Each year the curatorial team at the BPMA block out time in our diaries to focus on auditing our collections and collections management activities. This year we undertook what we call our ‘stocktake’ over two weeks in January.
The cornerstone of stocktake is our audit, which takes three forms:
- The ‘random’ audit – this is auditing 25 objects which are selected through the use of random number generators from nearly 20,000 catalogue records
- A detailed audit of one particular group of objects within our collection
- An oral history audit
Undertaking these audits ensures that our collections management procedures, such as location and movement control, are properly implemented throughout the rest of the year.
Some of the larger objects at our store in Essex.
For the random audit, two members of staff have to go to each location recorded on the catalogue record, and check that the object is as in situ, and as described. These objects can be in any of our storage sites, or out on loan. The objects this year ranged from umbrellas to handstamps. Despite one location discrepancy, all objects were located, and our collections management system CALM was updated with improved descriptions.
For the detailed collections audit, this year was the turn of the lamp boxes – in previous years we have audited our silverware, medals, and weapons.
Here, every lamp box catalogue entry had to be checked against the corresponding objects in our store. We took all of our lamp boxes down from their shelves in the museum store so we could measure and weigh them, and examine in more detail.
Curator Emma measures a lamp box aperture
This audit highlighted that one box had been incorrectly numbered – that is two catalogue numbers had been given to the same box some years previously. We carefully checked our accessions register and earlier collections listings and consulted with our collections sub-committee before reaching this conclusion. We also identified some outstanding disposals of lamp boxes that were duplicates of items already in the collection, and in poor condition. These had been marked for disposal after a thorough collections review several years ago, but had not been progressed any further. These boxes will now be disposed of in accordance with our deaccession and disposal procedures.
Correctly labelled lamp boxes at our store in Essex.
We re-ordered the boxes so they are chronologically stored, relabelled each one with its number so it is clearly identifiable, and gave them a clean too. We have three lamp boxes on display in our Museum of the Post Office in the Community which will be audited soon on our next visit.
Did you know that we also actively collect oral histories, related to the history of the mail service? We also check these as part of stocktake, donning our headphones to check they are located correctly and that no strange gremlins have corrupted the files.
Other work undertaken in stocktake included:
- A review of approximately 100 items collected in 2010 from the now closed Twickenham delivery and sorting office, making disposal and accession decisions
- Ensuring all collections records accurately reflected disposals of furniture undertaken in the past
- An audit of all loans out; that is loans we make to other places, and updating of loan records and calendars
- Preparation of the hard copy 2013 Accession Register, a requirement of SPECTRUM standard, by our UCL Museum Studies intern
- Checking all of our removal slips to make sure that any discrepancies in locations (between where CALM says the object is, and where it actually is!) is identified and recitifed
With all of the other essential demands on our time during this fortnight – from returning loans such as the mail coach, to delivering talks and articles and facilitating filming requests – stocktake was a very busy time!
-Vyki Sparkes, Curator