DRIM I II 2016

MUSEOLOGY

COURSE CODE DRIM 2203

COURSE LEVEL Year II ,semester II
CONTACT HOURS 75 HOURS
CREDIT UNIT 05

Course Description
Museums hold a lot of information, therefore recognizing this value calls for comprehensive
planning so as to provide the information for all sets of users.

Course objectives is to:

i. Equip learners with skills in Identify and describe the various kinds of museums and their
functions.
ii. Enable learners to examine the importance of museums to organizational, national,
regional and internal development.
iii. Equip learners with skills and knowledge in the new concept of museology
iv. Enable the learners to Examine the aspects of national heritage

Learning outcomes
By the end of this course students should be able to;
i. Identify and describe the various kinds of museums and their functions.
ii. Examine the importance of museums to organizational, national, regional and internal
development.
iii. Know the new concept of museology
iv. Examine the aspects of national heritage

Course content

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 1
 DRIM I II 2016

1.0 Introduction to museology 5hours

1.1 Definition of major terms e.g. object museum operator, museum collators etc.

1.2 Types of museum

1.3 importance’s of museology

1.4 Evolution of museums

2.0 Management of Museums 10 hours

2.1 Museum Activities

2.2 Museum Collections

2.3 Importance of Museum Collators

2.4 Organizational Structures of Museums

3.0 Inventory Management and Documentation 10 hours

3.1 Types of Inventory Management Techniques

3.2 Importance Inventory Management

4.0 Maintenance, care and presentation 10hours

4.1 Disaster preparedness

4.2 storage equipment

4.3 Strategies of preservation and conservation

4.4 Recovery and response

5.0 Exhibitions, exhibits and displays 10hours

5.1 Introduction

5.2 Types of exhibitions

5.3 Exhibition as marketing tools

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 2
 DRIM I II 2016

5.4 Significance of exhibitions.

6.0 Role of supportive organizations 10 hours

6.1 Role of UNESCO in museum development

6.2 Role of architecture in museum development

6.3 Duties and responsibilities of collators and operators

Mode of delivery shall be by lecture, demonstration, Group discussion and presentation.

Mode of assessment shall be by course work through continuous assessment 30% and final
examination 70%. The minimum mark required to pass is 50%, this includes course work and
final examination
Reading list
Jeffrey, R.S, Daisy. L.S and Harry H (1994) Financial Management and Record Keeping. New
York; Glencoe.
Kalisia, Schetheis. R.B and passalacqua D. (2005) keeping financial records for business
Internet search (at end of this course work).
Pattie Gibson – Odgers (2004), Administrative office management; complete course; 13th edition
Ohio; south- western educational publication
Michael, Bruke (1996). The valuable office professional. New York; AMACOM
Zane.K Quibble (2004) Administrative office management 8th edition. New York prentice H
Sand well, Richard and Robert Jones (2007) museum management and marketing. New York;
Route ledge.
Timothy, Ambrose and Pain. C (2006) museum Basic. New York Route ledge.
Encyclopedia Britannica
Mary, Paul F and B. J Katherine (2007) museum informatics. New York Route ledge.
Internet (Google) search hall.

INTRODUCTION TO MUSEOLOGY
DEFINATIONS OF TERMS

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 3
 DRIM I II 2016

International Council of Museums (ICOM): A museum is a non-profit, permanent institution in the

service of society and its development, open to the public, which acquires, conserves, researches,
communicates and exhibits the tangible and intangible heritage of humanity and its environment for
the purposes of education, study and enjoyment.

TYPES OF MUSEUM
Museums are classified into five basic types. A new development, which transcends all types of
museums by virtue of its unique electronic presentation, is described separately in the entry virtual
museum.
a) General museums
Are museums which hold collections in more than one subject and are therefore sometimes known
as multidisciplinary or interdisciplinary museums.
Responsibility /function
 To reflect on the natural and human history.
 To reflect on traditions of the society.
 To encourage creative spirit of the area.
 To provide opportunities at regional museums for the community to appreciate the wider aspects
of the national or even international heritage.
b) Natural history and natural science museums
These are Museums which are concerned with the natural world their collections may contain
specimens of birds, mammals, insects, plants, rocks, minerals, and fossils. their origins in the
cabinets of curiosities built up by prominent individuals in Europe during the Renaissance and
Enlightenment.
Major museums such as the Natural History Museum in London

Responsibility /function
 To conserve natural history.
 To encourage development of theories.
 To present evidence for natural history.
 To act as tourist attraction.

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 4
 DRIM I II 2016

c.) science and technology museums

These are Museums which are concerned with the development and application of scientific ideas
and instrumentation. Like museums of natural science and natural history, science museums have
their origins in the Enlightenment. Well-known examples of these are at the Deutsches Museum in
Munich.
Responsibility /function
 The help in applications of science.
 to preserve the material evidence of technological and scientific endeavor.
 to concentrate on demonstrating science and its applications.
 their visitors to participate through demonstration models and interactive displays.
d.) History museums
history museum is often used for a wide variety of museums where collections are amassed and, in
most cases, are presented to give a chronological perspective. Because of the encompassing nature
of history, museums of this type may well hold so many objects of art and science that they would
more properly be called general museums (see above General museums).
One example of the latter is the National Museum of History in Chapultepec Castle, Mexico City.
Responsibility /function
 where they have been used as a means of arousing national consciousness and providing
historical perspective.
 for the purpose of communicating the images of actual persons.
 paintings and prints of people, as well as places and events.
 an important element in other types of history museums.
c) Art museums
The art museum (called art gallery in some places) is concerned primarily with the object as a
means of unaided communication with its visitors. Aesthetic value is therefore a major
consideration in accepting items for the collection. Traditionally these collections have comprised
paintings, sculpture, and the decorative arts.
Responsibility /function
 To encourage good industrial design.
 To influence on certain forms of 20th-century art.

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 5
 DRIM I II 2016

 For continued preservation.

Different types of museums based on their authorizing, managing and funding agencies or
organisations:

1. Government - those museums that are established and run by local, regional, or national
governmental agencies.

2. Private - museums funded and operated by individuals or private organisations, possibly for
commercial profit

3. Museums of not-for-profit foundations, trusts and societies (known as “independent museums” in

Britain

4. University museums attached to colleges or universities and usually established and maintained
for the educational purposes of the university, though many have an important public role as well.

Study question/take home.

In groups of three discus Validity of museums submit your work to class representative in three days.

Evolution of museums
Encyclopaedic museums
It is in the encyclopedic spirit of the so-called European Enlightenment that public museums
emerge.
The Ashmolean Museum, opened by the University of Oxford in 1683, is generally considered to
be the first museum established by a public body for the public benefit. This was based largely on
the eclectic collections, from many parts of the world, brought together by the Tradescant family
and previously displayed to the public at their home in London. It was encyclopaedic in character
and this is a feature of two other well-known museums of this early period: the British Museum,
opened in London in 1759 and the Louvre, Paris, opened in 1793; both were government initiatives,
the former resulting from the acquisition of three private collections and the latter from the
“democratisation” of the royal collections.

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 6
 DRIM I II 2016

Society museums
Learned societies were also among the early originators of public museums. This was particularly
so in Asia. InJakarta the collection of the Batavia Society of Arts and Science was begun in 1778,
eventually to become the Central Museum of Indonesian Culture. The origins of the Indian
Museum in Calcutta are similar, being based on the collections of the Asiatic Society of Bengal
which commenced in 1784. Both museums covered the arts and sciences and were concerned with
furthering knowledge about their respective countries. In the United States, the Charleston Library
Society of South Carolina announced its intention in 1773 of forming a collection of the `natural
productions, either animal vegetable or mineral’ with a view to displaying the practical and
commercial aspects of agriculture and medicine in the province.
National museums
Nineteenth century expressions of this role include the national museum in Budapest, which
originated in 1802 and was built from money raised from voluntary taxes; it later became identified
with the fight for Hungarian independence. In Prague a revival in nationalism led to the founding of
the national museum in 1818 and its new building, not opened until 1891, became symbolic of the
Czech national revival. Both initially housed collections from the arts and sciences but as the
collections grew they were transferred to other buildings. In Hungary, for example, this led to the
formation of specialized museums: Applied Arts, Fine Arts, National Culture and Natural Science.

Specialized museums
The concept of an encyclopaedic museum of national or global culture thus waned during the
nineteenth century in favour of national museums of increasing specialisation. This was accentuated
where museums
were also viewed as vehicles for promoting industrial design and technical achievement.
International exhibitions of manufactures contributed to the formation of a number of such
specialised museums, including the Victoria and Albert Museum and Science Museum in London,
the Technisches Museum, Vienna and the Palais de la Decouverte in Paris.
General and local museums
The encyclopaedic idea, expressed now in general museums, remains a characteristic of many
regional and local museums. These developed from the collections of private benefactors and
societies particularly from the mid-nineteenth century. Where they were established at a port or

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 7
 DRIM I II 2016

other centre for international trade, the collections often reflected the global nature of this. These
local and regional museums also had a role in promoting civic pride.
Open Air museums
A new type of museum emerged in Sweden in 1872 to preserve aspects of the traditional folk-life of
the nation with the creation of the Nordiska Museet at Stockholm.
This was extended to collecting traditional buildings which were then re-erected at Skansen, the
first open air museum. A variation to this theme has appeared in Nigeria where much of the
traditional architecture is too fragile to move. Instead, craftsmen builders have been brought to the
Museum of Traditional Architecture at Jos to erect examples of buildings representative of different
parts of Nigeria.
Working museums
Other museums have developed workshops where traditional crafts can be demonstrated and
sometimes exploited commercially for the benefit of the museum. Elsewhere workshops and
industrial sites have been preserved in situ and restored to their former working

MANAGEMENT OF MUSEUMS
Effective museum management is a responsibility that embraces all the resources and activities of
the museum, and involves all the staff. It is a necessary element in the development and
advancement of a museum. Without proper management, a museum cannot provide the appropriate
care and use for collections, nor can it maintain and support an effective exhibition and education
programme
Key aspects of good management are:
(1) selecting the right personnel for the job,
(2) determining the work to be done,
(3) deciding the way the work is to be accomplished, and
(4) managing the relationship between the persons doing the work and the other elements of the
museum collections, or visitorship.
To better understand the museum management process, it may be important to gain greater insight
into the way museums operate, and in particular who or what authorizes the museum and to whom
do they report
MUSEUM COLLECTION
DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 8
 DRIM I II 2016

A collection may be defined as a set of material or intangible objects (works, artefacts,

menterfacts, specimens, archive documents, testimonies etc. They all contain large numbers of
individual items, many different kinds of objects, specimens, artworks, documents, and artefacts,
and all are representative of the “natural, cultural, and scientific heritage”

Collections management procedures

Collections management procedures are the various activities by which collections management
policies are converted into specific management actions.
(MUSEUM ACTIVITIES )
1.Registration
Museum registration is concerned with the policies and procedure by which collections are acquired
and subjects formally entered into the register of the holding of the museum, and how they are
managed, tracked, and sometimes even disposed of after that point.

2.Acquisition and Accessioning

Acquisition is the process of obtaining an object or collection for the museum. Objects can be
acquired in many different ways, such as from fieldwork, as a donation or bequest, or as a transfer
from another institution.
Accessioning is the formal acceptance of an object or collection, recording it into the register of a
museum, and incorporating it into the museum’s collections. Accessioning is initiated by receipt of
documents that transfer title.

3. Deaccessioning and Disposals

Deaccessioning is the process of permanently removing objects from the museum register and
collections. It is carried out for a variety of reasons, from refining the focus of the collection, to
repatriation of objects, to removal of unsalvageable. Because museums fulfil a public trust,
deaccessioning can be controversial
Disposal is the act of physically removing deaccessioned collections objects from the museum and
relocating them elsewhere. Depending on applicable law, disposal options may include transfer to
another museum or similar institution for educational purposes, physical destruction of deteriorated
objects, and restitution to another group or people.

4.Cataloguing, numbering, and marking

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 9
 DRIM I II 2016

Cataloguing is the process of identifying in descriptive detail each collections object and assigning
it a unique identifying number. All objects in the permanent collections should be catalogued.
Catalogue information should include descriptive details, classification or other identification,
physical dimensions, provenance
Numbering and marking of objects in the collection
Numbering and marking collections is the process of associating a unique identifying number with
a collections object and marking or labelling the object with that number. The number may be an
accession number or a catalogue number. It is done so that objects can uniquely be identified.
The marking method must be permanent so that the number does not wear off, yet be reversible so
that it can be removed if necessary. A number can then be written in pencil on the enclosing
material.

5. Loans
Loans are the temporary removal or reassignment of an object or collection from its normal
ownership or location. An incoming loan is borrowed by the museum from a lender – its owner or
other normal holder, which can be another museum or an individual. It involves a change of
location of objects and collections but not of title (legal ownership).

6.Condition Reports
The Condition Report is a document composed of a written and visual description of an object’s
appearance, state of preservation, and any defects, at a particular point in time. The report should
include the object’s accession or catalogue number, composition, type, location, and extent of
damage, previous repairs, name of examine and date of examination.

7.Documentation
Documentation is a crucial part of collections management overall which includes detailed advice
on documentation policy and procedures.

PRESERVATION OF COLLECTIONS
Collections Storage(equipment storage )
Collections storage refers to the physical space where collections are housed when not on exhibition
or being researched. The term is also used to describe the various kinds of furniture, equipment,

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 10
 DRIM I II 2016

methods and materials that are used in the spaces used for the museum’s storage and study
collections.
Recommended storage materials include
acid-free, lignin-free tags, labels, papers, folders, envelopes, boards, boxes, and tubes that are
calcium carbonate buffered cotton, linen, and polyester fabrics, tapes, cords, and threads; polyester
batting and films; polyethylene and polypropylene bags, microfoam boxes, and boards; cellulose
adhesive; polyvinyl acetate and acetone adhesive; and glass jars and vials with polypropylene or
polyethylene caps.
It is however important to avoid materials that are chemically unstable and which may therefore
interact chemically with the objects they are in contact with and cause damage. These include wood
and wood products, particularly acidic paper and cardboard, cellophane and masking tapes,
adhesive tapes, foam rubber and urethanefoam, most plastics, nail polish, metal paper clips and
staples, rubber bands and rubber-based glues. If unstable materials such as wood shelving have to
be used, a stable barrier material such as acid-free board can be placed between the shelf and the
objects.
Handling and moving collections
Collections are at increased risk of damage while they are being handled and moved. However,
there has to be a balance between protection and preservation since it would be very hard to study,
exhibit or otherwise use museum specimens and collections if they cannot be handled at all.
To prevent damage it is essential to be very careful and use common sense when handling objects
of any size and type.
Some very simple precautions can much reduce this risk. All objects should be handled as if they
are the most valuable, and hands must be clean or protected by clean cotton or nitride gloves.
When moving items, determine where an object will be put down before it is picked up, and plan
the route to be taken ahead of time to be sure it is free from obstructions. Carry one object at a time,
or place objects on a padded tray or cart if many need to be moved over any distance.
Allow plenty of time and get help if the object is too large or heavy to be easily moved by one
person. Never risk your own safety, or the safety of the object.

Photography

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 11
 DRIM I II 2016

Photography is an integral and specialized part of the documentation of museum collections. A

photograph is not only a visual record of an object but also aids in research, education, and retrieval
of an object if it is misplaced and as evidence in support of an insurance claim if something is lost
or stolen.
Insurance
Insurance of collections is generally regarded as an integral part of risk management, which is a
term used to describe the process of reducing the likelihood of damage or loss of collections by
eliminating or at least minimizing hazards the aim of the insurance that is purchased is to provide
sufficient monetary compensation to repair or replace the collections in the event of their damage or
loss.

CONSERVATION OF THE COLLECTIONS.

Preparing for Disasters
Disaster preparedness and response are also very important parts of the overall collections
management responsibilities.
It should however be stressed here that the aim should be to ensure that preparing prevents as far as
possible emergency situations, whether due to natural disasters, civil emergencies such as fire, or
the effects of armed conflict, but does not lead to the loss of or serious damage to the museum
collections.
Necessary preparedness measures include
 risk assessment,
 good planning and design of buildings,
 furniture,
 equipment and systems.
 effective routine building systems inspections.
 Preventive maintenance.
Effective emergency preparedness should be based on a written plan that is tested and evaluated at
least once a year, and which addresses measures to be taken before, during, and after any
emergency.

Display and Exhibition or Galleries and Rooms

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 12
 DRIM I II 2016

There are several different types of museum exhibitions.

They may be short or long-term exhibits of objects from the museum’s collections, exhibits
containing objects on loan from other institutions, or travelling exhibits.
Monitoring collections on exhibition
Exhibit galleries should be inspected on a regular basis for any evidence of damage to or loss of
objects on exhibit. Environmental control is achieved in a variety of ways with a variety of
mechanical and manual systems.
Suitable exhibit materials.
The materials that are safe to use in collections storage are also safe to use in exhibit fabrication and
presentation. Many materials used in exhibit fabrication are not archival in composition but are
commonly used due to their other desirable characteristics and low cost.
Packing and shipping
Suitable packing materials are the same as those used for storage of collections. Although urethane
foam is not archival, it often is used in packing objects because of its excellent cushioning
properties.
The shipping method chosen should provide the best protection for the objects and shortest the
route time. Common shipping methods for museum objects are by road and by air.
Rail shipment is used less frequently due to the increased shock and vibration associated with this
method.
Shipping by sea sometimes is used for very large and stable objects, but transit time often is very
lengthy and it can be difficult to provide long-term climate control in a shipping container.
Transportation companies that have experience with transporting museum collections can provide
valuable assistance in planning to ship museum collections.

TYPES OF DISPLAYS
Permanent Exhibitions.
these are planned as part of a core concept structure, storyline or discourse within a museum. or
“core” exhibitions. In fact, nowadays there are a number of mainly smaller sized museums that do
not have or aim to have “permanent” exhibitions, but instead take the opportunity to present
different themes and collections using longer-term exhibitions that may last perhaps one to three
years,

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 13
 DRIM I II 2016

Temporary Exhibition.
Belcher divides these into “short term”, that last from one to three months, “medium term”: three to
six months; and “long-term” which are expected to last for an indefinite period. Medium term or
longer-term exhibitions can be very successful. They do not have the constraint of needing to
follow the museum´s overall display policy and storyline, and they offer visitors the chance to see
something new within a specific time span. In terms of design, they may use more contemporary
and innovative materials and presentation systems, indulge in more attractive and fashionable
solutions, but without diminishing the object.
Travelling Exhibitions
This very wide category also includes exhibitions that are designed and circulated in buses, trucks
or trains. national travelling exhibition service, which takes exhibitions of all sizes to many
locations throughout the country. In general, travelling exhibitions aim to offer the opportunity to
see them to a greater and more diverse population, in different locations. Because of its nature, the
design of the travelling exhibition needs to take several issues into account, including the need for
flexibility in terms of layout, etc., so that it can be fitted into different sizes and shapes of exhibition
gallery, and ease of erection, maintenance and mounting and dismounting, as well as ease of
transportation between venues.

ORGANISATIONAL STRUTURE
Management Structure
A crucial matter for management is to document the structure under which the museum is
authorized,
governed, and supported. Often the management structure is based on previous practices but lacks
clear documentation
Most museums have a management structure that includes at least three components –
administration curation, and operations. All elements of the museum may be the responsibilities of
one person, or they may accommodate many people. This tri-parted organizational structure allows
distribution of various tasks. It can be expanded to facilitate increased activities while maintaining
direct lines of communication and an easily.
1. Hierarchical Organizational Structure

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 14
 DRIM I II 2016

This places the director/manager just below the governing authority and the rest of the museum staff
below. The “top down” structure has few members of the staff reporting directly to the director/manager.
There are only two persons in “middle” management positions.

2. horizontal organizational structure

This places the director/manager just below the governing authority. It increases the number of
staff having direct access to the director/manager, and consequently increases the number of
persons in “middle” management positions. comprehendible reporting procedure. Budget oversight,
fund raising, and public relations, and marketing are often.
In the most common organizational structure, the governing authority is at the top with the
director/manager immediately following. The rest of the staff is arranged below according to their
relationship with the primary divisions of the museum.
 Hierarchic Structure
This arrangement is known as a hierarchic structure that can result in an authoritative or top
down approach to institutional management.
 Horizontal Structure
A second arrangement often called a horizontal structure spreads the line of contact with the
director/manager to give all staff equal access.
 matrix structure.
Staff, particularly senior staff, are given both “vertical” responsibility for a particular academic
or other professional specialisation and its staff as usual. But then in addition they have
responsibility for managing a special theme which cuts across all or most if the museum and its
staff structure, probably through an interdisciplinary internal working group or committee.

INVENTORIES AND DOCUMENTATION

Accurate and accessible documentation is an essential resource for collections management,
research and public services.
Acquisitions, long-term loans and accessioning
The accessioning process is a key stage in the overall documentation of the collection the museum
should maintain an accession register, with a checklist of all the acquisitions. The register should
ideally be a hardback volume, with archival quality paper. It should have columns for accession

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 15
 DRIM I II 2016

number, date, source, method, brief description of the group, number of objects making up the
group and the name or initials of the museum curator.
If the loan is approved, it should be finalized in a written loan agreement, which should then be kept
on file. The loan should be added to a separate loan number sequence.
Inventory control and cataloguing
The second stage in the museum’s documentation system is the development and use of information
about the individual objects in the collection. The museum should aim to establish records about
each of the items in the collection and continue to extend these records as the objects are examined
and used. The records can be used as the basis for research, public access, display, education,
collection development, collections management and security.
In order to support this range of uses, the records need to be consistently structured into discrete
categories or fields, each of which can hold a specific piece of information.
Syntax and terminology
It is important that the museum adopts a consistent syntax and terminology for the entries in the
fields. Syntax rules define the way the information in the field is structured.
Terminology rules define the terms that are allowed in a field. The museum’s decisions on syntax
and terminology should also be incorporated in the internal cataloguing handbook.
One example of syntax control is the style used for recording personal and organizational names.
The standard approach for personal names written in the roman alphabet is to place the surname
first,
followed by a comma then the initials or forenames (e.g. ‘Smith, John’).
Object numbering, labelling and marking
It is important to assign a unique number to each object and to relate this to the object by either
writing it on a label associated with the object or marking it on the object itself (International
Council of Museums. International Committee for Documentation, 1994).
The object number provides the link between the object and its documentation and can be
invaluable if the object is stolen or misplaced. If the museum follows the approach of using group
accession numbers, the object number may be a subset of the group number or independent of the
group number. The number must be unique within the museum: if similar numbers are used by two
or more departments or within two or more collections, prefix each number with a code to make the
overall number unique. In the case of an excavated object, the museum should decide whether it is

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 16
 DRIM I II 2016

possible to use the number assigned at the time of excavation, or whether to establish a separate
object number.
Location and movement control
It is essential that all changes of storage location are carefully tracked. The recommended catalogue
fields include separate Normal location is the long-term location of the object, such as a storage
area or gallery, while the Current location is where the object is currently held, such as in a
conservation area or on loan to another museum. The current location should be updated each time
the object is moved, together with the date, the reason and the responsible person. The museum
must take special care to ensure that the information about the location of a particular object or
collection is kept secure. This information can be of great assistance to criminals considering
raiding the museum.
Conservation information and condition reports
If the object is conserved, a reference to the conservation work should be incorporated in the
catalogue record. If there are fuller details about the process, it may be most efficient to hold these
in a separate file, linked to the catalogue record via a Conservation Reference Number.
Similarly, if a condition report is produced about the object, note the condition status and date in the
catalogue record and keep a full condition report on file (see the Collections Management chapter).
Images produced during conservation work and when preparing condition reports should be
retained by the museum. These can be linked to the object record.
Deaccessioning and disposal
If the object is removed from the collection, it is essential that information about the removal is
added to the catalogue record. The overall catalogue record should be retained, so that the museum
has evidence of the fate of the object.
As with a new acquisition, the proposed de-acquisition should be referred to an internal committee
for approval (see the Collections Management chapter).
Backlog accessioning, inventory control and cataloguing
The starting point for the backlog project should be a review of the history and scope of the
collection This should include a description of the main groups within the museum, including
individual collections and major acquisitions. It should also describe the available information, such
as the extent of accession and catalogue records and files, the depth of information, the use of
manual and computer approaches, etc.

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 17
 DRIM I II 2016

This can be a time-consuming exercise in a museum with a substantial collection, but is an essential
step in bringing the collection under control.
The stores-based work should consist of a systematic check of each object in the store and the
development of a record about the object.
If the museum does have existing records, these can be used as the second source for the backlog
project.
In addition to the catalogue records, it may be necessary to establish new accession files. If the
museum is not sure whether individual collections are acquisitions or long term loans or the
duration of loans, it may be necessary to contact the original source for clarification. This can be a
sensitive issue, as it carries the risk that some sources may ask for the return of the objects, but it is
a necessary step in validating the status of the collection.
Manual and computer-based cataloguing and retrieval
The catalogue information can either be recorded in a manual system or a computer-based system.
The preferred approach depends on the museum’s expertise and resources.
The most effective approach in a manual system is to design record cards or sheets, with spaces for
the different fields. The master copies of these records can then be stored in Object Number order,
as the primary authority about the collection. If the museum has a number of different subject areas,
it may be useful to produce separate designs for each of the main areas.
The museum should also maintain indexes to the most useful and frequently consulted information,
such as Current Location, Object Name, Producer, Production Period/Date and Collection Place.

A computer cataloguing system stores information and images about the objects in the collection in
a more flexible format than a manual
The more substantial museum applications include a number of modules, which support
cataloguing, collections management and public access. If the museum decides to investigate these
externally-developed applications, the functional analysis can be used as the basis for a statement of
requirements
Images
Photographic images, digital images and scientific drawings of the collection are a valuable
resource, both internal reference purposes and for use by researchers and the public. For example,
they can be shown to law officers and customs officials and the media if an object is stolen and they
can be added to the Web if the collection is put on-line.
DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 18
 DRIM I II 2016

The recommended approach is to take an archival image and use this as the source for thumbnail
and full-screen size derivative images. The archival image can be saved to off-line storage, while
the smaller derivative files can be stored on-line.
The preferred image format for archival images is TIFF and for reference images is JPEG.
If the museum is using a computer-based cataloguing system, it should be possible to link the
derivative images to the records, so that the thumbnail image displays as part of the catalogue
record. The Image Reference Number provides the link between the image and the catalogue
record.
Web access to the information about the collection
If the museum is developing computer-based records and digital images, this gives it the potential
to provide access to information about its collections on the Web. Depending on the technical
facilities and expertise available to this museum, this can be accomplished by providing on-line
access to a public access module in the museum’s cataloguing system or by copying information
from the internal system into a specific Web application. The technical requirements can be
assessed in parallel
with the review of the computer system.
A key issue in considering a Web development is to identify the potential users and match the Web
resource to their interest. The museum will need to consider whether its priority is on supporting
researchers, the general public
or education groups. The main interest of researchers is likely to be the flexibility to search and
browse through detailed catalogue records and images. The public andeducation users may be more
inspired by a combination of contextual information, images and basic catalogue information, such
as the history of the collection and the ability to browse through its major themes. If the museum
does decide to develop a Web-based catalogue, it may be worth discussing with other museums the
potential for a shared approach, such as a collaborative Web site and a national catalogue.
Staff and financial resources
One of the greatest costs associated with documentation is the work involved in developing records
and particularly carrying out backlog cataloguing. In addition to the input by core staff, this type of
work is very suitable for temporary project staff and volunteers, who can build up valuable skills.
The second major budget issue is the cost of a computer system, including hardware and a
cataloguing application, imaging facilities and potentially Web access services, and the regular

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 19
 DRIM I II 2016

replacement or updating of all of these. It will also be necessary to have a budget for consumables,
including registers, forms and catalogue cards or sheets if using a manual system.
Sources and references
A number of international and national organisations have developed documentation principles over
the last 30 years. These can be consulted for additional advice and support. The leading
international body is the International Committee for Documentation of the International Council of
Museums (ICOM-CIDOC).
Care and Preservation of Collections
STRATEGIES FOR PRESERVATION
1. A reliable roof. Reliable against local precipitation, covering all organic artefacts (and preferably
most inorganic artefacts.) it applies to large objects, such as historic vehicles, or historic
machines with paint. They cannot be expected to survive many years if exposed to sun and
weather.
2. Reliable walls, windows and doors that block local weather, local pests, amateur thieves and
vandals.
3. Reasonable order and cleanliness in storage and displays. It means keeping sufficient order
that objects are not crushing each other, that inspection and surveys are easy, that objects are
raised off the floor, and that object retrieval is easy. It means sufficiently clean that pests are not
given habitats, that metals do not accumulate corrosive dust, and that porous and difficult to clean
artefacts are not soiled.
4. An up-to-date catalogue of the collections, with location of artefacts, and photographs at least
adequate for identification of the object if stolen, and preferably adequate for identification of
new damage.
5. Inspection of collections on a regular basis, in storage and in exhibits. This becomes especially
important in museums that have limited resources for other strategies of preservation. The time
period between inspections should be no less than the time it takes insect pests to mature from
eggs (approximately 3 weeks for the clothes moth). Inspect not only for new damage, new signs
of risks, but also for thefts.
6. Bags, envelopes, or encapsulation used wherever necessary. Except where other rigid boxes
are already provided, this includes all small and fragile objects, all objects easily damaged by
water, all objects easily attacked by local pollution, all objects easily attacked by insects. These
DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 20
 DRIM I II 2016

enclosures must be at least dust-proof, preferably airtight, waterproof, pest resistant. Transparent
polyethylene or polyester is the most reliable, such as food quality bags (e.g. “Zip-Loc” TM).
There is a large literature on details of these methods for textiles, archives, coins, etc.
7. Strong, inert backing boards for all delicate flat objects, to support, and to block many agents
from behind. This includes manuscripts, paintings on canvas, paintings on paper and board, wall
maps, stretched textiles, photographic prints, (both in storage and on display). For any that have
front surfaces vulnerable to pollution or water or vandalism, provide protection by glass.
8. Staff and volunteers are committed to preservation, are informed and appropriately trained.
Basic strategies that address a single agent that is a high risk to most or all of the collection
9. Locks on all doors and windows. These should be at least as secure as an average local home,
and preferably much better.
10. A detection system for thieves (human or electronic) that has a response time less than the
time it takes an amateur to break the locks or windows. If not possible, the most valuable artefacts
are stored in another, more secure location, when the museum is unoccupied.
11. An automatic fire suppression system, i.e., sprinklers (or other modern systems). This can be
considered non-critical only if absolutely all building materials and all collections are non-
flammable, e.g., ceramic collections in metal and glass cases in a masonry building with no wood
joists.
12. All problems of sustained damp are addressed quickly. Damp is a rapid and aggressive agent,
causing many risks, such as mould, corrosion, and gross distortion. Unlike fire, floods, and
insects, it is so common it is often tolerated. The two usual sources of damp are small water leaks
and condensation due to large changes in temperature drops (as at night). Move the collection
away from the damp. Fix the water leak.
13. Ventilate against condensation. No intense light, no direct sunlight, no powerful electric light,
on any coloured artefacts, unless one is sure the colour has zero sensitivity to light, e.g., fired
ceramics, fired glass enamels

RECOVERY AND RESPONSE

Avoid sources and attractants

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 21
 DRIM I II 2016

One can become specific. After insects clean-up those items, they look for more…in your building
nearby.
Garbage should be kept at least 20m away from the museum building, and emptied frequently. To
repeat, often enter the museum in new artefacts, or building materials, and often the materials for
open exhibit display.
Thus another general principle of IPM: quarantine and then inspect all incoming materials,
especially the same type of material as your most important or most common collections….wood
for wood insects, wool for wool, etc.
Block pathways
The nested enclosures of the reliable walls, roof, doors, windows, of the “list of the basics”, all
speak to IPM speaks of a “sanitary perimeter” around the building, which can be applied
methodically around each layer of the nested enclosures.
Insect screens on windows, while common in some parts of the world, are absent in many others.
Any museum with especially vulnerable collections, such as woollen textiles, should consider
screens on any open windows leading into those collections, and on any ventilation openings for the
mechanical systems.
Such museums should at least consider the sanitary perimeter concept, i.e., a 1m border of grass and
shrub free gravel around the entire building, and special care with garbage removal.
Detect
systematic use of insect “sticky traps”. Although sold to home owners as a means of killing insects,
their use in museums is not for killing per se, but for detecting. These sticky traps are placed
throughout the collections, especially along insect pathways (the dark edges of walls, etc) then
inspected on a regular interval, perhaps once per month.
RESPOND
In brief, kill the pests. More precisely, find the infestation that has been detected by the sticky traps,
or by routine inspection of the collections, or in the quarantined incoming material, and isolate it
immediately, and gently. Dispersing adult insects throughout the collection by uncovering
everything is not useful. Wrap in plastic to start, and seal well. There are several new methods of
killing insects that museums need to know, which avoid poison. One group are called
“atmospheres” or “anoxia” and rely on a bag filled with air that has no oxygen. The other methods
are called “thermal” and use either very high, or very low temperatures. (Strang, 2001)The high

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 22
 DRIM I II 2016

temperature methods can use extremely low cost techniques, such as placing infested artefacts in
black polyethylene in the sun
for one day. This “solar” method is now well described in the collection preservation literature.
Integrated, sustainable risk management of lighting, pollutants, temperature, and humidity
Risk management replaces rigid standards for the museum environment
Worked examples of the section Examples of specific risk assessments and individual solutions
presented a risk assessment and risk reduction approach to issues such as lighting and humidity
control. As noted at the beginning of this chapter, most preservation advice and guidelines use a
much simpler approach, based on “best-practice” or “standards”. This is especially true of the last
four agents of table 1, lighting, pollutants, incorrect temperature and incorrect humidity, known
collectively as the “museum environment.” Simple rules are much easier to specify, but the price
can become very high, and the benefits arbitrary.
Museum lighting guidelines
the recommended lighting level for light-sensitive textiles, water colours and manuscripts, while
even young viewers cannot see complex or dark surfaces well at that lighting level. Many artefacts
are not very sensitive to light, and are kept in the dark for no good reason.
Alternatively, one can decide to maintain the traditional rigid guideline, light all artefacts at a very
low level, such as the 50 lux to 150 lux range, and accept the complications listed earlier.
Museum temperature and humidity guidelines
the standard in humidity and temperature advice was simple, and rigid: aim to achieve 21°C with
50% RH, and very little fluctuation permitted. This standard grew out of a concern for paintings and
furniture in Europe, and was indeed beneficial to those collections. It was unnecessarily stringent
for many collections, such as paintings, wooden artefacts, parchment, which were at serious risk
only from damp and extreme dryness, or stone, ceramics, stable glass, and clean metals, which were
at serious risk only from damp.
Also listed is the risk to chemically unstable archival materials whenever temperature near 21C is
chosen.
Always keep artefacts sensitive to water or damp away from air conditioners. If you plan to install a
new air-conditioner, monitor the before installing for some weeks or months if possible, and then
monitor carefully after installing and operating the air-conditioner.
Museum pollutant guidelines

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 23
 DRIM I II 2016

Airborne pollutants are gas, liquid, or solid contaminants carried by the air that are known to cause
damage to objects. Traditional guidelines on museum pollutant specifications followed two lines of
reasoning: natural levels don’t appear very harmful, and, when in doubt, ask for the best available
filtering systems.
Integrating management of all four agents
These four agents, pollutants, light/UV, incorrect temperature, and incorrect humidity, have many
features in common, each of which suggests paths for integration.
A All four are “scientific” agents of deterioration, the ones of modern knowledge. The preceding
five agents (#1 to #5) are ancient in their understanding.
B All four can be measured precisely by scientific instruments, or meters. In fact, unlike the
preceding five ancient agents, their intensity is not easily estimated except by instruments.
C All four are strongly associated with engineering and design of the building, and of exhibits and
storage fittings.
D All but light/UV move towards the artefact by air movement.
E All but incorrect temperature can be blocked by
thin, low-cost, even delicate materials.
TYPICAL RESPONSIBILITIES OF THE CURATOR/ COLLATORS.
Primarily the curator’s duties are to:
1 Establish concept/deelop the idea.
2 Develop thematic and scientific script
3 Select objects or works of art and illustrations
4 Carry out or supervise necessary documentation
5 Write information panels and label content, and other written information
6 Advise designer in developing design storyboard
9 Supervise construction of support materials
10 Supervise installation or mounting of exhibition
11 Write the catalogue or guide.

DUTIES AND RESPONISBILITIES OF COLLATORS AND OPERATORS

1. Customer Services

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 24
 DRIM I II 2016

a) Ensures that the needs of customers are determined, provided for and reviewed according to
agreed procedures and including the special needs of people with disabilities.
b) Manages and develops the advisory work of the Section in relation to collection and information
sources in response to enquiries from a wide range of customers.
c) Manages and develops a wide-ranging interpretative programme targeted on the needs of the
customers, the Service and other associated organisations, utilizing the available resources to their
best advantage.
d) Oversees access to the use of collections and information resources by customers of all kinds
through on-line (Web) systems, loans, visits and other means.
e) Contributes to visitor services initiatives as appropriate.
f) Maintains statistics on the use of object and information resources and enquiries generally.
2. Maintains the Resource Base
a) Responsible for the acquisition, preparation, conservation and documentation of specimens
relating to the defined subject and collecting area, and maintaining these collections in appropriate
condition for their well-being and for customer access.
b) Responsible for the collection, storage, interpretation and evaluation of information relating to
the museum’s agreed geographical territory through fieldwork, research and other programmes.
c) Represents the interest of the Museum on a variety of local and national forums and in
government enquiries as the need arises.
d) Develops fieldwork programs in conjunction with other relevant parts of the Museum and the
government service.
e) Manages the Section library.
f) Produces fully researched texts relating to the subject and the collections for internal and external
publication.
3. Management Functions
a) Plans and organises the work of the section, ensuring work programmes are completed to agreed
schedules and outputs are achieved.
h) Contributes to income generation for the Service as appropriate.
i) Supports and contributes to appropriate training programmes.
j) Supports the Service’s quality assurance initiatives and encourage staff involvement.

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 25
 DRIM I II 2016

k) Any other duties commensurate with the grade of the post as instructed by the Director or
Assistant Director.
ROLE OF SUPPORTIVE ORGANISATION
ROLE OF UNESCO IN MUSEUM DEVELOPMENT
UNESCO, the United Nations Educational, Scientific and Cultural Organisation, is a specialised
agency of the United Nations system. The organisation was created more than a half century ago,
with the mission to build the defenses of peace in the minds of men.
ROLE OF ARHITETURE IN MUSEUM DEVELOPMENT

DRIM 2203 Museology Lecture Notes Compiled By Mr. Olaun Samuel Mathew Contact 0777034420 0r Email
[email protected]
Page | 26