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Presentation from Heather Caven looking at Collections Management at the V&A and providing an insight into how they have gone about achieving greater efficiency through good management practice.
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Collections Management
V&A Case Study: Delivering efficiency and value for money through systems and workflow
12 May 2011, Museums + Heritage Show
2
Overview
1. Collections Management at the V&A
2. V&A Collections Management Programme
3. The System
4. Review of working practices (Processes)
5. Work Flow
6. Questions
V&A Mission Statement
To be the world’s leading museum of art and design; enriching people’s lives by promoting knowledge, understanding and enjoyment of the designed world.
V&A Collections
At 31 March 2011: 2,118,418 items in the Collection:
1,165,946 museum objects and works of art
951,709 library items
763 archival collections measuring an estimated 658 cubic meters
Two museum sites: South Kensington and Museum of Childhood, two additional offsite storage locations
Collections Management at the V&A
Six Collection Departments: Asian, Furniture, Textiles and Fashion, Museum of Childhood, Sculpture, Metalwork, Ceramics and Glass, Theatre and Performance, Word and Image
Central Documentation and Collections Management Services team: leading on standards, providing advice, support, project management
Part of a central Collections Services Department which includes Conservation, Photography and Technical Services
6
Collections Management Programme?
A programme
to
improve the way we work
with collections
to
deliver our public programme
7
What do we mean by Collections Management?
Collections Management?
CollectionsAcquisition
Cataloguing
Conservation & Collections Care
Exhibitions
Touring
Loans
Public Accountability
FuturePlan
Displays
WEB
Publications
Photography
Location & Movement control
Entry
Loans inRights Management Audit
Packing & Transport
8
Systems at April 2010
IS Services maturity model
Infrastructure
Transactional
Strategic
Agile
10
Proposed new structure
11
From Collections Information to Collections Management
The Collections Management System will enable us to work more efficiently to deliver our Public Programme by helping us to:
Reduce duplication of effort
Access information about the collections more easily
Ensure the information is authoritative
Make more collections and more information available to the public
Improve and develop knowledge and understanding of the collections
Improve workflow
Plan effectively and report accurately on the collections and how they are being used both internally and externally
12
Procedure reviews
1. Feasibility - is improvement possible?
2. What should we try to improve - Preliminary Review and Survey?
3. Technology Opportunities e.g. location control
4. Urgent priorities – Acquisitions and Rights Management
5. Quick wins
6. Sector Standards other museums and Workflow
13
The Vanguard Systems Thinking Approach
Check => Plan => Do
Purpose - What matters to the customer?
Demand – type and frequency – value? Failure?
Capability – ability of system to respond to meet demand
Flow – step by step => value/ waste/ impact on customer
System Conditions – what helps or hinders
Identify levers for change (plan)
Take direct action on the system (Do)
Core and Support Processes
14
Acquisitions
Customer?
Purpose ?
Scoping
Functions vs flow of work
Detailed review
Creation and Validation of model
First impressions
Work Flow?
Rights Management
Rights Management Review in progress – working with Naomi Korn Copyright Consultancy
A ‘fit for purpose’ licensing framework for non commercial uses
Search the Collections
Creative Commons Licences
Ensuring work and relationships are managed effectively
Providing effective training and support for ‘tricky questions’
Thank you, Questions & Contact Details
Heather Caven, Head of Documentation & CollectionsManagement Services