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:

• Acquisition Proposal Form
• Accession Form
• Donor Questionnaire
• Deed of Gift
• Bequest Pledge Form
• Cataloging Worksheet
• Condition Report Form
• Deaccession Form
• Incoming Loan Agreement
• Outgoing Loan Agreement
• Incident report form

Download the forms in Microsoft Word