Hello Jessica,

At this museum, an exhibition file is established for each and every exhibition whether it originates from elsewhere (incoming traveling exhibition) or onsite.   The file includes such things as label copy, contracts/lending documents, background research, object lists, floor plan, docent manual, teaching/visitor guides, publicity and press releases, object images and installation shots, color palette and font notations, insurance reports, donors to the exhibition, security notations, packing and transportation arrangements, return receipts, exhibition catalogue (if applicable), etc.    This is permanently retained, although after 10 years the file is placed in offsite archival storage.   The file is kept within the department that originated the exhibition, but if there is a centralized registrar’s office, all these files could be placed in one office – separate from object records and institutional archives, although exhibitions records are utilized for object research and institutional history research.

Some exhibition information and images are also added to our collection database management system, but we’ve found these paper records very handy, especially when reconstructing the history of a long-lived institution, researching new exhibitions, or answering inquiries.  Exhibitions photographs document the use of specific objects through time.  With some materials that are particularly sensitive to light/heat, it may be the only way to determine if any damage has taken place.

Acceptable standards of collection management in the modern museum are very different from 25, 50, or 100 years ago.   I can think of hundreds of times that I’ve blessed my predecessors for keeping exhibition records even though, on the surface, they didn’t appear to contribute much to the knowledge about the objects themselves.

 

Dear All—I’ve begun working at a small museum that is beginning to establish an archives and research library. For many years, items have been collected and housed under the pretense of an archive. One particular question I have is with regards to the housing of exhibit research materials. Is it necessary to place past exhibit materials within the institution’s collection or should it be housed in a different manner? In addition to past exhibits, photographs used in the exhibits have been added to the permanent photographic collection. May I maintain these photos for educational purposes and keep them separate from the institution’s permanent collection? Please advise. Thanks!

Jess