What We Do and How We Do It - Part 3 - Checklists

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In Part 1 and Part 2 of ‘Organizing the Move’ we looked at the overall process and steps we are taking during the archaeology move and the floorplans that keep everyone up-to-date on the progress being made. Today in Part 3 we focus on the second tool in our organizational arsenal, Cabinet Checklists. Hold on to something folks, things are about to get organized!

Part 3 – Wait, did you say ‘matching colors’?!?

In Part 2 you were introduced to the color-coded floorplans as a means of not only organizing the archaeology collections geographically but also as a way to record the progression and state of readiness for each cabinet. To bring the floorplan information to the physical cabinet we have implemented a color-coded Move Checklist for each cabinet with the colors on the checklist corresponding to the geographic designations on the floorplan (Figure 1).  Both the floorplan and the checklists act as visual progress charts while, at the same time, allowing everyone involved to see what has been completed and what remains to be done.

Figure 1.  Examples of Move Checklists assigned to cabinets containing objects from India and California. These are used by the Archaeology move crew to track progress within each cabinet.

Figure 1.  Examples of Move Checklists assigned to cabinets containing objects from India and California. These are used by the Archaeology move crew to track progress within each cabinet.

Figure 1.  Examples of Move Checklists assigned to cabinets containing objects from India and California. These are used by the Archaeology move crew to track progress within each cabinet. 

Cabinet Checklists

Every cabinet involved in the move will have at least one checklist associated with it. Since the checklists are based on the geographic location the object is from, a cabinet containing artifacts from different geographic locations will have multiple checklists, one for every location (Figure 2). The checklists are colour-coded to reflect the geographic information on the floorplan.

 Figure 2.  Cabinet containing objects from different locations and the checklists used to track the progress of the collections within that cabinet.Figure 2.  Cabinet containing objects from different locations and the checklists used to track the progress of the collections within that cabinet.

 

In Figure 2 we are able to see that the cabinet contains materials from Africa, India, and California. We can also see that the African materials are ready to be packed, objects from India have been inventoried, rehoused, had their key information entered into the database, and are awaiting barcodes and photography. No work has been done on the California materials as they are one of the last geographic areas to be moved.

The floorplans and checklists help to ensure that progress can be tracked and recorded in a systematic and organized way. They allow those who are contributing to the project see what has been completed and what needs to be done on a cabinet-by-cabinet basis while maintaining control of the overall process as a whole. Making sure that cross-departmental information and progress is tracked ensures that everyone is on the same page, thereby reducing the chance of errors and oversight and makes for a happy and organized move experience.

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