Temporary number

A unique number identifying an object or specimens, including any separated parts. This a minimum requirement for inventory under the SPECTRUM standard.

Unique temporary numbers are assigned to uncatalogued material, in compliance with the Museum Accreditation standard. Temporary numbers, also known as inventory numbers, are recorded on the Quickbase database and written in pencil on the housing or object label.*

*Please do not write inventory numbers directly on to any artworks. See Appendix C for labelling guidelines.

The standard format for temporary numbers is: INV.YEAR/number

The numbers after the slash are sequential and Quickbase will not allow a temporary number to be duplicated unless this is unique. Quickbase will only recognise a duplicate inventory number if the data is recorded in the correct data field 'Temporary Number.'

You can check what the next available number is on Quickbase by clicking Reports & Charts - Most recent Temporary Numbers. The most recent temporary numbers used are also available to see on the Quickbase Homepage.

N.B. It’s important to record the INV no. in the Temporary No. field and not in the Iconographic No. field, in order to keep the list of Most Recent Temporary Numbers updated and to prevent any number duplication.

Most recent temporary number

Using temporary numbers for new acquisitions or items provided with Order Numbers

Procedure followed between April 2019 and March 2020

We have encountered a number of objects stored in drawers in the Planchest store, mainly recent acquisitions, which are uncatalogued but provided with an Order number and an order record on Sierra. We have assigned inventory numbers and logged them on to Quickbase. The Order number has been added to the field ‘Other Number’ on Quickbase, for future reference.

Procedure adopted from March 2020 onwards.

Following a team meeting on 3rd March 2020, we have agreed that:

We will stop assigning temporary numbers to items stored in special locations such as ‘Conservation Drawers’ and already provided with Order numbers. However, we will not delete any INV. number or any information collected for this type of material, up to this date. Order items on Sierra contain enough information to make the items retrievable and traceable.

At the same time, we have asked Collection Care to always inform us, should they decide to move this or any material around.

Numbering visual material: Decision making flow chart

Temporary numbers never assigned.

See Temporary-numbers-never-assigned for details.