A museum is a non-profit permanent institution in the service of society that researches, collects, conserves, interprets and exhibits tangible and intangible heritage open to the public, accessible and inclusive. Museums foster diversity and sustainability. They operate and communicate ethically, professionally and with the participation of communities offering varied experience for education, enjoyment, reflection and knowledge sharing.
What is documentation?
Documentation literally means an art of keeping accurate records of information in a systematic way for easy retrieval at the point of need. While objects are available in the museum, documentation makes them easy to access.
Documentation in museum refers to development of accurate records of museum collections. It involves the act of keeping records as it has to do with the development of further information from the available records in the museum. Therefore, this means information on objects must be collected alongside the object. This makes the object worthwhile, thus an object without necessary information is of no value to the museum.
A museum collection cannot be attributed until information about it such as its manufacture, age, use, provenance, etc. is unearthed. The more accurate and detailed information on an object is, the more useful it is for research, education, exhibition and entertainment.
Documentation is a museum’s memory bank. It is often said that without objects there would be no museum, but objects without proper documentation of the accompanying information are of no value to the museum as well.
Documentation is based on fact it has to be factual, reliable, dependable and researchable. It is a continuous exercise as it does not have an end. It is the process of collecting, recording and storing information relating to an object or collection of objects. This is so crucial as it serves as the lubricant that keeps the museum running smoothly and effectively. It also provides a wealth of knowledge for running of the museum because it involves acquiring, creating and sorting out the objects.
Types of documentation
There are two types of documentation. They are chronological and typographical. Chronological order refers to the arrangement of events or objects according to the time they occurred or are procured. Typographical order is the art of arranging letters in a way that makes the copy legible, clear and visually appealing to the reader.
Functions of documentation unit
Documentation unit is responsible for the following:
1. Movement of objects in and out of the museum.
2. Safe keeping of objects and their information for easy identification and retrieval.
3. Packing and unpacking of objects.
4. Keeping of accurate records.
5. Transportation and keeping track of the movement of objects at all times.
Importance of documentation in museum management
The importance of documentation in museum management cannot be over-emphasized. It is the very hub of the museum. It is information-driven and deals with facts. Wrong information about a particular object or collections at the point of receipt will in no small measure affect people’s perception about such an object. The wrong may never be easily corrected. Another thing is that if proper data or information about an object is not properly done, researchers and educators will have great challenges. So proper documentation makes the work of both researchers and educators and other museum professionals easier.
As the world has gone digital, I recommend a complete shift from analog to digital. And currently, the National Museum Benin is partnering with international organizations towards ensuring proper and accurate documentation of museum collections.
In 2017, a workshop was held in Jos, code-named Re.org. At the workshop, staff were taught current trends in storage and space management. Earlier this year, another workshop led by Museum of West African Arts (MOWAA) was held in Benin City in which two of the museum’s staff were taught on 3D technology – using photograph to store object information. This will help in reshaping the museum for service delivery. A museum without proper documentation is equal to a house without a foundation.
