Condition Checking
Know the Condition of Every Object, at Every Moment
Muselera records every condition check with its purpose, condition, photos and documents. Records lock after 24 hours, damage is marked directly on the photo and the next check date is always in view.
Why Condition Checking Matters
Condition checking is one of the core procedures of the Spectrum collections management standard. Every loan, every move, every exhibition and every incident is a moment when the condition of an object should be recorded.
In Muselera every check is a numbered, dated record that cannot be quietly changed afterwards. This gives the museum an audit trail it can rely on, whether for a lender, an insurer or an internal review.
Condition Checking Features
Everything a registrar or conservator needs to document condition
Numbered Check Records
Every check gets its own number per year and is recorded with its date, its purpose and the person who made it.
21 Ready-Made Purposes
Choose the purpose of each check from 21 ready-made purposes, so checks can be grouped and reported by reason.
Standard Condition Terms
Condition is recorded with standard terms: Good, Fair, Poor and Unacceptable. Everyone describes condition the same way, so results can be compared and searched.
Records That Cannot Be Altered
A check record locks 24 hours after it is made. A mistake in a locked record is corrected with a new correction record, so the original always stays visible.
Damage Marking on Photos
Mark damage on the photo with circles, rectangles, arrows, freehand drawing and numbered notes, also with a finger on a tablet. The original photo is never changed.
Photos and Documents
Attach photos and documents to every check, so the evidence always stays with the record.
Follow-Up and Reporting
Latest Condition and Next Check
The object card shows the latest condition and the date of the next check.
Condition in Lists and Search
The object list has a condition column, and objects can be searched by condition.
Condition Check Report
Prepare a condition check report and export it to Excel.
How a Condition Check Works
Open a Check
Choose the object and the purpose of the check
Record the Condition
Select the condition term and add your notes
Add Photos
Attach photos and documents and mark the damage on the photo
Lock
After 24 hours the record locks and joins the audit trail
Follow Up
The next check date appears on the object card
Benefits of Condition Checking with Muselera
Reliable Audit Trail
Locked records and correction records show what was recorded and when
Comparable Results
Standard terms make condition comparable across objects and over time
Works on Tablets
Mark damage with a finger on the photo, right next to the object
Ready for Loans
Check-out and return checks of loans are part of the same system
Frequently Asked Questions
Short answers to the questions museums ask us most. Can't find yours? Our team is happy to help.
What is condition checking?
It is the dated record of an object’s physical condition, made for a specific purpose such as a loan, a move or a periodic review. In Muselera every check is a numbered record with its purpose, condition term, notes, photos and documents.
Can a condition check be changed later?
A check can be edited for 24 hours. After that the record locks, and a mistake is fixed with a new correction record, so both the original and the correction remain visible.
Which condition terms are used?
Good, Fair, Poor and Unacceptable. Because everyone uses the same terms, condition can be searched, compared and reported.
Can we mark damage on photos?
Yes. Circles, rectangles, arrows, freehand drawing and numbered notes can be placed on the photo, also with a finger on a tablet. The original photo stays unchanged.
Is condition checking used for loans?
Yes. The check-out and return checks of a loan are made with a wizard from the loan record, and the loan form (PDF) includes the results with the check-out and return photos side by side.
Document Condition with Confidence
See how condition checking works in Muselera in a live demo.