Fish and Wildlife Service Manual, 126fw2, Exhibit 1, Museum Property Data Requirement Definitions: U.S. Fish and Wildlife Service

126 FW 2, Exhibit 1,

Museum Property Data Requirement Definition

FWM#:    325 (new)
Date:        October 7, 1997
Series:      Library and Museum Services
Part 126: Museums
Originating Office: Division of Refuges

Fish and Wildlife Service

Museum Property Data Requirement Definitions

For accountability and reporting purposes under 126 FW 1-3, units responsible for managing museum property are required to maintain information on the following data fields. If appropriate, units may create other data fields to record and report information on their collections.

A. ACCESSIONING DATA

Whenever a unit has received museum property objects or specimens, information about the accession must be recorded. The following mandatory data fields must be recorded in the unit's accession book: the accession number, description of the object, source of the accession, accession date, date received, accession type, and the total number of items in the accession (actual, estimated, or bulk). The remaining mandatory data fields must be entered into a supplementary accession record.

The following mandatory data fields must be used for recording the accession of museum property. If appropriate, enter either N/A (not applicable), UNK (unknown), or indicate that numbers are an estimate under A.13, Item Total.

(1) Organization code

Enter the responsible unit's 5 digit organization code assigned by the Denver Finance Center.

(2) Unit's name and address

On the accession record, enter the unit's complete name and address.

(3) Accession number

An accession number must be sequentially assigned to each accession within a unit's museum property collection. The accession number is based upon the organizational code for the unit followed by a sequential numbering system denoting each accession. An example would be 93510-1, denoting the first accession for the Headquarters Division of Refuges.

(4) Accession number 2

If the object has been assigned another accession number by another facility or institution, enter it in this field.

(5) Source of Accession

Record all of the following information on the source of the collection that is being accessioned.

(a) Individual

Record the full name of the individual or group of individuals from whom the property has been accessioned. Record the information as follows: last name, first name, middle name.

(b) Institution

Record the full name of the primary source of accession (e.g., the institution or estate that sold, gave, exchanged, or transferred the material, or field collected it within the unit's boundary). If the source is not an institution, enter N/A.

(c) Responsible Official

For an institutional source of accession, give the full name and title of the responsible individual for contact purposes. Record the information as follows: last name, first name, middle name.

(d) Address of Source of Accession

Record the full address of the source of the accession.

(e) Telephone Number

Record the telephone number provided by the source of accession.

(6) Date Received

Record the date the property was received into the unit's custody using the following protocol: MM/DD/YYYY.

7) Accession Date

Record the date the transaction was entered into the unit's accession book and into the museum property system using the
following protocol: MM/DD/YYYY. If the object or specimen was received at the unit at an earlier date but not entered into the accession book, record this information in the accession folder or its equivalent. If the accession date is not known, then the date on which the material was "found" is entered into the accession book and is considered the accession date. If an earlier substantiated date is then determined, this date should be considered the accession date and the old accession date should be changed with a note included in the file.

(8) Accession Type

Record the nature of the transaction by which the accession was acquired, e.g. field collection, donation, purchase, exchange, or transfer.

(9) Description

Provide a description of the objects or specimens involved in the transaction. If there are many items, units may quantify the total number in the accession. If the accession is for one object, the entry may be similar to the following: "one watercolor painting, `Roadrunner', by Louis Agassiz Fuertes." A complete inventory or listing of the objects or specimens received should be placed in the accession folder.

(10) Project Name

If appropriate, provide the designated name of the field project from where the collection originated (e.g., Lake Ilo National Wildlife Refuge archaeological mitigation project).

(11) Catalog Number(s) within the Accession

Enter the catalog number(s) associated with this accession. Recording the catalog number(s) of accessioned material in the accession system provides an important cross-reference between the accession and catalog records. In accessions containing large numbers of specimens or artifacts, listing all numbers may not always be possible or practical on an accession form. When this is the case, the catalog numbers may be indicated on an inventory sheet placed in the accession folder while making a corresponding note on the accession form. Catalog numbers assigned to items in a single accession should be sequential where possible.

Enter the name of the system under which the object is cataloged (e.g. Smithsonian Institution trinomial system, University of Arizona cataloging system, etc.)

(13) Item Total

Note whether the item totals are for actual inventory of all items, an estimate, or for bulk counts. If items are contained within a larger unit and only the larger bulk unit (not the individual items) is counted, enter the number of bulk items (e.g., for 6 boxes of sherds, enter 6 boxes; for 12 linear feet of archives, enter 12 linear feet). Units are encouraged to use standard archival boxes and standard units of measure where possible. If items in the accession cannot be counted, an estimated total should be tered. If item counts have been estimated in an accession, item counts should be changed as they are cataloged to reflect the actual totals.

B. CATALOGING DATA

General

(1) Organization code

Enter the responsible unit's 5 digit organization code assigned by the Denver Finance Center.

(2) Accession number

The accession number is the unique sequential number assigned to the object/specimen or group of objects/specimens within a single transaction, as defined in Section A.2. above. This accession number is used in the accession and catalog records as a cross-referencing key for information.

(3) Accession number 2

If some instances, museum property may be assigned more than one accession number. Enter the second number in this data field and use the

(4) Catalog Number

The catalog number is a sequential and unique number assigned to the object/specimen or object/specimen lot and applied directly to the museum property or to a label on the specimen. Catalog numbers assigned by FWS units to materials must contain the appropriate accession number described in Section A above followed by suffix with a sequential catalog number. An example is 93510-1-1 for the first catalog number assigned to the first accession for the Headquarters Division of Refuges. Component part(s) of objects/specimens are cataloged as a single unit and given one catalog number, such as a coffee pot, lid, skin, and skull. The number may have letters (i.e., 101a, 101b, et seq.) added as a suffix to identify the component parts. Objects with component parts are considered a single item or unit. Pairs and sets, in which all parts are nearly identical, may also be assigned the same catalog number and a lower case letter given to each separate piece.

(5) Discipline Classification Type

Discipline classification types include the following: archaeology, ethnographic, artwork, historic object, document, botany, zoology, geology, paleontology, or environmental samples. Indicate all categories that apply to the collection.

(6) Object or Specimen Name

Provide the name of the object or specimen and, if applicable, name modifier based on discipline-specific instructions. Both the generic name and regional or aboriginal name(s) for the item should be recorded, if applicable. For natural history specimens, record the scientific name using the following hierarchy as appropriate: Phylum, Division, Family, Genus, and Species.

(7) Controlled Property

Use this field if the cataloged object or specimen is controlled property. The following property is considered controlled: an individual object or specimen or a cataloged "lot" of objects and/or specimens that is especially sensitive; has high intrinsic or scientific value; is especially vulnerable to theft, loss, or damage; is a short-term incoming loan; is a museum firearm; or is valued at or over $300. Type specimens are considered controlled property. For the purpose of inventory, short-term incoming loans are treated like controlled property.

(8) Item Count

The item count field should be tabulated using one of the following methods:

(a) Actual Count

For a single object, a 1 is indicated for an actual item count, even if the museum property has component parts. For example, 1 would be the item count for a teapot with lid or for a pair of gloves. Or, 1 would be in the actual item count for a mouse skeleton or for a dip net sample.

(b) Lot

If the object is lot cataloged, the total number of objects in the lot should be entered. For 150 lot cataloged buttons, the count would be 150, or for 10 lot cataloged teapots with lids the count would be 10. If a specimen is lot cataloged, document the total number of specimens in the lot, such as for 150 lot cataloged butterflies, the count would be 150.

(c) Bulk Item Count

For bulk objects, a count of the number of units that correspond to the unit of measure should be listed. Indicate the type of bulk unit (e.g., box, vial, or linear feet).

(9) Current Location

Indicate the current physical storage, exhibit, or office location of the object in the unit or other facility, progressing from the most general location to the most specific (e.g., building number, room number, cabinet number, and/or shelf number). This entry should not be confused with the location where the object or specimen was collected.

(10) Description

Provide a brief written description of the object or specimen. This field may also be used to record and preserve the relationship among various pieces of museum property (e.g., photographs in a series). Cross-referencing to other catalog numbers may also be necessary. This field should also be used to record information about the physical condition of the object.

(11) Date Cataloged

Indicate the date the object was cataloged using the following protocol: MM/DD/YYYY.

(12) Date Catalog Record Modified

Indicate the data that the catalog record for the object or specimen was last modified using the following protocol: MM/DD/YYYY.

(13) Modifier

Enter the name of the individual (last name, first name) who last modified the catalog record.

(14) Special Conditions

Indicate any special conditions needed in handling or storing the object or specimen, i.e., fragile, hazardous, etc.

1. Catalog Data for Cultural Resources

The following catalog data are mandatory for inclusion on the catalog record for cultural resources collections. All categories must be completed provided that the information is appropriate to the object and available through observation or associated documentation. Information that is not available or applicable must be entered as "unknown" (UNK) or "not applicable" (N/A).

(l) Site of Original Collection and/or Provenience

Record the location where an object was originally collected as documented by the collector. For archeology, record the site and level at which an archeological object was recovered (e.g. Site 46JF325, excavation unit 5, level 3); for historic objects and Native American material, provide the specific location where the object was originally collected or acquired, if available.

(2) Field Site Number

Record any field number other than the state site number assigned to an archeological site by the investigator during the time that the object was recovered.

(3) State Site Number

For archaeological objects only, the official state site number assigned to the site within the relevant state archaeological inventory should be documented. Either the Smithsonian trinomial or the relevant state site numbering system (e.g., CA-MRN-14) may be used.

(4) Site Name or Other Identification

Record the distinctive name systematically assigned to the site from which archaeological material was recovered (e.g., Flowerdew Hundred), if applicable. This information is provided by the archaeologist or field investigator.

(5) Location

Record the site location from which the object was collected according to at least one of the following systems:

(a) UTM Coordinates

The UTM (Universal Transverse Mercator Grid) coordinates or locational collection data should be documented if this information is provided by the collector. UTM coordinates are available for terrestrial and submerged locations. UTM coordinates contain three values. Zone number, easting, and northing make up the complete UTM grid reference which is used to identify a single point at the approximate center of a resource location. Include the unit of measurement, which is usually meters but may be kilometers (e.g., UTM Zone = 17, Northing = 4264000N, Easting = 291000E).

(b) Latitude and Longitude

Record the standard latitude and longitude for the collection site if this information is provided by the collector (e.g., Latitude 38 30' 15"N/ Longitude 85 14' 30"W).

(c) Township, Range, Section

Record Township, Range, Section, and Meridian for the collection site if this data is provided by the collector (e.g., T20N R118W, Sec.5, S2SWSE, Huntsville Meridian).

(d) Collection Unit

Enter the unit's organization identification number in which the specimen was collected, if applicable.

(6) Address

(a) Place Name

As appropriate, indicate the place name, street, address, city, village, or town, where the objects were collected, as recognized by the U.S. Postal Service or Bureau of Census.

(b) County

Provide the name of the county, parish, borough, municipality or similar political subdivision where the objects were collected.

(c) State

Indicate the state or territory from which the object was originally collected. The United States Postal Service Code (e.g., CA for California) must be used.

(d) Country

Indicate the appropriate political or geographical entity from which the object was originally collected. Name the intact legal jurisdiction area that corresponds to the area at the time of collection.

Indicate USA if the object was documented as being collected within the United States of America.

2. Catalog Data for Natural History Specimens

The following data categories are mandatory for inclusion on the catalog record for natural history collections. Data must be recorded, provided that the information is appropriate to the discipline and available through observation or associated documentation. Information that is not available or applicable must be entered as "unknown" (UNK) or "not applicable" (N/A).

(a) Type Specimen

Indicate if the specimen has been recognized in publication as a "type specimen." Describing and designating types is the function of the discipline specialist. Include detailed information about a type specimen. Enter one of the following list of abbreviations developed by the Smithsonian Institution.

LE = LECTOTYPE
C = COTYPE
NE = NEOTYPE
HO = HOLOTYPE
IL = ISOLECTOTYPE
IS = ISOSYNTYPE
SY = SYNTYPE

These types are designated only by discipline specialists in the course of their scientific description of species. The designations may be used by curatorial staff to signal management requirements specific to type specimens. Refer to discipline- specific texts in the Department's Museum Property Handbook for more information.

(b) Collector

Record the full name (last name, first name, middle name) of the person who made the collection.

(c) Collection Date

Record the date on which the specimen was collected using the following protocol: MM/DD/YYYY. Note: This date should not to be confused with the accession date.

(d) Collecting Locality

Provide data on the locality where the specimen was collected as follows:

(i) Locality Name

Identify and describe the collection site as provided by the collector (e.g., Jones River, 2.1 km West of Highway 12). For paleontology and geology specimens, record the collecting locality or the excavation site name and number. Other names of the site in which the specimen was collected may be provided.

(ii) Location

Record the site location from which the object was collected according to at least one of the following systems:

(a) UTM Coordinates

UTM (Universal Transverse Mercator Grid) coordinates or locational collection data must be documented if this information is provided by the collector. UTM coordinates are available for terrestrial and submerged locations. UTM coordinates contain three values. Zone number, easting, and northing make up the complete UTM grid reference which is used to identify a single
point at the approximate center of a resource location. Include the unit of measurement, which is usually meters but may be kilometers (e.g., UTM Zone = 17, Northing = 4264000N, Easting = 291000E).

(b) Latitude and Longitude

Record the standard latitude and longitude for the collection site if this information is provided by the collector (e.g., Latitude 38 30' 15"N/ Longitude 85 14' 30"W).

(c) Township, Range, Section

Record the township, range, section, and meridian for the collection site if this data is provided by the collector (e.g., T20N, R118W, Sec. 5, S2S WSW, Huntsville Meridian).

(v) Collection Unit

If appropriate, enter the FWS unit organizationidentification number in which the specimen was collected.

(vi) Place Name

Indicate the place name and modifiers or the city or town in which the specimen was collected.

(vii) County

Provide the name of the county, parish, burough,municipality, or other similar legal subdivision in which the specimen was collected.

(viii) State

Provide the name the state or territory in which the specimen was collected, using the two letter U.S. Postal Service code.

(ix) Country

Record the appropriate name of the political or geographical entity from which the specimen was originally collected. The name of the appropriate entity should be contemporaneous with the time in which the specimen was collected. Enter USA if the specimen was documented as being collected within the United States.

(g) Collector's Number

Note the number if assigned by the collector. These numbers should also appear on the specimen label.

(h) Preservation or Preparation

Record how the specimen was preserved or prepared for curation.

C. LOANS

A loan is a temporary assignment of museum property that is in the custody of the unit or another organization on either a short-term or long-term basis. Loans are used to meet FWS goals of research, preservation, interpretation, or other public services. Loans are divided into two categories: incoming and outgoing. Incoming loans cover objects or specimens for which a FWS unit has responsibility and custody, but not ownership. Outgoing loans cover objects or specimens for which a FWS has ownership, but transfers the responsibility and physical custody to another unit or institution.

Whenever a FWS unit agrees to and records a loan, either short-term or long-term, an entry is made in the incoming or outgoing loan folder, loan book, and tracking system. Each loan is assigned a unique number. A loan agreement must be prepared and signed by both authorized parties addressing loan responsibilities, conditions, and stipulations (refer to the Department's Museum Property Handbook, Volume 2, for more information).

The following are mandatory data fields that all units must use for recording incoming loans of museum property.

(1) Organization Code

Enter the organization code of the unit responsible for the loan.

(2) Loan number

Enter the loan number assigned to the incoming or outgoing materials using the following protocol: L1, L2, L3, etc., in sequence.

(3) Incoming Loan Number

The incoming loan number is the unique number given to the transaction for accountability and tracking purposes. The loan transaction may be numbered sequentially by year and incoming loan transaction [e.g., 1992.5. breaks down into: 1992 (year).5 (transaction number)]. The object and/or specimen may be tracked individually by the year, transaction number and number within the transaction (e.g., 1992.5.2). Units may add a transaction type indicator such as IL for incoming loan before the number (e.g., IL 1992.5).

(3) Loan Type

Record whether the loan is an incoming or outgoing loan.

(4) Duration

Record whether the loan is a short-term or long-term loan. Loans exceeding one year duration are considered long-term loans.

(5) Purpose of Loan

Indicate the purpose(s) of the loan, i.e., exhibit, study, conservation, exhibit preparation, curation, storage, or other.

(6) Borrower

(a) Name

Record the name of the FWS unit or other borrowing institution responsible for the loan.

(b) Address

Include the box or street, city, state, zip, country (if other than the United States).

(d) Responsible official

Record the full name of the individual (last name, first name) associated with the FWS unit or other lending institution responsible for the loan.

(7) Lender

(a) Name

Record the name of the FWS unit or other lending institution responsible for the loan.

(b) Address

Include the box or street, city, state, zip, country (if other than the United States).

Enter the lending insitution's phone number.

(d) Responsible official

Record the full name of the individual (last name, first name) associated with the FWS unit or other lending institution responsible for the loan.

(8) Transaction Dates

(a) Date of Loan Agreement

Indicate the date on which the loan agreement was signed using the following protocol: MM/DD/YYYY.

(b) Date Agreement Terminates

Enter the date that the loan agreement terminates using the following protocol: MM/DD/YYYY; or enter "indefinite."

Enter the date that the object(s) or specimen(s) were sent or received using the following protocol: MM/DD/YYYY.

(d) Date Object(s) Returned

Enter the date that the object(s) or specimen(s) were returned to the lending institution or unit using the following protocol: MM/DD/YYYY.

(9) Objects in Loan

(a) Catalog number(s)

Enter the catalog number(s) of the object(s) or specimen(s) covered by the loan agreement.

(b) Item count

Enter an item count, bulk count, or estimate of the object(s) or specimen(s) covered by the loan agreement. Also, indicate the appropriate unit of measurement, i.e. linear feet, weight, or cubic feet.

Enter the name of the object(s) or specimen(s) covered by the loan agreement.

(d) Description

Provide a description of the object(s) or specimen(s) covered by the loan.

(e) Condition

Provide a description of the physical condition of the object(s) or specimen(s) covered by the loan. Enter a sufficient amount of information to assist in monitoring the condition of the materials during inventories or upon termination of the loan.

(f) Value

If appropriate, record the insurance value of the object(s) or specimen(s) covered by the loan.

(10) Credit Line

Record the credit line exactly as it is to appear in exhibit graphics, publications, or other media identified in the loan agreement.

(11) Insurance

Indicate the loan's insurance coverage: to be waived, to be carried by lender with a certificate of insurance required either naming the borrower as an additional insured or attaching a waiver of subrogation, or to be carried by receiving unit.

(12) Packing and Shipping

Provide information on the shipper and packer, including addresses and special packing and shipping arrangements and instructions.

(13) Loan Return Status

Indicate the status of the loan by entering one of the following: none, partial, or complete.

E. DEACCESSIONS

The following are mandatory data fields that all units must use for recording the deaccession of museum property.

(1) Organization Code

Enter the 5 digit organization code for the responsible FWS unit.

(2) Deaccession Number

The deaccession number is the unique number given to the transaction for accountability and tracking purposes. The protocol for assigning and entering deaccession numbers is: D1, D2, D3, etc.

(3) Listing of Catalog Number(s) and Object Name(s)

Provide a listing by catalog number and object or specimen name of materials to be deaccessioned. This assists in cross referencing information about the object or specimen proposed for deaccessioning.

(4) Item Count of Objects or Specimens

Provide a total item count of objects or specimens within one deaccession transaction.

(5) Value of each Object or Specimen

Assign a value given by a neutral appraiser of the object or specimen.

(6) Designated Authority Name

Provide the full name (last name, first name) of the appropriate designated authority responsible and his/her FWS unit for approving the deaccession.

(7) Date Deaccession Approved

Provide the date that the deaccession was approved using the following protocol: MM/DD/YYYY.

(8) Disposition

Provide the method of disposal chosen for the museum property. If appropriate, provide the name of the entity to whom the object or specimen will be disposed. Disposition of materials involving compliance with the Native American Graves Protection and Repatriation Act should be noted.

(9) Date Disposition Approved

Indicate the date the disposition was approved using the following protocol: MM/DD/YYYY.

(10) Date Deaccessioned

Indicate the date the object or specimen was officially removed from the museum property records using the following protocol: MM/DD/YYYY.

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