Numbering Systems Policy
The Museum is dedicated to maintaining high standards in caring for and safeguarding its collections by recording and tracking objects using a standardized system for numbering all collections-related objects in the Museum. Objects that are assigned numbers are registered through ledgers and databases maintained by Registration staff under the direction of the Registrar. Objects are physically labeled according to professional and Museum standards, collection type, and status of the object. Numbering systems no longer in use are permanently cross-referenced in the current paper records and databases.
The Director is ultimately responsible for all Museum Collections and Collections-Related Numbering Systems. The Registration staff under the direction of the Registrar is responsible for assigning numbers and managing all collections numbering systems.
Numbering Systems for Active Collections
There are five separate numbering systems for active collections:
Artifact Collection Accession Numbers
Example: 1927.05.0007
Each object in the Artifact Collection is assigned a unique accession number that is separated into three parts by periods:
- The first part is a four-digit number that designates the year the object was acquired.
- The second part is a two-digit number assigned sequentially throughout the year for each object or group of objects from a single source.
- The third part is a unique four-digit number assigned sequentially to each individual object within a given year and group of objects from a single source.
Separate parts of a single object are assigned alphabetic suffixes. Numbers are registered in the World Heritage/Spurlock Museum Artifact Collection Ledger and a record for each accession number is created in the Artifact Database.
Documentary Multimedia Collection (DMC) Accession Numbers
Example: LAU.BP8.000345
Each object in the Documentary Multimedia Collection is assigned a unique three-part alphanumeric accession number separated by periods:
-
Collection Category
The first part consists of a three-letter code that identifies the collection category to which the object belongs. It is often an abbreviation of the collection name. New collection categories are created by the Registrar for intellectually specific and unique groups of material as needed.
Examples:
- ART = Individual objects in the Museum's Collections
- GRO = Groups of objects in the Museum's Collections
- ACT = Museum Activities and People
- EXH = Gallery Exhibits and Museum Spaces
- INT = Museum Interpretive Activities
- CRO = Crocker Land Expedition Collection
- LAU = Reginald and Gladys Laubin Collection
- BEN = Lamissa Bangali Research Collection
- GEN = General or Other
-
Format
The second part identifies the format of the object.
Examples:
- BP3 = Black and White Print, 3 x 5
- BP5 = Black and White Print, 5 x 7
- BP8 = Black and White Print, 8 x 10
- BPL = Black and White Print, Large
- BPX = Black and White Print, Oversize
- CP3 = Color Print, 3 X 5
- CP5 = Color Print, 5 x 7
- CP8 = Color Print, 8 x 10
- CPL = Color Print, Large
- CPX = Color Print, Oversize
- CDM = CD
- DIG = Digital File
- DVD = DVD
- GN5 = Glass Negative, 5 x 8
- GN8 = Glass Negative, 8 x 10
- NEG = Negative
- SLI = Slide
- TR3 = Transparency, 3 x 5
- TR5 = Transparency, 5 x 7
- TR8 = Transparency 8 x 10
- VHS = VHS Tape
-
Sequential Number
The third part of the number is a unique six-digit number assigned sequentially within a given collection and format.
There is no ledger for the Documentary Multimedia Collection. The Documentary Multimedia Collection Database is the only register of Documentary Multimedia Collection accession numbers.
The accession number system is also used to organize the collection in storage, allowing media of similar type and size to be placed together for preservation purposes and efficient access.
Teaching Collection Accession Numbers
Example: T04726
Each object in the Teaching Collection is assigned an alphanumeric accession number. The number begins with the letter 'T' followed by a unique five-digit number that is assigned sequentially. There is no space between the letter and numbers. Numbers are registered in the Spurlock Museum Teaching Collection Ledger and a record for each accession number is created in the Teaching Collection Database.
Library Collection Accession Numbers
Example: B-0725
Each object in the Library Collection is assigned an alphanumeric accession number. The number begins with the letter 'B' followed by a hyphen and a unique four-digit number that is assigned sequentially. There is no ledger for the Library Collection. The Library Collection Database is the only register of Library Collection accession numbers.
Props and Furnishings Collection Accession Numbers
Example: P0004
Each object in the Props and Furnishings Collection is assigned an alphanumeric accession number. The number begins with the letter 'P' followed by a unique four-digit number that is assigned sequentially. There is no space between the letter and numbers. Numbers are registered in the Props and Furnishings ledger and a record for each accession number is created in the Props and Furnishings Collection Database.
Numbering System for Objects in Transition
Incoming Numbers
Example: 1998-00721
The Museum accepts objects into its temporary custody only for potential acquisition, loan, exhibition, or other specified Museum-related purposes. Any and all collection-related objects or objects that are similar in type to Museum collections and that are to remain in the Museum for more than a day are assigned a temporary tracking number consisting of a two-part number separated by a hyphen:
- The first part of the number consists of four digits; usually reflecting the year the Museum received the object.
- The second part of the number consists of a unique five-digit number assigned sequentially within a given year.
Separate parts of a single object may be assigned alphabetic suffixes.
The Registrar or Assistant Registrar in consultation with the Registrar may also elect to assign a single incoming number to a group of incoming objects to expedite the cataloguing process when objects are present in the Museum temporarily and are not likely to become separated. The Incoming Database is the only register of incoming numbers. If the object is later acquired into any of the Museum's collections, it is then assigned a permanent accession number in one of the above collections.
Numbering Systems for Inactive Collections
The Spurlock Museum has incorporated several collections previously held by other Museums or units at the University of Illinois, including the Classical Museum, Museum of European Culture, Oriental Museum, Museum of Natural History, Lab of Anthropology, and the College of Agriculture, Consumer, and Environmental Sciences at Bevier Hall. In all cases these numbering systems have been discontinued and are replaced by the active systems described above.
Original numbers are cross-referenced in the Spurlock Museum's databases, ledgers, and other records. When available, original versions of these inactive numbering systems' ledgers, catalogue cards, and databases are preserved as archival records; see Collections Documentation and Institutional History Records Policy for more information on ledgers and records.
There are five separate numbering systems for inactive collections:
Classical Museum Accession Numbers
Example: CM1568 or 1568
Each object in the Classical Museum Collection was originally assigned a unique sequential accession number and was recorded in the Classical Museum Ledger. Although not annotated as such in this ledger, these numbers are usually preceded by the letters 'CM' in all other documentation. A space is sometimes entered between the letters and the numbers.
Each object is incorporated into the Spurlock Museum collection and assigned a Spurlock Museum accession number according to the appropriate collection as described above. A digitized version of the Classical Museum Ledger cross-references both the Classical Museum and Spurlock Museum numbers. Classical Museum numbers are also cross-referenced in the Classical Museum catalogue cards and in the Artifact, Teaching, Documentary Multimedia, Props and Furnishings, Inactive, and Incoming databases.
Museum of European Culture Accession Numbers
Example: MEC 231.3 or MEC231.3
Each object in the European Museum collection was originally assigned a unique alphanumeric accession number beginning with the prefix 'MEC' followed immediately by a sequential number. A space is sometimes entered between the letters and the numbers. Each object is incorporated into the Spurlock Museum collection and assigned a new Spurlock Museum accession number according to the appropriate collection as described above. The number is recorded in the Museum of European Culture Ledger and catalogue cards and cross-referenced in the Artifact, Teaching, Documentary Multimedia, and Props and Furnishings, Incoming, and Inactive databases.
Museum of Natural History Collection Accession Numbers
Example: MA 25743, MA 00257, and A757
Each object or group of objects in the Museum of Natural History collection was originally assigned a unique accession number. Most of the cultural items' accession numbers were preceded with the prefix 'MA.' In the database a space is entered between the 'MA' and the numbers, which are recorded in a field in the Artifact, Teaching, and Inactive databases.
Sometimes cultural items from the Museum of Natural History were numbered only with the prefix 'A', no space, and a sequential number. Such numbers have been translated into the 'MA' sequence by adding the 'MA' prefix and adding leading zeros to produce a five-digit number. For example, A340 is the same as MA 00340. 'A' numbers are recorded in the 'Alternate No.' field in the Artifact, Teaching and Inactive databases with no space between 'A' and the numbers.
While most of the Museum of Natural History Collection was dispersed to other units on campus and to the Illinois State Museum, many of the cultural objects were transferred to the Spurlock Museum and have been assigned a Spurlock Museum accession number according to the appropriate collection as described above. The original Museum of Natural History numbers are recorded in copies of the Museum of Natural History ledgers, Museum of Natural History Filemaker Pro databases and other records preserved at the University of Illinois Archives and at the Spurlock Museum. Museum of Natural History numbers are cross-referenced in all Collections databases.
Lab of Anthropology Accession Numbers
Example: 21002, 17507
Each object or group of objects in the Lab of Anthropology collection was originally assigned a unique sequential accession number.
Those Lab of Anthropology objects transferred to the Spurlock Museum have now been incorporated into the Spurlock’s collections and have been assigned a Spurlock Museum accession number according to the appropriate collection as described above. No ledger or other original records have been identified for this collection. The Spurlock Museum maintains a computer-generated list of Lab of Anthropology accession numbers in the Source/Donor Files. The list is from an unknown source. Lab of Anthropology numbers are cross-referenced in the Artifact, Teaching, and Inactive databases.
Historic Clothing Collection from the College of Agriculture, Consumer and Environmental Sciences at Bevier Hall
Example: 12.022
Each object or group of objects in the Historic Clothing Collection was originally assigned a unique accession number. The numbers consisted of a number between 1 and 13 identifying a category followed by a period and a three-digit sequential number.
While some objects from this collection were dispersed to other units on campus as well as the Early American Museum and the Illinois State Museum, some were transferred to the Spurlock Museum’s collections and have been assigned Spurlock Museum accession numbers according to the appropriate collection as described above. The original College of Agriculture, Consumer and Environmental Sciences accession numbers are recorded in copies of the original ledgers, catalogue cards, catalogue worksheets, and source/donor records preserved at the University of Illinois Archives and the Spurlock Museum and in the Artifact, Teaching, and Inactive databases.
Non-Collection Reference Numbers
Publications Reference Number
Example: P1975.0034
Each published reference to the Museum or its collections is assigned a unique identifying number consisting of the letter 'P' followed by the four-digit year of publication (or 0000 if unknown), a period, and a four-digit number assigned sequentially within a given year. The Publications Database is the only register of Publications accession numbers. This reference number is written on each example of the published reference. Originals and copies of publication references are filed and stored in the Publications Files according to the reference number.
Acquisition Reference Number
Example: WHITTEN07, 04/11/06.4
Each acquisition, loan, or deaccession group is assigned a unique identifier reference number. These numbers are found only in the Registration Database and on Source/Donor Files and are used to differentiate multiple donations or loans from a single individual or institution.
The acquisition reference number follows two general formats:
- Typically the number consists of an abbreviated form of the last name of either the donor or institution followed by a two-digit number assigned sequentially for multiple donations from a single individual or institution.
- Deaccession groups or other acquisition groups without an associated name are assigned an identifier in MM/DD/YY format, consisting of the date the group was submitted to the acquisition committee followed by a period and a number that correlates with the listing for the deaccession group in the Acquisition Committee Meeting Agenda.
Request Log Reference Number
Example: HMA01, SMITH01
Each photography request is assigned a unique identifier reference number, which is for internal purposes only. This number usually consists of an abbreviated form of the last name of the individual making the request or the name of the organization or institution with which the individual is associated followed by a two-digit number assigned sequentially for multiple requests from the same individual, organization, or institution. These numbers are used within the Request Log Database and photography request files to differentiate requests.