Blake Museum

Bridgwater

Documentation Plan

Statement

March 2011

Compiled by

Dr P E Cattermole [Honorary Curator]

Contributors

J C Robins [Hon. Deputy Curator]

A P Woolrich [Hon. Deputy Curator]

1 Background

1.1 Sedgemoor District District Council (SDC) transferred the ownership of the Blake Museum buildings and collections to Bridgwater Town Council (BTC) with effect from 1 April 2009.

1.2 The databases used at the time of transfer mostly complied with suggested SPECTRUM standards field descriptors, but were mutually inconsistent in field use, order and data entry.

1.3 Significant inconsistencies stemmed from the use by previous management of a central server-archive system for file sharing by multiple users. Data entry procedures for the MODES database seem not to have been well-defined and no evidence of audit or systematic verification could be found.

1.4 It was concluded that the documentation of the Blake Museum Collection was in disarray, and has been for some years. The collection was only usable in part for meeting the Purposes of the Museum.

2 Review March 2011

2.1 The databases have been amalgamated, rationised, and moved to FilemakerPro.

2.2 Write access is provided on up to six Apple mac computers. Access is only available to authorsed and trained volunteers and is password protected.

2.3 Accessioned items are being checked against the new catalogue in a systematic way and new locations assigned. This work is expected to take up to five years to complete.

2.4 The locations of objects are being revised as new storage and displays are being brought into use. The locations are described by room numbers rather than by the former practice of the use of the room.

2.5 Storage locations such as cupboards are being labelled unambiguously and equipped with security locks.

2.6 A number of items (particularly from the extensive Brick & Tile Collections) have been loaned out to the Somerset Brick & Tile Museum. Discussions with Curatorial Staff at that Museum indicate that precise matching of the two Museum's records has not been achieved. Work is continuing to establish a precise match.

2.7 Certain items, which were believed to have been deposited in temporary storage at the Blake Museum by other organisations, have been returned.

2.8 Liaison with the Somerset Record Office (Heritage Centre) has establish the extent and detail of items loaned and gifted to the SRO by former Blake Museum management.

2.9 The Object History files have been sorted into order and are being added to as items are accessioned.

3 Future Actions

3.1 The manuscript Accession Registers will no longer be kept. Instead, pages from the CMS (FilemakerPro) will be printed on archival quality paper at regular intervals and bound into the Accession Register. The bound volume will be placed in the Town Hall safe under the custody of the Town Clerk. A copy of the Accessions Register will be retained in the Museum.

3.2 Templates for Entry, Exit, Loans In and Loans Out have been devised. Information will be entered on the computer before being printed off and signed.

3.3 Items are to be acquired in accordance with the Acquisitions Policy. Items are not to be acquired on loan until further notice.

3.4 A new Documentation Procedures Manual is in preparation and will be issued in 2011. Once issued, all previous manuals will cease to be valid.

3.5 Work will continue on accessioning items and checking & updating the new catalogue in a systematic manner.

4 Review

This Statement will be reviewed on or before 30 March 2013.