from avoiding mixed accepting something that has already been rejected in the previous time it's also it's also been helpful for sometimes builders bit confused and I've definitely gotten the call of I have donated the business thing in this in this year's and why don't you guys have it and having a record of oh yes you did contact us that net year um but we do not accept your loan are you sure you didn't then go to another museum this and cry there and they're like this isn't the one at our institution ER and let know such as you're not the trees and be like oh sorry so this this double reason why it's helpful to keep those things that you didn't accept as a really good thank you can find out that the Niantic all of us have had the idea this thing to wear in this conversation which is always bugs you know concocting that topic um but especially in that kind of a case specifically don't have it you can go back and do like I just like but it's not worth so with over here that's been kind of important they want to comment your loyal that was a good point like it Malcolm you know me balls out with his relatives try to come after you and will grandma said she donated her wedding dress to your institutions and we can do like she's exhausting you can go back and prove the fact that I was about the Vator living trust sir we have one more question Jerusalem what kind of documentation could you have in place when you're transferring objects from one sister and the other silicon Society of comedians in the san tan organization and recently I received about 100 objects that which is a child from one contender's in my building corrected from our director to give them to the call center so what kind of documentation I have no original records but what do I need to complete can you use two totally separate with the documentation mm-hmm so I would have some titles in the pretty part of your question there's a qualification tournament between two organizations and then was that a new issue of people were still accepted into your honor and they kind of do it on that transfer to have all the gifts like 10 years yeah on that 1i agreement not for each individual good ok well no I was going to individual guess because they're especially coming from five different type of course if it was easy sorry make it work okay yeah and then when it comes to numbering those objects have been cautioned with baby number for the year that I got I would never them for the unit you receiving them and if you have a feel for you have old numbers and I would be because that numbers is not that old numbers is not pertain to your organization intends to the other organization do you leave what could actually do they do that you're receiving and the transfers are currently active I see two gifts for the community institution of their attic and when my directors design on all the sensor data whoever isn't a responsible for signing on your experience killing actually I think that's super really good questions a lot of how that right with the change museums and their one governing authority and I like the question of what you'd number it right like what is that but yeah you're right if you remember it when it came into your organization so if it was given to you in 2017 I was near normal little kinder Leo system i'd be like well at this point I'm a scenic session fast-track the other number because you never know you know and I mean what's gonna happen but I think that's a good question people always I hope you know question c'mere ya the question is what do you do is a sufficient about little baby immunity evidence yeah they're no longer the owners responsible parties for that object so you your respect your eventually he expression in the object and transferring it to a light institution you know they mean like that's basically doing and I'll make sure you have all of that information in your proton so the Yankee tackle all of that henchman yeah the folder is just getting bigger and honest I have one last thing I'd like to I there is a book others created by the Texas Association museums him it's due to be informed in Texas institutions but for all the same so there are lots of examples of different types of foreign others Jesus yes the expression and with that I use that book heavily and because i really only you don't have to and also you can look and see examples of institutions that make more closely resemble yours and you can pick and choose what you think is way to do that too including also if any of you are institutional members of a am maybe you have in the informed slot the registrar's me website RCA and backward they have a a beautiful forms that are on there and if your community with all of us are looking in India's in it webinar or in the workshop period because we're willing to share our documents and if you're on any list serves or anything like that that's the type of information and that organizations love to share with each other because we like the help each other out because we've all been there you know that bet texas book is it's a little bit now but it's so really useful like you look through it you're like that is important here i want to use we have forms on our website to the other institutions rafi previous incarnations of this program we've taken copies with reforms emotive on our website if you whether to native form please check airport we can like that out so it looks more generic if you want to never really kind of information is that we do give people sample also accuracy the southeastern museum conference of serums & Visitors Association I'm the sort of risk for they also you may have a form swap session sometime in there so there are good books if you're even Sarah itself I did the bird great community where most people in our house you are affordably before and you hit like a bazillion little sample which is great you know any does everyone in 676 there's no point really do anything they succeeded yes is basically the gift you know what I mean you still wanna bet it you still want to make sure it works for your institution I want to make sure it deals with issues that you mind a selfless but there's ample I probably and and so also a period of two years ago their condition record books which are example condition reports than the information that could should be continuous condition reports in as outlined by photographs and documents metal items textiles you like us you know look around is visiting requesters in like well doesn't look like it they pretty much definitely created