Taking the Time: A Student’s Perspective on Collections Management

by Laura Rose Iocca 
Fourth Year Museum and Heritage Studies Student 
University of Calgary

During my time as a practicum student working at the University of Calgary Nickle Galleries, I was given the opportunity to work with one of the largest academic antique coin collections in Alberta. Through this experience, I was able to grasp the essence of what is involved in collections management, and the importance of this role relating to museum and heritage studies.

The Nickle collection consists of a variety of coins from various eras from Europe to Asia Minor. With the guidance of Marina Fischer, the Numismatic Specialist for the Nickle, I had the privilege of performing tasks that are vital to collections management: large scale inventory and cataloguing of the artifacts, researching locations on ancient maps, and ensuring descriptions and information about the artifacts were inputted correctly. As well, I cultivated vital handling techniques and storage practices for antique numismatics.

The Nickle Galleries numismatic collection contains 23,000 artifacts. The coins are stored in four large horizontal trays measuring approximately 6 feet tall. They range from antique to contemporary, with dates as early as 200 BCE. In my time there, I managed to make it through the entire first column of trays located in the vault and about one-quarter of the second. This goes to show just how time-consuming this task is.

A tray of artifacts from ancient Sicily that Laura inspected and catalogued during her practicum. All images courtesy of Laura Rose Iocca. 

I loved getting to channel my inner detective. If something didn’t add up, I would spend time looking at various academic numismatic websites and catalogues. I could sometimes spend the better part of hours looking for information relating to a particular coin, all for the purpose of ensuring the item had the most accurate and up-to-date information for the Nickle records.

My time was filled with many trips in and out of the vault with trays of coins that needed to be inspected and catalogued. Artifacts needed to be inspected because if a coin were to become oxidized or ‘diseased,’ appropriate steps must be taken to prevent further damage to the affected coin. It is up to the collections manager to ensure that the appropriate storage protocols are in place to prevent these incidents happening to museum collections.

Additionally, when the role of one collections manager comes to an end and a new individual steps in to fill their role, having maintained accurate data and proper storage practices allows this transition to be much smoother. Taking the time for diligent record keeping and organization aids in the overall care of the artifacts and eliminates frustrations for those in charge of their care. Accurate data entry, as well as proper handling and storage practices, are key to the integrity of collections, because when the items are placed in a well-maintained and organized manner, the chances of artifacts getting lost or damaged is drastically minimized.

Inspecting and cataloguing another tray from the numismatic collection.

As caretakers to these artifacts, it is our responsibility to maintain their longevity and enhance their preservation for as long as possible – not only for the present scholars, academics, and historians, but for future generations.

These artifacts – ancient coinage, archives, textiles, pottery, photographs, machinery – are important because they allow us a glimpse through time into our past as a species. They allow us to gain knowledge about societies and cultures and about ourselves. I feel much more prepared for my future within the museum and heritage field and with a renewed sense of appreciation for conservation enhancement.