Accessioning a Temporary Custody Record

Should your institution decide to accept the items on Temporary Custody into the collections, you will accession the items. You can choose to accession some or all of the items on a Temporary Custody record. This process will create a new record in the Accession catalog with all the donor information you already entered, linking the contacts in the Donors Grid to the new accession.

Accession All Temporary Custody Items

1.Click "Convert to Accession" at the top right of the Temporary Custody screen

2.Fill in the Accession No

3.Select "Convert all items"

4.Click "Convert Now"

5.The new Accession record will appear on the screen. For more information about Accession records, see Accessions.

•The Temporary Custody receipt number will appear in the Receipt No field on the Accession record.

Accession Some Temporary Custody Items

When only some items from a Temporary Custody record are accessioned, the Temporary Custody record is split, resulting in two Temporary Custody records: one for the items still on Temporary Custody with their original Receipt No, and the other for the items that have moved to the Accession record, which has the original Receipt No plus a decimal (.1, .2, etc.) as the new Receipt No. This process allows easy tracking for all parts of the original Temporary Custody items.

1.Click "Convert to Accession" at the top right of the Temporary Custody screen

2.Fill in the Accession No

3.Select "Convert some items"

4.Edit the text in the Items to convert and Items to not convert fields so each field lists the appropriate items

5.Click "Convert Now"

6.The new Accession record will appear on the screen. The Receipt No field on the Accession record will display the original Temporary Custody Receipt No plus a decimal. Items in the Accession will display in the Description of Items field.

7.A new Temporary Custody record will also be created displaying only the items converted to the accession in the Description of Items field. The Receipt No for the new Temporary Custody record will match the Receipt No on the Accession record (the original Receipt No plus a decimal), and the Status will be Accessioned.

•Items not converted to the Accession will remain on the original Temporary Custody record with the original Receipt No.