Title Documentation

Title Documentation

1. Introduction

The museums of India, engaged in documenting, safeguarding, and creating awareness

about the rich natural and cultural heritage of the country.Documentation is basically a ‘data

bank’.After collecting objects, the most important function is to document information about

the object. It generally means keeping record of the objects to trace their movements inside

and outside the museum and also use it for different purposes.The first and foremost

essential thing required while documenting the object is the proper identification of the

object. With the help of remote sensed data, one can document the original location of a

heritage site which may be of great importance from the archaeological point of view.

Nowadays application of science and geo-information technology is used largely for the

collection and documentation of cultural property.The technology of remote sensing; aerial

photography is already in use in documentation of cultural property. Video recording of

original excavation or expedition is now within the reach of a museum. Database creation is

a need of the hour for museum like institutions.

2. Major Sources for the Documentation of Objects

Museum documentation is mainly done on the basis of records, such as acquisition

documents, provenance documents, conservation reports, cataloguing records, images from

different sides of the objects, research papers, etc. created by the holding institution and by

previous ownersor sometimes by independent researchers.

2.1. Literary Sources :

 Field manual for museums (1970) UNESCO, deals with standard methods of field

documentation, audio-visual documentation, field documentation of natural history

specimens, etc. elaborately.

 Dorothy. D. Dudley& Irma Bezold’s (1958) Museum Registration Method is a

pioneering work which elaborately describes the procedures regarding the

documentation of museum objects. Itexplains the function, staff and workspace of

the registration Department, The insurance, inventory and report of the incoming and

outgoing objects the numbering system, measuring & marking of the collection,

storage and packing have been incorporated in details. Loan procedure is described

in detail. In the second part, the classification of paintings, cataloguing in the

Metropolitan Museum of Art, accessioning records in a historical museum,etc., are

described.

 In 1963, ‘Art museum documentation and practical handling’ authored by

A.R.Chaudhury,described the process of art objects registration and cataloguing in

details.

 In 1986, R. Light;A.Roberts& J. Stewart edited a volume ‘Museum Documentation

System: Development and Applications’, which was published by Butterworth,

London.Computerised documentation system has been analysed in the book.

 Anny Fahyedited ‘Collection Management’ in 1995.The different stages and methods

of documentation of museum collection have been discussed in the volume.

 Roberts. A, (2004), Documentation and Inventories, In P.J.Boylan running a

museum: A practical handbook, gives practical advice on manual and computerised

documentation procedure and web access to information.

 Roy. Shilpi, (2015), Documentation- A Potent Tool for Collection Management, an

unpublished thesis is also a major source of information regarding the

documentation of tangible & intangible cultural & natural heritage in Indian context .

Here one could also find a comparative study with the major museums abroad. It

enlists various methods of field documentation, audio-visual methods, different

inventory systems and the history and development of modern documentation

system.

3. Definition of Documentation of Objects in Museum

Documentation is a written, authentic and accurate recording of information about objects or

specimens acquired as a property of a museum in a systematic and scientific way either in a

bound ledger or single card or multiple cards or digitally in a computer. Documentation

procedures vary according to the types of the collections of a museum. Documentation

system of a museum largely depends on the infrastructural facilities, available resources

and extent of collection. On the other hand it also depends on administrative set up of a

museum such as, government museum, autonomous butself-funded museum, private

collection or autonomous but government funded museum. According to Avaro et al

(2010 : 2) – A museum documentation system is a set of elements (Accession number,

Accession register, manual or computerized files,etc.) that are related to each other and to

the museum environment and which are organized in order to manage the objects in the

museum’s collection.

3.1 Registration :

It is the process of assigning an immediate and permanent means of identifying an

object or specimen. It is concerned with the “Policies and procedure by which

collections are acquired and formally entered into the register of the holding of the

museum“ (Ladkin, 2004:19-21). Registration is completely different from

documentation. Registration is a brief record of an object which helps in the

identification of the object.

3.2. Objectives of Museum Documentation :

a) To Locate a specific object

b) To Establish ownership

c) To Help to understand an object along with its history, use, value etc.

d) To Establish the identity of an object

e) To Ensure accountability for objects

f) To Aid the security of objects

g) To Help in physical and intellectual access to objects

3.3. Stages of Documentation:

a) Field Documentation – It is a written or in some cases transcribed record of field

events and ventures that resulted in the excavation, exploration or field

collections. Now the digital field documentation has been done for cultural

heritage. The 3D modelling technique is very powerful for identification.

Monitoring and conservation –restoration.3D digital data are applicable for site or

object documentation. The Field book Project has been initiated by the

Smithsonian Institution in 2010 for bio-diversity documentation and original

expedition. Field records include following :

Field notes, diaries, etc.

Field tags and labels for identification.

Maps or charts.

Reports.

Databases.

Photographs, slides and other images.

Correspondence.

Audio tapes and video tapes.

Equipment used in field documentation –

1. Afield notebook.

2. Small aluminium tags.

3. Indelible pencils.

4. Field labels.

5. Field measuring tape for measurement.

6. Photographic equipment.

7. Local survey map.

8. Gum,tape,light, strong cord,etc.

4. General Procedure of Museum Documentation System :

In the last few decades museums throughout the world have become more conscious of

the importance of the documentation of collection. It is now well recognised that the

standard of documentation plays a fundamental part in determining the ability of a

museum to utilize and preserve the collection under its care. For documentation various

instruments and processes are used. Ambrose and Paine (1993:150) remarked that

“There is now a days a standard documentation system increasingly agreed by museums

workers throughout the world. It has six parts.” These are :

1. Entry documentation.

2. Accessioning

3. Cataloguing

4. Indexing and retrieval

5. Movement control

6. Exit documentation

4.1 Entry Documentation :

It may be defined as the management and documentation of the receipt of objects and

associated information which is not currently part of the collections. Any object which

does not currently have an object number assigned by the receiving organization must

be dealt with within this procedure. (MDA,2005)

Procedure : As soon as an object enters to a museum whether as a gift, purchase, loan

or enquiry, that object is examined by the curator and the initial record is recorded in a “

day book “ or initial register , which is also called the entry register. In some cases a

numbered entry form may be used. This form is filled up in the presence of the donor or

seller who finally signs it. An entry form should include following information –

Brief object description

Date of entry

Name and signature of the museum employee receiving the object

4.2 Accessioning:

Accessioning is the most important step in the documentation procedure. It ensures the

legal evidence for the ownership of the items in museum collection. ‘Accessioning’is defined

as: The formal act of entering an object into the collections of a museum. Once an object

has been accessioned it has a status beyond that of merely being the property of the

organization and can only be disposed of by referring to the governing body of the

organization (CIDOC,1995). ‘Accessioning’ is the formal acceptance of all acquisitions

(whether by gift, purchase or bequest), into the museum collection (Ambrose & Paine,

1993: 150).

Procedure – An accession can have one object or thousands of objects depending on the

source as well as nature of the specimen or artefact. In every case of accessioning a formal

legal transfer of ownership is required, such as,

For Bequest – Last will and Testament.

For Purchase – an appropriate purchase document or Procurement Request and invoice

For gift – Deed of gift.

For transfer – Transfer of Property.

For Field collection – Entry Receipt,etc.

For incoming loan –Incoming loan agreement.

At first museums were using registers for the purpose. It is a bound book good quality paper

and each page in numbered consecutively. It is kept in a secure place; another copy is kept

in a different place for security purpose.

4.3 Numbering :

Accessioning procedure consists of assigning a unique identifying number to the object

which is known as Accession Number. The method of numbering applied to object may be

of following types, depending on the nature of museum collection.

(a) Simple Numbering System: - A sequence of simple numbers (1, 2, 3, 4 etc.) which is

usually satisfactory for a homogenous, small collection but this method is inadequate for

dealing with large group of collected objects.

(b) Compound Numbering System : This system is again divided into two types –

(1) Bipartite System – Where the numbers are consisting of two parts; example – 1998.91

which indicates that the object is the 91th item in the collection in the year 1999.

(2) Tripartite System – Where the numbers are consisting of three parts, separated by a

decimal point or a hyphen each part following its own sequence. Example – Accession

No 1998.05.22 means that the object is 22nd item in the 5th lot of collection in the year

1998.

4.4 Cataloguing :

The catalogue is a complex record of every object in a museum collection. It is a curatorial

function, but catalogue cards are frequently made in the DocumentationDepartment on the

basis of information supplied or approved by the curators. In the International guidelines for

Museum Object Information: The CIDOC Information categories (1995:23), cataloguing is

defined as – “The compilation and maintenance of primary information by systemically

describing objects in the collection, and the arranging of this information into an object

catalogue record”. Itincludes gathering information from physical observation, accession

records, associated records, and research and subject experts. This also includes –

classification system, codification, methods of describing objects, uniform terms to use when

describing condition, measuring and recording dimensions and weight etc. It can be either

held on a card catalogue, or on a computer programme. In this process, the following and

other related information which are pertinent to the particular collection being registered and

catalogued may be recorded –

Accession number

Catalogue number

Artist, maker, cultural group, species

Provenance

Period or Date

Title or Description

Medium or material

Source of acquisition – Purchase or gift, or expedition,etc.

Date received

Date accepted

Insurance value

Purchase price

Photograph with negative number / sketch of the object.

Location

Exact measurements

Condition

Reference

History

Date of cataloguing and initials of cataloguer .

In the past, several duplicating methods are used in museums carbon paper, hectograph

duplicating, stencil duplicating, offset lithographic methods, etc., and other method are used

for duplication of catalogue cards. After that photocopying, popularly known as Xerox brought

revolution in the area of duplication of documents.But from 90s introduction of computerized

documentation save the time and the possibility of typographical errors reduced to a

minimum.

4.5 Indexing and Retrieval :

Indexing is an important step in object documentation in a museum and it helps in day-today

museum work and at the same time it facilitates researches on museum collection by

indicating the basic type or character of the objects. The collected information is typed on

card, one for each acquisition. These cards are arranged according to the order of

classification followed by the museum. The smallest international size of index card as 7.5 x

12.5 cm.

4.6 Computerised Documentation :

Computer can store a lot of information and it is less prone to damage. The information

regarding collection can be removed from one system to another easily by computerised

system. Visitors could get required information regarding collection from a distant place with

the help of computerised documentation .The monotony of repetitive work does not occur

while documenting an object in a museum with the aid of a computer. The various stages

through information of collection passes could be categorised as:

1. Data Capture

2. Data preparation & input

3. Data processing, error checking, and data storage.

4. Output.

The museum authority must define clearly the museum-oriented objectives of the

system.The whole digitisation of collection of a museum should be a team effort. Capturing

the data is the most expensive part of the work. And the system must be designed as

efficient as possible. For obtaining the best result, the machine-processing and output

stages must be well organised .This will need to be matched against the resources- of

people and of money. A detailed planning is essential for the purpose.

4.7 Movement Register :

The movement of any object in a museum collection inside the museum or outside the

museum is recorded in this register. It is especially important for tracing out the exact

location of an object and for the security of the object.

4.8 De-Accessioning :

It is the formal process of removing an accessioned object from the collection.There are various

reasons for deaccessioning and disposal of objects from a permanent collection, such as

removalof deteriorated objects or for the refinement of the focus of the collection, repatriation or

restitution to another people or group. This is to be done in accordance to the national &

international laws and the museum’s own governing charter or policies.

4.9 Security and safety measures for Museum records :

Many deteriorating agents which are responsible for deterioration of the museum collection are

also affect museum records.The daily care and regular inspection is necessary in this respect.

Records should be stored properly. Good housekeeping is essential. Museum records are to be

kept in a stable temperature between 20-24ºC and a stable relative humidity in between 45%-

60%. Goodquality paper, ink & other accessories are needed for documentation.Protection must

be taken against microorganism. Fire detection system should be installed.Accession Register,

Catalogue cards, index cards is kept in cabinets with lock and key.The master record is

preserved in a safe place taking sufficient protection against theft and fire.

4.10 Documentation of intangible Heritage :

India is rich in a variety of intangible cultural heritage including dance, music, drama and other

forms of cultural expression. The rapid changes are taking place in many parts of the country,

as a result of it a significant part of this heritage is on the verge of extinction, Nowadays the

documentation of cultural heritage does not complete with monuments and other tangible

resources, but it also includes traditions, expressions, knowledge and skills, etc. and living

expressions inherited form our ancestors, transmitted from generation to generations etc.The

adoption of the convention for the safeguarding of the Intangible Cultural heritage (ICH), 2003,

by UNESCO (United Nations Educational Scientific and Cultural Organizations) was important

step.The documentation consists of recording intangible cultural heritage in tangible forms.

Some museums and allied institution have already undertaken initiatives in this regard.Most of

the museums have a wide range of traditional, religious, and cultural arts and crafts in their

collections. Some of them are the living heritage of certain communities. These are passed from

one generation to another and contribute a sense of identity and continuity. In our museums

proper interpretation of these intangible heritages are seldom found. Without the related sociocultural

context, it is also very difficult to interpret them. The documentation of socio-cultural

context of intangible heritages is essential from this point of view. The SangeetNatak Academy

in New Delhi and The Indira Gandhi National Centre for the Arts (IGNCA) has already started to

prepare inventories comprising both the audio and video documentation.

4.11 Ethical issues related to Documentation of Collections :

The information associated with museum collections should be documented according to

accepted professional standards including a full identification and description of each item, its

association, provenance, condition, treatment and present location. These data should be kept

in a secure environment and be supported with retrieval systems providing access to the

information to the museum personnel and other legitimate users of the museum collection. The

museum should avoid disclosing sensitive personal or related information and other confidential

matters when the collection data are made available to the public.

5. Summary :

The museums of the day in most of the countries follow standard documentation systems

which are formulated by CIDOC, or MDA, or SAMDOC, or CHIN, etc.CIDOC (International

Committee for Documentation of ICOM) serves as a focus as a focus for the documentation

interests of museums. It has also developed the International Guidelines for Museum Object

Information: The CIDOC Information Categories, which is a description of the Information

Categories that can be used when developing records about the objects in museum

collections. It could act as a basis for any museum for a working documentation

system.Similarly SPECTRUM or UK Museum Documentation Standard represents a

common understanding of good practice for documentation of museum objects. But in

Indian context, there is no standard documentation system followed by each and every

museum.

The Indian Museum, Kolkata, maintains both manual and computerised documentation

system. An object is accessioned in General Accession Register. Every object is assigned a

unique identifying number, marking the number on that object. Photo-documentation is done

in the photographic unit. Complex Bipartite numbering system is applied in this museum.

The systematic classification of the accessioned object, i.e. cataloguing is done in each

section. The movement register records the every change of the location of the object under

different columns, such as Date, Serial No, Accession No, Short Description, Location,

Purpose of removal, Name & signature of the officer, and remarks. In 1993, the computer

unit took up thework of documentation of the entire collection.

The Preservation Unit keeps record of those objects which get treatment in the conservation

laboratory. When any object is sent to other place as a long term loan, mention is done in

the respective catalogue, and a report is made by the respective section.In The Victoria

Memorial Hall, Kolkata, pre-accessioning or brief information about the collected object is

noted in the Short Information Register before Accessioning. The complex numbering

system is used here. Presently, this museum uses C-DAC’S ‘JATAN’ software for

digitization work.

The National Museum has also introduced computerised documentation system. The

National Museum Institute (NMI) also arranged the CIDOC Annual Conference in 2016.The

physical verification of is done in a certain interval of time in most of the museums. In most

of the museums of India the computerised documentation work has already started. In the

12th plan period some schemes have started to improve the functioning of the museums

including national, local and regional museums. Museum digitization scheme has been

started to develop a national database for all art objects and antiquities in various museums.