Collections

The first stage is deciding whether the object fits in with our collections policy, a document drawn up by staff to decide what we should collect (see PDF under the downloads section of this page). The decision is based on guidelines such as where the object is from, who owned it, what condition it's in, if we have something similar, etc. If it is decided that the object would make a useful addition to the collection, a unique accession number is assigned to it.

Once this has been done staff have to catalogue the object; researching it, describing it, dating it, measuring it and gathering any other information relating to it, for instance how it was made or the family that owned it. The catalogue number is then written on the object, in a way that it will be visible to staff and researchers, but not to visitors if it goes on display. Finally the object has to be fitted into the stored collection. This will often involve moving other objects to make space, and updating our files to include the new information about where the object is stored.

The collections cared for by Guildford Museum face a number of issues, including a lack of space, variable environmental conditions and a backlog of uncatalogued material that stretches back a number of years.

In June 2010 Guildford Museum and Art Gallery staff made the difficult decision to call a temporary halt to all collecting, to be reviewed at the end of December 2010. We have a back-log of cataloguing which needs to be dealt with before we can cope with more accessions. Staff are currently working hard to address these issues, and hope to begin collecting again by the end of the year.

The decision was made in response to the best practice guidelines in the Museums, Libraries and Archives Accreditation Scheme, which sets out nationally-agreed standards for museums in the UK.

To view our policy on Acquisitions and Disposals please see the PDF under the downloads section on this page.