2.4 Location system

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The permanent location of all objects in a collection should be logged, as well as when they are moved (loan, conservation, photography, etc.). This will enable objects to be found easily and losses and thefts to be detected promptly.

 

The location code

The location code indicates the permanent location of every object in the museum, so that:

  • an object can be found
  • removed
  • and returned to the right place,

in the least time and with least effort. It is preferably written on the catalogue card of the artefact, or if there is no card catalogue, in the Remarks column of the photocopy of the Accession register.

 

Loans and object movement register

The loans and object movement register is a document whose pages are numbered and stamped. Whenever an object is moved, either from the permanent exhibition or from the store (for loan, study, to be photographed, or for conservation or restoration, etc.), this is recorded in the register.

For each object, there will be a written entry (in ink) of  the accession number, the reason for moving it, the person taking the object, its destination, the removal date, and then, when the object is returned, the date of the return and the name of the person who receives it.

 

Existing online resources (English):

Aide mémoire for Documentation in museums, n° 5, The location system, EPA-ICCROM.
This resource gives practical advice on the format of location codes and their use.
Aide mémoire for Documentation in museums, n° 6, The Loans and Object Movement Register, EPA-ICCROM.
Characteristics of the Loans and Object Movement Register, function and column headings.
Location and movement control, Collections Link
Useful resource that explains why it is important to keep track of an object’s movements, and the various means and tools to do this, etc.

In Spanish:

Lic. Armando Gagliardi, Ant. Patricia Morales. (Coord). Normativas Técnicas para Museos. Dirección de Museos de Venezuela. Venezuela. (1993-94).

 

If these resources become unavailable, you will be able to find some of them on the EPA website. They were captured in March 2009 and checked in January 2011. You can find the Spanish resources on the ILAM website. They were captured in November 2009 and checked in January 2011.

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