Collection compliance, built in.
Vitrine Professional and Institution plans include purpose-built tools for all 21 procedures in recognised collection management standards — from object entry through to audit exercises.
Every procedure is mapped to specific data fields and UI screens inside the app. This page lists each procedure, its fields, and exactly where to find it in your dashboard.
Primary procedures
The eight core collection management workflows — available on all Professional and Institution plans.
Object Entry
Record every object arriving at your institution, capturing depositor details, condition at arrival, and receipts.
Data fields
- —Entry number (auto-generated)
- —Entry date & reason
- —Entry method
- —Scheduled return date
- —Condition on entry
- —Depositor name & contact
- —GDPR consent & consent date
- —Object description & count
- —Legal owner
- —Received by
- —Terms accepted & date
- —Receipt issued & date
- —Quarantine required flag
- —Risk notes
- —Outcome
- —Depositor signature (in-person or digital)
Located in: Object detail → Entry tab; Central entry register
Open Entry Register →Acquisition & Accessioning
Formally accession objects into the permanent collection with full acquisition provenance and legal documentation.
Data fields
- —Accession number & date
- —Acquisition method (Purchase / Gift / Bequest / Loan / etc.)
- —Acquisition source
- —Acquisition justification
- —Documentation reference
- —Acquisition value & currency
- —Conditions attached to acquisition
- —Donor acknowledgement sent flag
- —Formally accessioned flag
- —Non-accession reason (if applicable)
Located in: Object detail → Overview tab (Acquisition section)
Open Object Records →Location & Movement Control
Maintain a full audit trail of where every object is and has been, with hierarchical location codes.
Data fields
- —Location code (unique, required)
- —Location name
- —Parent location (hierarchy)
- —Movement date & time
- —Moved by (staff)
- —Move type (Permanent / Temporary / Return)
- —Expected return date
- —Movement notes
Located in: Object detail → Overview tab; Central movement register with tabs for Current Locations and Movement History
Open Locations →Inventory
Plan and record inventory exercises, tracking which objects have been physically verified and when.
Data fields
- —Inventory exercise management
- —Object checked date
- —Checked by (staff)
- —Location confirmed flag
- —Condition noted
- —Discrepancy noted flag
- —Notes
- —Objects never inventoried (stat)
- —Objects overdue >12 months (stat)
Located in: Audit dashboard → inventory statistics and object grid
Open Audit & Inventory →Cataloguing
Capture the full catalogue record for each object, from basic identification through to attribution and record completeness.
Data fields
- —Title, maker name & role
- —Production date range & qualifier
- —Production place
- —Physical materials & technique
- —School / style / period
- —Colour, shape, surface treatment
- —Alternative names/titles
- —Full catalogue description
- —Dimensions (H/W/D) & weight
- —Object type & culture
- —Provenance narrative & date range
- —Field collection information
- —Marks & inscriptions
- —Historical context
- —Associated person, organisation, place
- —Credit line
- —Number of parts
- —Record source & attribution
- —Attribution notes
- —Record completeness level
Located in: Object detail → Overview tab
Open Object Records →Object Exit
Log every object leaving the institution, with transport details, authorisation, and return expectations.
Data fields
- —Exit number (auto-generated)
- —Exit date & reason
- —Recipient name & address
- —Transport method
- —Insurance / indemnity confirmed flag
- —Packing notes
- —Condition at exit
- —Signed receipt obtained flag
- —Expected return date
- —Authorised by
Located in: Object detail → Exits tab
Open Object Records →Loans In
Manage incoming loans from other institutions, from initial request through to return.
Data fields
- —Loan number (auto-generated)
- —Lending institution
- —Contact name & email
- —Loan start date & expected return date
- —Purpose
- —Insurance value
- —Borrower address
- —Agreement reference & signed date
- —Facility report reference
- —Environmental & display requirements
- —Courier arrangements
- —Condition at arrival
- —Special conditions
- —Status (Requested / Agreed / Active / Returned)
Located in: Loans register (filtered by direction); Object detail → Loans tab
Open Loans →Loans Out
Manage outgoing loans to other institutions, tracking the full lifecycle including return condition.
Data fields
- —All Loans In fields (shared record format)
- —Borrowing institution
- —Condition at return
- —Return location
- —End loan workflow
Located in: Loans register (filtered by direction); Object detail → Loans tab
Open Loans →Secondary procedures
Specialist workflows for compliance, rights, risk, and governance. Available on all Professional plans and above.
Documentation Planning
Plan and manage documentation programmes, tracking backlogs of uncatalogued objects.
Data fields
- —Plan title & scope
- —Target completion date
- —Responsible staff
- —Backlog (objects not yet catalogued)
Located in: Dashboard administration settings
Open Audit & Inventory →Use of Collections
Track requests to access or use collection objects, from research visits to photography.
Data fields
- —Use reference (auto-generated)
- —Use type (Research / Exhibition / Photography / etc.)
- —Requester name & contact
- —Purpose
- —Use start & end dates
- —Approval status workflow
- —Approved by
- —Location of use
- —Information generated
- —Linked reproduction request (if applicable)
Located in: Collections Use dashboard
Open Collections Use →Condition Checking
Record formal condition assessments for objects, including hazard notes and next-check scheduling.
Data fields
- —Assessment reference
- —Assessed by
- —Assessment date
- —Condition grade (Good / Fair / Poor / Critical)
- —Full condition description
- —Specific issues noted
- —Hazard / handling note
- —Recommendations
- —Next check date
Located in: Object detail → Condition tab
Open Object Records →Conservation & Collections Care
Log conservation treatments with before/after documentation, costs, and future care recommendations.
Data fields
- —Treatment reference (auto-generated)
- —Treatment type
- —Conservator
- —Start & end dates
- —Condition before & after
- —Materials used
- —Cost & currency
- —Future care recommendations
- —Before image
- —After image
- —Status (Active / Completed / Cancelled)
Located in: Object detail → Conservation tab; Central conservation register
Open Conservation →Valuation
Maintain a dated valuation history for each object with multiple bases (insurance, market, replacement).
Data fields
- —Valuation reference
- —Valuation date
- —Valuer
- —Valuation basis (Insurance / Market / Replacement / etc.)
- —Value & currency
- —Validity date
- —Notes
- —Object-level insured value
Located in: Object detail → Valuation tab; Central valuation register
Open Valuation →Insurance & Indemnity
Manage insurance policies and link them to specific collection objects, with renewal alerts.
Data fields
- —Policy number
- —Provider
- —Coverage amount & currency
- —Deductible
- —Start, end & renewal dates
- —Covers loans flag
- —Covers transit flag
- —Covers exhibitions flag
- —Insurer contact name & email
- —Exclusions
- —Claims procedure
- —Status (Active / Pending Renewal / Expired / Cancelled)
- —Policy–object links (many-to-many)
Located in: Insurance dashboard; object-level insured value in Overview tab
Open Insurance →Emergency Planning
Maintain emergency response plans, ranked salvage priorities, and a log of incidents with affected objects.
Data fields
- —Plan title & type (Fire / Flood / Theft / etc.)
- —Plan status (Draft / Active / Under Review / Archived)
- —Plan description & contact list
- —Salvage priority ranking (objects)
- —Incident: event type & date
- —Incident description
- —Response taken
- —Damage summary
- —Affected objects (linked)
Located in: Emergency plans dashboard; Incident register
Open Emergency →Loss & Damage Reporting
Record damage and loss incidents with severity, repair estimates, and governance notifications.
Data fields
- —Report date
- —Damage type (Loss / Theft / Vandalism / Accidental / etc.)
- —Description
- —Severity (Low / Medium / High / Critical)
- —Repair estimate
- —Police report reference
- —Insurance claim outcome
- —Reported to governing body flag
- —Status (Open / In Progress / Resolved / Closed)
Located in: Object detail → Damage tab; Central damage register
Open Damage Reports →Disposal & Deaccession
Manage the full deaccession workflow from proposal through governance approval to completion.
Data fields
- —Disposal method (Sale / Donation / Destruction / Transfer / etc.)
- —Disposal reason & justification
- —Deaccession date
- —Authorised by
- —Proceeds (if sold)
- —Governance approval flag
- —Public notice given flag
- —Status (Proposed / Approved / Completed)
- —Object-level deaccession-protected flag
Located in: Disposal dashboard
Open Disposal →Rights Management
Track copyright, licences, and rights status for each object, with per-object rights summaries.
Data fields
- —Rights reference (auto-generated)
- —Rights type (Copyright / Moral Rights / Licence / etc.)
- —Rights status (Cleared / Pending / Unknown / Restricted)
- —Rights holder
- —Expiry date
- —Licence terms
- —Usage restrictions
- —Object-level: rights-in obtained flag
- —Object-level: rights-out granted flag
- —Rights holder contact
Located in: Object detail → Rights tab
Open Object Records →Reproduction Rights
Handle requests to reproduce collection objects, with decision tracking and fee management.
Data fields
- —Requester name & contact
- —Reproduction type (Digital / Print / Broadcast / etc.)
- —Stated purpose
- —Decision (Approved / Refused / Pending)
- —Decision date
- —Terms issued flag
- —Fee charged
- —Linked collections use record (if applicable)
Located in: Object detail → Rights tab (alongside rights records)
Open Object Records →Collections Review
Plan and record formal collections review programmes, with governance reporting and disposal recommendations.
Data fields
- —Review reference (auto-generated)
- —Review title & scope
- —Reviewer
- —Review criteria
- —Start & end dates
- —Objects reviewed count
- —Disposal recommendations
- —Governance body notified flag
- —Status (In Progress / Completed)
Located in: Collections Review dashboard
Open Collections Review →Audit Exercises
Conduct and document formal audit exercises with full governance reporting and actions tracking.
Data fields
- —Audit reference (auto-generated)
- —Audit title & method
- —Start & end dates
- —Conducted by
- —Objects audited count
- —Discrepancies found
- —Governance reported flag
- —Actions required
- —Actions completed flag
- —Overall audit report
- —Status (In Progress / Completed)
Located in: Audit dashboard
Open Audit & Inventory →Supporting infrastructure
Document attachments
Every procedure supports document uploads — agreements, reports, photographs, certificates. Gated to Professional+.
Activity log
All changes are recorded with staff attribution and timestamps, providing a complete audit trail.
Multi-currency support
Valuations, insurance, acquisition costs, and treatment costs all support configurable currency codes.
Risk register
A dedicated risk register tracks risks by severity, status, and due date — linked to the relevant objects and procedures.
Ready to get started?
Try Vitrine free — no credit card required. Professional plan starts at £79/month and includes all 21 primary and secondary procedures.