Heratio Help Center article. Category: Collection Mgmt.

Collections Procedure - Collections Management

A Guide for Museum Staff

What are the museum procedures?

The museum procedures help you keep track of everything that happens to objects in your collection. Think of it as a complete history for each item.

The Dashboard

Find it at: Admin → Collections Procedure Dashboard

When Objects Arrive

The Process

How to Record Entry

1. Find the object in Heratio (or create a new record)
2. Click Extensions → museum procedures
3. Click New Entry
4. Fill in the form:

Lending Objects to Others

The Loan Out Process

Creating a Loan

1. Go to the object
2. Click Extensions → Collections Procedure → New Loan Out
3. Enter the details:

4. Click Save
5. Click Generate Agreement to create the paperwork

When a Loan is Overdue

The dashboard shows overdue items in red. Click on any overdue loan to:

• Send a reminder to the borrower
• Extend the loan dates
• Record the return

Checking Condition

When to Check

Condition Ratings

Recording a Check

1. Go to the object
2. Click Extensions → Collections Procedure → New Condition Check
3. Fill in:
   • Today's date
   • Your name
   • Overall rating
   • What you can see (describe any damage)
   • Does it need treatment?
   • When to check again?
4. Click Add Photos to document what you see

Tracking Locations

Why This Matters

When someone asks "where is the blue vase?" you need to answer quickly. Good location records save hours of searching.

Location Format

Recording Movement

Every time an object moves:

1. Go to the object
2. Click Extensions → Collections Procedure → Record Movement
3. Enter:
   • New location
   • Why it moved (exhibition, photography, storage)
   • Who moved it
   • Condition before and after

Insurance & Valuations

Recording Value

1. Go to the object
2. Click Extensions → Collections Procedure → Add Valuation
3. Enter:

The dashboard alerts you when renewals are due.

Quick Tips

Start each day with the Dashboard

• Check for overdue loans
• See what condition checks are due
• Note any expiring insurance

Update locations immediately

• Takes 30 seconds now
• Saves hours of searching later

Always photograph condition

• Pictures are worth a thousand words
• Essential for insurance claims

For technical support, contact your system administrator.

Collections Procedure - Collections Management

User Guide

Manage museum collections using UK Collections Trust museum procedures for object entry, loans, movements, and more.

Overview

Core Procedures

How to Access

Object Entry

Record objects coming into the building:

Step 1: Create Entry Record

Step 2: Add Objects

Step 3: Set Return/Decision Date

Loans Out

Lend objects to other institutions:

Loan Request

Loan Objects

Loan Conditions

Loan Workflow