Keep a record when an object leaves a collection

When an object leaves a collection, its record should explain where it went and what information travelled with it. Removing a line from an inventory loses that connection.

Confirm the recipient's requirements before delivery. A museum, charity or archive may accept only certain material and may have its own transfer process. Keep written confirmation and distinguish an enquiry or temporary loan from an accepted donation. Seek appropriate professional advice where ownership or legal terms are uncertain.

Preserve the context

Record the object's reference, description, transfer date and recipient. Include associated papers, photographs or parts, noting what was retained. Share personal information only where necessary and permitted. A public catalogue note may need less detail than the protected administrative record.

Keep copies of relevant correspondence and signed documents in a stable location. Update the physical-location field to show the transfer, while retaining the historical record. If an object was declined or returned, record that outcome clearly.

The information may be useful long after the object leaves. A later family enquiry or research question can then be directed to the right place. The task is not to keep controlling the object's future. It is to leave an accurate account of the transfer and avoid turning a known object into a mysterious gap in the collection.