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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 Templates and Forms for each artwork they would like to present at an upcoming meeting (6-8 weeks before meeting).
    2. The Registrar will verify information, assign numbers and submit the template to Database Administrator for import into TMS-C.
    3. The curator will be given a deadline to input further details into each record.
    4. When possible, curators should provide image files to registrar to link in TMS-C.
  •  Acquisition Review Committee (ARC) approves or declines accession of work.

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
  • No labels

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