Approach and workflows

Due to the size of the Visual Material collection, a multi-stage approach is envisaged for inventory in two phases. The inventory will start from the storage unit itself (Solander box, plan chest etc)

Phase 1: high-level inventory

The approach is to systematically work through drawers, shelves, boxes and picture racks to process individual items or groups of items, catalogued or uncatalogued, and provide them with minimum viable records.

As part of this phase we will provide each item or group of items with the following information, on Quickbase (in bold what is outlined in Spectrum 5.0 Inventory Procedure):

• Location

• Iconographic or inventory number

• Accession or other numbers if written on the objects

• Number of items

• Any part numbering task, future or already completed

• Object name (only applies to uncatalogued items)

• Subjects (only applies to items stored in the Solander and Drawer stores)

• Creators if easy to retrieve or crucial to the identification of the item.

• A title/ brief description/image

• Lettering/Inscription if crucial to the identification of the item.

• Imprint, if crucial to the identification of the item. Not mandatory

• Language, if crucial to the identification of the item. Not mandatory.

• Whether the item is absent or missing and linked comment.

• Physical condition of the object, and type of damage if applicable.

• Whether the item requires re-housing or further labelling.

• Whether the item is on the catalogue or not.

• Whether the item record on Sierra requires enhancement or correction.

• Whether the material requires flagging as potentially sensitive or offensive.

• Current owner (automated on Quickbase).

• Date of recording and name of recorder (automated on Quickbase).

Phase 2: detailed inventory

Phase 2 is a group of tasks that can be carried out alongside Phase 1 inventory or following Phase 1 inventory. These may include:

• Creating individual entries on Quickbase for objects previously grouped under a single inventory number.

• Part numbering objects, creating item records on Sierra and labelling items accordingly.

• Providing information referred to as ‘Not Mandatory’ listed under Phase 1.

• Enhancing or correcting record information on Sierra.

• Carrying out basic research on accession numbers.

• Physically re-housing and or cleaning material.

• Producing basic research on collections or individual items and share knowledge.

• Reconciling accession numbers identified on items with their catalogue records.

• Linking accession numbers and entries on Quickbase with the Transcribe Wellcome Quickbase.

It is important to note that this methodology is intended to be flexible and may be subject to adjustment as the inventory proceeds, so that if more efficient methods are developed they can be incorporated, while ensuring that the data captured are consistent.