M&H Show 2011 - V&A Case Study in Collections Management


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Presentation from Heather Caven looking at Collections Management at the V&A and providing an insight into how they have gone about achieving greater efficiency through good management practice.

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  • To be able to do this, we must Preserve and protect our Collections, Make our Collections accessible, both physically and intellectually.
  • See Breakdown of Acquisitions 1998-2008 by collections code and acquisition type in S:CMP\\presentations and Reports First impression Fragmented documentation system follows rather than leading process Quality control at the end System driven by RF Logging, filing, handover, authorisation, duplication
  • M&H Show 2011 - V&A Case Study in Collections Management

    1. 1. Collections Management V&A Case Study: Delivering efficiency and value for money through systems and workflow 12 May 2011, Museums + Heritage Show
    2. 2. Overview <ul><ul><li>Collections Management at the V&A </li></ul></ul><ul><ul><li>V&A Collections Management Programme </li></ul></ul><ul><ul><li>The System </li></ul></ul><ul><ul><li>Review of working practices (Processes) </li></ul></ul><ul><ul><li>Work Flow </li></ul></ul><ul><ul><li>Questions </li></ul></ul>
    3. 3. V&A Mission Statement <ul><li>To be the world’s leading museum of art and design; enriching people’s lives by promoting knowledge, understanding and enjoyment of the designed world. </li></ul>
    4. 4. V&A Collections <ul><li>At 31 March 2011: 2,118,418 items in the Collection: </li></ul><ul><li>1,165,946 museum objects and works of art </li></ul><ul><li>951,709 library items </li></ul><ul><li>763 archival collections measuring an estimated 658 cubic meters </li></ul><ul><li>Two museum sites: South Kensington and Museum of Childhood, two additional offsite storage locations </li></ul>
    5. 5. Collections Management at the V&A <ul><li>Six Collection Departments: Asian, Furniture, Textiles and Fashion, Museum of Childhood, Sculpture, Metalwork, Ceramics and Glass, Theatre and Performance, Word and Image </li></ul><ul><li>Central Documentation and Collections Management Services team: leading on standards, providing advice, support, project management </li></ul><ul><li>Part of a central Collections Services Department which includes Conservation, Photography and Technical Services </li></ul>
    6. 6. Collections Management Programme? A programme to improve the way we work with collections to deliver our public programme
    7. 7. What do we mean by Collections Management?
    8. 8. Systems at April 2010
    9. 9. IS Services maturity model Infrastructure Transactional Strategic Agile
    10. 10. Proposed new structure
    11. 11. From Collections Information to Collections Management <ul><li>The Collections Management System will enable us to work more efficiently to deliver our Public Programme by helping us to: </li></ul><ul><li>Reduce duplication of effort </li></ul><ul><li>Access information about the collections more easily </li></ul><ul><li>Ensure the information is authoritative </li></ul><ul><li>Make more collections and more information available to the public </li></ul><ul><li>Improve and develop knowledge and understanding of the collections </li></ul><ul><li>Improve workflow </li></ul><ul><li>Plan effectively and report accurately on the collections and how they are being used both internally and externally </li></ul>
    12. 12. Procedure reviews <ul><li>Feasibility - is improvement possible? </li></ul><ul><li>What should we try to improve - Preliminary Review and Survey? </li></ul><ul><li>Technology Opportunities e.g. location control </li></ul><ul><li>Urgent priorities – Acquisitions and Rights Management </li></ul><ul><li>Quick wins </li></ul><ul><li>Sector Standards other museums and Workflow </li></ul>
    13. 13. The Vanguard Systems Thinking Approach <ul><li>Check => Plan => Do </li></ul><ul><li>Purpose - What matters to the customer? </li></ul><ul><li>Demand – type and frequency – value? Failure? </li></ul><ul><li>Capability – ability of system to respond to meet demand </li></ul><ul><li>Flow – step by step => value/ waste/ impact on customer </li></ul><ul><li>System Conditions – what helps or hinders </li></ul><ul><li>Identify levers for change (plan) </li></ul><ul><li>Take direct action on the system (Do) </li></ul><ul><li>Core and Support Processes </li></ul>
    14. 14. Acquisitions <ul><li>Customer? </li></ul><ul><li>Purpose ? </li></ul><ul><li>Scoping </li></ul><ul><li>Functions vs flow of work </li></ul><ul><li>Detailed review </li></ul><ul><li>Creation and Validation of model </li></ul><ul><li>First impressions </li></ul><ul><li>Work Flow? </li></ul>
    15. 15. Rights Management <ul><li>Rights Management Review in progress – working with Naomi Korn Copyright Consultancy </li></ul><ul><li>A ‘fit for purpose’ licensing framework for non commercial uses </li></ul><ul><li>Search the Collections </li></ul><ul><li>Creative Commons Licences </li></ul><ul><li>Ensuring work and relationships are managed effectively </li></ul><ul><li>Providing effective training and support for ‘tricky questions’ </li></ul>
    16. 16. Thank you, Questions & Contact Details <ul><li>Heather Caven, Head of Documentation & Collections </li></ul><ul><li>Management Services </li></ul><ul><li>[email_address] </li></ul>