Museums Industry Terminology

AAM Accreditation

A rigorous, peer-reviewed process administered by the American Alliance of Museums that evaluates a museum’s governance, collections stewardship, education, financial stability, and public trust to affirm professional standards and credibility.

- We're preparing for our AAM Accreditation site visit next spring. - Accreditation requires updated collections and ethics policies. - After accreditation, we used the designation in grant proposals.

Accessibility

Designing spaces, programs, and content so people of all abilities can participate; includes physical, sensory, cognitive, financial, and digital access, often aligned to ADA (U.S.) and WCAG guidelines.

- The new exhibition follows WCAG 2.2 and includes audio descriptions. - We're auditing galleries for ADA compliance and sensory-friendly options. - We added tactile graphics and clear wayfinding for low-vision visitors.

Accessioning

The formal process of legally and administratively adding an object to a museum’s permanent collection, assigning a unique accession number and creating a permanent record.

- The registrar accessioned the sculpture and assigned an object number. - Our policy requires board approval before accessioning archaeological material. - Accessioning completes the legal and administrative process of adding to the collection.

Acquisition

Obtaining objects for the collection via gift, bequest, purchase, transfer, or exchange, subject to policy, ethics, legal due diligence, and resource capacity for care.

- The painting entered the collection by acquisition through purchase. - All acquisitions must meet our collections scope and ethical guidelines. - We negotiated donor restrictions before finalizing the acquisition.

Board Governance

The structures, policies, and practices by which a museum’s board of trustees/directors provides mission oversight, fiduciary responsibility, strategic direction, and accountability.

- The board approved the annual budget and conflict-of-interest policy. - We’re recruiting trustees with expertise in finance and DEAI. - Governance training clarified fiduciary duties of care, loyalty, and obedience.

Capital Campaign

A multi-year, intensive fundraising initiative to finance major projects (facilities, endowment, transformational programs), typically including quiet and public phases and lead gift strategies.

- The capital campaign will fund a new wing and endowment for operations. - We launched a quiet phase to secure lead gifts before going public. - A feasibility study tested our campaign goal and case for support.

Collections Management Policy

A governing document that defines the scope of collections, acquisition and deaccessioning standards, documentation, care, access, and legal/ethical responsibilities.

- Our CMP outlines acquisition criteria, loans, and deaccessioning standards. - AAM reviewers asked for a clearer collections management policy. - We updated the policy to address TBMA preservation.

Collections Management System (CMS)

A specialized database application used to document, track, and manage collection objects, metadata, locations, loans, conservation, and rights; examples include TMS, EMu, CollectiveAccess, and MuseumPlus.

- We're migrating to a new CMS to integrate images and provenance. - The CMS powers our online collection and API. - TMS/EMu/CollectiveAccess are common CMS platforms in museums.

Condition Report

A detailed record describing an object’s physical state at a point in time, often with photographs and diagrams, used for loans, exhibitions, insurance, and conservation planning.

- The courier completed the condition report upon unpacking the loan. - Pre- and post-loan condition reports documented the scratch on the frame. - Conservators use raking light when preparing condition reports.

Conservation

The profession and practice dedicated to preserving cultural heritage through examination, documentation, preventive care, and treatment interventions grounded in ethics and science.

- The painting underwent consolidation and varnish removal in conservation. - We budgeted for conservation treatment before exhibiting the textile. - Preventive conservation reduced handling and light exposure.

Curatorial

Relating to curators and their work of researching, interpreting, and organizing collections and exhibitions to fulfill the museum’s mission and serve audiences.

- The curatorial team developed the exhibition narrative and checklist. - Curatorial research informed the reattribution of the sculpture. - We’re hiring an associate curator of contemporary art.

Deaccessioning

The formal process of permanently removing an object from the collection, guided by ethics, law, and policy; disposition may include transfer, sale, repatriation, or destruction.

- The museum deaccessioned duplicates to strengthen the collection. - Proceeds from deaccessioning will be used for acquisitions per policy. - We followed AAMD/AAM guidelines during deaccession.

DEAI (Diversity, Equity, Accessibility, and Inclusion)

A framework and set of practices that seek to remove barriers, address inequities, and ensure inclusive participation across staffing, governance, programming, collections, and audiences.

- Our DEAI plan includes paid internships and multilingual labels. - The board added DEAI metrics to the strategic plan. - DEAI training reshaped our volunteer onboarding.

Digital Asset Management (DAM)

Systems and practices for storing, organizing, describing, retrieving, and distributing digital files (images, audio, video, 3D), often with versioning, permissions, and rights metadata.

- We centralized images and videos in the DAM with rights metadata. - The DAM integrates with the CMS for online collection publishing. - Staff request hi-res files through DAM workflows.

Docent

A trained volunteer (or sometimes paid) gallery guide who facilitates tours and learning experiences for visitors, often using inquiry-based methods.

- Docents lead inquiry-based tours for school groups. - We offer a docent training course on facilitating dialogue. - Docent schedules are coordinated with education programs.

Earned vs. Contributed Revenue

Two primary revenue categories for museums: earned (admissions, retail, events, rentals) and contributed (individual, corporate, foundation, government support).

- Ticket sales and retail are earned; grants and donations are contributed. - Our mix is 55% earned and 45% contributed this year. - We modeled scenarios to grow earned revenue without mission drift.

Endowment

A pool of invested funds intended to provide long-term financial support, with a policy-governed annual draw; typically restricted to specific purposes.

- The endowment distribution funds curatorial positions. - Our investment policy sets a 4.5% annual spend rate. - We’re raising endowed funds through the capital campaign.

Environmental Monitoring (T/RH)

Continuous tracking of temperature and relative humidity to manage risks to collections from fluctuations, often via dataloggers and alerts.

- Dataloggers track temperature and relative humidity in storage. - We adjusted HVAC setpoints after reviewing T/RH trends. - Loan agreements specify environmental parameters to be monitored.

Exhibition Design

The planning and creation of the physical and interpretive environment for an exhibition—layout, casework, graphics, lighting, interactives—to convey content and protect objects.

- The exhibition design supports ADA-compliant circulation and sightlines. - We prototyped casework to balance access and conservation. - Design-build partners are fabricating interactive elements.

Gift Agreement

A legal document defining the terms of a donation—ownership, restrictions, credit line, valuation responsibilities, and rights—signed by donor and museum.

- The donor signed a gift agreement outlining restrictions and credit line. - Our template includes warranties of ownership and IRS language. - Rights and reproductions terms are negotiated in the gift agreement.

Grant Writing and Grants Management

The process of identifying funders, developing proposals, securing awards, and administering grant-funded projects in compliance with terms and reporting requirements.

- We submitted an IMLS grant with a logic model and budget. - Post-award, we set up a grants calendar and reporting schedule. - The project manager tracks outcomes and allowable costs.

Integrated Pest Management (IPM)

A preventive approach to pests that prioritizes monitoring, housekeeping, building maintenance, environmental control, and targeted treatments to safeguard collections.

- Blunder traps revealed a silverfish hotspot in textiles storage. - IPM focuses on housekeeping and exclusion before chemicals. - We quarantine incoming loans as part of IPM.

Intellectual Property Rights

Legal rights that protect creative works (copyright, moral rights), as well as licenses and permissions needed for reproductions and digital uses.

- We cleared copyright before publishing images online. - The artist retains copyright; the museum holds the physical work. - Our license covers digital streaming during the exhibition.

Interpretive Plan

A document that articulates goals, audiences, big ideas, narratives, and media approaches to guide how content is presented and experienced across an exhibition or program.

- The interpretive plan defines key messages and target audiences. - We aligned label copy and interactives to the plan’s learning outcomes. - Front-end evaluation informed the interpretive strategy.

Key Performance Indicators (KPIs)

Quantifiable metrics used to monitor performance against goals, such as visitation, program attendance, retail per caps, membership churn, and satisfaction scores.

- Our KPIs include attendance, membership conversion, and NPS. - Weekly dashboards track gallery dwell time and per caps. - We set KPI targets in the annual operating plan.

Label Copy

The interpretive text that appears on object labels and panels, crafted for clarity, accessibility, and voice, often in multiple languages.

- Label copy is capped at 60 words for readability. - We developed bilingual labels with community reviewers. - The curatorial voice shifted to a more conversational tone.

Loan Agreement

A contract defining terms for incoming or outgoing loans—conditions, environmental and security requirements, courier needs, insurance, indemnity, transport, duration, and fees.

- The incoming loan agreement specifies couriers and T/RH. - Outgoing loan fees and insurance are detailed in the contract. - We negotiated black-out dates in the loan terms.

Membership

A program offering benefits (free admission, events, discounts) to individuals or households in exchange for dues, supporting both engagement and revenue.

- Membership conversion increased after we launched free days. - We’re testing auto-renew and tiered benefits. - Member preview nights drive loyalty and revenue.

Mount Making

Designing and fabricating supports that safely display or store objects without causing damage, using inert materials and reversible methods.

- Custom brass mounts secure the pottery without stress points. - The mount maker collaborated with conservation on materials. - Seismic mounts were engineered for the casework.

Museum Retail (Store Operations)

The strategy and operations of a museum shop, including product development, merchandising, staffing, POS systems, and alignment with mission and brand.

- Per cap in retail rose with exhibition-branded merchandise. - We adjusted inventory turns and vendor terms. - The store mission statement prioritizes ethical sourcing.

NAGPRA

The U.S. Native American Graves Protection and Repatriation Act, mandating consultation and return of Native American human remains and certain cultural items to lineal descendants and tribes.

- We inventoried holdings to comply with NAGPRA consultation. - The museum published notices of intent to repatriate. - NAGPRA informed our policy on culturally sensitive materials.

Object Handling

Procedures for safely moving and touching objects to minimize risk, including training, PPE, supports, and documentation.

- Only trained staff handle objects with nitrile gloves. - We use two-person carries and carts for heavy pieces. - Handling protocols reduced abrasion on frames.

Open Access (OA)

Policies and practices that make collection images and metadata freely available for reuse, often via CC0 or public domain designations and open APIs.

- The museum released 50,000 images under CC0. - OA increased research citations and media coverage. - Our API enables reuse of metadata by educators.

Preventive Conservation

Risk mitigation strategies that slow deterioration—environmental control, light management, integrated pest management, handling, storage, and emergency planning.

- We reduced light levels to 50 lux for works on paper. - A housekeeping plan supports preventive care in galleries. - Preventive measures lowered mold risk during summer.

Provenance

The documented ownership, custody, and location history of an object, crucial for authenticity, legal/ethical acquisition, and restitution/repatriation issues.

- Provenance research confirmed ownership back to 1905. - The painting has a WWII-era gap we’re investigating. - We publish provenance notes on our website.

Public Programs

Educational and engagement offerings—talks, tours, workshops, festivals—designed for diverse audiences on- and off-site, often co-created with communities.

- Family days and lectures expanded community participation. - We co-designed programs with local partners. - Program evaluations measure learning outcomes and reach.

Registrar

A collections professional responsible for records management, legal documentation, logistics, risk mitigation, and compliance related to acquisitions, loans, and exhibitions.

- The registrar coordinated shipping and customs for the loan. - She updated locations in the CMS after the gallery rotation. - The registrar maintains accession files and legal documents.

Repatriation

The return of cultural items or human remains to originating communities or nations, undertaken through legal mandates, ethical commitments, and collaborative processes.

- We initiated repatriation after consultations with the source community. - The board approved repatriation in accordance with policy. - Repatriation can be legal or voluntary, beyond NAGPRA.

Rights and Reproductions (R&R)

The function managing permissions, fees, and licensing for image and media use; ensures copyright compliance and appropriate crediting.

- R&R processed a license for a book cover image. - We track rights holders and expirations in the DAM. - The R&R policy defines fair use and fee schedules.

Risk Management

Identifying, assessing, and mitigating risks—collection, financial, operational, reputational—through policies, training, insurance, and contingency planning.

- Our risk register covers loans, cybersecurity, and collections care. - We increased insurance limits after the valuation update. - Staff drilled on emergency response and salvage.

Security and Surveillance

Measures and systems that protect people, buildings, and collections—guards, procedures, CCTV, alarms, access control, and incident response.

- Upgraded CCTV and access control improved gallery security. - Guards and gallery attendants received new training. - We coordinate security requirements with lenders.

Sponsorship

Cash or in-kind support from companies or partners in exchange for recognition, marketing benefits, and audience engagement opportunities.

- A corporate sponsor underwrote the exhibition and media campaign. - We balanced sponsor recognition with curatorial integrity. - The proposal includes activation opportunities and KPIs.

Strategic Plan

A multi-year roadmap that sets mission-aligned priorities, goals, strategies, and metrics across programs, operations, and finances.

- The 5-year strategic plan prioritizes digital access and DEAI. - Annual operating plans ladder up to strategic objectives. - KPIs and budgets are tied to strategic initiatives.

SWOT Analysis

A planning tool that assesses Strengths, Weaknesses, Opportunities, and Threats to inform strategy and decision-making.

- Our SWOT highlighted strong collections and limited storage. - We used SWOT in the early stage of strategic planning. - SWOT informed our partnership strategy.

Ticketing System

Software and workflows for admissions sales and reservations (on-site and online), often integrated with CRM/AMS, membership, capacity controls, and pricing strategies.

- We implemented timed entry and dynamic pricing in the ticketing system. - Ticketing integrates with CRM for membership conversion. - Online ticketing reduced wait times and improved data capture.

Time-Based Media Art (TBMA)

Artworks that unfold over time (video, audio, performance, software, installations), requiring specialized documentation, storage, display equipment, and preservation strategies.

- The TBMA checklist includes codecs, display specs, and artist intent. - We created exhibition copies and verified checksums. - TBMA preservation may require migration or emulation.

Universal Design

An approach to design that makes environments and experiences usable by the widest range of people without the need for adaptation or specialized design.

- We applied universal design to seating, interactives, and labels. - Planning included co-design with users of varied abilities. - Universal design benefits all visitors, not just those with disabilities.

Visitor Experience (VX)

The holistic quality of a visitor’s journey—before, during, and after a visit—shaped by service, environment, content, accessibility, and operations.

- We mapped the visitor journey from parking to post-visit. - VX metrics include dwell time, wayfinding success, and NPS. - Front-line training focuses on hospitality and inclusivity.

Volunteer Management

The recruitment, training, engagement, scheduling, and recognition of volunteers who support tours, programs, collections, and operations.

- We revamped volunteer recruitment and training pathways. - A new scheduling system improved volunteer retention. - Background checks and clear roles are part of our policy.

Wayfinding

The information systems—signage, maps, symbols, digital cues—that help visitors orient and navigate buildings and campuses effectively.

- We installed clearer wayfinding signs from transit stops. - Color-coded maps improved navigation between wings. - Wayfinding testing revealed confusing intersections.