Tamworth Castle Labelling and Marking Policy Introduction Purpose 1. The purpose of this policy is to enable Tamworth Castle to easily identify an object with its associated documentation. It therefore describes the objects that require labelling / marking, the guiding principles, responsibility and authorisation, methods of labelling / marking, labelling groups of items, labelling / marking packaging, the removal of numbers, retrospective labelling / marking and labelling / marking of the Handling Collection. Scope 2. The policy applies to:- a) All objects that have been accessioned into the main collection (purchases and donations). b) All objects that have been accessioned into the Handling Collection (purchases and donations). c) Objects that have not been accessioned (newly entered items, items to be identified, Loans-In). 3. The terms temporary and semi-permanent are used in this policy to describe the longevity of marking methods used. Definitions of their use are to be found in Tamworth Castle’s Labelling and Marking Procedures, paragraph 3. Guiding Principles 4. At each stage in an object’s transition through the Museum its identifying number needs to be clearly visible. There are no exceptions to this rule. See the Numbering Guidelines for a summary of numbering formats in use at Tamworth Castle. 5. The following principles will guide the decision on marking and labelling: a) Permanence. The chances of accidental removal of the label / mark from the artefact must be extremely low. b) Long-term reversibility. It must be possible for a label or mark to be removed from an artefact, even after 50-100 years. c) Care of the artefact. Neither the materials applied to the artefact nor the way in which they are applied must risk significant damage to the artefact. d) Risks to staff. The Health and Safety risks to staff must either be insignificant, or easily managed. The management of such risks must comply with Tamworth Castle / Tamworth Borough Council's Health and Safety Policy. D:\moderngov\Data\AgendaItemDocs\0\2\3\AI00004320\$2fns1k5g.doc Objects That Require Labelling/Marking 6. In interpreting the above principles the balance to be struck between security and reversibility will be appropriate to the legal status of the item. If Tamworth Castle does not own the object, temporary methods will normally be used. If Tamworth Castle owns the object semi- permanent methods will normally be used. 7. Throughout its time at the Museum an object will receive various identifying numbers which need to be temporarily labelled or permanently marked on the object:- a) Object Entry numbers – temporarily labelled. Alternatively the object may be securely packaged and the entry number temporarily marked onto the packaging. b) Accession numbers – the only number to be semi - permanently marked / labelled (where possible) c) Incoming Loan Agreement numbers – temporarily labelled d) Exit numbers – no labelling required. Methods of Labelling / Marking 8. The preferred method is marking on the object itself, wherever possible. If a number cannot or should not be marked onto the object, it will be written onto a label instead and attached to or directly associated with the item. The label will contain only the same information as would normally be marked onto the object. Any other information which is to be recorded will be written on a separate label. 9. The method used, and the location of the mark or label, will be that indicated by the guidelines in Tamworth Castle's Labelling and Marking Procedures. 10. All objects will be marked at the site of their accessioning, either Holloway Lodge or the off-site store at Amington. However, as part of the Backlog Action Plan it will be necessary to carry out retrospective labelling of items in their current store. Labelling and Marking of Groups and Parts 11. Parts of an object or members of a group of objects will normally be marked separately. However, where this would require the marking of over 20 related objects, they may be securely packaged and the packaging marked. When such items are removed from that packaging for display, they must be marked individually, when this is not possible a label must be attached. Labelling and Marking of Packaging 12. Where groups of objects are packaged for storage, the packaging will be marked with the numbers of all the objects it contains. Where large numbers of objects are packaged, number ranges, summarising the contents, will be used. 13. Where objects are packaged for transit to an external body, for D:\moderngov\Data\AgendaItemDocs\0\2\3\AI00004320\$2fns1k5g.doc example for loan-out or for conservation, additional detail may be written on the outside of the packaging, such as directions to handlers to keep one face vertical. See handling and storage guidelines. Security Marking 14. Items at significant risk of theft are not currently marked with smart water or a UV security marker pen. This has been identified as an action point in the Backlog Plan. Removal of Numbers 15. When an object held under the terms of the Entry Policy is returned to its owner, or when an object leaves the collection permanently (that is when it is disposed of) all numbers must be removed. 16. When an object held under the terms of the Entry Policy is accessioned into the permanent collection, any entry number will be removed before the accession number is applied. 17. If an object is re-accessioned with a new number, the old accession number should not be removed. However there is a strong presumption against re-numbering, see Backlog Policy. Retrospective Labelling and Marking 18. Objects from the accessioning backlog, when accessioned, will be marked with an accession number, as will those which have been accessioned but are currently unmarked, or have been given a 'T' Temporary number during the Collections Audit. See Backlog Policy Responsibility and Authorisation 19. It is the responsibility of the person creating the Accession record to label or mark the object using the appropriate method the same day as they make the relevant Accession record. 20. The Collections Officer and collections volunteers are responsible for carrying out labelling / marking. 21. All staff and volunteers at Tamworth Castle are responsible for ensuring that all labels remain with their objects. If they should notice a label that has become detached from an object they should notify the Collections Officer as soon as possible. D:\moderngov\Data\AgendaItemDocs\0\2\3\AI00004320\$2fns1k5g.doc Tamworth Castle Labelling and Marking Procedures Introduction Purpose 1. The purpose of these procedures is to describe the processes that must be followed to enable Tamworth Castle to easily identify an object with its associated documentation. The procedures are the physical actions required to implement the Labelling and Marking Policy. They therefore provide a step-by-step account of how to label and mark an accessioned object. The item specific procedures have been reproduced from the relevant sections of the Collections Trust Labelling and Marking booklet. Scope 2. The procedures are to be applied to all objects that are subject to the Labelling and Marking Policy. 3. Throughout these procedures the following definitions apply: a) Temporary labelling – this refers to the process of writing an object’s accession number onto a non-adhesive label which is usually tied onto an object. It can easily be removed and so is therefore only temporary. b) Semi-Permanent marking – this refers to the act of writing an object’s accession number directly onto the object. However this is done using materials that can be removed if required and is therefore only semi-permanent. Accreditation Standard 4. Labelling and marking is part of the Spectrum primary procedure Acquisition. For Spectrum definition and minimum standard see Accessions Procedures paragraphs 3-5. 5. The Accreditation Standard says: ‘Each accessioned item, or group of items, must be marked and / or labelled with its / their unique identity number in a way that is as permanent as possible without damaging the item.’ Labelling and Marking Materials and Equipment 6. The equipment for labelling and marking is stored in two clearly labelled kits, housed in red metal tool boxes. One kit is kept in the work area in Holloway Lodge HL2. One kit is kept in the office work area in the off-site store at Amington. 7. The Marking and Labelling Kit contents are as follows: a) Safety goggles b) Permanent black marker pen c) Permanent black ink d) Permanent white ink e) Paraloid B72 solution f) Acetone g) Solvent dispenser D:\moderngov\Data\AgendaItemDocs\0\2\3\AI00004320\$2fns1k5g.doc h) Brush i) Cotton wool swabs. j) Cotton gloves k) Tie on card labels l) Scissors m) Unbleached cotton tape in various widths. n) Fine cotton thread o) Sewing Needles p) Stainless steel dressmakers pins q) Scissors 8. The contents of the Photograph and Archive labelling kit are: a) 2B pencil b) Permanent black marker pen c) Foil backed labels d) Sharpener e) Eraser 9. The following materials must never be used to mark museum objects:- a) Tippex (instead of white ink). b) Clear Nail Varnish (instead of Paraloid B72). c) Nail Varnish Remover (instead of laboratory grade Acetone). Where to Carry Out Labelling and Marking 10. Guidelines from Collections Trust:- a) Avoid physically unstable surfaces. Also avoid placing labels or marks across a line of weakness or fracture; b) Choose a position so that the number is unlikely to be visible when the object is on display but is accessible in store; c) Avoid decoration and painted / varnished / pigmented / waxed areas; d) Avoid surfaces where the mark is likely to be at risk from abrasion, such as surfaces on which it normally rests, or where touched during handling; e) Mark all detachable parts of an object; f) Locate the number so that the handling necessary to read it is minimised (consider marking the packaging or adding an extra tie-on label as well); g) With composite objects, mark the part on which the most secure method can be used; h) Where duplicate marks are made these should be in different positions on the object (bearing in mind, of course, the other principles listed above).