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 often organized by field trip and permit. Regular collecting over the year at the same field site may be organized into a yearly accession. Accessions can range from the donation of a single specimen to many specimens.

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. Objects not prepared must have a plan for preparation or come with funding for preparation
• 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 form.

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. The Accession is filed into the

5. Collections manager/curator assigns number to accession by year and accession (i.e. 2013.1) creates physical folder. Accession form is filed into accession folder.

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

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   WOE TO THE CATALOGER WHO SKIPS INVENTORYING . Do not assume a spreadsheet given to you by collector is an inventory!

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