Museum Mondays: The Unsung Heroes of Museum Operations — The Registration Department
When you walk through the doors of the West Chicago City Museum, it’s easy to be captivated by the beautifully curated exhibits and the treasures of history they showcase. But what ensures these items are accounted for, cared for, and properly documented? That’s where the Registration Department comes in—a behind-the-scenes powerhouse ensuring every artifact and object is managed with precision.
As we mentioned in the Collection Department post, in large museums, these departments are made up of many people. At the West Chicago City Museum however, we show our might by fulfilling all these duties with a part-time staff of five people, led by our part-time director. Small museums amazingly still get all this work done, just at a bit of a slower pace.
What Does the Registration Department Do?
The Registration Department is responsible for keeping meticulous records of the museum’s collection. From cataloging new acquisitions to managing loans, this team ensures that each item in the museum is traceable, preserved, and cared for properly. Their work forms the backbone of the museum’s operations, ensuring accountability and accessibility for researchers, curators, and the public.
Key Responsibilities of the Registration Department
Cataloging and Documentation
Every item entering the museum is meticulously documented. This includes details such as provenance (history of ownership), condition, dimensions, and materials. The team ensures that these records are digitized and easily accessible for references.Accessioning New Items
When the museum acquires a new artifact, the Registration Department facilitates its accessioning—the formal process of adding the item to the museum’s permanent collection, education collection or research collection. This involves assigning a unique identification number and ensuring all paperwork is in order.Managing Loans
Museums often borrow or lend items for exhibitions. The Registration Department oversees this process, ensuring that objects are transported and cared for under strict guidelines, minimizing risks of damage.Condition Reporting
Before and after any item is moved, the team conducts thorough condition reports to document any changes or damage. These reports are essential for maintaining the integrity of the collection.Inventory Control
With hundreds or thousands of objects in a museum’s collection, keeping track of each one is a monumental task. The Registration Department conducts regular inventories to ensure that all items are accounted for and stored in the correct locations.
A look into our catalog system and how we document artifacts in our collection.
Why Is the Registration Department Important?
The Registration Department plays a critical role in preserving the integrity of the museum’s collection. Without their meticulous record-keeping and care, objects could be lost, damaged, or forgotten. They’re not just organizing artifacts; they’re safeguarding the stories these objects tell, ensuring they’re available for generations to come.
Fun Fact
Did you know that some museums have registrars who use tiny pencil marks to track the movement of artifacts? This meticulous practice ensures that every item—from ancient pottery to modern artworks—is always accounted for, even after decades in storage or on display.
Do you ever see small seemingly random numbers written on an artifact? That is how we track items! They are unique number and every artifact gets one. The first number you see aligns to the year the object was donated, the second is for the donor group, and the third number is the individual item number.
A Day in the Life of a Registrar
A typical day for a registrar might involve cataloging a new donation of historical photographs, preparing loan agreements for an upcoming exhibit, and conducting an inventory of objects in storage. Their work requires a keen eye for detail, excellent organizational skills, and a deep commitment to the museum’s mission. Our part-time small museum staff takes two days a week to focus on registration duties.
The next time you marvel at an artifact in our museum, remember the amount of time it takes to catalog, document and track those priceless treasures so that they are preserved and accessible for all to enjoy.
Stay tuned for next week’s post as we continue our behind-the-scenes look at the West Chicago City Museum’s Education Department. Have questions about the Registration Department or museum work in general? Drop them in the comments below!
