ACCESSIONING MUSEUM COLLECTIONSAn Overview

Accessioning

What is an Accession?

An accession is one or more objects acquired at one time from one source, constituting a single transaction between the museum and a source (Burcaw 1997).

Accession numbers are assigned sequentially by the order in which objects enter the museum's collection.

Accessioning

Accession numbers are assigned to objects for various purposes:

•Record-keeping

These numbers are physically labelled on or attached to the objects as well as on all related paperwork.

•Storage and Retrieval

•Security•Tracking

Accessioning

Numbering systems can be structured in different ways and can vary from museum to museum.

Often these differences can lead to confusion not only within a museum but also for outside users of the collection.

Accessioning

A good numbering system should be:

A standard numbering system will improve access to collections and encourage the sharing of information between museums.

•Easy to understand•Flexible•Expandable

The three-part numbering system meets all of these requirements and is standard in the museum field.

On PEI we are also adding a prefix to identify the individual museum. This will cut down on confusion and even open up the possibility of creating an Island wide museum database.

Accession Numbers

MN.2008.032.02

A 2 or 3 characterprefix representing the

museum

The 4 digit year theacquisition was accessioned

The 3 digit lot number representing the accession’s

sequence for the year

And a 2 or 3 digit object ID

MN.2008.032.02

The accession number is made up of the following information:

Accession Numbers

MN.2008.032.02

Each museum should choose a 2 or 3 character code that can be used to easily identify itself.

Prefix

This prefix must not already be in use by another Island museum. Check with the Community Museums Association.

Some examples are:OM – O’Leary Museum AM – Alberton MuseumBPM – Bideford Parsonage MuseumWP – West Point Lighthouse

MN.2008.032.02

This is recorded as 4 digits and represents the year which the lot was officially accessioned (acquired/accepted into the collection.)

Year

Using a 4 digit year prevents confusion in the future.

MN.2008.032.02

This three digit number is assigned to acquisitions in the order in which they were acquired.

Lot

At the beginning of each new year this number is reset to zero; thus the first acquisition in January of every year will receive the number 001.Resetting the lot number each year prevents it from growing too large.

MN.2008.032.02

The goal is to assign a unique accession number to every object within a Lot.

Object ID

The Object ID increases by one for each object within the Lot.

MN.2008.032.02

By looking at an accession number we can learn a lot about the acquistion.

We know that themuseum is prefixed

MN

We know that this objectwas acquired in 2008

We know that this lot was the 32rd to be

accessioned in this year

And we know that there areat least 2 objects in this

lot of which this is the second

Accession Numbers

an Example

3 books are donated by the same person at the same time.

Each would receive the same Accession Number…

MN.2008.032

MN.2008.032

MN.2008.032

…but each each would be given a unique Object ID

.01

.02

.03

This numbering system will cut down on confusion and reduce the overall amount of paperwork.

Accession Numbers

Simply by looking at the numbers we can tell a lot about these objects. MN.2008.032.01

MN.2008.032.02

MN.2008.032.03

We can see that:• they are all owned by the same museum• they were all acquired in the same year• they were all acquired at the same time as a lot or group from the same source• and this accession has three objects

Accession Numbers

Accession Numbers

The benefit of this type of system becomes more apparent as the groups of acquisitions and objects become more complex.

Component Parts

Often an object will have more than one part or component.

It is important to number component parts to make it clear that they all comprise one object. We use letters (a, b, c, etc.) to denote component parts.

Component parts are normally pieces that fit together and that can also be easily separated from the whole. We number them so that they will not be lost over time.

Component Parts

The way you assign numbers to an object depends a lot on how it was made and how the parts function together.

This sugar dish has two components: the bowl and the lid

MN.2008.032.01a

MN.2008.032.01b

• what museum owns it• what year it was acquired• what lot it was acquire with• and that this object has two component parts

Component Parts

Looking at the accession number alone we can tell a lot about this object.

MN.2008.032.01a-b

We can tell:

Component Parts

Even though these items do not join together in anyway, they can only function properly if used together.

We can also use letters when numbering artifacts such as a pair of shoes or a pair of gloves.

MN.2008.032.02a

MN.2008.032.02b

The concludes the accession number overview

The following slides contain nine examples of various types of acquisitions and explains how to number them

Finally there is a practice example to test your accessioning skills

Example 1A candlestick with a candle still in it

The first question to answer is: How many objects are there?

At first glance it may appear as though there is only one object but in reality there are two objects in this accession; the candle and the candlestick.

What makes this accession different from the sugar bowl is that these two objects can function separately from each other. They were not specifically made to function together. The candlestick can hold any candle not only this one and the candle can be placed in any other holder or used without one.

Example 1They should also be treated as two objectsand numbered in this way:

Candlestick: MN.2008.033.01

Candle: MN.2008.033.02

Example 2Two candlesticks both with candlesHow many objects are there?

How would we represent that the two candlesticks and the two candles are both matching pairs, while still expressing that they are not component parts of one object in the same way that each shoe in a pair would be?

In order to accession this lot it is necessary to add an additional set of digits to the Object ID

Example 2This accession should also be treated as four objects and numbered in this way:

Candlestick 1: MN.2008.033.01.01

Candle 1: MN.2008.033.02.01Candlestick 2: MN.2008.033.01.02

Candle 2: MN.2008.033.02.02

By adding an additional set of numbers to the Object ID we can maintain the physical groupings within the number itself. This allows us to recreate the intellectual order of the collection.

Example 2It may be easier to see as a tree graph

MN

2008

033

01

01

02

01

02

02

MN.2008.033.02.

MN.2008.033.01.MN.2008.033.01.

MN.2008.033.02.

01

0102

02

We can see that in this accession

there are two distinct groupings

of objects

The candlesticksand the candles

Example 3Two candlesticks, two candles and a book

How would we represent that allthese items came from the samesource, but that the candlesticksand the candles are both matching pairs whereas the book is separate?

Example 3This accession should be treated as five separate objects and numbered in this way:

Candlestick 1: MN.2008.034.01.01

Candle 1: MN.2008.034.02.01Candlestick 2: MN.2008.034.01.02

Candle 2: MN.2008.034.02.02Book: MN.2008.034.03

Example 3

MN

2008

034

01

01

02

01

02

02

MN.2008.034.02.

MN.2008.034.01.MN.2008.034.01.

MN.2008.034.02.

01

0102

02

MN.2008.034.03

03

The Candlesticks, the Candles, and the Book

Example 3

MN.2008.034.02.

MN.2008.034.01.MN.2008.034.01.

MN.2008.034.02.

01

0102

02

MN.2008.034.03

By numbering the accession in this fashion it is clear at a glance that MN.2008.036.01.01 and MN.2008.036.01.02 are grouped together is some fashion as are MN.2008.036.02.01 and MN.2008.036.02.02 while MN.2008.034.03 is separate though is still part of the same accession.

Example 3

MN.2008.034.02.

MN.2008.034.01.MN.2008.034.01.

MN.2008.034.02.

01

0102

02

MN.2008.034.03

We would lose that information if we numbered the same donation in this way:

MN.2008.034.03

MN.2008.034.01MN.2008.034.02

MN.2008.034.04MN.2008.034.05

This numbers do not tell us anything about the

characteristics of the objects

Example 4Two candlesticks, two candles, a book, and a pair of shoesHow do we represent at each shoe is a component of the larger pair and still differentiate the pair of shoes from the pair of candlesticks?

Candlestick 1: MN.2008.035.01.01

Candle 1: MN.2008.035.02.01Candlestick 2: MN.2008.035.01.02

Candle 2: MN.2008.035.02.02Book: MN.2008.035.03Right Shoe : MN.2008.035.04aLeft Shoe: MN.2008.035.04b

Example 4

MN

2008

035

01

01

02

01

02

02

MN.2008.035.02.

MN.2008.035.01.MN.2008.035.01.

MN.2008.035.02.

01

0102

02

MN.2008.035.03

03

MN.2008.035.04MN.2008.035.04

ab

04

a b

The Candlesticks, the Candles, the Book, the Pair of Shoes

Example 4

MN.2008.035.02.

MN.2008.035.01.MN.2008.035.01.

MN.2008.035.02.

01

0102

02

MN.2008.035.03MN.2008.035.04MN.2008.035.04

ab

The accession numbers can be written in this way:MN.2008.035.01.01-02

The Candlesticks:MN.2008.035.02.01-02

The Candles:MN.2008.035.03The Book:MN.2008.035.04a-bThe Pair of Shoes:

Example 5Consider this set of dishes.We want to number all the piecesso that it remains clear in the future which lid goes with which base.

Dish 1: Lid 1:

MN.2008.036.01a

01a

Dish 2: Lid 2:

MN.2008.036.02a

02a

Dish 3: Lid 3:

MN.2008.036.03a

03a

Dish 4: MN.2008.036.04aLid 4:

04a

Dish 5: Lid 5:

MN.2008.036.05a

05a

Dish 6: Lid 6: MN.2008.036.06b

MN.2008.036.06a

06a

MN.2008.036.01b

01b

MN.2008.036.02b

02b

MN.2008.036.03b

03b

MN.2008.036.04b

04b

MN.2008.036.05b

05b

06b

Example 5The accession numbers canbe written like this:

MN.2008.036.01a-b

01a-b

MN.2008.036.02a-b

02a-b

MN.2008.036.03a-b

03a-b

MN.2008.036.04a-b

04a-b

MN.2008.036.05a-b

05a-b

MN.2008.036.06a-b

06a-b

But what if there was another set of dishes in this accession that are not from the same pattern or set?

Example 6Clearly there are twodifferent sets of dishes and ournumbering should reflect this.

Dish 1: MN.2008.037.01.01aLid 1: MN.2008.037.01.01b

01.01a-b

Dish 2: MN.2008.037.01.02aLid 2: MN.2008.037.01.02b

01.02a-b

Dish 3: MN.2008.037.01.03aLid 3: MN.2008.037.01.03b

01.03a-b

Dish 4: MN.2008.037.01.04aLid 4: MN.2008.037.01.04b

01.04a-b

Dish 5: MN.2008.037.01.05aLid 5: MN.2008.037.01.04b

01.05a-b

Dish 6: MN.2008.037.01.06aLid 6: MN.2008.037.01.06b

01.06a-b

Mug 1: MN.2008.037.02.01Mug 2: MN.2008.037.02.02

02.01 02.02

Example 6

MN

2008

037

01

01

02

02

MN.2008.037. 02.MN.2008.037. 01.

MN.2008.037. 03.MN.2008.037. 04.

a-b

a b

01.01.01.01.

a-ba-ba-b

MN.2008.037. 05.01.

a-bMN.2008.037. 06.01

.a-b

MN.2008.037. 0102.MN.2008.037. 0202.

01

02

03

04

05

06

a b a b a b a b a b

Example 7Consider the following accession of a cruet stand and two cruet bottles, each with a stopper. How can this accession be numbered?

Stand: MN.2008.038.03

Bottle 1: MN.2008.038.01aStopper 1: MN.2008.036.01b

Bottle 2: MN.2008.036.02aStopper 2: MN.2008.036.02b

1 2

Example 71 2

MN

2008

038

01

02

MN.2008.038.MN.2008.038.

MN.2008.038.

a b

010203

a-b-b

a b

03

a

Example 8What if the accession contained a complete cruet set, two loose cruet bottles from a different set and a bottle stopper from a third cruet set?Stand: MN.2008.039.01.01

Bottle 1: MN.2008.039.01.02aStopper 1: MN.2008.039.01.02bBottle 2: MN.2008.039.01.03aStopper 2: MN.2008.039.01.03b

1 2

3 4

5Bottle 3: MN.2008.039.02.01aStopper 3: MN.2008.039.02.01bBottle 4: MN.2008.039.02.02aStopper 4: MN.2008.039.02.02b

Stopper 5: MN.2008.039.03

-b.02.01 -b

-b.03.02 -b

Example 81 2

3 4

5

MN

2008

038

01

02

MN.2008.038.MN.2008.038.

MN.2008.038.

a b

010101

aa

a b

03

.01

MN.2008.038.02 aMN.2008.038.02 aMN.2008.038.03

01

02

03

01

02

a b a b

Example 9Consider a tea set containing a teapot with a lid and two cups.

Teapot: MN.2008.04.01aLid: MN.2008.04.01bCup 1: MN.2008.04.02

Cup 2: MN.2008.04.03

.02.03

.01a

.01b

Example 9

MN

2008

040

01

a b

02

MN.2008.040.02MN.2008.040.01

MN.2008.040.03

03

-ba.02

.03

.01a

.01b

Practice ExampleIt’s March 15, 2010 and a donor has just dropped off several boxes containing various items. These objects fit into our museum’s collecting policy and we wish to accept them into the permanent collection. The first step is to accession the donation before anything gets misplaced.

Practice ExampleAt first glance the following objects do not appear to have much in common and it might seem appropriate to accession them all separately. However, they do have something in common: they all came from a single source at the same time and therefore should be accessioned accordingly.

Numbering the ObjectsStep 1: We know that the museum’s prefix is MNStep 2: We know that the year is 2010

MN.2010

Numbering the ObjectsStep 3: It is March and this is not the first acquisition we have had this year. To find the right number we look at this year’s accession register and the last acquisition was assigned the number 015 so we will assign this new acquisition the number 016

MN.2010.016

Numbering the ObjectsAll the objects in the collection will share this portion of the accession number: MN.2010.016

MN.2010.016

Numbering the ObjectsStep 4: It is important to assign an Object ID to each object in the collection while still maintaining a sense of order.

MN.2010.016

Numbering the ObjectsImportant: If a collection arrives arranged in, or there is a clear order to the contents we should strive to maintain that intellectual order when we assign the object numbers (i.e. books in a series should receive accession numbers in order)

MN.2010.016

Numbering the ObjectsHow would you number this collection?

MN.2010.016

It’s always a good idea to start with the most straight forward items.

Numbering the ObjectsThe teddy bear has no component parts and is not part of any set or series therefore it is fairly simple to number

MN.2010.016

MN.2010.016.01

Numbering the ObjectsThis is also true of:

MN.2010.016

MN.2010.016.01

MN.2010.016.02

naval medal and the small book

MN.2010.016.03

MN.2010.016.04

the jacket

Numbering the ObjectsThe two larger books appear to be two volumes in the same series and should be numbered to represent that fact

MN.2010.016

MN.2010.016.01

MN.2010.016.02MN.2010.016.

03

MN.2010.016.05.01

MN.2010.016.05.02

MN.2010.016.04

Numbering the ObjectsThe each shoe is a component of the pair and neither can function without the other

MN.2010.016

MN.2010.016.01

MN.2010.016.02MN.2010.016.

03

MN.2010.016.05.01

MN.2010.016.05.02

MN.2010.016.06a

MN.2010.016.06bMN.2010.016.

04

Numbering the ObjectsThe candlesticks are a matching pair, but are not functionally dependant on each other. We number them as we did the books in the series.

MN.2010.016

MN.2010.016.01

MN.2010.016.02MN.2010.016.

03

MN.2010.016.05.01

MN.2010.016.05.02

MN.2010.016.06a

MN.2010.016.06bMN.2010.016.

04MN.2010.016.07.01

MN.2010.016.07.02

Numbering the ObjectsThe candles are both objects separate from the candlesticks. They are a matching pair, but can be used separately and therefore are not component parts

MN.2010.016

MN.2010.016.01

MN.2010.016.02MN.2010.016.

03

MN.2010.016.05.01

MN.2010.016.05.02

MN.2010.016.06a

MN.2010.016.06bMN.2010.016.

04MN.2010.016.07.01

MN.2010.016.07.02

MN.2010.016.08.01

MN.2010.016.08.02

Numbering the ObjectsThe teapot with lid and cups are part of a set.

MN.2010.016

MN.2010.016.01

MN.2010.016.02MN.2010.016.

03

MN.2010.016.05.01

MN.2010.016.05.02

MN.2010.016.06a

MN.2010.016.06bMN.2010.016.

04MN.2010.016.07.01

MN.2010.016.07.02

MN.2010.016.08.01

MN.2010.016.08.02

The teapot and its lid are component parts, but can be used without the cups

MN.2010.016.09.01a-b

MN.2010.016.09.02

MN.2010.016.09.03

The cups are part of this set, but can be used without the teapot

Numbering the Objects MN.2010.016

MN.2010.016.01

MN.2010.016.02

MN.2010.016.03

MN.2010.016.05.01

MN.2010.016.05.02

MN.2010.016.06a

MN.2010.016.06b

MN.2010.016.04

MN.2010.016.07.01

MN.2010.016.07.02

MN.2010.016.08.01

MN.2010.016.08.02

MN.2010.016.09.01a-b MN.2010.016.09.02

MN.2010.016.09.03

Arranged neatly our collection looks like this:

Numbering the Objects MN.2010.016

MN

2010

016

01

01

02

02

a b

03

04

05

06

07

08

09

01

02

01

02

01

02

03

a b

MN.2010.016.02MN.2010.016.01

MN.2010.016.03

-ba

MN.2010.016.05MN.2010.016.04

MN.2010.016.06

MN.2010.016.08MN.2010.016.07

MN.2010.016.09.01

.01.01.01-02

-02-02-03

The End

Burcaw, Ellis G., Introduction to Museum Work, 3rd edition. Walnut Creek, CA: AltaMira Press, 1997.

Parr, Mary, Richard Hilton, James Danner, PastPrefect Software for Museum Collections: User’s Guide, Version 4.0 Pastime Software Company, Inc.

Resources

Lisa HennesseyCommunity Museums Association © 2008