Skip to content

A Bundle of Museum Collections Management Forms

Category:
A person's arm signs a document in front of them that is sitting on a red flag.
Photo by Sollange Brenis on Unsplash

For museum professionals, having a set of collections management forms is essential for several reasons. Firstly, these forms serve as a systematic record of the collection’s items, detailing their provenance, condition, and significance. This is vital for maintaining the **integrity of the museum’s catalog and ensuring that each piece’s history is preserved. Secondly, collections management forms are key in risk management. They help in tracking the location and condition of items, which is crucial for insurance purposes and in the event of damage or loss. Moreover, these forms facilitate accountability and transparency, providing a clear trail of custody and care for each item. This is particularly important in the context of loans, acquisitions, and deaccessions. Lastly, well-maintained records support **research and education** efforts, allowing scholars and the public to access accurate information about the collection. In essence, these forms are the backbone of a museum’s operational framework, ensuring the preservation and accessibility of cultural heritage.

Creating and utilizing collections management forms is essential to producing a systematic record of all the items in a museum’s possession, detailing their provenance, condition, and significance. Firstly, accurate and thorough documentation ensures that museum staff properly account for and record each item. This not only facilitates the care and preservation of the items but also supports their legal and ethical management. For instance, clear records can help resolve ownership disputes and establish the authenticity of artifacts. Secondly, collections management forms are also a crucial part of risk management. They help in tracking the location and condition of items at certain points in time, a key for insurance purposes and in the event of damage or loss. Thirdly, completed forms enable accountability and transparency providing a clear trail of custody and care for each item. Lastly, well-maintained records support research and education efforts, allowing scholars and the public to access accurate information about collection items. In essence, these forms help ensure the preservation and accessibility of our cultural heritage.

The collections management form templates included here are meant to be edited or adapted to each museum’s own policies and procedures, or specialties. These forms were designed by referencing established templates and examples from the field and were reviewed by experts in collections management. You can download each form individually or as a bundle of all eleven.

Templates include:

Download the forms in Microsoft Word

AAM Member-Only Content

AAM Members get exclusive access to premium digital content including:

  • Featured articles from Museum magazine
  • Access to more than 1,500 resource listings from the Resource Center
  • Tools, reports, and templates for equipping your work in museums
Log In

We're Sorry

Your current membership level does not allow you to access this content.

Upgrade Your Membership

Comments

Leave a Reply

Your email address will not be published. Required fields are marked *

Subscribe to Field Notes!

Packed with stories and insights for museum people, Field Notes is delivered to your inbox every Monday. Once you've completed the form below, confirm your subscription in the email sent to you.

If you are a current AAM member, please sign-up using the email address associated with your account.

Are you a museum professional?

Are you a current AAM member?

Success! Now check your email to confirm your subscription, and please add communications@aam-us.org to your safe sender list.