> Policies are formulated by the on-going operations of the museum.
> Policies also include the museum's foundational tenet of the museum that explains the reason for the museum to be in operation, announcing their professional standards (care for objects, etc.) as well as their mission.
Registrars focus on areas that include the collections’ acquisitions, loans, exhibitions, deaccessions, storage, packing and shipping, security of objects in transit, insurance policies, and risk management.
The Registrar is the collections care professional.
> They work collaboratively with the collections managers, conservators and curators (both in house and visiting).
> The Registrar balance public access to objects with the conditions needed to maintain the collections’ preservation.
The Registrar focuses on all artifact documentation.
> They are responsible for developing and maintaining all records management systems, with individual files for each object in the collection.
> Smaller institutions may combine the role of registrar with that of collections manager.
> Larger institutions often have multiple registrars, each overseeing a different curatorial department
Responsibilities & Duties
> The role of Registrar was first defined in the early 1900s, and the job description has not changed all that much over time.
> The Registrar’s responsibilities have evolved considerably due to technology development and increasing global awareness.
> Registrars often manage many projects at once, keeping calm and focused on each of them.
They are the diligent record keepers who pay excellent attention to all of the artifact's and institution's detail.
A Registrar’s critical responsibilities include:
i. Documentation
> From the position's creation, registrars are most concerned with documentation and record keeping.
> This documentation includes information about an object's condition, its accession number (or identification number, depending on its status at the museum), provenance (owner history), materials, and all of its movement within the museum or out on loan.
> Paper registers have been replaced by Collection Management Software, and this data is stored in multiple locations as a safeguard.
ii. Acquisitions & Accessions
When an object arrives at the museum, for the first time as a prospective addition to the collection, a Registrar immediately begins the documentation and tracking process by assigning a temporary identification number and assembling records that include the object's condition, date of arrival, the reason for its arrival at the museum, and a photograph documenting its physical appearance.
> This information follows the object through the acquisition process, tracking its movements.
> If the museum decides to accept the object, the registrar will then update the record, assigning a permanent accession number to the object.
> The Registrar assesses whether or not the object fits the collection under the Management Policy
> They also determine whether the museum has the necessary resources to properly care for the object, and ascertains that the artifact’s provenance can be established, thus protecting the museum from potential law problems.
> The Registrar makes recommendations to the accession of an object to the accession review committee.
iii. Loans
> Objects are loaned between museums for a variety of reasons, usually for specially curated temporary exhibitions.
> As with permanent acquisitions, the registrar assigns a temporary identification number to objects on loan to the museum, documents their condition, and creates a file to follow the object's movement while it is in the museum.
> Registrars are also present at the loading dock upon arrival to supervise the unloading, condition of packing material, and ensure that the objects are handled properly.
> Regarding outgoing loans, the registrar keeps an accurate documentation of objects leaving the museum and often carries out (and/or oversees) their packing for shipment, and loading into the shipping vehicle.
> Registrars keep a keen eye on objects coming into the museum / collection, as well as when the artifacts leave.
> They establish all insurance for such movement of objects to and from a Collection.
iv. Exhibitions
> Working together with Curators and Collection's managers, the Registrar helps select objects for display or loan.
> This sometimes means saying 'no' to colleagues to safeguard objects for the future due to the museum's resources.
> If an object can not withstand the stresses of travel and/or an exhibition, it is the registrar's duty to make that clear and stand behind their decision.
> Once objects are selected and agreed upon for incoming or outgoing locations, the Registrar updates the records to reflect the artifact’s exhibition location.
v. Deaccessions
> Registrars are also involved in carrying out an artifact's deaccessions.
> Historically, museums did not follow strict guidelines for accepting donations.
As a result, objects that have little or nothing to do with the institution's mission statement sit in storage until they can be deaccessioned, or removed from the museum's collection.
> Storage space and resources are valuable, and thus, it does not make sense to maintain objects that the museum cannot display. Space = $$
> Registrars assess these objects, make recommendations to the curators and review committee of objects possible eligible for deaccession.
The Registrar verifies that all legal conditions are met to deaccession the object, and document every step in this process. Since this process can be controversial, it is critical that every step, as described by the museum's policy, are carried out diligently, openly and transparently.
vi. Packing and Shipping
When objects are sent outside of the Collection (the museum, etc.) either being returned to the institution that provided them, or as an outgoing loan to another museum, the Registrar updates the registration system to documents which objects are leaving the museum.
vii. A Condition Report
Such reports are often updated to reflect the pre-shipping state of the object, and the Registrar either carries out or oversees the packing for shipment, and loading into the shipping vehicle.
viii. Security of artifacts while in Transit
> Most, if not all, objects on outgoing loan are accompanied by a courier.
> Couriers often are bonded individuals for theft or damage of an object under their care in transit.
> The Registrar selects and trains this individual, and, in the case of extremely important objects, the registrar may accompany the shipment, acting as a courier themselves.
vix. Risk Management
> A main task for a registrar is to determine any risk factors to a collection and managing them.
> Risk factors may include vandalism, theft, pests, emergencies, collections’ environment and natural disasters.
> It is the responsibility of the registrar to develop and implement strategies to minimize such risks, such as: integrated pest management, guards, and secure display cases.
Additionally registrars oversee the development and implementation of a disaster management policy to safeguard both staff and collections objects in case of emergency. The Registrar also trains all guards to do their job completely.
x. Knowledge, Abilities, with loads of Skill!
> A registrar should be knowledgable of handling objects.
> From physically moving an object to being able to identify any stress points or cultural significance, a registrar must take the initiative to study the museum's collection.
> They must remain calm under extreme pressure, they are resourceful, and focus on the details.
> Registrars can be described as academic generalists, who, over time, can develop specializations.
>Registrar's should have a working knowledge of American Association of Museum's Code of Ethics as well as the Collecting Guidelines for Museums should be required to be successful and respectful of any cultural or intrinsic objects.
> A Registrar should be familiar with the AAM Guide to Provenance Research, as well as the Nazi-Era Provenance Internet Portal.
> A registrar should also be familiar with Digital Fair Use and the US Indemnity Program.
> In addition, a registrar should understand repatriation (the return of an artifact to their place of origin).
> As a professional member of an institution, a Registrar must possess the ability to be successful in a team-oriented, collaborative, professional, work place.
> Some Registrar’s will oversee teaching and educational programs at the institution.
xi. A Registrar's Education & Training
How to get there…
> Individuals looking to begin a career in the Collections Management / Registrar’s field generally possess a bachelor's degree in history, art history, fine arts, arts management, or a field related to museum interests.
> Larger institutions now require a graduate education in museum studies or field relating to the museum's collections in this competitive job market.
> Candidates aspiring to become Registrars should have hands-on experience in museum collection database management, object packing and handling, digitization, collections cataloging, knowing the procedures to carry out the museum’s / collections’ mission, accession and deaccession procedures, including loan procedures.
> Internships and volunteer work in cultural institutions are excellent ways to gain professional experience, while making connections with museum professionals.
> By taking initiative to acquire experience, volunteer or paid positions, a candidate will no doubt develop their organizational skills, familiarity with museum procedures, and the ins and outs of all necessary knowledge to succeed as a registrar.
xii. Other positions
> Smaller museums tend to combine the role of registrar with that of Collection Manager.
> Individuals wear many hats to get the work done!
> One person may oversee the traditional responsibilities of a registrar with the addition of a more hands-on role in collections' care.
xiii. Added responsibilities include:
> Overseeing and maintaining environmental conditions in storage and exhibition facilities
> They should take an active role in conditions assessments and contact conservators directly, when ever necessary
> The Registrar manages all physical storage needs.
> They also keep detailed inventory records of the collection at regular, timely intervals
MISSION::
"...to provide a searchable registry of objects in U.S. museum collections that changed hands in Continental Europe during the Nazi era (1933-1945)."
PROJECT STATUS to date:
There are currently 29596 objects from 179 participating museums listed in the Portal.
The Internet Portal maintains a list of museums that hold no relevant objects in their collections.
American Alliance of Museums
2451 Crystal Drive, Suite 1005
Arlington, VA 22202
Bibliographic References::
Fahy, A., ed. (2002). Collections Management. New York: Routledge. ISBN 0-415-11283-4.
Schlatter, Elizabeth (2008)Museum Careers: A Practical Guide for Students and Novices. Left Coast Press, California. Chapter 3.
Buck, R.; Gilmore, J., eds. (2010). Museum Registration Methods (5th ed.). Washington, D.C.: The AAM Press. ISBN 978-1-933253-15-2.
