1T-12.003. Accessioning Procedures

(1) When the Museum of Florida History acquires a historical artifact, a designated staff member accessions it into the permanent historical collections. The acquired artifact is assigned a unique accession number and listed in an accessions register. The artifact is moved into the museum’s collections storage area.

(2) The accession number assigned to an acquired artifact consists of three elements:

(a) Year of acquisition.

(b) A museum identifier letter. The museum is designated as “M” in the accession number.

(c) Group Number. The group number refers to the museum’s  acquisition of a specific group of artifacts from a single source on a specific date.

(3) Additional subordinate numbers may be assigned, following the accession number, to further identify artifacts within groups. (Example: In the number “99M.5.3,” “99” refers to the year 1999, “M” to the Museum of Florida History, “5” to the fifth group of objects acquired during that calendar year, and “3” to the third discrete artifact in a group of several artifacts.).

(4) The museum shall maintain electronic databases and files of paper records of the permanent historical collections to document accessioned artifacts.

(a) The electronic databases contain the following information about each state-owned artifact:

1. Accession number;

2. Date of acquisition;

3. Method of acquisition;

4. A brief description of the artifact;

5. Name of the source of acquisition;

6. Storage location; and,

7. Catalog information concerning the artifact including, but not limited to, subject headings, information about associations with persons, places, and historical topics, information about the artifact’s condition; and information about the materials and techniques of manufacture.

(b) Paper records contain the following information concerning state-owned artifacts:

1. An accessions register that documents the date of accession, the source of the artifact, the method of acquisition, and a short description of the artifact; and,

2. The following distinct files:

a. Reference cards, filed by source name, that duplicate the information listed in the accessions register;

b. Reference information about the artifact, filed by accession number, including transfers of title and related documents, research material related to the artifact, and information about the artifact’s condition and provenance;

c. Object cards and worksheets that describe the artifact and its location in detail;

d. Photographic records of artifacts;

e. A separate file containing completed copies of the Deaccession Worksheet FAC (Form CAM156), effective 9/2012, and the Deaccessioned Receipt FAC (Form CAMFH152), effective 9/2012. Both forms are hereby incorporated by reference and available from: http://www.flrules.org/Gateway/reference.asp?No=Ref-01588; and,

f. Records of previous inventories.

Rulemaking Authority 265.704(1), 265.706(6) FS. Law Implemented 265.7025, 265.703, 265.704, 265.705, 265.706 FS. History–New 9-17-12, Formerly 1A-40.006.