Recommendations for the Application of Accession Numbers: 1995
CIMCIM: the International Committee for Musical Instrument Collections of the
International Council of Museums
This text has been prepared by the Conservation Working Group of CIMCIM
Suggestions from the Conservation Working Group of CIMCIM. There are
several methods used in different museums to apply accession numbers to
instruments such as punching, engraving, applying self-adhesive labels,
applying paper labels by gluing them to the object, attaching labels
with threads, wire or rubber bands, writing the numbers in ink onto the
object and, possibly the newest method, using bar codes. These methods
have been discussed among the members of the working group from the
museological and conservation point of view. The results are the
following:
What are accession numbers for?
- For identification of objects in the museum. This identification
must not depend on a single person.
- For identification of objects outside the museum building (i.e.
objects on loan). The owner of the object must be easily identifiable.
- For identification of objects in case of loss during transport or
theft etc.
Where to apply accession numbers
- It is useful to agree upon a fixed place for every type of
instrument, as for example: Keyboard instruments: under the bottom of
the case in the middle of the extension of the keyboard; stringed
instruments: inside the pegbox or at the tailpin/endpin; wind
instruments: inside the bell or on underside of its rim.
- The number should be readable without opening the instrument or
taking it apart.
- It should be obvious (as a deterrent to thieves), but at the same
time must not disturb the outer appearance. The size of the number
should be in reasonable relation to the size of the object.
- If the object consists of more than one piece, every piece must be
marked with the accession number. These numbers could be written on a
hidden place.
How to apply accession numbers
The accession number should be applied in the least harmful way for the
object. It is obvious that there cannot be one proper solution to all
cases. Our suggestion:
- with fade-resistant ink (black: chinese ink made of carbon and
albumen; white: light-resistant white) written directly onto the object.
The number could be covered with a layer of shellac or acrylic resin
(i.e. Paraloid B-72), which is more resilient.
- hanging labels in addition to the written number, tied to the
object with strong cotton thread. The label should be of acid-free
cardboard, the number written with fade-resistant ink.
- For those objects where one cannot apply the number directly we
suggest a piece of textile with the number written on and sewn to the
object.
- In some cases, i.e. very precious and thus very endangered
objects, there might be a need for an irreversible, but from the
conservational point of view, less acceptable method. One suggestion is
to engrave or punch a special identification sign on a hidden place.
This sign should be known by the authorities.
Certain methods should never be used:
- those where one has to rely on technology in order to read the
number; technology changes too quickly and has too many failures (bar
codes, etc.).
- self-adhesive labels; they get lost and the adhesive harms the
objects.
- paper labels glued to the object: they may damage the object and
may become detached and lost.
- hanging labels, if not used in combination with a number written on
the object.
The above recommended suggestions have a long tradition and until now
have given the best results, but it is still necessary to do research on
the literature upon this theme. The working group also intends to make
contact with ICOM Security. We encourage our members to send in
information, their ideas and experiences regarding the application of
accession numbers. The material will be collected and discussed, with
the aim of producing recommendations for our members.
[first published in CIMCIM Bulletin No. 26 September - septembre 1995]
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