Tracking Collections Rationalisation Through MIMSY XG Disposals Activity
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Luke Pomeroy, Documentation Officer, Museum of London Museum of London will talk about their use of the Disposal Activity during their recent Social and Working History Rationalisation Project.
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Tracking Collections Rationalisation Through MIMSY XG Disposals Activity
- 1. Social and Working History Rationalisation Project – Mimsy XG configuration Luke Pomeroy, Documentation Officer
- 2. Overview • About the project • Recording due diligence actions in the Acquisition Activity • Disposal proposal report • Keeping track of Disposal Item recipients • Reports based on Disposal Item recipients • Examples of some recipients of items
- 3. About the project Two year review and rationalisation project: Year 1: 2014-2015 Systematic review of 100,000 from the Social and Working History collections at Mortimer Wheeler House store in Hackney. Identification of up to 6000 items or groups of items for disposal, according to the project methodology applied Year 2: 2015-2016 Implementation of the Museum’s disposal procedure for the identified items Development of a creative and innovative disposal programme supported by the Esmée Fairbairn Collections Fund
- 4. Recording due diligence actions in the Acquisition Activity Documentation reviewed •Accession register checked •Mimsy XG checked •Accession file checked Documentation present •Funding or grants identified •Method of acquisition identified •Terms and conditions identified •Title document identified • Used ACQUISITION_ACTIONS flexi to record retrospective due diligence checks carried out and subsequent findings for 389 Acquisition Activity records.
- 5. Disposal proposal report • Review of disposals within the context of the original Acquisition, both to consider relationship to other items, and ensure there are no impediments to disposal.
- 6. Keeping track of Disposal Item recipients • Repurposed DISPOSAL_ITEM_FEES flexi-record to record Disposal Item Recipient in each Disposal Item record. • Pulled through Recipient Contact, Address, Email and Phone from Contacts flexi-record in the People Authority.
- 7. Disposal Item Recipient reports Disposal Item Recipient flexi-record data used to generate reports per Recipient/ Planned Transfer Date for: •Transfer of Title •Exit Receipt Overall report for keeping track of recipients / planned transfers:
- 8. Merseyside Maritime Museum Period items for set dressing of crew cabins on ship Bentley Priory Museum Objects to help develop schools learning programme Examples of some recipients of items
- 9. Lessons Learned • Resolve and identify any documentation issues before you start considering items for disposal. • Ensure your Disposals procedure is suitable for scaling up if you plan on commencing a large-scale rationalisation project. • Plan what information you need to record and consider how/where you will record this in Mimsy at the outset of any project. • Be proactive and encourage stakeholders to plan documentation needs early on in any project. • Identify reporting deadlines for each phase of the project so these are clear to staff involved. • Ensure that any items proposed for disposal are removed from your website / collections online area.
- 10. Luke Pomeroy, Documentation Officer lpomeroy@museumoflondon.org.uk
Editor's Notes
- Focus of this presentation is on the use of Mimsy and reporting for documenting the process of rationalisation. Not going to talk about why we did the Rationalisation project or how items were chosen.
- Overview of what we will cover in this presentation
- 100,000 items Social Working History Collections reviewed Identification 6,000 items for disposal
- Disposals spread across several different Acquisition groups, we needed to ensure we could dispose of items from each of the Acquisition groups Worked with Registrar to devise a series of checks to be carried out Project Assistants carried out checks for each group – outline documentation sources checked – outline documentation we looked for This was recorded in Mimsy so we have a clear audit trail of checks and the findings, and also to enable this info to be pulled into various reports This could be used for Due Diligence checks for new acquisitions in the future Side note: The Actions do appear in Actions Manager on the toolbar, table filters don’t work so can’t hide them.
- Important for us to be able to view the items proposed for disposal by Acquisition, both to consider the relationship to other items in the Acquisition Group and highlight due diligence actions and findings. Cover page of the report included staff recommendation detailing rationale for disposal and details of any overall impediments to disposal. The report also provided an indication of the number of items in the whole group, so when approval was sought it was clear how many items in the original acquisition were being disposed. In order for this to work we had to work on improving the quality of our Acquisition records, and ensure all Acquisition Items are correctly linked before pulling the reports. We also had issues where the reports wouldn’t run in Crystal Viewer due to size of the reports and image content. Works fine in Crystal Reports Developer.
- DISPOSAL_ITEM_FEES repurposed to record recipient/ contact information and planned transfer date. Did this as we wanted to pull through Contact from the People Authority record.
- Reports for Transfer of Title and Exit Receipt generated using information from Disposal Item Recipient flexis. Overall report also developed to show all planned disposals, by institution, contact, planned transfer date. This was so Project Assistants could manage planned transfer dates. Downside: If a contact or planned transfer date changed, a script had to be run to change globally. We used v1.5, there are more fields in 1.6 so may not need to use flexi-record as we did.
- Some examples of the types of items disposed / recipients just for context
- - Some of the items proposed for disposals has issues and approval needed to be re-sought as information changed. - During the project we found additional information we needed to record, and this had to be implemented relatively quickly. - Consult Curators, Registrars, and people who are signing off approval processes. - Often