Location Sampling
Undertaken each quarter for quality control.
On return to our buildings following Covid-19 lock-down, coinciding with all the changes to location authorities and general movement of materials via retrieval, digitisation and exhibition workflows, we thought it would be good to undertake a planned location sample. We wanted assurances that inventory location data was accurate and reconciled to locations recorded in Sierra/CALM.
A location sample of 50 items was first carried out on 23 March 2022, with half the material planned/determined from the database, and half the material being checked/selected in situ to see if this reconciled with the database. The sample included items in the solander, drawer and plan chest stores and locations were checked physically as well as on Sierra and Quickbase to ensure locations matched.
We determined, that if more than 10% of items were Not In Place (NIP)*, in the next quarter we would look to double the sample size. If less than 10% of items were NIP then we would conduct another sample in the next quarter with the same size sample of 50 items.
*If an item is NIP but is accounted for i.e. checked out to exhibitions, digitisation, retrievals - this will not be classed as 'missing.' Instead, we will look to follow up with a re-check once the item has been returned to its location. Items on a manual request slip, or checked out to exhibitions, retrievals, digitsation will typically give a date that it is due to be returned or renewed. Items that are NIP without an explanation/indication of being in circulation will be classed as 'missing.'
Under 'Item absent' select from the picklist and record a note in 'item absent comment' with a brief explanation or comment. i.e. If an item is out to exhibitions, you will want to record when the item is due to return.
Example: Item was not found at location on 24/02/2026, item is checked out to exhibitions and is due to return 13/05/2026.
If an item is NIP, and you believe there is an issue with the record/data - note this in the sample so that we can investigate.
Further details on recording missing items on Sierra can be found here: Appendix C
A location sample, which is a practical tool for collections management and improving location control, would also mimic an exercise sometimes carried out in a Museum Accreditation visit.
Each quarter we complete a location sample and report results in our quarterly reports.
Half the sample from the database is created by the Collections Auditor - across all the stores where inventory has been completed or is in progress. This sample is mostly random, but also factors in works that have been reported as moved by a third party. The sample is allocated/split between the team.
Prior to 2025 visual location samples were managed and carried out by the inventory team. Post 2025, location samples became CI wide and covered all collections.
Inventory team sampling documentation (2022 - 2025)
Link to location sample folder: Location_sampling
Link to quarterly reports with sample findings: Quarterly visual inventory reports
Creating the sample (2025 -)
QB has multiple tables but the two to make you aware of for location sampling is the artworks table and the location table.
In the artworks table you want to be in 'old style' which you can change on the slider.
In this view you will see some preexisting filters down the left-hand side of the screen.
The filters are particularly helpful when creating your sample, which you can layer.
For example, you could filter the artworks table to show you only material in a particular store, you can then add more filters I.e. show me everything in the plan chest store that is uncatalogued. You can also filter items that have already been flagged as missing, so if you want to add an item to the sample to check if it has returned from being on display or back from a reader you can. (I.e. NIP - out to a 3rd party)
When you select your filters, these will display by the search bar. If you want to remove a filter, just click on the ‘x’
The artworks table has a search bar, which you can do a ‘word search’ in. I.e. you can search for an object number, a system number, a location, artist name, title etc.
The location table is also useful. You can use this to filter by store, container etc. It will tell you the percentage of the material that is catalogued or uncatalogued. It will also tell you the storage type if you need a reminder of the furniture/housing codes. I.e. FR = Fixed racking. If your sample includes material in a box, and we have audited that location, the table should indicate the weight of the container so you can judge what you need to lift or get assistance to lift etc.
The sample needs to cover all visual stores (excluding the large picture racking store which is now empty), with a mixture of catalogued and uncatalogued collections. When sampling first started, we restricted the sample to cover items we had audited, but we can sample any item to check locations are accurate in both QB and Sierra.
Sample size
· Solander store – 10 items
· Plan chest store – 10 items
· Small picture racking store – 10 items
· Drawer store – 10 items
· Art store - 10 items
Half of the sample needs to be selected from QB, i.e. 5 items. The other 5 items need to be selected at random from the location.
You can prepare the database side of the sample in advance, where possibly try to exclude items that have been in recent samples. You can create the sample here: Location Audits folder
Reporting results of the sample
On completion of your sample, you will need to report the results here: Location Audits Report.xlsx
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