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Acquisition Proposed

  • Enter object information directly into TMS Collections (TMS-C).
    1. Curators will be given deadline to provide required object information using the

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    1. Templates and Forms for each artwork they would like to present at an upcoming meeting (6-8 weeks before meeting).
    2. The Registrar will

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    1. verify information, assign numbers and submit the template to Database Administrator for import into TMS-C.
    2. The curator will be given a deadline to input further details into each record.
    3. When possible, curators should provide image files to registrar to link in TMS-C.
  •  Acquisition Review Committee (ARC) approves or declines accession of work.

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  1. A month before meeting Cassandra and Carter review completed details for items submitted (curatorial justification) and create final agenda for meeting.
  2. Two weeks before meeting final agenda goes to group, with curatorial justifications for each object for all to read in advance.

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Object Inspection

After acquisition is approved by committee:

  • Curator notifies donor or source of approval or informs registrar to do so
  • Registrar:
    • contacts source to arrange packing and shipping
    • condition reports
    • verifies dimensions
    • arranges curatorial viewing and final approval
    • updates location
    • sends incoming receipt
  • Executive Director: signs thank you letter or purchase approval as needed
  • Curator: approves final condition and makes recommendations regarding installation or framing needs with registrar/preparator staff
  • For works on paper, when help is requested P&D department records or verifies the following:
    • medium
    • dimensions
    • edition numbers
    • catalogue raisonnée numbers
    • marks and inscriptions

Final Processing

Registrar:

  • processes purchase with finance or sends gift paperwork to donor
  • assigns permanent object number (accession number)
  • verifies credit lines
  • shares copy of gift paperwork with Development
  • requests housing
  • completes physical and digital object record file
  • adds object to eMuseum
  • applies number to object

Executive Director: countersigns final letter of gift forms

Curator/Registrar to make photography request or license request based on priority of need

Ongoing Research

Registrar: 

  • adds installation updates
  • enters new rotation, exhibition, and loan histories
  • adds condition reports and conservation exams and treatments as required

Curator:

  • new research
  • object label/web comment text