Introduction

Accessions are collections of objects, with their associated documents, officially acquired by a museum at the same time. At the UTEP-BC, accessions are organized by field trip and permit. Regular collecting over the year at the same field site may be organized into a yearly accession.

Materials

• Accession donation form. For researchers performing collecting activities, use the following: UTEP-BC Personnel Form. The form is fillable to enable researchers to alter to their needs. For all accessions from non-permit holders like salvage and those who are not UTEP-BC personnel, fill out the following: Gift Accession Form
• Appropriate permits
• Copy of Field Notes
• All objects prepared
• Catalog Tags
• Folders for accession
• Correspondance

Procedure

Note that this procedure differs slightly by collection. After each step, the Master Card Catalog tracks progress and should be updated.

1. Collector is given accession checklist and deed transfer form to fill out
2. Accession is grouped together and placed in designated in-coming accession area depending on accession.
3. Collector turns over RAW field notes, data slips, accession and related permits.
4. Curator reviews accession checklist and signs the form. Accession checklist is filed away by year in cabinet.
5. Collections manager/curator assigns number to accession by year and accession (i.e. 2013.1) creates physical folder and online folder labeled by accession number
6. Collections manager creates accession in Arctos and enters information and attaches relevant permits.
7. Inventory specimens by field number preferably, but by some field number