04_Appendices.pdf

Smithsonian Institution Office of Planning Design and Construction

APPENDICES

PROJECT NO.: OPDC 1403101

PROJECT TITLE: NMAH PSRP IV COLLECTIONS MOVE

FACILITY: NATIONAL AMERICAN HISTORY

1300 CONSTITUTION AVENUE, NW

WASHINGTON, DC 20560

DATE: OCTOBER 25, 2024

This project is approved as being in conformance with applicable provisions of the

Smithsonian Directive (SD) 410.

OPDC Capital Gallery

600 Maryland Avenue, S.W. USPS Mail: MRC 511 Washington, D.C. 20024 P.O. Box 37012 Voice: 202.633.6230 Washington, D.C. 20013

APPENDICES

TABLE OF CONTENTS

APPENDIX 1 : OCON 204 – PROPERTY PASS

APPENDIX 2: OPS 39 – PROPERTY PROCEURES

APPENDIX 3: XG EXPLAINER GUIDE

APPENDIX 4: RECORD PHOTOGRAPHY BACKGROUND & EXAMPLES

VanderdrayL Typewriter Appendix 1:

OCON 204 - Property Pass

Smithsonian Institution OCon 204

Personal Property Assignment / Personal Property Pass Form (See General Use Instructions on the reverse of this form)

Property Assignee (Type or Print Name)

Unit / Location ID Date Issued

Authorized For (check all that apply) Type of Property (check all that apply)

Property Assignment Receipt Property Pass Authorization

Capitalized Unit Controlled Sensitive

Property List

Detailed Description (include Manufacture and Model)

SI Tag # Serial Number Check if

Property Pass is authorized?

APO/PC will Initial and date when property is returned

STATEMENT OF RESPONSIBILITY By affixing my signature below, I hereby confirm that I have received the item(s) listed above and accept personal responsibility for the personal property. As an employee of the Smithsonian Institution (SI), contractor, or other individual to whom the above listed Smithsonian personal property is entrusted, I clearly understand that: (1) I am responsible for the proper custody, care and safeguarding of the above listed property, whether it is in use or in storage; (2) I am authorized to use the property for official SI business only; (3) I will return the property to the issuing office when no longer required for the purpose intended, or upon demand, transfer, or separation from the Smithsonian; (4) I am responsible for any loss, damage or destruction of the property, including financial responsibility if the Accountable Property Officer or SI Personal Property Manager or Survey Board finds that any such loss, damage or destruction is caused by my abuse or negligence.

I have read the Statement of Responsibility.

Authorizing Property Custodian or

Accountable Property Officer (Type or Print Name)

(Property assignee signature) Date (PC or APO signature) Date

Property Pass This Property Pass is valid for the movement of property when the Property Pass authorization block is checked above and a PC or APO authorizing signature is affixed. This Property Pass is to be used whenever property listed on this form is removed from an SI building by the designated Property Assignee and must be presented to a Security Officer when requested. The pass remains in effect for the term of the assignment unless an expiration date is indicated below.

Pass Expiration Date

Additional Information:

OCon 204 - Personal Property Assignment/Personal Property Pass Form December 2012

OCon 204, Personal Property Assignment/Personal Property Pass General Use Instructions

The OCon 204 can be used as an assignment form, a property pass, both, or to indicate that property has been temporarily loaned. The OCon 204 form is used to record and track all SI personal property assigned or loaned to SI staff (Property Assignee) or Property Custodians; it is not used to authorize movement of personally-owned property.

Capitalized, sensitive, and some unit controlled property requires an OCon 204 form and typically assigns property to a primary user. Individuals must sign a properly completed OCon 204 form to acknowledge receipt of the property they are assigned or loaned and their responsibility for safeguarding the property.

1. Personal Property Assignment: When used as a Personal Property Assignment form, the OCon 204 provides an audit trail of accountability for the property listed on the form. A copy of the OCon 204 is issued to the assignee and a copy must also be kept in the unit APO or PC property management file.

2. Personal Property Pass: When used as a Personal Property Pass form, the OCon 204 establishes the authority for the individual named as Property Assignee to remove property from SI units when the Property Pass authorization box is checked. A copy of the OCon 204 is issued to the assignee and a copy must also be kept in the unit APO or PC property management file. The Property Pass must be kept with the property in the event an OPS Security Officer questions the movement of the property.

Note: When personal property is shared and/or routinely used by two (2) or more individuals (e.g., laptop computers, desktop computers, cameras, motor vehicles, etc.) the personal property shall be assigned to a staff member who will be responsible for ensuring the property is safeguarded. This Property

Assignee must use a method that ensures that the location of the property is known and the property can be accounted for at all times. OCon&PPM recommends using sign in/sign out logs as a record of who is using the property and dates the property is checked out and returned.

Completing the Form

• Property Assignee: Name of the person to whom the property is assigned to (or loaned) or the person who is issued the Property Pass.

• Unit/Location ID: (Example Unit: OCIO; Example Location ID: A551010_01)

• Date Issued: Enter the date this OCon 204 form is completed

• Authorized For: Check appropriate box(s)

• Type of Property: Check appropriate box(s)

• Detailed Description: Enter a description of the property to include: manufacturer and model number (example: Dell Inspiron laptop, Model x850; Specimen jars)

• SI Tag #: Enter the 6 digit SI Tag # for sensitive or capitalized property

• Serial Number: Enter the serial number/Service Tag Number

• Check if Property Pass is authorized: Indicate if a Property Pass is authorized

• APO/PC will initial and date when property is returned. A copy is returned to Property Assignee indicating the property is returned and the Property Assignee is relieved of responsibility for the property.

• Statement of Responsibility: Property Assignees must sign and date the Statement of Responsibility indicating they understand the responsibilities and potential for liability as detailed in the section.

• Authorizing Property Custodian or Accountable Property Officer: APO, Alt APO, or unit PC approves the form by signing and dating in this field

• Property Pass: Read the Property Pass statement and acknowledge the Pass Expiration Date: The property pass will remain in effect for the life of the assignment or movement authorization unless a date is entered here.

• Additional Information: Enter any additional information relevant to the assignment or movement of the listed property.

OCon 204 - Personal Property Assignment/Personal Property Pass Form December 2012

Appendix 2:

OPS 39 - Property Procedures

PROPERTY PASS AND PERSONNALLY OWNED PROPERTY PROCEDURES (OPS-39) (Rev, February 2013)

PROPERTY PASS AND PERSONALLY OWNED PROPERTY PROCEDURES

(OPS-39)

APPLICABILITY 1

PURPOSE 1

POLICY 1

RESPONSIBILITIES 2

AREA MANAGERS 2

SECURITY MANAGERS 2

SECURITY OFFICERS 2

PROCEDURES 2

SI PERSONAL PROPERTY 3

PERSONALLY OWNED PROPERTY 3

PROPERTY PASS AND PERSONNALLY OWNED PROPERTY PROCEDURES (OPS-39) (Rev, February 2013)

OPS PROPERTY PASS PROCEDURES (OPS-39)

APPLICABILITY

This policy applies to all Office of Protection Services (OPS).

PURPOSE

This policy provides guidance to OPS officers regarding the use and implementation of the Smithsonian Institution Property Pass System. It further outlines the procedures for issuing and using other official passes for movement of non-collection objects from or between Smithsonian facilities and buildings.

Additional guidance can be found in Smithsonian Directive (SD) 315 Personal Property Management (SD 315) and its accompanying manual. The SD 315 is available on PRISM on the Office of Contracting and Personal Property (OCon&PPM) webpage or by clicking the following link: http://prism.si.edu/ocfo/ocon/ocon_forms.htm

NOTE: This policy does not apply to the transfer and/or removal of Smithsonian Collections objects. For information regarding Smithsonian Collections, please refer to SD 600, Collections Management. SD 600 is available on SI Prism, or by clicking on the attached link: http://prism.si.edu/opmb/pdf/SD600.pdf

POLICY

The removal of Smithsonian personal property is not permitted without the expressed authorization from an Accountable Property Officer (APO) or Property Custodian (PC).

This authorization must be designated on either one of the two of Smithsonian property forms.

To enforce this policy, at Smithsonian buildings and facilities monitored by the Office of Protective Services (OPS), OPS shall have assigned OPS officers posted at each exit to review property passes from staff or official visitors (to staff only areas) removing and/or transferring Smithsonian personal property and materials, particularly those that are not easily identifiable between either personally owned property or Smithsonian personal property.

The two forms officially recognized by the Smithsonian and OPS Officers to grant authorization for the removal or transfer of Smithsonian non-collection property are as follows:

OCon 204 Personal Assignment and Property Pass Form (OCon 204)

The OCon 204 (previously the SI-4554 and SI-4555) is the official form used to record, track, and authorize the external use (off SI- premises) of all SI personal property assigned to or loaned to a Property Assignee by an APO or PC. By signing the OCon 204, the individual acknowledges the receipt of the property assigned or loaned as well as the responsibility for safeguarding the property on or off SI premises. Authorization to

PROPERTY PASS AND PERSONNALLY OWNED PROPERTY PROCEDURES (OPS-39) (Rev, Dec 2012) remove any item listed on the OCon 204 shall be noted by an APO or PC by affixing a check next to the item under the “Property Pass Authorization” column and signing the form where designated. However, before signing the form, the authorizing APO or PC must ensure that the property is accurately identified on the form (SI Tag, when applicable, and serial number).

SI-707: Property Transaction Form (SI-707)

The SI-707 is used to record transactions related to the transfer, relocation, retirement, or other disposition of Smithsonian personal property. Unit APOs are responsible for completing the SI-707 when approving the transactions. The completed form must be available for inspection by an OPS Security officer when removing the property from SI premises.

RESPONSIBILITIES

Area Managers

Area Managers shall ensure that security unit actions are in compliance with established property pass and personally owned property procedures.

Security Managers

Security Managers shall ensure that OPS officers’ actions are in compliance with established property pass and personally owned property procedures.

Updated lists of APOs authorized to sign property passes shall be readily accessible at facility exit points. Security Managers shall also ensure that updated signature lists of APOs are posted on the shared H drive. (This allows for security staff from other SI facilities to check APO signatures in the event that property is carried from one SI facility to another.)

Security Officers

Security officers staffing exits at SI buildings and facilities shall ensure that property (particularly that which is not easily identifiable as either personally owned or Smithsonian owned) being removed or transferred is accompanied by a signed property form or other appropriate proof of ownership, if applicable.

PROCEDURES

OPS officers may inspect personal property of all persons entering/exiting Smithsonian facilities.

SI Personal Property

If OPS officers believe that an individual may be exiting the facility with SI personal property they shall inspect the property form and evaluate whether the property and the individual match the information supplied on the form. Officers may request additional personal identification from the individual, if needed. Officers may deny the removal of property if the proper documentation is not presented.

The OCon 204 must have the signature of the person authorizing the removal of the property as well as the individual removing the property.

If the individual does not have a property pass, the officer must immediately alert his/her security supervisor of the situation and not allow the individual to remove the property from the facility:

The security supervisor shall:

1. Immediately respond to the scene

2. Request the individual return to his/her office to obtain a signed OCon 204;

3. Deny removal of the Smithsonian personal property and explain to the individual that the removal of SI property requires a property form signed by their APO or PC. The OPS supervisor shall initiate a blotter entry report of the incident and report it to the employee’s supervisor as follow-up.

The use of signature stamps as well as photocopies and pre-signed property passes is not acceptable. Additionally, two separate signatures are required on the form. The individual removing the property cannot also authorize the removal of the property.

Personally Owned Property

SI employees and affiliated staff shall be encouraged to log in personally owned property when they enter an SI facility at which OPS security officers are located. If an individual exits an SI facility with property that is not easily identifiable as either personally owned or Smithsonian owned, the officer must immediately alert his/her security supervisor of the situation and not allow the individual to remove the property from the facility:

The security supervisor shall:

1. Immediately respond to the scene

2. Request the individual provide proof of ownership if the property is clearly not SI personal property;

3. If the individual cannot provide proof of ownership, the OPS supervisor shall record an accurate description (with serial number) of the property, initiate a blotter entry report of the incident, and report it to the employee’s supervisor as follow-up.

Purchases and Sealed Packages

Employees may be required to present sales receipts for wrapped packages taken out of the facility.

Visitors

OPS officers may require visitors to check parcels and packages in facilities where locker/checkroom facilities are available.

Official Visitor’s Personally Owned Property

Official visitors invited into non-public areas to conduct business may bring personal or business items into SI buildings and facilities.

OPS officers shall inform official visitors (or the staff member who is escorting the visitor) that he/she may be required to present items not recognizably personal in nature for inspection and should log such items in with security at the visitor entrance. For packages the official visitor may be required to present sales' receipts, to expedite their departure.

Appendix 3:

XG Explainer Guide

PSRP4 Moves XG View: Quick Guide This XG view is designed to streamline data entry for objects moving as part of PSRP4, beginning with the 64 clocks in CB069.

For this view, the fields that need to be completed are at top of each screen, fields will auto-fill wherever possible, and editing access is restricted to only the necessary modules/fields. Please for help, questions, or access to this view.submit a Jira request

Note that XG does not auto-save. Click the Save icon or press F9 to save as you work.

Contents

Before packing Open the Group Object record

Hazards Item Count Description Measurements

Condition record During packing

Object record Item Count Measurements

After packing Location

Default values

Before packing

Open the Group

In the right side panel, under "Watching:", double-click the group called "CB069_PSRP4_64 Clocks (WARNERM)" to open it.

Click the icon in the toolbar to see the group in grid view: View as a grid

Identify the record that matches the object you need to update. Click the gray rectangular button to the left of the object's ID number to open the record in form view.

(If you can't access the side panel to see Watched Groups, use the Group menu Open a Group. Type "CB069_PSRP4_64 Clocks" in the search bar at the top of the window that opens, then check "Show all public groups".

Click the lever next to Objects, then WARNERM, then select the group name. Click "Display" to open the group.

If needed, full instructions for opening groups are here: Creating and Editing Groups).

Object record

Hazards

Review the record for identified hazards by checking the Activities: Hazard folder in the Link Ledger. Click on a Hazard record for more details, if needed.

Use the Link Ledger or menu to return to the Object record.Window Objects

When working with the object, if hazards are noted that are not documented in XG, please notify the SI POC so that they can update the record.

Item Count

Locate all clock parts listed under the flexi-field. Item Count If Item Count does not reflect assembled parts, notify SI POC.

Description

Review existing text in the Description anchor field and flexi-fields. If no physical description exists, add a flexi-field row (F12) and enter a basic physical description.

Info in italics is automatically filled in.

Type Description Attributor Attribution Date

Attribution Source physical descripti on

Enter the text of the description in mixed case using appropriate punctuation (conventional prose style). The g Use Ctrl+E to expand oal of the physical description is to be able to identify the object.

the box if desired.

Last, First YYYY-MM-DD PSRP4 Move Project

See the Descriptions section on for more detailed instructions.Creating Object Records

Measurements

Measure each component or part listed under Item Count prior to disassembly. For assemblages of small, broken parts, measure the container (often, a baggie or small tray).

Add a new flexi-field row (F12) to enter measurements for each part, as follows. Info in italics is automatically filled in.

Part Measured Web Publish Hold

Height Ht in /cm

Width Wd in /cm

Depth Dp in /cm

Diameter Dia in /cm

... Attributor Attribution Source

Attribution Date overall if measuring a part, erase "overall" and enter component or part name leave the box unchecked

Enter in inches, with decimals in Enter in inches, with decimals in Enter in inches, with decimals in Enter in inches, with decimals, if needed in Last, First PSRP4 Move Project

YYYY-MM-DD

When you save, XG will ask if you want to update the anchor field to reflect the changes. Click "Yes".

Fraction conversions:

1/8 = .125

3/8 = .375

5/8 = .625

7/8 = .875

1/16 = .0625

3/16 = .1875

5/16 = .3125

7/16 = .4375

9/16 = .5625

11/16 = .6875

13/16 = .8125

15/16 = .9375

Condition record

Click this icon in the toolbar to open the : Activity Manager

Click on the lever next to Condition.

Click and drag the object record you are editing from the right side of the window to the "Create new" button under Condition on the left.

Complete the fields as follows. Info in italics is automatically filled in. When you click "OK", you should see "1 of 1 records processed".

Condition Use pop-up list (F9) to select one or more applicable terms, if needed.

Condition Date YYYY-MM-DD

Examined By Last, First

Purpose PSRP4 Move Project

Condition Narrative Enter a narrative condition assessment, noting:

any major damage, missing pieces, or other condition issues any surface cleaning that takes place any damage or new condition issues that occur to object or are found during disassembly or packing any instructions or guidance for future reassembly

Note Can be used to record any condition notes that do not belong in another field.

To review existing Condition records for an object, click on a Condition in the Link Ledger, or use the menu .Activities Condition

During packing

Object record

Item Count

During cleaning, disassembly, and tagging of parts, ensure that each separated part is listed in the Item Count field. Add a new flexi-field row (F12) to record additional parts as needed, referring to the Clock Component Glossary for names. Info in italics is automatically filled in.

Component or Part Number of Parts Note Attributor Attribution Date

Enter part name using standard nomenclature from glossary.

Enter the total number of pieces that make up the component.

Enter any remarks or notes regarding the component, if needed.

Last, First YYYY-MM-DD

Add the measurements of any newly itemized parts to the Measurements field, following the same instructions as Before Packing Measurements above.

For the Part Measured field, use the same part name that you added to the Item Count field.

Measurements

Once packed, add a new flexi-field row (F12) to record measurements of the outer container. Info in italics is automatically filled in.

Part Measured Web Publish Hold

Height Ht in /cm

Width Wd in /cm

Depth Dp in /cm

Diameter Dia in /cm

... Attributor Attribution Source

Attribution Date erase "overall" and press F9 to select "container" check the box to indicate "yes"

Enter in inches, with decimals in Enter in inches, with decimals in Enter in inches, with decimals in Enter in inches, with decimals, if needed in Last, First PSRP4 Move Project

YYYY-MM-DD

After packing

Location

Once packed and moved to designated staging location, the record's location should be updated in XG.

Click this icon in the toolbar to open the : Activity Manager

Click on the lever next to Location.

Click and drag the object record you are editing from the right side of the window to the "Create new" button under Location on the left.

To update the location of multiple objects, you can use Ctrl+click or Shift+click, or use the "Select all" button in the upper right.

Complete the fields as follows. Info in italics is automatically filled in. When you click "OK", you should see "1 of 1 records processed" (matching the number of objects updated).

Location * Storage

Location Level 1 AHB

Location Level 2 Use the pop-up list (F9) to select the facility space ID (usually the room number). See the .Location Standardization Key

Location Level 3 Enter the case or cabinet number, if needed.

Location Level 4 Enter the drawer or shelf number, if needed.

Location Date * YYYY-MM-DD

Purpose * PSRP4 Move Project

Status * located

Status Date * YYYY-MM-DD

Moved By Last, First (Erase this and use F9 to select the name of the person who physically moved the item, if necessary).

Note Enter any notes about this Location that do not belong in another field, if needed.

See also , , and the .Updating Locations in XG XG Location Standards Location Standardization Key

To review existing Location records for an object, click on a Location in the Link Ledger, or use the menu .Activities Location

Default values (for XG admin reference)

FIELD DEFAULT VALUE

ITEM_DESCRIPTIONS.DESCRIPTION_TYPE physical description

ITEM_DESCRIPTIONS.ATTRIBUTOR FUNCTION.REAL NAME

ITEM_DESCRIPTIONS.ATTRIB_DATE FUNCTION.SYSDATE

ITEM_DESCRIPTIONS.ATTRIB_SOURCE PSRP4 Move Project

MEASUREMENTS.PART_MEASURED overall

MEASUREMENTS.ATTRIBUTOR FUNCTION.REAL NAME

MEASUREMENTS.ATTRIB_SOURCE PSRP4 Move Project

MEASUREMENTS.ATTRIB_DATE FUNCTION.SYSDATE

CONDITION.CONDITION_DATE FUNCTION.SYSDATE

QUICK_ADD_CONDITION.CONDITION_DATE FUNCTION.SYSDATE

CONDITION.EXAMINED_BY FUNCTION.REAL NAME

QUICK_ADD_CONDITION.EXAMINED_BY FUNCTION.REAL NAME

CONDITION.PURPOSE PSRP4 Move Project

QUICK_ADD_CONDITION.PURPOSE PSRP4 Move Project

COMPONENTS.ATTRIBUTOR FUNCTION.REAL NAME

COMPONENTS.ATTRIB_DATE FUNCTION.SYSDATE

LOCATION.LOCATION Storage

LOCATION.LOC_LEVEL1 AHB

LOCATION.LOCATION_DATE FUNCTION.SYSDATE

LOCATION.PURPOSE PSRP4 Move Project

QUICK_ADD_LOCATION.PURPOSE PSRP4 Move Project

LOCATION.INVENTORY_STATUS located

LOCATION.STATUS_DATE FUNCTION.SYSDATE

LOCATION.MOVED_BY FUNCTION.REAL NAME

Using Actions during Inventory

Guidelines for Action Text:

1. Clearly state the problem and, if appropriate, re-state relevant numbers in the body of the action.

2. List all the evidence gathered and where you found it. Even if no information is found, still list where you have looked and include any other pertinent information. Examples:

object itself (markings, maker, tags, notes with object, marking on container), catalog cards, catalog book. Both in the original action text and in subsequent updates.

3. List any other information/clues that could be helpful in further research. Examples:

information about similar objects located on the same shelf (maker, accession number, catalog numbers, etc.)

4. State possible next steps and resources you have not checked. This may include work that is beyond the scope of the project and/or must be completed by the Division or Registration.

5. Add information to the action as it emerges, even if you cannot close the action. Even if the action will remain open, adding extra information about the issue as it arises will help people in the future understand what work has been completed previously to rectify the problem.

6. Preface any updates to the action with date and XG user ID, e.g 2017-01-30 WINKLEF: .

Additional Considerations:

Avoid using general terms such as “the object,” or “the number,” etc. Use the object name to describe object and state what “number” you are referring to, i.e. accession number, catalog number, marked object number, XG ID number.

Clarify that objects are “marked with”, “tagged with” a number, especially if that number, including number format, differs from the numbering listed in XG.

If you present information, always cite your sources.

The actions you create stay with the record forever, so keep in mind that it will need to make sense to others reading it many years from now. This includes maintaining a clear thread of research when you update an action.

Remember that those reading your actions will not have the object in front of them so ensure that all relevant information is included clearly.

XG IDs and catalog numbers are not always the same thing. When referring to XG ID, it is vital to refer to the two-letter asterisk prefix before the number if it exists. Catalog numbers should not include this prefix.

Some catalog numbers and accession numbers can also look interchangeable. When giving numbers state the number and what type of number it is.

Types of Actions Commonly Used During Inventory:

Additional Documentation Needed This action normally used by the Acquisition and Reconciliation Specialists to flag future work for the project.

Example:

A sub-indexing memo is needed to document the change to catalog number 78704M from accession 308845

There is no object list in the accession file for 44425, please draft an object list so this object record can be linked.

This action can be used to query information between the acquisition and reconciliation specialists:

Per the accession file for 260112, the catalog number 8167 was not sub-indexed.

Please confirm the catalog number, and draft a sub-indexing memo if necessary.

2016-12-30 MONAHAN: Catalog number was subindexed by the division, a memo is needed for the file.

Change XG ID Number This action should always being with the standard format of:

Please change XG ID number from [ID number] to [ID number]

Please change XG ID number from CE*393846 [dup1] to CE*393864

Where the reason for the change is obvious, i.e. convert RSN to catalog number, correcting a typo, adding sub-indexing, no other text is required.

However if the reason for the change is not obvious, i.e. changing a catalog number to a different catalog number, then after the change request you should include a brief explanation for the change.

Please change XG ID from CE*65.104 to 1987.0005.05ab.

Per the accession file, this teapot was converted from a loan in 1986 and was subsequently renumbered.

The request must always be written first, and on a separate line to any additional information.

If the change requires an additional change to be made first this should also be included after the request.

Please change XG ID number from 1988.0783.465 to 1988.0783.464

First the record currently with XG ID number 1988.0783.464 must be changed to 1988.0783.461.

The original request clearly states the starting and ending numbers whilst the text explains the process to achieve it.

Check Accession Number If an XG object record does not list an accession number in the other numbers flexi it MUST receive a check accession number or check legal status or RSN requires full legal title review action. The only exception to this rule is TINs.

This action can be used by the Inventory Techs to identify that the XG record/object/object tag does not list an accession number. It can also be used by the Acquisition Specialist to flag that the accession number listed in an XG record is incorrect. Any documentation consulted/additional information known must be identified in the action text. This includes donor names etc. that may be listed on the object tag/housing.

Inventory Tech Example:

Please identify accession number.

The HCL catalog card for 67.965 does not include an accession number. The donors are listed as Mr. and Mrs. Edward M. Pflueger.

Acquisition Specialist Example:

This set of thermometers is not mentioned in the accession file, 308252, nor is the catalog number 334151 listed anywhere in the file.

Check Catalog Number In most cases where a catalog number is not known a TIN record is created for the object.

Where only an RSN is known then a “RSN requires full legal title review” action should be created to account for the lack of known catalog number, accession number or legal status.

However, in some instances there may be an issue with the object’s catalog number.

For example, an object may be marked with multiple catalog numbers, or an XG record may list multiple catalog numbers. In many cases this is as a result of a transfer of objects between Divisions or an accession of an object previously on loan. In each case one of the number is the current catalog number and the other is a previous catalog number. From the object/XG record it may not be possible for the Inventory Tech to determine which is the valid catalog number and so this action can flag that issue.

The Acquisition Specialist may also use this action type to indicate that there is an issue with the object’s catalog number, such as sub-indexing that is or is not recorded in the accession file.

Two catalog numbers listed in XG, 1990.0539.42 and 323475. Object is marked with 323475. Please confirm

Acquisition Specialist Example:

Accession file lists the compass as 1983.0548.03a, and its tripod as 1983.0548.03b [see AM1]

Check Item Count The check item count action can be used by the Inventory Tech in a number of ways. For example, to note that an object has parts too numerous to count, such a bottle of pills.

In this example the item count flexi would list:

Component/Part Number of parts Note Bottle 1 Cap 1 Pills not counted

Then the check item count action would state that the pills were too numerous to count.

Similarly it can be used when an item count cannot be confirmed, for example if a box is locked and so its contents, or lack of, cannot be established, or if the object is too fragile to handle.

Foil pieces are loose inside booklet. Foil was not counted as part of SHFAP37 inventory as handling would have damaged the foil. Division consultation will be necessary to determine correct item count.

This action can also be used to note discrepancies between the XG record and the object

Object description for PH*316000 states that the object is in a cardboard case. At time of inventory no cardboard case was located with the hydrometer.

Please confirm status of cardboard case in accession file and catalog cards.

The Acquisition Specialist can also use this action in a similar way to note discrepancies between the accession file and the XG record and/or objects located during inventory.

The object list in the accession file states that there should be two crock fragments attributed to catalog number 391343. Please confirm the item count.

In this example the XG record only stated that a single fragment had been located during inventory and the XG record’s description did not state that there should be two so the discrepancy could not be identified at the point of inventory.

Check Legal Status This action can be used by the Inventory Tech to record information on object tags, notes with the object etc. that may indicate that the object not a standard accession, i.e. a loan, deposit etc.

There is a note with ceramic fragment, catalog number CE*94104, which reads "2 Majolica fragments early 18th cen. #'s 746/1 & 94:104 Lent by Col. Hist. Natl Park & Norfolk Museum of Arts and Sciences."

Verify legal status.

It can also be used to query discrepancies found on the XG record, such as a Division/Collection other than those known to have stored material in the space.

Engraving, catalog number 325903, was located in MS5120, but XG record MC*325903, which matches the object description, states that the engraving belongs to the Mechanical & Civil Engineering collection.

Please verify division and collection and if it should be relocated.

If an object has a loan number and not an accession listed this action can be used in place of the check accession number action to flag the record for review by the Reconciliation Specialist (note XG object records without an accession number must receive an action or they will not be identified to the Reconciliation and Acquisition Specialists).

In multiple Divisional storage spaces this action should be added to TIN records with “unspecified” listed as Division. If there is contextual information, such as objects it was found with, that may assist in the object’s identification this should also be included.

Neither Division nor Collection is known for this object. Arrived in Building 37 on a pallet with underwater archaeology material.

The Acquisition Specialist can also use this action to note issues identified in the accession file.

According to the accession file, 220983, this certificate, catalog number, 315815, was transferred from the Division of Physical Sciences to the Division of Numismatics 1958-08-19.

Check Media Association This action is used when image(s) attached to an XG object record do not depict the object described in the record.

Photograph 86-10892 does not represent this object. That photo is of the ACTA scanner as a whole. This record represents only the hose, tube coolant water intake.

Check Object Description This action should be used to indicate minor discrepancies between the information recorded on the XG object record and the physical object as located. If the discrepancies are extensive then the XG object record should not be used to inventory the object.

The accession file states that the earthenware ginger jar assigned 1981.0685.03 is from Mexico. The object record currently lists the place made as Spain.

A curator should review the description information in the object record to confirm.

This action can also be used to note that the Division needs to update an object description, for example where a base record has been broken into separate records but the base record contains information relating to all the objects, which is now inaccurate.

XG object record, 1982.0696.2a, previously documented 4 tiles, all of which now have individual XG records. Curator should review and delete the superfluous inscription data in this record.

Check Object Name This action should be used to indicate a discrepancy with the object name. This action should be used to flag discrepancy with other documentation, i.e. catalog cards, catalog book, accession file. Clearly state in the action (and object name flexi, if appropriate) where the names are documented.

It can be used for minor naming discrepancies at the time of inventory, especially if there is inconsistency between terms used in the record. However, it should not be used to flag when an object name does not match the located object. In this case the XG record should not be used to inventory the object.

Please verify object name. This object was found tagged with 1979.1030.21 and the name "water pump tubing" however the name on the record is "boiler blowdown line". Because the catalog number and description on the record match, it was ivnentoried on XG record 1979.1030.21.

Acquisition Example:

The object name on the AM for accession 217710, cat. ICMF 7647 is listed as a '50,000 ton forging press', however, the object record lists the object as a 'hydropress, working model'. Please verify the correct object name.

2016-12-09 MONAHANK: Name on catalog card found in division for MHI-I-7647 is "lowery hydropress models" with a description of "50,000 ton forging press."

Both names are correct.

Conservation Review Required

Use this action to record damage to an object that is not otherwise recorded on the XG record (including condition reports and existing images). If object is damaged during the project follow damage protocol not this action.

When these objects were found in Building 15 they were leaking/oozing an unidentified liquid. They were wrapped in plastic and moved to Building 37 and have not been unwrapped.

This glass surrounding this x-ray tube is broken in multiple pieces. The object was discovered this way during inventory.

Consolidate Objects

Use this action when objects with dispersed parts are requested to be reunited but cannot physically completed by the team. With the introduction of the Temporary Inventory Numbers this action is rarely if ever used by the team as TINs are used to record separated parts of an object which do not have established sub-indexing at the time of inventory.

Synthesizer 2004.0055.02 is compromised of three pieces. Currently the synthesizer and keyboard are housed in Cabinet 68 Shelf 1 and the monitor is housed in Cabinet 68 Shelf 2.

It is recommended that they be housed together.

Create Object List

Acquisition action only. Use when object list is needed for the accession file

Object requires additional measurement

Use this action when object could not be measured due to access issues etc. This is only to be used during inventories where exact measurements are recorded on XG. Inventories that are using the size ranges recorded in the “other measurements” field in XG should not use this action.

Object requires flatwork digitization

Use this action when flat objects that should have been photographed objects were not photographed. This action should only be used during inventories where complete photography of all inventoried objects is an objective.

Object requires photography

Use this action when objects that should have been photographed were not. State reason, e.g.

object removed from room before photography. This action should only be used during inventories where complete photography of all inventoried objects is an objective.

Reconcile Multiple Records and Delete Record

These two actions are used together to indicate that duplicate records have been identified for a single object in XG. The Reconcile Multiple Records action is added to the record to be retained; and the Delete Record action is added to the record that is requested to be deleted.

The text of the action should be the same. For additional clarity you may add the line “delete this record” to the Delete Record action and “retain this record” to the record to be retained.

Whilst all unique data from the record to be deleted will be copied into the record to be retained before it is deleted, it is important that both records are thoroughly examined with the located object before this type of request is made.

Any discrepancies between the records must be identified in the action and clarified if they both apply to the object. If any discrepancies are noted that do not apply to the object then the request should not be made. Instead a single record should be used to inventory the object with a check catalog number action stating that an additional record exists in XG for this catalog object which appears to describe a different object (state XG ID number of additional record in action)

Please merge all data from XG record CE*P-632b into XG record CE*P-632a and then delete XG record CE*P-632b.

The two records document an urn (b) and cover (a) that are stored together;

they do not require individual XG records.

Remove acquisition link

Acquisition action only.

Remove acquisition link from XG record 1979.0558.1 to acquisition record

1979.0558. This link was made in error as the correct catalog number for this punch bowl is 1979.0588.01.

RSN requires full legal title review

Use in place of check catalog and check accession number actions on RSN records where neither the catalog or accession number is known. If there is any additional information with the object, such as a tag or note, that could aid the object’s identification it should be included in the action text.

If either is known use only the action for the missing number. If catalog number is known Change XG ID number action can be added, in addition to the check accession number action.

Please confirm catalog and accession numbers. This vase is only tagged with its RSN. There are no other markings that could aid in its identification.

These 36 fragments are stored in a box marked only with the associated RSN. A note inside the box reads "Discard (/) S. Myers 2/13/80" and "Kiln Furniture (/) - CANADA - (/) Donald Webster?"

The record's note field includes legacy data that reads "Donald welster (2)."

Suspected Hazardous materials, review needed

Use for material that is suspected to hazardous, when cannot or has not yet been confirmed.

For confirmed material use the Hazard Activity.

The green paper in the compass, catalog number 333638, is suspected to contain arsenic. Object should be reviewed/tested for possible hazardous material.

During the HCLCB064 Accountability Project on 2017-02-22, this covered vessel was encountered with a hazardous materials tag attached to its cover. The tag, dated 2/13/90, reads "0.1 mR/h CONTACT." Please review for hazardous materials.

Examples of NMAH Division/Collections prefixes for catalog numbers used in XG:

Code Collection Current Division AC* Archives Center Archives Center AF* Armed Forces Armed Forces History AG* Agriculture Work and Industry AR* Archives Center (use AC*) Archives Center CE* Ceramics and Glass Home and Community Life CH* Chemistry Medicine and Science CI* Computers Medicine and Science CL* Community Life Home and Community Life CS* Costume Home and Community Life DL* Domestic Life Home and Community Life EM* Electricity Work and Industry ER* Engineering and Industry (use

MC*)

Work and Industry

ET* Entertainment Culture and the Arts GA* Graphic Arts Culture and the Arts MA* Mathematics Medicine and Science MC* Mechanical & Civil Engineering Work and Industry ME* Mechanisms Work and Industry MG* Medical Sciences Medicine and Science MI* Musical Instruments Culture and the Arts NU* Numismatics Numismatics PG* Photographic History Culture and the Arts PH* Physical Sciences Medicine and Science PL* Political History Political History TE* Textiles Home and Community Life TR* Transportation Work and Industry ZZ*RSN Prefix for record serial numbers All

NOTE: Prefixes in italics (AR and ER) are not current and should not be used when creating new records.

Appendix 4 :

Record Photography background & examples

NMAH Record Photography General Instructions and Format Specifications

NMAH Photography-General Instructions and Formatting

General Instructions

Capture accurate visual information about the object at the time of inventory.

A minimum of one image is required of the inventoried object in its assembled state, oriented in its natural position, centered in the frame, against a neutral backdrop.

A photograph of the rear of an object is preferred, unless the rear is identical to the front. There is no set maximum. Choose angles to maximize visual information (front view, back view, ¾ view, detail shots, identification marks).

If disassembly is required: Digitize object “before” [assembled] and “after” [disassembled].

Multiple photographs may be needed of disassembled object parts.

Disassembled like-parts should be grouped together for photography and evenly spaced without overlap.

Include a label with the NMAH XG ID number in the frame.

Exceptions Oversize objects Oversize objects may be photographed in-situ with no neutral backdrop.

At-risk objects When photography is determined to put the object at risk prior to disassembly, photograph the object in-situ with no neutral backdrop.

Expected Output At minimum:

Format: JPEG o Compression: Least compressed (highest quality) JPEG o Minimum pixel size: 4000 on the long side o PPI: native camera PPI will be interpreted as 180 or 300 (there is usually no setting for

PPI in the camera) o Color Depth: 24-bit or 48-bit o Color Space/Profile: RGB, sRGB, or Adobe RGB (1998)

File Name Conventions Camera-generated filenames with a number sequence or simple alphanumeric filenames.

Example:

IMG_00001

IMG_00002

Quality Control Quality controls shall be documented by the contractor and must be approved by NMAH prior to commencement of work. Controls may include, but are not limited to, use of color targets/color bars, scales, color management of digitization equipment, monitoring for color or lighting irregularities, correct exposure, and orientation.

NMAH Record Photography General Instructions and Format Specifications

NMAH Photography-General Instructions and Formatting

Before image delivery, verify that:

Object is in focus.

Tags and marks are in focus.

ID number and any color targets or scales are readable.

Object outline is not broken by color bar/target, scales, ID numbers, or other objects.

Overall tint of image is not yellow, green, or blue.

Delivery Method Deliver images to NMAH Digital Programs team.

Contractor must use the NMAH Media Upload Spreadsheet (provided by NMAH) and deliver the following data:

Media filename XG ID number Additional XG ID Number (when applicable) Object name Object name for parts

Inventory Photography Examples

I. Three-Dimensional Objects A. Object Item Count: 1 B. Object Item Count: 2

Objects with component parts C. Object Item Count: 3 +

Objects with multiple component parts Objects in groups Containers and Kits

II. Two-Dimensional Objects A. Object Item Count: 1

Bound objects Other documentary artifacts

B. Object Item Count: 2 + Textual Documents Artwork or Photographic Objects

III. Special Circumstances Objects photographed in situ

This document shows examples of acceptable inventory photography for documentation purposes. The examples demonstrate how to capture information about an object* based on item count and object type in order to streamline inventory photography. Use this document in conjunction with Inventory and .Photography Guidelines Tips For Composing Objects in Photographs

*The team will assign a Temporary Inventory Number (TIN) to inventoried objects where no catalog number can be identified. Minimal photography is required if the object to which the TIN is assigned is identified as known reference material, prop, or other non-object property. Otherwise, TIN objects should be photographed the same as objects with verified catalog numbers.

If you have questions, please contact Digital Programs for guidance.

I. Three-Dimensional Objects

A. Object Item Count: 1

Take one photograph of freestanding three-dimensional objects that are uniform in the round or on all sides. Only take one photograph if a second image would be nearly identical or provide no new information. Photographing an object at a ¾ view typically captures more information than a front or rear view.

Take 2-3 photographs of freestanding objects that are not uniform on all sides. One ¾ shot is preferable to capture the depth of an object.

You may need to take 4-5 photographs to capture more information about an object that would be helpful for identification purposes:

Three-dimensional objects that are relatively flat (the depth/thickness is the smallest dimension) will typically only require one photograph, ideally shot at a ¾ angle:

Take two photographs if the object is different on both sides.

Alternate shots may not be necessary if the primary identifying features of an object can be captured in one photograph. Do not rotate an object in an unnatural position or put stress on object parts for photography purposes. The Division may supply cradles, mounts, or stands for photography purposes, but it is not required. Please see for more information or Inventory Photography Guidelines contact Digital Programs for guidance.

B. Object Item Count: 2

Objects with component parts

Take 2-4 photographs of objects with component parts. A teapot with a cover, for example, must be photographed with the component parts shot together and separated. Ideally, photograph the separated component parts in one frame with generous space between the parts. When you photograph the component parts separately, orient the object in alternate position to capture new information.

If the component parts do not fit comfortably in one frame, take one photograph of the object with the parts together, and then individual photographs of each part:

C. Object Item Count: 3 +

Objects with multiple component parts

Objects comprised of 3+ component parts require multiple photographs depending on the size of the setup. When possible, take at least one shot of the object fully assembled. Take photos of each part individually if the parts do not fit in one shot.

Objects in groups

Groups of objects may be photographed together if the items are documented under one catalog record.

Objects in groups may require multiple photographs. Evenly space out the objects in the frame, making sure the parts do not overlap. It is not necessary to photograph the separate components individually if they fit comfortably in the frame. Individual shots of each part are not required, but might be necessary if all parts do not comfortably fit in the frame.

Containers and Kits

Depending on how they are stored, object kits should be photographed in stages. Take a photograph of the exterior of the container. Next, take an interior shot showing the natural state of the objects.