Documenting the condition of the artworks, furnishings and artifacts at National Trust Historic Sites is an important part of ongoing collections care and maintenance.
The Condition Report Form may be used to document the current condition of an object when it first comes into a National Trust Historic Site’s possession– such as a new gift or purchase—or when it is to be loaned. Additionally, a condition report form should be completed if an object is involved in an incident where it sustains damage. For more information on reporting damage for insurance purposes, click here.
Finally, it is a good idea to periodically complete condition reports for all objects within your collection. For future museum staff, the condition report you complete will serve as a baseline to compare against the future condition of the object. In this way, both minor and major damage and deterioration can be tracked over time. An object may have multiple condition reports completed over the period of time the object is in your possession.
When you complete the condition report, you first want to identify the object on which you are reporting. You can do this by indicating its accession or object number, title, and dimensions on the report. You should then carefully examine the object and describe the nature and location of any damage to the structure and surface of the object. Attaching a picture or including a simple sketch of the object can be helpful for documenting specific damage to the object. Next, if you notice signs of previous repair or conservation treatments you should indicate them on the form. After examining the object carefully, you can then determine the overall condition of the object.
If you have any questions about the procedures or forms listed above, please contact Terri Anderson, the John & Neville Bryan Director of Museum Collections at the National Trust for Historic Preservation, 202-588-6232 or terri_anderson@nthp.org. Please fax forms to 202-588-6232.
