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A Bundle of Museum Collections Management Forms

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

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 updated with each museum’s own branding, policies and procedures, or specialties. You can download each form individually or as a bundle of all eleven.

Templates include:

Download the forms in Microsoft Word

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