Documente Academic
Documente Profesional
Documente Cultură
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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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
gy`Y 2007
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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
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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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UNESCO
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Documentation is the process of recording
information about the collections for which a
museum or cultural institution is responsible.
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.
UNESCO
Object ID
The following guidelines are based on an
internationally-recognised standard called
Object ID.
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UNESCO
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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Material
What materials is the object made from? Is it:
stone?
ceramic?
bronze?
wood etc.?
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UNESCO
Technique
What techniques were used in the production
of this object? Was it:
carved?
cast?
painted?
printed etc.?
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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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UNESCO
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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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UNESCO
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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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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8
UNESCO
Date or Period
When does the object date from?
When was it made?
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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UNESCO
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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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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UNESCO
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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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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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12
UNESCO
PHOTOGRAPHING OBJECTS
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13
PHOTOGRAPHING OBJECTS
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14
UNESCO
PHOTOGRAPHING OBJECTS
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UNESCO
15
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.
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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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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.
UNESCO
17
COMPUTERISED DATABASES
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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.
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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.
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18
UNESCO
COMPUTERISED DATABASES
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UNESCO
19
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20
UNESCO
21
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UNESCO
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
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UNESCO
23
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24
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UNESCO
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
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BORROWING OBJECTS
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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.
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UNESCO
25
BORROWING OBJECTS
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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
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26
UNESCO
UNESCO
27
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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
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28
UNESCO
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29
LENDING OBJECTS
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UNESCO
LENDING OBJECTS
DISPOSING OF OBJECTS
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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).
31
DISPOSING OF OBJECTS
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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.
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32
UNESCO
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.
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UNESCO
33
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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
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34
UNESCO
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).
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UNESCO
35
36
UNESCO