Object Entry Form

January 2019

Updated

November  2024

Definition:

Refers to the logging of all objects coming into the care of the ECFC Museum for whatever reason, including loans, enquiries, and potential acquisitions. 

Step One – Preparation:

The ECFC Museum will provide suitable arrangements in preparation for object entry, such as:

• Briefing of all staff and/or volunteers involved in procedure through induction and ongoing training. 

• Ensure that suitable storage is available. 

• If applicable, the arrangement of transport, according to Location and Movement Policy

• If applicable, updating of insurance and indemnity cover, according to Insurance and Indemnity policy

The ECFC Museum will also act accordingly to the procedures of Acquisition and Accessioning, and Loans Policy In (borrowing objects) if applicable. 

Step Two – Entry Record and Receipt:

The ECFC Museum will make a record of the object(s) as soon as the item(s) are received by completing the Object Entry Form (OEF). a)Donation/Sale  b) Loan

The OEF is to be kept in the ECFC Museum Display Room for future reference. 

Step Three – Processing Objects

The ECFC Museum will perform the following procedures if applicable: 

• Tag the objects with a temporary label marked with the Entry or Loan reference number

• Record the first location of the objects, in accordance to Location and movement control policy

If the objects are planned acquisitions or incoming loans, or are offered for  acquisition, in these circumstances, the relevant policy will be referred to:

▪ Acquisition and accessioning policy

▪ Loans in (borrowing objects) policy

If the object arrives anonymously

▪ If the object is to be acquired, the Acquisition and Accessioning  policy will be followed.

▪ If the object is not to be acquired, the Deaccessioning and Disposal  policy will be followed in disposing of the objects.

Extra Notes:

Terms and conditions for deposited objects will include the following:

• A statement of the care and responsibility that will be taken by the Museum

• A disclaimer of liability

• A declaration of the right to dispose of objects not collected by an agreed date

• A disclaimer concerning opinions on objects

• For a proposed acquisition, a statement about the current ownership status of the objects

• If applicable, a timescale for any action.