Documentation

Documentation should answer the following questions for all objects in your collections: What is this object? Where did it come from? What has happened to it? Who owns it? Without proper documentation, your institution may have difficulty proving legal ownership of the objects entrusted in its care. In this module, you will learn how legal ownership is commonly documented in various collections. Also discover what you can do with objects here in Florida that are considered abandoned or “found in collection.”

Webinar
Documentation from the Museum Point-of-View and Library/Archives Point-of-View webinar is presented by Stephanie Antequino, Memorabilia Archivist, earlenterprises-Planet Hollywood International, and former Collections Manager, Orange County Regional History Center.

Webinar Length: 44 min. 14 sec.
Note: When viewing the webinar, a new browser page will open.

Activity
Discussion Question: During the documentation webinar you learned about many different methods of documenting your collection. But regardless of the documentation method, it is always imperative to prove that your institution has free and clear title to each object. Why is this so important? If you find out you own objects without a clear title, what are your next steps?

Samples
Museum of Science & History of Jacksonville (MOSH) – Documentation Policy (.pdf)

University of Florida – Florida Museum of Natural History – Artifact Entry Form (.pdf)

University of Florida – Florida Museum of Natural History – Deed of Gift Form (.pdf)

West Florida Historic Preservation, Inc. – Deaccession Form (.pdf)

West Florida Historic Preservation, Inc. – Gift Evaluation Form (.pdf)
Note:  When viewing the samples a new browser page will open.

Online Resources
Texas State Library and Archives Commission, CREW: A Weeding Manual for Modern Libraries
https://www.tsl.texas.gov/sites/default/files/public/tslac/ld/ld/pubs/crew/crewmethod12.pdf

2012 Florida Statutes 265.565, Museum Loans
http://www.flsenate.gov/Laws/Statutes/2012/265.565

National Park Service (NPS), Museum Handbook, Part 2: Museum Records, Chapter 1: Documenting Museum Collections
http://www.nps.gov/history/museum/publications/MHII/mh2ch1.pdf

Society of American Archivists, A Guide to Deeds of Gift
http://www.archivists.org/publications/deed_of_gift.asp

Society of American Archivists, Guidelines for Reappraisal and Deaccessioning
http://www2.archivists.org/sites/all/files/GuidelinesForReappraisalAndDeaccessioning-May2012.pdf

Speaker Biography
Stephanie Antequino is the Memorabilia Archivist at earlenterprises-Planet Hollywood International. Formerly she held the position of Collections Manager at the Orange County Regional History Center. Stephanie has presented on a variety of topics ranging from collections management policies to marketing photo archives. She has co-authored books on the history of Orange County, Florida and Orlando, Florida, as well as serving as a contributing author to the Society of American Archivists’ publication, Public Relations and Marketing for Archives: A How-To-Do-It Manual. Stephanie received her BA in Anthropology from Gannon University and holds a MA in Historical Administration from Eastern Illinois University, and a graduate certificate in Museum Collections Management and Care from George Washington University.