Spectrum 5.0 Collections Management¶
A Guide for Museum Staff¶
What is Spectrum?¶
Spectrum helps you keep track of everything that happens to objects in your collection. Think of it as a complete history for each item.
The Dashboard¶
Find it at: Admin → Spectrum Dashboard
┌─────────────────────────────────────────────────────────────┐
│ SPECTRUM DASHBOARD │
├───────────────┬───────────────┬───────────────┬─────────────┤
│ 📦 Loans Out │ 📥 Loans In │ ⚠️ Overdue │ 🔍 Checks │
│ 12 │ 5 │ 3 │ Due: 8 │
├───────────────┴───────────────┴───────────────┴─────────────┤
│ │
│ ALERTS │
│ • 3 loans are overdue - action needed │
│ • 5 condition checks due this week │
│ • 2 insurance renewals coming up │
│ │
└──────────────────────────────────────────────────────────────┘
When Objects Arrive¶
The Process¶
┌──────────────────┐
│ Object Arrives │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Create Entry │
│ Record │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Check Condition │
│ & Take Photos │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Assign Storage │
│ Location │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Is it staying │
│ permanently? │
└────────┬─────────┘
│
┌─────────┴─────────┐
│ │
YES NO
│ │
▼ ▼
┌───────────────┐ ┌───────────────┐
│ Create │ │ Note return │
│ Acquisition │ │ date │
│ Record │ │ │
└───────────────┘ └───────────────┘
How to Record Entry¶
- Find the object in AtoM (or create a new record)
- Click Extensions → Spectrum 5.0
- Click New Entry
- Fill in the form:
| Question | Your Answer |
|---|---|
| When did it arrive? | Enter the date |
| How did it arrive? | Deposit, loan, purchase, donation, or found |
| Who brought it? | Name and contact details |
| Staying permanently? | Yes = continue to Acquisition |
| If temporary, return date? | When it needs to go back |
Lending Objects to Others¶
The Loan Out Process¶
┌──────────────────┐
│ Someone wants │
│ to borrow │
└────────┬─────────┘
│
▼
┌──────────────────┐ NO ┌──────────────┐
│ Can we lend it? │──────────────▶│ Decline the │
│ Check condition │ │ request │
└────────┬─────────┘ └──────────────┘
│ YES
▼
┌──────────────────┐
│ Create loan │
│ record │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Generate loan │
│ agreement │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Print & get │
│ signatures │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Pack object │
│ carefully │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Record dispatch │
│ details │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Wait for return │
│ Dashboard tracks │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Check condition │
│ when returned │
└──────────────────┘
Creating a Loan¶
- Go to the object
- Click Extensions → Spectrum → New Loan Out
- Enter the details:
| Field | Example |
|---|---|
| Who is borrowing? | National Art Gallery |
| Contact person | Jane Smith |
| jane@gallery.org | |
| Purpose | Exhibition: "Modern Art" |
| Start date | 1 March 2026 |
| End date | 30 June 2026 |
| Insurance value | R500,000 |
- Click Save
- Click Generate Agreement to create the paperwork
When a Loan is Overdue¶
The dashboard shows overdue items in red. Click on any overdue loan to: - Send a reminder to the borrower - Extend the loan dates - Record the return
Checking Condition¶
When to Check¶
┌─────────────────────────────────────────┐
│ ALWAYS CHECK CONDITION: │
│ │
│ ✓ When object first arrives │
│ ✓ Before lending to anyone │
│ ✓ When a loan returns │
│ ✓ After any accident or incident │
│ ✓ Once a year (routine check) │
│ ✓ Before photography or display │
│ │
└─────────────────────────────────────────┘
Condition Ratings¶
| Rating | What it Means |
|---|---|
| ⭐⭐⭐⭐⭐ Excellent | Perfect, no problems at all |
| ⭐⭐⭐⭐ Good | Minor wear, normal for its age |
| ⭐⭐⭐ Fair | Some issues, keep an eye on it |
| ⭐⭐ Poor | Needs treatment, limit handling |
| ⭐ Unacceptable | Serious damage, do not touch |
Recording a Check¶
- Go to the object
- Click Extensions → Spectrum → New Condition Check
- Fill in:
- Today's date
- Your name
- Overall rating
- What you can see (describe any damage)
- Does it need treatment?
- When to check again?
- Click Add Photos to document what you see
Tracking Locations¶
Why This Matters¶
When someone asks "where is the blue vase?" you need to answer quickly. Good location records save hours of searching.
Location Format¶
┌─────────────────────────────────────────┐
│ OBJECT LOCATION │
│ │
│ Building: Main Museum │
│ Floor: Ground Floor │
│ Room: Storage Room A │
│ Unit: Cabinet 12 │
│ Position: Shelf 3, Left Side │
│ │
└─────────────────────────────────────────┘
Recording Movement¶
Every time an object moves:
- Go to the object
- Click Extensions → Spectrum → Record Movement
- Enter:
- New location
- Why it moved (exhibition, photography, storage)
- Who moved it
- Condition before and after
Insurance & Valuations¶
Recording Value¶
- Go to the object
- Click Extensions → Spectrum → Add Valuation
- Enter:
| Field | Example |
|---|---|
| Type | Insurance |
| Value | R250,000 |
| Who valued it? | ABC Valuations |
| Date valued | 15 January 2026 |
| Renewal date | 15 January 2027 |
The dashboard alerts you when renewals are due.
Quick Tips¶
Start each day with the Dashboard - Check for overdue loans - See what condition checks are due - Note any expiring insurance
Update locations immediately - Takes 30 seconds now - Saves hours of searching later
Always photograph condition - Pictures are worth a thousand words - Essential for insurance claims
For technical support, contact your system administrator.
Spectrum 5.0 Collections Management¶
User Guide¶
Manage museum collections using UK Collections Trust Spectrum 5.0 procedures for object entry, loans, movements, and more.
Overview¶
┌─────────────────────────────────────────────────────────────┐
│ SPECTRUM 5.0 │
├─────────────────────────────────────────────────────────────┤
│ │
│ 21 Collection Management Procedures │
│ │
│ 📥 Object Entry 📤 Object Exit 📍 Location │
│ 📋 Loans In 📋 Loans Out 🔍 Condition │
│ 💰 Valuation 📷 Documentation 🗑️ Deaccession │
│ │
└─────────────────────────────────────────────────────────────┘
Core Procedures¶
┌─────────────────────────────────────────────────────────────┐
│ PRIMARY PROCEDURES (8) │
├─────────────────────────────────────────────────────────────┤
│ │
│ 📥 Object Entry - Receive objects into building │
│ 📦 Acquisition - Add to permanent collection │
│ 📍 Location & Movement - Track where objects are │
│ 📋 Cataloguing - Create descriptive records │
│ 📤 Object Exit - Remove objects from building │
│ 📋 Loans In - Borrow from others │
│ 📋 Loans Out - Lend to others │
│ 📸 Documentation - Photography and records │
│ │
└─────────────────────────────────────────────────────────────┘
How to Access¶
Main Menu
│
▼
GLAM/DAM
│
▼
Spectrum ──────────────────────────────────────────────────┐
│ │
├──▶ Dashboard (overview and quick actions) │
│ │
├──▶ Object Entry (receive objects) │
│ │
├──▶ Loans (loans in and out) │
│ │
├──▶ Movements (location tracking) │
│ │
└──▶ Condition (condition checking) │
Object Entry¶
Record objects coming into the building:
Step 1: Create Entry Record¶
┌─────────────────────────────────────────────────────────────┐
│ OBJECT ENTRY │
├─────────────────────────────────────────────────────────────┤
│ │
│ Entry Number: [E2025.001 ] (auto) │
│ │
│ Entry Date: [10 January 2026 ] │
│ │
│ Entry Reason: [Potential acquisition ▼] │
│ • Potential acquisition │
│ • Loan in │
│ • Return from loan │
│ • Conservation treatment │
│ • Photography │
│ • Identification/research │
│ │
│ Depositor: [John Smith ] │
│ Contact: [john@email.com ] │
│ Phone: [+27 21 123 4567 ] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 2: Add Objects¶
┌─────────────────────────────────────────────────────────────┐
│ OBJECTS IN THIS ENTRY │
├─────────────────────────────────────────────────────────────┤
│ │
│ [+ Add Object] │
│ │
│ 1. Victorian tea set (6 pieces) │
│ Brief description: Porcelain with floral pattern │
│ Condition on entry: Good │
│ │
│ 2. Silver photograph frame │
│ Brief description: Hallmarked Birmingham 1902 │
│ Condition on entry: Fair - some tarnishing │
│ │
│ Total objects: 2 (7 individual items) │
│ │
└─────────────────────────────────────────────────────────────┘
Step 3: Set Return/Decision Date¶
┌─────────────────────────────────────────────────────────────┐
│ ENTRY CONDITIONS │
├─────────────────────────────────────────────────────────────┤
│ │
│ Return Date: [10 February 2026 ] │
│ (if not acquired) │
│ │
│ Decision Date: [01 February 2026 ] │
│ (acquisition decision) │
│ │
│ Special Conditions: │
│ [Depositor requests objects be kept together if acquired ]│
│ │
│ Receipt Given: [✓] Yes │
│ │
└─────────────────────────────────────────────────────────────┘
Loans Out¶
Lend objects to other institutions:
Loan Request¶
┌─────────────────────────────────────────────────────────────┐
│ NEW LOAN OUT │
├─────────────────────────────────────────────────────────────┤
│ │
│ BORROWER DETAILS │
│ ───────────────────────────────────────────────────────── │
│ Institution: [National Gallery of Art ] │
│ Contact: [Jane Curator ] │
│ Email: [j.curator@gallery.org ] │
│ Address: [123 Gallery Road, City ] │
│ │
│ LOAN DETAILS │
│ ───────────────────────────────────────────────────────── │
│ Purpose: [Exhibition ▼] │
│ • Exhibition │
│ • Research │
│ • Conservation │
│ • Photography │
│ │
│ Exhibition: [Impressionism in Africa ] │
│ Venue: [National Gallery of Art ] │
│ │
│ Loan Period: │
│ From: [01 March 2026 ] │
│ To: [30 June 2026 ] │
│ │
└─────────────────────────────────────────────────────────────┘
Loan Objects¶
┌─────────────────────────────────────────────────────────────┐
│ OBJECTS FOR LOAN │
├─────────────────────────────────────────────────────────────┤
│ │
│ [+ Add Object from Collection] │
│ │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ MUS-2020-00045 │ │
│ │ "Sunset over Table Mountain" - J.H. Pierneef │ │
│ │ Condition: Good │ │
│ │ Insurance Value: R 2,500,000 │ │
│ │ [Condition Report Required] [Remove] │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
│ Total Objects: 1 │
│ Total Insurance Value: R 2,500,000 │
│ │
└─────────────────────────────────────────────────────────────┘
Loan Conditions¶
┌─────────────────────────────────────────────────────────────┐
│ LOAN CONDITIONS │
├─────────────────────────────────────────────────────────────┤
│ │
│ INSURANCE │
│ Type: [Wall to wall ▼] │
│ Insured by: [Borrower ▼] │
│ Value: [R 2,500,000 ] │
│ │
│ ENVIRONMENT │
│ Temperature: [20-22°C ] │
│ Humidity: [45-55% RH ] │
│ Light Level: [50 lux maximum ] │
│ │
│ DISPLAY │
│ ☑ No photography without permission │
│ ☑ Must be displayed in glazed case │
│ ☑ Credit line required │
│ │
│ Credit Line: [On loan from The Archive ] │
│ │
└─────────────────────────────────────────────────────────────┘
Loan Workflow¶
┌─────────────────────────────────────────────────────────────┐
│ LOAN OUT WORKFLOW │
├─────────────────────────────────────────────────────────────┤
│ │
│ Request Received │
│ │ │
│ ▼ │
│ ┌─────────────────┐ │
│ │ Review Request │ │
│ └────────┬────────┘ │
│ │ │
│ ┌─────┴─────┐ │
│ ▼ ▼ │
│ Declined Approved │
│ │ │ │
│ ▼ ▼ │
│ Notify Condition │
│ Borrower Report │
│ │ │
│ ▼ │
│ Loan Agreement │
│ │ │
│ ▼ │
│ Pack & Ship │
│ │ │
│ ▼ │
│ On Loan ──────────────────┐ │
│ │ │ │
│ ▼ ▼ │
│ Return Extension? │
│ │ │ │
│ ▼ │ │
│ Condition ◄───────────────┘ │
│ Check │
│ │ │
│ ▼ │
│ Complete │
│ │
└─────────────────────────────────────────────────────────────┘
Location & Movement¶
Track where objects are:
Current Location¶
┌─────────────────────────────────────────────────────────────┐
│ OBJECT LOCATION │
├─────────────────────────────────────────────────────────────┤
│ │
│ Object: MUS-2020-00045 "Sunset over Table Mountain" │
│ │
│ Current Location: │
│ ───────────────────────────────────────────────────────── │
│ Building: Main Museum │
│ Floor: Ground Floor │
│ Room: Gallery 3 - South African Art │
│ Unit: Wall A │
│ Position: Center │
│ │
│ Status: On Display │
│ Since: 01 December 2025 │
│ │
│ [Move Object] [View History] │
│ │
└─────────────────────────────────────────────────────────────┘
Record a Movement¶
┌─────────────────────────────────────────────────────────────┐
│ MOVE OBJECT │
├─────────────────────────────────────────────────────────────┤
│ │
│ From: Gallery 3 - Wall A (current) │
│ │
│ To: │
│ Building: [Main Museum ▼] │
│ Floor: [Basement ▼] │
│ Room: [Conservation Lab ▼] │
│ Unit: [Work Table 2 ▼] │
│ │
│ Move Date: [10 January 2026 ] │
│ Move Reason: [Conservation treatment ▼] │
│ Moved By: [M. Handler ] │
│ │
│ Notes: │
│ [Moving for frame repair - estimated 2 weeks ]│
│ │
│ [Cancel] [Confirm Move] │
│ │
└─────────────────────────────────────────────────────────────┘
Condition Checking¶
Assess and record object condition:
┌─────────────────────────────────────────────────────────────┐
│ CONDITION CHECK │
├─────────────────────────────────────────────────────────────┤
│ │
│ Object: MUS-2020-00045 │
│ Check Date: 10 January 2026 │
│ Checked By: A. Conservator │
│ │
│ CONDITION RATING │
│ ───────────────────────────────────────────────────────── │
│ Overall: [Good ▼] │
│ • Excellent │
│ • Good ← │
│ • Fair │
│ • Poor │
│ • Unacceptable │
│ │
│ CONDITION DETAILS │
│ ───────────────────────────────────────────────────────── │
│ ☐ Surface dirt │
│ ☑ Minor scratches │
│ ☐ Cracks │
│ ☐ Losses │
│ ☐ Discoloration │
│ ☐ Structural damage │
│ ☑ Frame damage │
│ │
│ Notes: │
│ [Minor scratches to frame gilt, lower right corner. ]│
│ [Paint surface stable. No change since last check. ]│
│ │
│ [Attach Photos] │
│ │
│ RECOMMENDATIONS │
│ ───────────────────────────────────────────────────────── │
│ ☑ Routine monitoring only │
│ ☐ Conservation treatment needed │
│ ☐ Not suitable for loan │
│ ☐ Urgent attention required │
│ │
└─────────────────────────────────────────────────────────────┘
Valuation¶
Record object values:
┌─────────────────────────────────────────────────────────────┐
│ VALUATION │
├─────────────────────────────────────────────────────────────┤
│ │
│ Object: MUS-2020-00045 │
│ │
│ NEW VALUATION │
│ ───────────────────────────────────────────────────────── │
│ Value: [R 2,500,000.00 ] │
│ Currency: [ZAR ▼] │
│ │
│ Valuation Type: [Insurance Replacement ▼] │
│ • Insurance Replacement │
│ • Market Value │
│ • Internal Value │
│ • Probate │
│ │
│ Valuation Date: [01 January 2026 ] │
│ Valued By: [Stephan Welz & Co. ] │
│ Valid Until: [31 December 2026 ] │
│ │
│ Notes: │
│ [Based on recent auction results for comparable works ]│
│ │
│ [Attach Valuation Certificate] │
│ │
└─────────────────────────────────────────────────────────────┘
Spectrum Dashboard¶
Quick overview of collection activity:
┌─────────────────────────────────────────────────────────────┐
│ SPECTRUM DASHBOARD │
├─────────────────────────────────────────────────────────────┤
│ │
│ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐ │
│ │ Pending │ │ Objects │ │ Condition │ │
│ │ Entries │ │ On Loan │ │ Checks Due │ │
│ │ │ │ │ │ │ │
│ │ 5 │ │ 12 │ │ 8 │ │
│ └─────────────┘ └─────────────┘ └─────────────┘ │
│ │
│ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐ │
│ │ Loan │ │ Overdue │ │ Valuations │ │
│ │ Requests │ │ Returns │ │ Expiring │ │
│ │ │ │ │ │ │ │
│ │ 3 │ │ 1 │ │ 15 │ │
│ └─────────────┘ └─────────────┘ └─────────────┘ │
│ │
│ RECENT ACTIVITY │
│ ───────────────────────────────────────────────────────── │
│ • E2025.001 - Objects received from J. Smith │
│ • L2024.015 - Loan returned from National Gallery │
│ • MUS-2020-00045 - Condition check completed │
│ │
└─────────────────────────────────────────────────────────────┘
Tips for Spectrum¶
┌────────────────────────────────────────────────────────────┐
│ ✓ DO │ ✗ DON'T │
├────────────────────────────────┼────────────────────────────┤
│ Always give entry receipts │ Accept objects informally │
│ Complete condition reports │ Skip pre-loan checks │
│ Update locations immediately │ Move without recording │
│ Set reminder dates │ Miss loan return dates │
│ Document all decisions │ Leave gaps in records │
│ Keep valuations current │ Let valuations expire │
└────────────────────────────────┴────────────────────────────┘
Need Help?¶
Contact your system administrator or registrar if you need assistance.
Part of the AtoM AHG Framework