Glossary
This glossary includes terminology and abbreviations that may come up in your work with collections.
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abandoned property: personal property to which the owner has intentionally relinquished all rights; property that the owner fails to claim within a reasonable amount of time
accession: noun: one or more objects acquired at the same time from a single source constituting a single addition to the permanent collection ; verb: the formal process of taking possession of and recording of one or more objects for inclusion in the collection
accession number: a unique control number used to identify the object(s) in the collection
accession register: a paper or electronic record of accession information; a document that includes the accession number, date, and nature of acquisition (bequest, donation, fieldwork, gift, purchase), source, brief identification and description, condition, provenance, value, and name of staff member recording the information
accreditation: recognition of conformance to established professional standards
acetone: dimethyl ketone, a colorless, volatile liquid with a low boiling point, soluble in water and many other organic liquids, used as a solvent for adhesives
acid free: a term generally used for materials that are neutral to alkaline (pH 6 to 11)
acid migration: the transfer of an acid from one material to another, typically from an acidic material in direct contact with a nonacidic material
acidic: a substance with a pH of 7.0 or less
active stabilization: interventive treatment action taken to increase the stability or durability of an object
acquisition: an object acquired by a museum that may later be accessioned
adverse possession: a method of acquiring title to property by possession under certain conditions, including that the possession must be adverse to the owner, actual, continuous, and exclusive
agent of deterioration: something that causes damage to collection objects; the agents of deterioration are grouped into ten categories: 1) direct physical forces, 2) thieves and vandals, 3) dissociation, 4) fire, 5) water, 6) pests, 7) contaminants, 8) radiation, 9) inappropriate temperature, and 10) inappropriate relative humidity
alkaline: having a pH of 7.0 or higher
all-risk: an insurance policy that covers damage from all perils except those specifically excluded in the policy
ambrotype: A picture taken on a plate of prepared glass. Light colors are represented in silver, while shades are produced by a dark background that is visible through the unsilvered portions of the glass.
anoxic: having very little or no oxygen
Antiquities Act : Enacted 1906, the first U.S. law to provide general legal protection of cultural and natural resources of historic or scientific interest on federal lands.
appraisal: a judgement of what something is worth; an expert or official valuation, as for taxation; the process of determining the monetary value of something
archival quality: materials that are inert and, therefore, help extend the useful life of collection objects and records by protecting them from agents of deterioration
archival value: the value of documentary materials preserved in an archival institution
archive: the non-current records of an organization or institution that are preserved for the future; the institution housing archival records
archivist: Person professionally educated, trained and engaged in the administration and management of archival and manuscript collections.
arrangement: the archival process of organizing documentary materials in accordance with archival principles
artists rights: rights which tie the artist, the artist's reputation, and a work of art together, as defined in the Visual Artists Rights Act of 1990 (VARA)
backup: a durable copy of electronic data saved to restore the system in case of failure
bailee: the party who receives loaned property, the borrower
bailment: a legal relationship created between a lender and a borrower of property whereby the borrower keeps the property until the lender reclaims it
bailor: the party who lends property, the lender
barcode: data presented in machine-readable strips of varying widths that can be read with an optical scanner
bargain sale: an arrangement in which a percentage of an object is purchased and the remainder of the object is donated to the museum
batting : nonwoven mass of natural or synthetic fiber used for stuffing or padding
bequest : the transfer of property to an institution under the terms of a deceased person's will
blanket insurance policy : an insurance contract that covers multiple classes of property at one or more locations
born digital: an image or document that originated electronically
botanical: of or relating to plant material
brace pack: a packing style that holds three-dimensional objects in place with simple wooden braces secured to crate
broadsides: Single-sheet notices or announcements printed on one or both sides, intended to be read unfolded.
buffer: a chemical substance that resists change when a base or acid is added to it. Solutions can be buffered to an acidic or alkaline pH (some acid free materials contain an alkaline buffer)
caliper: a measuring device consisting of a pair or movable legs typically used to measure the distance between opposite sides of an object
CAPCAS: Acronym for Condition, Age, Provenance, Completeness, and Available Space, criteria that repositories typically use when considering whether to accession an offered object or collection
case: strong, closed, waterproof box to protect objects during shipment or storage; a crate
catalog: noun: the list of the contents of a collection ; verb: to organize the information about accessioned collection objects into categories, the creation of a record of information specific to an object
catalog number: a number assigned to an individual object during the cataloging process
cause of action: facts that give a person the right to bring a claim to court
cavity pack: rigid packing material that has a space cut out to conform to the shape of the object
cellulose nitrate film : According to the National Park Service, “a flexible film base used for motion picture film and photographic negatives between about 1890 and 1955. This film base self-destructs over time going through five stages of deterioration. The film should be handled with gloves, foldered in buffered sleeves, boxed, placed in ziplock bags and removed to off-site (non museum storage) cold storage in a freezer.”
center of gravity: the point of balance of an object
certificate of insurance: a document that attests that insurance is in force at the time of issuance
CITES: CITES (the Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between governments. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten the survival of the species.
claim: in insurance, a formal, written demand by the insured for payment for a loss coming under the terms of the insurance contract
climate control: the ability to regulate the temperature and relative humidity of a space
CMS: abbreviation of Collections Management System
coinsurance clause: the requirement that a policy holder carry insurance equal to a specified percentage of the property's value
collecting plan: Term used by repositories. It is a document, usually part of a repository’s acquisition policy, that specifically details what the repository is going to collect in order to fulfill its mission, goals and scope of collections.
collection assessment: The process of evaluating a collection for the purpose of documenting its condition, relating it to the mission and goals of the repository and determining courses of action regarding its care and management
collection care: the activities undertaken to safeguard the integrity of collection objects and their associated information for the future
collection management: the activities involved in the administration and stewardship of collections, including planning, development, care, conservation, and documentation; caring for a collection and making it available for use
collection management policy: a written document, approved by the institution's governing body, that specifies how objects will be acquired, accessioned, documented, stored, used, cared for, and disposed of
collection manager: A trained professional who is responsible for any and all aspects of collections care. Specific responsibilities vary by institution, but can include day-to-day care of and access to collections, cataloging and information management.
collection storage array: the physical order in which objects are arranged in the collection storage area
collections management software: a database or other software that supports the internal workflows of a museum collection
commercial use: use of a collection object or its associated information for sale, purchase, trade, barrier, or transfer for gain or profit
common law: legal principles derived from practice, precedent, and court decisions rather than statutes
compactor storage: high-density storage system consisting of movable carriages on rails
condition report: an accurate, informative, descriptive report of an object's or document's state of preservation at a particular moment in time
conservation: maximizing the endurance or minimizing the deterioration of an object through time, with as little change to that object as possible
conservator: a trained conservation professional
continuous custody: the archival principle that material should be retained by the creating organization or transferred directly to an archival institution to guarantee its integrity; the principle that noncurrent records must be retained by the creating organization or its successor in function to be considered archival
contour bracing: braces made the same size as the crate's interior, also called guillotines or yokes
copyright: legal recognition of special intellectual property rights, distinct from the right of possession, that a creator may have for a work, including reproduction, derivative works, public performance, and public display. The rights may be given or sold to a third party by the copyright owner. Copyright protection exists for the author's lifetime plus seventy years. Copyright notice an markings are not required for copyright protection.
copyright law: the body of legislation that governs the exploitation of literary, musical, artistic, and related works. In the US, this is contained in Title 17 of the US Code, in combination with the regulations of the Copyright Office and the cases that have interpreted Title 17 and those regulations.
country of export: the last country from which an object, animal, or plant was exported before importation into the United States
country of origin: the country where an object was created or an animal or plant was taken from the wild
courier: an individual who travels with an object to ensure its proper care and safe arrival
covered object: any object created before 1946 and acquired by a museum after 1932, that underwent a change of ownership between 1932 and 1946, and that was or might reasonably be thought to have been in continental Europe between those dates
crate markings: symbols, numbers, and letters stenciled on the outside of a crate indicating proper handling, size, weight, or identification
cultural property: objects that for religious or secular reasons are designated by the state as important for archaeology, art, history, literature, prehistory, or science
cultural resources: Materials or remains, including historic and archaeological objects, that compose a culture’s non renewable heritage. Also includes ethnographic objects, historic and prehistoric buildings, structures, sites and landscapes.
culturally sensitive object: an object that requires special handling or use restrictions because of its importance to a particular culture
curation: the process of managing and preserving a collection according to professional museum and archival practices
curation agreement: a contract between two parties detailing the curation of a collection, including a description of the state of the collection when transferred from the custody of one party to the other, responsibilities to the collection for both parties, costs, ownership, and access and use of the collection
curator: A trained professional who is usually responsible for the care, exhibition, research and enhancement of repository collections. Specific duties vary between repositories.
custody: temporary or permanent possession of an object
daguerrotypes: An image made on a light-sensitive, silver-coated metallic plate
DAMS: Digital Asset Management System
DAT: Digital Audio Tape
database: a structured, organized collection of information that can be accessed, managed, and edited
datalogger: an electronic device that records temperature and relative humidity
deaccession: the formal removal of an accessioned object from the collection
deed of gift: a contract that transfers ownership of an object to an institution
deferred donation: a donation in which the donor retains ownership of an object for a specific period of time (synonymous of promised gift)
desiccation: removal of moisture
digital art: art works that are made or presented using digital technology
digital asset management system : a system used to control and access digital assets
digital image: an image in electronic format composed of pixels
digital negative: Adobe's archival RAW format (DNG)
disaster preparedness: The state in which an agency is prepared for disaster. Preparedness involves a plan for avoiding and recovering from a disaster
disaster recovery: The retrieval and preservation of records damaged or distressed by an unexpected catastrophic occurrence such as fire or flooding. The recovery process includes repairing buildings and restoring an agency’s critical business functions
disposal: the act of physically removing a deaccessioned object from a museum collection
documentation: The records that document the creation, history, acquisition by the museum and subsequent history of all objects in a museum collection. Such records include provenance and provenience documents, acquisition documents, conservation reports, cataloging records, images and research papers both created by the holding institution and by previous owners or independent researchers, etc. Also used for the process of gathering this information.
dolly: a low, four-wheeled platform used to move objects
double-crating: the use of one box or case within another
drawer case: a sideways slot-style case in which individual boxes slide into the case like drawers
due diligence: the steps taken by an individual to meet a legal obligation, particularly in reference to a purchase or donation of an object
education collection : Objects used for hands-on activities that require a lower standard of care, and are safe and durable. Education objects are typically not accessioned into the museum collection.
Endangered Species Act : Enacted 1973. Requires museums to have a permit to purchase more recent objects that contain parts of endangered or threatened species. Allows gifts of endangered or threatened specimens to museums if there is proof of pre-Act ownership and if the objects have not been offered for sale since the date of this law. Allows loans or gifts between educational institutions. Permits are not required in such instances, even if the objects cross state lines.
electronic records: Records created, generated, sent, communicated, received or stored by electronic means.
endorsement: in insurance, a form attached to the basic insurance contract that alters certain provisions in the policy
ephemera: objects made of materials that were intended to have only a short-term use
ethics: a set of principles or values given to govern the conduct of individuals
exchange: a form of purchase in which objects of equal value are traded between two institutions
exhibition collection : Fine quality, used for display and loan, highest standard of care
extended loan: a loan that is continued beyond its original termination date by mutual agreement of both lender and borrower
facility report: Report prepared by a repository that outlines its facilities, environmental controls and monitoring and collections management procedures. Lending institutions often use these reports to decide whether a borrowing institution is able to properly care for and manage loaned objects. The standard form can be obtained from the American Association of Museums
fair market value: the selling price of an object on the open market
fair use: use of a copyrighted work for criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research
FIC: found in collection
fiduciary obligation: the responsibility of a museum to the collections it holds in trust, for the public
finding aid: A broader term for any format of textual or electronic tool that assists researchers in locating or using archival and manuscript collections. Basic finding aids include guides, descriptive inventories, accession registers, card catalogs, special lists, indexes and, software documentation. The file guides, indexes, registers and filing system aids produced by the records creator, usually referred to as ‘control records’ or ‘contemporaneous finding aids.’
flat pack: horizontal packing of objects
foam core: a plastic foam that is laminated with a paper-based material
found in collection: undocumented objects that remain without status after all attempts to reconcile them to existing records of permanent collection and loan objects
foxing: a discoloration of paper caused by the action of mold on iron salts
fractional gift: a donation for which the museum does not receive full title but rather partial title
friable: easily crumbled
gantry: a hoist mounted on a horizontal beam that is supported by vertical sides
gift: the voluntary transfer of ownership of property completely free of restrictions
glassine: a dense, slick-surfaced translucent paper that is resistant to the passage of air and dirt; used as a wrapping material or as separation sheets
gross weight: the combined weight of a packed object, packing materials, and crate or box
hand signals: standardized hand gestures to insure proper procedures in rigging an object or maneuvering a vehicle without verbal communication
herbarium : a collection of dried plant specimens, usually mounted and systematically arranged for reference
Historic Sites Act : The Historic Sites, Buildings and Antiquities Act (Historic Sites Act) was signed into law on August 21, 1935. The Historic Sites Act established that “it is a national policy to preserve for public use historic sites, buildings and objects of national significance for the inspiration and benefit of the people of the United States.”
hitch: a method of temporarily attaching a lifting device such as a crane or gantry to an object by means of a loop, hook, or noose
hoist: a device used to lift and lower an object by means of ropes or chains and pulleys
HVAC: acronym for Heating, Ventilation, and Air-Conditioning systems
hygroscopic material : a material capable or absorbing moisture
hygrothermograph: an instrument that records temperature and relative humidity on a paper chart
incoming loan: an object sent from another institution for a specified length of time without transfer of ownership
indefinite loan: a loan that does not have a set duration or termination date
inert material : stable material that is not chemically reactive
insurance claim : a formal, written demand to an insurance company for reimbursement for loss of or damage to an insured object
integrated pest management: the coordinated use of biological and environmental information with selected control measures to prevent, reduce, or eliminate pest damage to collections; a holistic approach to pest management, taking advantage of all appropriate options
intellectual property: unique products of human intelligence that have real or potential commercial value (designs, inventions, literary works, unique names, industrial processes)
intellectual property rights: property rights related to creative processes; nonphysical and intangible rights to an object or record that exists independently from ownership of the physical item. Includes copyright, patent rights, and trademark rights.
inventory: noun: an itemized listing of objects in a collection, often including the current location ; verb: the process of physically locating and recording the presence of objects in a collection
IPM: Integrated Pest Management
J-bar: a lifting tool composed of a long handle with an angled or bent steel plate on one end
JPEG: Joint Photographic Experts Group; a file format used for distribution but NOT for archival storage of images
Lacey Act : Originally enacted in 1900 and amended in 1981 and 2008. Prohibits the importation, exportation, transportation, sale, receipt, acquisition, or purchase of any fish or wildlife or plant taken, possessed, transported, or sold in violation of any law, treaty, or regulation of the United States or any Indian tribal law, or foreign law.
laches: an unreasonable delay that makes it inequitable to give the relief sought by a party in court
lacquer: a varnish coating
load line: a line that bears the weight of a lift
loan: a bailment; the temporary transfer of an object from a lender to a borrower; a loan does not involve change in ownership
loan agreement: a contract between a lender and a borrower specifying the object, loan conditions, and the responsibilities of each party
loss limit: the maximum amount an insurance policy will pay for a single loss
lossless: a class of data compression algorithms that allows the exact original data to be reconstructed from the compressed data
lossy: a file compression technique that does not permit the decompression of data back to 100 percent of the original
metadata: data about data
microenvironment: a small, enclosed space around an object that in which the climate can be controlled
Migratory Bird Treaty Act: Enacted 1918. Makes it illegal to kill, capture, collect, possess, buy, sell, ship, import, or export listed species including their parts, nests, and eggs, but allows museums and non-commercial institutions to obtain permits for legal possession, collection, and transportation of objects.
MOV: A file format for digital video
NAGPRA: Native American Graves Protection and Repatriation Act - Provides for the ownership or control of Native American cultural items (human remains and objects) excavated or discovered on Federal or tribal lands. Vests ownership or control of human remains and associated funerary objects: (1) in the lineal descendants of the Native American; or (2) if the lineal descendants cannot be ascertained, or the funerary objects and so forth are unassociated, in the Indian tribe or Native Hawaiian organization on whose land the remains or objects were located, or which has the closest cultural affiliation with the remains or objects (and makes claim for them), or, if the land was Federal, in the Indian tribe recognized as aborginally occupying the area (unless a different tribe, by preponderance of the evidence, makes a stronger claim). Provides for disposition of unclaimed Native American cultural items according to regulations promulgated by the Secretary of the Interior.
net weight : the weight of the object exclusive of the weight of the box and/or packing materials
nitrile: an organic compound used to make flexible synthetic gloves that are resistant to many chemical compounds
nomenclature: a system of names for things
off-gassing: the release of volatile substances from a material (typically refers to the release of acids)
off-site storage : collection storage at a site that is physically separated from the museum
old loans : expired loans or loans of unlimited duration that have been left unclaimed by lenders at the museum
one-time crate : a simple crate intended to be used for one shipment only; also called a one way crate
original order: the archival principle that records should be maintained in the order which they were placed by their creator
outgoing loan: an object that is sent to another institution for a specific length of time without transfer of ownership
ownership : the legal right of possession of title to something; proprietorship
pallet: a low, portable platform on which a heavy or bulky object is placed for storage or transport
patrimony laws: legislation claiming ownership of all objects defined as part of a nation's patrimony
PCS permit: any document designated as a permit, license, certificate, or any other document issued by the management authority or responsible agency or office to authorize, limit, or describe activity and signed by an authorized official
PDF: acronym for Portable Document Format (preferred long-term storage and distribution format for text and image files)
permanent collection : Primary collection of the museum. Requires the highest standard of care, complete documentation, long-term public trust responsibility
permanent loan : an oxymoron used in reference to a loan with no specified ending date
pH: a logarithmic scale used to specify acidity or alkalinity of a water-based solution
pick : the point above the center of gravity at which an object is lifted
PNG: Portable Network Graphics file format
policy: a document written for the needs of the museum and approved by the governing body that lays out goals, issues, principles, and responsibilities.
powder coating : an electrostatic coating applied as a powder and then set by the application of heat
precatory restriction : a restriction on a gift that is the expressed wish of the donor
preventative conservation : actions taken to detect, avoid, block, ameliorate, and mitigate the agents of deterioration that affect objects in a museum collection
procedures: detailed instructions on how to apply museum policies to day-to-day activities. Procedures are not included directly in the policy.
provenance: the history of ownership of museum objects; the background and history of ownership
provenience : in archaeology, refers to the specific geographic origin of an object
psychrometer : an instrument for measuring relative humidity by comparing the temperature of a dry bulb and a wet bulb thermometer
public domain : in copyright law, the right of anyone to use literature, music, or other previously copyrighted materials after the copyright period has expired
RAW image file : unprocessed data from a digital camera, sometimes considered to be a digital negative. Camera make and model determine the size of a RAW file.
registration : the process of assigning an accessioned object to a unique place in a serial order list of the contents of a collection
registration number: a number assigned to an object or specimen in an accession, sometimes used as a synonym for accession number or catalog number
relative humidity: the amount of moisture in a volume of air relative to the amount the same volume of air could hold if saturated
repository : a collections-oriented facility that provides long-term professional care and accountable curatorial services for a collection that it does not own
repository agreement : a contract in which an institution provides long-term professional care and accountable curatorial services for a collection that belongs to another institution or entity (state, federal, or foreign government) in return for mutually acceptable benefits
research collection : Used for research, comparison, and scholarly study.
reserve collection : backup collection for study, exhibit, and public programming. May include duplicates of permanent collection items
restitution : the return of an object or payment of compensation to an object's original owner or legal successor; the return of an object to a the ownership of a source country or country that claims to be the source country
restricted gift: the voluntary transfer of ownership of property with conditions or limitations placed upon that ownership
RFID: Radio Frequency Identification Tag; a device that uses radio waves to transmit and read data
RH: Relative Humidity
rigging: the use of slings and hitches to lift and move large or heavy objects; the equipment used in moving large or heavy objects
risk: the chance of an undesirable change occurring
risk management: a program of risk control that includes analyzing the probability of risks to collections, facilities, visitors, and staff as well as planning and implementing appropriate preventative measures and response methods
Safety Data Sheet: an information sheet provided by the manufacturer of a chemical that includes data on volatility, flammability, toxicity, and safety related information (formerly Material Safety Data Sheets)
sale: transfer of the title in return for monetary compensation or other thing of value on terms agreed upon between the buyer and the seller
seal: a metal wire and numbered disc used on a lock or container to monitor tampering with the contents
shellac: a preparation of lac, usually dissolved in alcohol, and used chiefly as a wood finish
sight line: the range of a guard's view of objects on display in which large objects do not obscure small objects
sight measurement: an estimated measurement of an object made when the full extremities of the piece are inaccessible
silica gel: a granular substance that has high moisture-absorbing and emitting properties and is used as a moisture stabilizer in packing, storing, and exhibiting humidity sensitive objects
slat case : a case made with a minimal amount of wood and without solid sides
sliding tray case: a case with rigid trays that slide out of a side opening
slings: the rope, cables, or woven straps used for rigging
slot style crating : a style of packing for multiple objects that allows each object to be unpacked as needed without handling the others in the crate by having individual objects fit into their own slots
soft packed: packing an object without enclosing it in a hard-shell box or case using soft materials
Solander box: a ready-made box of acid-free board
specimen: any animal or plant, or any part, product, egg, seed, or root of any animal or plant
storage environment: the conditions under which collection objects are stored, including temperature, relative humidity, and light exposure
stowage requirements: the structure of an object that dictates which way it can be placed in a crate, how far off center it can be tipped when handled, and which plane of travel is preferable
subgroup : a body of related records within a record group, usually consisting of the records of a primary subordinate administrative unit or of records series related chronologically, functionally, or by subject
substrate: the immediate surface to which a coating or adhesive material is applied
tag line: one or more control lines that are attached to an object before a lift takes place; used to control the sway, stability, and placement of the object
tare weight: the weight of the packing box, including packing materials, without the object
taxidermy: the process of preparing animal skins and stuffing them in a lifelike form
taxonomy: classification in an ordered system; division into ordered categories; the science of naming, describing, and classifying objects or organisms
teaching collection : Good quality with minimal documentation, used by students and visitors, handled by non-professionals
temperature: a degree of hotness or coldness; may be expressed in Centigrade or Fahrenheit scales
TIFF: Tagged Image File Format; an electronic image file format that preserves original color information and supports embedded color profiles and metadata
title: the possession of rights of ownership to an object or property
travel frame: new or replacement frame used for travel instead of the original frame
traveling: any horizontal movement
traveling case: a case built to withstand a multistop tour
tray pack : objects placed into a tray or drawer using a foam cutout to cushion the object
two-way crate: a shipping crate built to send an object to a destination and back but not to withstand extensive travel
type collection : a restricted use collection typically found in natural history museums
ultraviolet filter: a filter that can be placed over windows, skylights, and artificial light sources to remove or reduce ultraviolet radiation
ultraviolet radiation: wavelengths between 40nm and 400nm, invisible to the human eye, but damaging to most collection objects
unclaimed loan: abandoned property, old loan
undocumented objects: objects that have no numbers, no information in their housing or any characteristics that might connect them to documentation
unlawful appropriation: taking objects by theft, confiscation, coercive transfer, or other methods of wrongful expropriation
useful life: the length of time during which full information can be derived from an object
vapor barrier : a treated paper or plastic film that is moisture resistant
VARA: Visual Artists Rights Act of 1990. Amends the copyright law to define a "work of visual art." Grants the author of a work of visual art the right to claim authorship of such work when publicly displayed, independent of other exclusive rights, and to disclaim authorship of such work because of substantial distortion or alteration that harms his or her reputation. Grants such an author the right to prevent any destruction, distortion, mutilation, or other modification of that work which would harm his or her reputation or honor. Extends such rights 50 years beyond the author's death (or co-author's, in the case of a joint work) with respect to visual art works created as of the effective date of this Act.
varnish: a resin dissolved in a solvent or solvent mixture
waiver of subrogation rights clause: endorsement to a policy whereby an insurer gives up the right to take action against a third party for a loss by the insured. If a museum borrows and object and someone else provides the insurance for the loan, the borrower can require a waiver of subrogation clause in the policy
wall-to-wall coverage: insurance that covers an object on loan from the moment it is removed from its normal resting place, incidental to shipping, through all phases of packing, transfer, consolidation, exhibition, and repacking, until it is returned to its original resting place, or a place designated by the owner
