
Finding undocumented objects is a common occurrence and one that most museums will need to deal with at one time or another. “Found in Collections” (FIC) are objects in a museum’s possession (or control) that lack documentation to prove ownership or the source of the object. These items may have been in museum possession for years but there is no documentation linked to prove ownership. While it is always a possibility that these items are abandoned loans, the very fact that the objects have been lingering or unclaimed for many years, can be used as evidence that the objects likely came into the collection in another manner.
FIC objects may have come into the collection in a variety of ways. They may be old, unclaimed loans, but it is more likely that they are gifts that have become separated from their paperwork, objects in temporary custody pending approval for acquisition that never officially entered the collection, as undocumented exhibition props, abandoned property, unsolicited gifts with no paperwork, or even old office decorations or equipment.
The first step to determining the status of an object is to look for documentation. Without an accession number physically on the object, detective work is necessary for the possible reconciliation of FIC objects. Tags and paperwork are easily separated from objects. The advent of the computerized collections management system (CMS) has made this task much easier. While there will still be a good amount of research though paper copies of ledgers and accession files, the bulk of the research starts electronically with a museum CMS. After all possible avenues of research are exhausted, documenting, managing and tracking these FIC objects is key. It is always possible that paperwork appears years later in the most unexpected places. Having these collections well-documented increases the possibility of reconciling these objects in the future.
Museums are subject to the property laws of their respective State or Province. Because of this, there is a rigorous process to determine the fate of these objects. Some State laws require that the object must be held for more than 10 years before it can be accessioned into the collection or disposed of. For this reason, it is important that all museums independently research their local laws governing museum property as well as abandoned property and seek legal advice before disposing of any undocumented collections.
After the appropriate process is followed, the museum may decide to accession FIC objects into their collection. In order to accession the FIC objects, the museum must decide to take full possession of the object based on the assumption of ownership. This assumption should be fully documented in the collection record, including an explanation of the process the museum took in researching the item and why they decided to accept ownership.
Disposal of a FIC object is a more complicated and risky option. In order to dispose of a FIC object, it must be deaccessioned. This is based on the fact that it is assumed through the research process that the object was in fact officially brought into the collection but somehow lost its documentation or should have had paperwork but for some reason did not. Either way, accession or deaccession, it is imperative that the museum’s collections policy is clear and that those policies are closely followed for these items.
The resources section below lists references that will help a museum determine and draft an FIC policy and research laws from various jurisdictions. Seeking legal advice on FIC issues is important to ensure that all legal and ethical routes are followed.
Sample “Found in Collection” Workflow
The key to managing FIC objects is to document and track them from the moment you find them. Documentation is the first step in the rigorous research that goes into determining the status of these undocumented collections. Setting up a numbering system that is unique to your FIC objects is a simple and easy way to track objects as you identify them and will allow you to know exactly when you found them.
This section serves as a sample procedural workflow for undocumented objects “Found in Collection” (FIC). Since laws governing abandoned property/found in collection objects vary from jurisdiction to jurisdiction, always research the laws in your specific State or Province for legal guidelines appropriate to your institution. The Association of Registrars and Collections Specialists (ARCS) compiled this downloadable resource to help make the daunting research of State laws more manageable.
In the United States, laws governing undocumented property can be found as part of your State’s Uniform Commercial Code. A State’s Old Loan Legislation may also apply. Seek legal counsel when determining your institution's policies and procedures regarding FIC and undocumented collections.
- Conduct a thorough search of your CMS and paper files to determine if the item is in the collection and not numbered or is related to an old loan. If located in your database, number object and update location. If not, go to step 2.
- Review existing “accession” files and determine if paperwork can be matched up to this object. If the paperwork is located, match object(s) to existing paperwork and continue with standard museum procedure. If no paperwork can be located, go to step 3.
- Assign a tracking number and document in your CMS. (See below for how to track collections in CatalogIt). Continue with collections research. FIC objects must be kept in museum possession for X number of years (up to 10 years, depending on the laws of the respective State or Province). Assign the date object(s) were located to start the X-year statute of limitations time-clock. Fully document and capture images of the item. Assign permanent location. Note the date that the X-year clock expires. For example, if your jurisdiction requires holding on to property for 10 years, indicate the date that the 10 year clock expires
- In the event that paperwork is located during the X-year clock, go to #2.
- In the event that a lender comes forward during the X-year clock, identify associated loan forms and proof of ownership. The lender must supply a loan form or definitive proof as well as proof of ownership. If legally proven, the object may be returned per your current museum procedure.
- After the X-year clock expires, and if the object is still undocumented, it may be deaccesioned and disposed of per current abandoned property law in your jurisdiction, or accessioned into the collection as appropriate. Deaccession per current museum policy OR Accession per current museum procedure. Link accession and object record to FIC documentation and old FIC tracking number.
Using CatalogIt to Track FIC Objects
Your collections management system is an integral tool in tracking FIC objects. CatalogIt enables museum staff to comprehensively and easily document FIC objects.
Creating a clear numbering system that parallels your current numbering system for FIC is key. Since there are no known sources for these objects, all FIC from a given year may be linked to the same accession profile. It is important to note that this number is used for tracking, not as a means to legally accession the object. The “accession profile” is used in CatalogIt as it is the simplest way to link the items together in a group by year.
Using a consistent numbering system each year for your accession numbers, such as: 2020.0, 2021.0, 2022.0, 2023.0, and attaching each item you catalog in a given year to that profile (2020.0.1, 2020.0.2, 2020.0.3, etc.). Assigning the “0” consistently as the batch, or second part of the accession number is a great visible indicator that the object is FIC and not attached to a specific accession.
Start by annually creating an Accession record for that year’s FIC objects. This way you can easily see the year that you located and documented FIC objects as well as monitoring all FIC objects you documented in a given year:

Since there is no documentation for these types of objects, the Accession Profile for the FIC objects is sparse. All of the specific documentation is included in the individual object record. To ensure there is no future confusion, include a status of “Pending” along with noted to indicate that the objects attached to this profile are not considered accessioned into the museum collection:

It is important to document as much information as you can as soon as you locate each FIC object. CatalogIt enables the user to include all the needed information in one centralized location.
Next, catalog the FIC objects. Start as you would any other object entry - with images - be sure to photograph the object from multiple angles and zoom in to include details of signatures, inscriptions, and condition issues.
Associate that year's FIC accession number with the Entry. Use “description” to include all descriptive information you can. Since there is no paperwork, this is a helpful field to include any visual description you can glean from a close visual review of the work. Use as many fields as you can - if you know the maker, be sure to include it. Include dimensions, medium, current location, nomenclature, and any other information you know or have researched.

Perhaps the most important step is to add an “In-House Note” (a type of “General Note” at the bottom of every record) outlining exactly how, when, and where the FIC was located:

It is always possible that paperwork will one day turn up for this item and your museum will be able to officially accession the work with the new-found documentation. The FIC number can be retained in the “Other Numbers” field while an updated official accession number is assigned.
For more information on the Found in Collection process and issues, please go to this document assembled by Melinda Simms in partial fulfillment of the requirements for the degree of Master of Arts in Museum Studies, John F. Kennedy University. © 2003.
Contact CatalogIt at support@catalogit.app if you have any questions about how to use the system for managing or tracking your FIC objects.
Resources:
Museum Registration Methods Sixth Edition (MRM6), John E. Simmons and Toni M. Kiser. Chapter 3H.1: State Old Loan Legislation chart; Chapter 3J: Found In Collection. 2020
Things Great and Small: Collections Management Policies, John E. Simmons. Second Edition, 2018
Museum Property Acts and Abandoned Loan Legislation, Association of Registrars and Collections Specialists, https://www.arcsinfo.org/content/documents/arcsmuseumpropertyandoldloanlegislationjune2018.pdf
“Found in Collections:” What to do with Artifacts with No or Limited Information. Museums Association of Saskatchewan, 2017. https://saskmuseums.org/blog/entry/found-in-collections
Found in Collection Tip Sheet - Museums of Saskatchewan, 2017. https://cdn.prod.website-files.com/5f4706d6431d5c2890da0847/6410f70d6d94713ae9159de1_Found_In_Collections-Final.pdf
Found in Collections: A Reference Guide for Reconciling Undocumented Objects in Historical Museums, Master’s Thesis Melinda Simms https://cdn.prod.website-files.com/5f4706d6431d5c2890da0847/64220152c5f102235d34c073_foundincollections.pdf
Found in Collection, Wikipedia. https://en.wikipedia.org/wiki/Found_in_collection
A Legal Primer on Managing Museum Collections, Third Edition. Marie C. Malaro and Ildiko Pogany SeAngelis, 2021