Conducting an Inventory Project in CatalogIt

CatalogIt provides several tools that can help museums and collecting organizations plan, organize, and document inventory projects. Whether you are conducting a spot inventory, reviewing a single storage area, or completing a collection-wide inventory, CatalogIt enables you to track inventory activities and maintain accurate collection records.

Create an Inventory Project Profile

The Inventory Project Profile serves as the central record for your inventory project.

To create an Inventory Project Profile:

1. Navigate to Profiles.
2. Select Inventory Project.
3. Click + to create a new Profile.
4. Enter project details, including:
   • Project Name
   • Inventory Dates
   • Staff or Volunteers
   • Project Goals
   • Notes

You can also upload supporting documentation such as inventory plans, spreadsheets, grant materials, photographs, and final reports.

The Inventory Project Profile can be used to document and track inventory activities throughout the project.

Generate an Inventory List

Before beginning the inventory, create a list of the records you plan to review.

Use Structured Search to locate all records within a specific collection or location.

After reviewing the search results, you can:

• Use Bulk Operations to add records to a Folder or to associate them with the Inventory Project profile
• Export the results to Excel or a similar program.
• Create a working checklist for inventory staff.

The exported spreadsheet can also be used to record inventory dates, notes, and findings while work is being completed.

Use Folders to Organize Inventory Work

Folders can help organize records throughout the inventory process.

For example, you may choose to create Folders for:

• Records to be Inventoried
• Inventory Complete
• Records Requiring Follow-Up
• Unlocated Objects

As records are reviewed, they can be moved between Folders to help track project progress.

Use Tags to Identify Follow-Up Work

Tags can be used to identify issues discovered during an inventory.

Common examples include:

• Needs Conservation
• Needs Photography
• Location Review Required
• Unlocated

Applying tags during the inventory process makes it easier to locate and address records that require additional attention. Later on, you can perform a structured search to locate these records.

Associate Objects with an Inventory Project

Once an Inventory Project Profile has been created, you can connect inventory records directly to the project.

To associate an object with an Inventory Project:

1. Open the desired Entry record.
2. Scroll to the Inventory Project expansion panel.
3. Select the appropriate Inventory Project Profile.
4. Save the Entry.

Alternatively, use Bulk Operations to associate multiple records with the Inventory Project at one time.

Because all related records are connected to the same Inventory Project Profile, inventory activity can be reviewed from a single location.

Update Records During the Inventory

As objects are inventoried, CatalogIt records can be updated to reflect new information.

Inventory activities may include:

• Verifying locations
• Updating measurements
• Adding photographs
• Recording condition information
• Adding inventory notes
• Correcting catalog data

Updating records as inventory work is completed helps maintain accurate and current collection information.

Document Condition and Conservation Findings

Inventories often provide an opportunity to assess object condition.

Use the Condition expansion panel within an Entry record to document condition observations discovered during the inventory.

If conservation concerns are identified, use the Conservation expansion panel to record recommended treatments, conservation needs, or completed work.

Learn more about Condition and Conservation tracking here.

Track Unlocated Objects

If an object cannot be located during the inventory, CatalogIt can help document follow-up efforts.

Review information such as:

• Current and previous locations
• Exhibition history
• Loan history
• Related documentation

Objects that require additional investigation can be placed in a dedicated Folder and tagged for follow-up.

Documenting search efforts within the Entry record helps maintain a clear record of inventory findings.

Complete the Inventory Project

When the inventory is finished, return to the Inventory Project Profile and upload any final documentation.

This may include:

• Inventory spreadsheets
• Summary reports
• Photographs
• Grant documentation
• Follow-up recommendations

Maintaining project documentation within the Inventory Project Profile creates a permanent record of the inventory and its results.

Video Resource- Conducting an Inventory Project