When Items Have No Past: What to Do with "Found in Collection" Materials
If you work in a museum or archives, you've likely come across a mystery object tucked into a cabinet or folder with no documentation. It may have been there for years—or decades—with no provenance, accession record, or paperwork of any kind. In the field, we call this kind of material "Found in Collection" (FIC). Here's what that means, why it matters, and what you can do about it.
Useful Concepts
Found in Collection: Items physically residing in an archival or museum repository with no known provenance or accession documentation.
Provenance: The documented origin or ownership history of a collection or item.
Accessioning: The process of formally documenting and incorporating materials into a collection. Accession records include provenance, condition, and context.
The Problem with Mystery Materials
Every collecting institution runs into mystery materials. Left alone, these items often remain undocumented, inaccessible, and under-researched. The longer they go unacknowledged, the more context and institutional memory fades.
Even if you can't identify exactly where an item came from, taking action now can help future researchers, protect your institution, and support ethical stewardship.
Why It's a Big Deal
Risk management: You can't insure or protect what you don't know you have.
Accountability: Lost or damaged items can't be flagged without documentation.
Resource strain: Undocumented items still take up time, space, and energy.
Legal Considerations: Abandoned Property
Abandoned property laws vary by state, but generally outline when and how an unclaimed item may be considered legally transferred to the institution. You may be required to:
Publicly post a notice
Make reasonable efforts to contact donors or heirs
Follow different rules if you're part of a public (state) institution
This is not legal advice, and you should always consult your organization’s counsel when navigating legal claims.
Research and Appraisal
Even without a clear origin, you can still learn a lot:
Examine the form, function, and content of the item
Compare to similar items in your collection or elsewhere
Consult local experts or historians
Once you've done your best to identify the object, ask:
Is it appropriate for your institution's mission?
Does it duplicate materials you already have?
Do you have the capacity to preserve it properly?
Accessioning FIC Materials
Don’t delay documentation. Create an accession record that reflects what you know now, and update it later if more information comes to light.
Use a modified accession number (e.g. FIC2023.01) to denote "Found in Collection."
Describe the item in detail and note where and when it was found.
Interview staff, past and present, and check with local experts for leads.
What If You Decide Not to Keep It?
You have options—but handle with care:
Discard
Appropriate if the item is:
Damaged beyond repair
Duplicative or outside your mission
A threat to other materials (e.g. mold, pests)
Transfer
Only transfer to another nonprofit or heritage organization. Never give or sell to a private individual. Formalize the transfer in writing.
Sale
Follow professional ethics. The American Alliance of Museums mandates that funds from deaccessioned item sales must go toward future acquisitions, not operations or salaries.
Avoiding FIC in the Future
Preventative care goes a long way. Focus on:
Documentation
Standardize gift and purchase intake
Make sure only trained collections staff accept donations
Use simple tools like spreadsheets or logs if a database isn’t available
Always use a deed of gift
Inventories
Regular inventories help prevent items from slipping through the cracks:
Full inventories
Spot checks
Lot inventories for small similar items
Open vs. closed inventories depending on access needs
Acquisition Procedures
Only donors can request appraisals for tax purposes
Collect full contact information and discuss copyright transfer
Make donors aware of what happens if the institution chooses not to retain the gift
Managing Donor Expectations
It’s okay to say no. You are the steward of your collections, not just a storage facility.
Set clear boundaries and never promise:
Guaranteed display
Processing by a specific date
Media coverage
Special privileges
However, if a donor wishes to make a financial contribution to support the processing or care of their donation, that can be a big help.
Final Thoughts
"Found in Collection" items are inevitable, but they don’t have to be mysteries forever. With good documentation, smart policies, and community input, you can ethically steward even the most puzzling pieces.
Watch the Webinar
Want to dive deeper into how to handle undocumented materials? Watch our recorded webinar on managing “Found in Collection” items for real-world examples, practical strategies, and answers to common questions.
Further Reading
Inventorying Cultural Heritage Collections by Vanderwarf & Romanowski
Museum Registration Methods (6th ed.), Simmons & Kiser
How to Weed Your Attic by Dow & Cockerell
