Module 2: Access to collections

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(Photo by China Williams)

Trainers: Eva Stengard, Fredrik Ronkvist  and Irene Bisang (NRM, Sweden), Tamas Vásárhelyi, Ildikó Papp, Ágnes Kustár (NHM, Hungary), China Williams (Kew, UK)

Location: Natural History Museum, Budapest (Hungary)

Duration and date: Lunch-to-lunch meeting, 26-27 April 2012

Description of the course:

The aim of the course is to provide participants with a framework of the different aspects of access to collections, a toolkit for further development of internal policies and guidelines regarding access to collections at each home museum, contacts with colleagues at other European museums, a mutual exchange of experiences.

Day 1 will focus on physical (precautionary measures, insurance, safety etc.) and digital access to collections. Different aspects of physical access will be covered (public and scientific visitors, loan, exhibitions) with demonstration from the Anthropology Department (HNHM). Digital access will be demonstrated based on different use cases: photographic collections, digitization of anthropological material (3D images of skull of a great king of Hungary(St. László) and of cave-man), digitized paleopathologic signs (HNHM). A presentation of an open-source collection management system will be provided by specialists from NRM, Stockholm: an introduction to the DINA project, the Specify 6 software, the Swedish Malaise Trap Project web client.

Day 2 will cover topics related to immaterial rights, legal aspects and management. We will discuss different aspects that may or should be covered in museums policies on access to the collections. After an introduction the participants discuss in smaller groups based on examples from their own museums.

Link to the presentations (Only viewable for approved users. If you wish to have access to these presentations you should register on the web-site)



  Day 1 , 26th of April

12.00 - 13.15

Registration and Lunch

13.15 – 13.30

Welcome address, 5 min

Introduction – Objectives of the course

13.30 - 14.30

Introduction of participants - based on one specimen from the home collection:

14.30 – 15.30

Physical access: Public visitors behind the scene; collections in exhibitions

15.30 – 16.00

Coffee break

16.00 – 16.30

Physical access: Visiting scientist access

16:30 – 17.00

Physical access: Efficient and secure loan handling. Demonstration

17.00 – 17:30

Digital access: Photographing collections for digital access and digital loans. Demonstration

17.30 – 18.00

Digital access: DINA: Towards a web-based open-source collection management system. Introduction


Closing of the day






Day 2, 27th of April




8:15 – 9.00

Digital access: Loan handling in Krypto-S, Demonstration. DINA, Demonstration and Q/A

9.00 - 9:30

Legal aspects of access to collections, general

9.30 – 10.30

Towards access policies, including digital loans

Introduction and discussions


Coffee break and tour in collection

12.00 – 12.30

Summarizing the course and course assessment

12.30 – 12.45







For more information, please contact: kim.jacobsen [at] or larissa.smirnova [at]




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