SAMPLE DOCUMENT USE STATEMENT & COPYRIGHT NOTICE

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1 SAMPLE DOCUMENT Type of Document: Collections Management Policy Museum Name: Pro Football Hall of Fame Date: Unknown Type: Hall of Fame Budget Size: $10 million to $24.9 million Budget Year: 2014 Governance Type: Private, Nonprofit Organization Accredited: No Notes on strengths or special features: The document contains the following required elements: Acquisitions/Accessioning Access and/or use of collections Care Deaccessioning/Disposal Inventories and/or documentation The document contains the following additional sections: Abandoned Property/Unclaimed Loans Appraisals Authority Categories of Collections Code of Ethics Cultural Property Glossary Housekeeping Loans incoming outgoing Use of proceeds from the sale of deaccessioned collections Insurance & Risk Management Laws Mission Statement Objects Found in Collection Objects Left in Custody Photography Rights & Reproduction Review Scope of Collections USE STATEMENT & COPYRIGHT NOTICE The AAM Information Center has provided this sample document. It serves as an example of how one museum addresses a particular issue. Museums should compose original materials based on their unique circumstances. Any document produced by the recipient should not substantially use the contents of this sample as the basis. Materials in the AAM Information Center are provided "as is," without any guarantee or warranty of any kind, expressed or implied. NOTICE CONCERNING COPYRIGHT RESTRICTIONS Under certain conditions specified in the copyright law of the United States (Title 17, United States Code), libraries and archives may furnish a photocopy or other reproduction. The photocopy or reproduction may not be used for any purpose other than private study, scholarship or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement.

2 Collections Management Policy I. Introduction The Collections Management Policy provides guidelines for management of the permanent museum collection of the Pro Football Hall of Fame. The guidelines are in compliance with the standards set forth by the American Alliance of Museums for Collections Management. The management of the collection begins at the point an object or artifact is added to the collection and through its entire life-cycle including the processes of registration, documentation, preparation, conservation, research, storage, exhibition or other uses or loans. II. Mission Statement The mission of the Pro Football Hall of Fame is to Honor the heroes of the game, to preserve its history, promote its positive values so as to celebrate excellence everywhere. III. Collections Scope The permanent collection of the Pro Football Hall of Fame consists of artifacts and objects that have a direct correlation between the history of American profession football and the mission of the Pro Football Hall of Fame. The collection is divided into sub-collections to better guide collecting efforts, document and preserve the collection and to make the collection accessible to the public through programs of interpretation, education and exhibition. A. Historical Artifact Collection The Historical Artifact Collection consists of three-dimensional objects that represent the history of American professional football. Objects in the collection have established linkage or association to the individuals, organizations, places, events, and examples of equipment and contemporary social history, related to the sport of American professional football. B. Archives and Manuscript Collection The Archives and Manuscript Collection consists of documents on paper, works of art, and photographic documentation and still images relating to individuals, organizations, places, events, and contemporary social history, related to the sport of American professional football.

3 C. Demonstration Collection The Demonstration Collection consists of duplicate and/or replicas items from both the Historical Artifact Collection and Archive and Manuscript Collection. The items are intended for controlled uses such as: hands-on education; demonstration; and possible preservation/restoration experimentation. Items in this collection are used by the museum staff to promote the educational and community outreach of the Pro Football Hall of Fame and its collections and may be permitted to deteriorate through controlled uses such as those mentioned above. IV. Vision of the Collection The vision of the Pro Football Hall of Fame s permanent collection is outlined in depth as part of the museum s Collections Plan. The focus of the permanent collection is on objects from individuals, organizations, places, events, and examples of equipment and contemporary social history, related to the sport of American professional football. Within the collection there is special emphasis on the individuals who have been enshrined into the Pro Football Hall of Fame, former players, coaches, and contributors of significance, the National Football League and its member clubs, and other professional leagues and member clubs. Artifacts from college and high school football should be considered only if relevant to the history of American professional football or a member of the Pro Football Hall of Fame. Similarly, objects from non-american football leagues and teams may be collected if the objects are relevant to the career of a member of the Pro Football Hall of Fame or the history of American professional football. V. Delegation of Responsibility The Pro Football Hall of Fame Board of Trustees as a part of their fiduciary responsibilities ultimately has the responsibility of overseeing the proper management of the Hall of Fame s museum collections. The Board of Trustees assigns the administrative authority of the museum s collections to the President/Executive Director and/or his designee(s). A. Collections Committee The Pro Football Hall of Fame Collections Committee is a board-appointed committee comprised of select members of the Board of Trustees, the Hall of Fame s President/Executive Director, the EVP of Museums, Selection Process & Chief

4 Communications Officer, the Collections Curator, Archivist, and other appropriate staff members as designated by the President/Executive Director. The Collections Committee reports by-monthly to the Board of Trustees on ongoing projects and initiatives and collections activities. The Collections Committee is responsible for recommending any collection or object deaccession activity. B. President/Executive Director The President/Executive Director, as the chief officer of the Pro Football Hall of Fame, selected and approved by the Hall of Fame s Board of Trustees serves on the Collections Committee. The President/Executive Director may solicit, accept, or reject an item for accession into the museum s collection. C. EVP of Museums, Selection Process & Chief Communications Officer The EVP of Museums, Selection Process & CCO serves on the Collections Committee and along with the President/Executive Director may solicit, accept, or reject an item for accession into the museum s collection. D. Collections Curator The Collections Curator oversees and supervises the museum s Historical Collection of three-dimensional objects and the Demonstration Collection. He/She is operationally responsible for the management and care of all collection objects owned by, on loan, and in the temporary custody of the museum. Care of collections includes the documentation, security, physical protection, conservation, storage, access, inventory, and records system in accordance with generally accepted museum practices. In consultation with the President/Executive Director or the EVP of Museums, Selection Process & CCO, the Curator of Collections determines the appropriateness of an object for the collection and the conditions under which it is approved for accessioning or deaccessioning. E. Archivist The Archivist oversees and supervises of the museum s Archives and Manuscript Collection. He/She is operationally responsible for the management and care of all documents on paper, works of art and photographic documentation and still images owned by, on loan, and in the temporary custody of the museum. Care of collections includes the documentation, security, physical protection, conservation, storage, access, inventory, and records system in accordance with generally accepted museum practices. In consultation with the President/Executive Director or the EVP of Museums, Selection Process & CCO, the Archivist determines the appropriateness of accessioning or deaccessioning archival collection items from the collection.

5 F. Other staff members serving on the Collections Committee may include but is not limited to: a. Exhibits/Museum Services Manager b. Registrar c. Collections Specialist VI. Acquisition Policy Objects are added to the Historical Artifact and Archives and Manuscript Collections by means of gift, bequests, purchase, exchange, or any other transaction that transfers title to the Pro Football Hall of Fame as recommended by the Collections Curator, and/or Archivist with the approval of the President/Executive Director or the EVP of Museums, Selection Process & CCO. Objects are accepted or rejected into the Collection according to the Pro Football Hall of Fame Collections Plan, Statement of Purpose, and the following guidelines. A. Guidelines and Considerations for Accepting Objects 1) The object is consistent with the Collections Scope and Collections Plan 2) The object has historical, cultural and/or social significance to the history of American professional football or relevance to the institutional history of the Pro Football Hall of Fame. 3) Uniqueness of the object and/or existence of similar items in the Pro Football Hall of Fame Collection. 4) Whenever possible accompanied by verified provenance data. 5) Condition of the object(s), whether it can be properly cared for with as little alteration as possible and that the potential maintenance costs are justified. 6) The size or other physical restrictions of an object. 7) Donations of object(s) are generally preferred to the purchase of objects(s). Purchases should be considered if the object(s) in question meet the standards of the collection and are deemed as valuable additions to the collection and reasonably unlikely to be made available through donation in the future. B. Conditions of Transfer of Title 1) All donations are considered outright and unconditional gifts to be used by the Pro Football Hall of Fame in the furtherance of its mission and unencumbered by donor, trademark, copyright or other restrictions.

6 2) No item(s) is accepted from a donor(s) with the understanding that it is to be permanently exhibited. 3) The Museum retains the right to dispose of gifts or exchange gifts with another institution in accordance with the Hall of Fame Collections Management Policy. 4) Collection materials are retained as long as they continue to be relevant to the purposes and activities of the museum and they maintain their physical integrity and can be properly stored and preserved. 5) Although gifts to the museum qualify as charitable deductions under section 501 C (3) of the Internal Revenue Service tax code, the valuation of gifts remains the donor s responsibility. Museum staff prepares any necessary IRS form(s) for donors seeking tax deductions. The completion of such form(s) does not necessarily imply the Museum concurrence with the appraised value. Copies of such forms are recorded by the museum as part of the donated item s provenance. C. Procedures for Undocumented Objects Found in Collection Undocumented objects are recorded as such in the accession files and cared for as if they were owned by the museum until a claimant comes forth and provides satisfactory proof of ownership. They are cared for in the same manner as all other items in the collection. D. Procedures for Objects with Incomplete Documentation Found in Collection Objects with a known donor and no record of date received are assigned an appropriate accession number. Objects with a known date of reception, but no known donor are assigned an accession number from the year of the donation and listed as Unknown Donor in the accession file. E. Procedure for Purchases Purchased items accepted into the accessioned collections must be accompanied by a museum purchase order or vendor s invoice. This information is recorded and documented and in the Collections accession file. F. Procedures for Exchange Objects may be acquired through exchange with another not-for-profit educational institution only if the museum and the other institution agree that the transfer is in the best interest of both parties. The institutions will follow proper deaccessioning procedures as dictated by their respective Collections Policies and will fully document all aspects/conditions of the exchange. Formal appraisals may be required to ascertain the

7 equality of the transfer, and all exchanges will require the approval of the President/Executive Director who shall consult with the Collections Committee. The museum must be assured that the transfer is legal, open and in the best interest of the museum. All documents associated with the transfer of title will be placed in the accession file. VII. Loans The loan of items from the museum s collections are made to qualified not-for-profit educational institutions, the National Football League, National Football League Clubs, and other for profit institutions on a case-by-case basis. Primary considerations for approving a loan are the ability of a borrowing institution or individual to properly care for the item(s) and meet all the necessary security and environmental conditions. Also considered is the condition of the item(s), the value of the item(s), and the status of the item as it relates to the Hall of Fame exhibition schedule. For a detailed description of terms and conditions of loans, refer to the Pro Football Hall of Fame s Artifact Loan Policy. VIII. Deaccession Policy The deaccession process is deliberate and discriminating. Objects that are deaccessioned will be permanently removed from the collections upon the written recommendation of the Collections Curator or Archivist with the approval of the President/Executive Director or EVP of Museums, Selection Process & CCO who will consult with the Collections Committee. In all cases, deaccessions must meet one or more of the Guidelines for Deaccession listed below. A. Consideration for Deaccession 1. Consideration for deaccession originates with a recommendation from a member of the professional staff and only after the completion of a thorough record search to establish legal title a. If clear title cannot be proven or mandatory restrictions apply, museum may take necessary legal action to establish ownership or to clarify the donor s intent b. Items accessioned as Found in Collection must be held for one year from the date of accessioning before being considered for deaccessioning. 2. All records regarding the deaccession of an item must be maintained as a part of the permanent files 3. Collections Committee will be consulted before deaccession of an item

8 B. Guidelines for Deaccession 1. Item is no longer relevant or useful 2. Item has deteriorated beyond repair or consumed in use 3. The item failed to retain its identity or authenticity 4. The item is beyond the capability of the museum to properly preserve 5. The item is duplicated or redundant 6. The item is more appropriately placed in another institution's collection C. Methods of Deaccession 1. Deaccessioned materials may be offered for exchange, gift or sale to other taxexempt educational or cultural institutions. 2. Deaccessioned objects not disposed of in this manner normally shall be sold at advertised public markets and only in a manner that will protect the interests, objectives and legal status of the institution. a. Funds received from the sale of deaccessioned objects from the collections shall be used for the care of the collections in or acquisitions for the designated department. 3. Objects in extremely poor condition may be destroyed if they do not warrant donation or sale and where conservation efforts are not an appropriate option. 4. Exceptions to these provisions shall require specific authorization from the President/Executive Director. D. Restrictions The museum does not sanction the sale or gift of deaccessioned objects to its employees, trustees or to their representatives outside the guidelines stated above.

9 Loan Policy The Pro Football Hall of Fame lends artifacts from its collection only to individuals or organizations, which comply with the conditions stated below. Loans will generally not be approved for extremely fragile artifacts, frequently used library holdings, or artifacts that will be used soon in forthcoming exhibits at the Hall. I. Conditions for Loan 1. A professional museum curator will install all artifacts borrowed from the Hall of Fame for exhibit or display. If the borrower does not have a professional on staff they have two options. (A) The borrower will pay all expenses for a staff member from the Pro Football Hall of Fame to install the exhibit. The expenses will not only include food, travel and lodging but a $100 per day professional fee payable to the Hall of Fame. (B) The borrower may contact a local or regional professional curator to perform the exhibit installation. The professional must be pre-approved by the Hall of Fame 30 days prior to exhibit installation. In order to be pre-approved the Hall of Fame must have a resume and will check references from the said professional. The borrower may retain a curator on a volunteer or a compensatory basis. 2. Damages, whether in transit or on the borrower s premises, regardless of responsibility, shall be paid by the borrower. The borrower must pay all costs for packing, crating, and shipping, including special packers when necessary. Artifacts shall be repacked in the Hall of Fame s crate for return to the Hall of fame by the same manner of shipment as used by the Hall of Fame unless otherwise agreed upon by the parties here to. 3. Insurance in the amount of the value determined by the Hall of Fame must be placed on all loans and carried in force from the time the artifacts are removed from the Hall until they are returned in satisfactory condition. This must be an all risk, wall-to-wall policy subject to standard policy exclusions. The borrower may elect to (A) Insure the loan under the borrower s policy, in which case a certificate of the insurance naming the Hall of Fame as additional insured must be forwarded to the Hall of Fame prior to the shipping date, or (B) In the case of loans in which the total value of all artifacts loaned by the Hall of Fame is less than $500, then the borrower may, in lieu of insurance, agree to assume liability for loss or damage. 4. Borrower will receive a condition report on the object(s) listed above at the time of arrival of the loaned materials. The borrower must confirm the condition of the object(s) listed on the report within 48 hours of arrival. If there are any changes on the condition of the object(s) other than noted on the report the borrower must notify the Hall of Fame immediately. The Hall of Fame may request additional condition reports during the time the artifacts are at borrower s location and borrower shall comply with any such request within five (5) days after

10 the request is made. All condition reports must be made using the Hall of Fame s form condition report. Upon completion of the loan period the borrower must sign and return the condition report. 5. The borrower, without prior written permission from the Hall of Fame may not perform any restoration, repair, or cleaning of artifacts. Such a request must state what precisely will be done to the artifact. 6. Artifacts may be photographed and the photograph may be reproduced for an exhibit catalog or for publicity purpose connected with this exhibit. Prior written permission must be obtained from the Hall of Fame for all other uses. Artifacts may be photographed in display cases only. The Hall of Fame grants the right to borrower to the use of the Hall of Fame s logo for promotion of the exhibit or display of artifacts lent throughout the term of the loan. 7. Requests for loans must be made at least 30 days prior to the time the artifacts are to leave the Hall of Fame to allow time for the proper shipping and other arrangements. 8. The borrower must state the duration of the loan at the time the request for the loan is made. Artifacts must be returned to the Hall of Fame at the end of the loan period unless an extension has previously been requested by the borrower and approved in writing by the Hall of Fame. 9. The Hall of Fame is to receive a copy of any publication or catalog of the exhibit for which the Hall of Fame s artifacts have been lent here under. 10. No artifact is to be removed from an exhibit case for any reason, other than exhibit placement or dismantling. 11. This agreement shall be governed by and construed under laws of the State of Ohio. 12. The Hall of Fame may terminate the loan, at any time for any reason, and may waive in writing any conditions. 13. The Hall of Fame must be made aware of any sponsors for any exhibit from which the Hall of Fame s artifacts have been lent here under. The Hall of Fame may request to receive a portion of the proceeds from any such sponsorship as a condition of the loan herein. II. Security 1. Artifacts must be given the necessary care to protect them against loss, theft, breakage, or deterioration. Small artifacts must be displayed in locked cases and large artifacts not displayed in cases or behind glass must have sufficient distance from the public to avoid touching. 2. Exhibit areas must be under surveillance by guards or other staff when open to the public and during installation and de-installation. Access to the exhibition area will be limited during installation and de-installation to staff immediately involved and the area will be locked and secured when staff is not working. III. Environmental

11 1. Environmental conditions will be sufficient to maintain temperatures between 65 to 72 Fahrenheit and 40-60% humidity. 2. Light levels will be kept within appropriate levels which could range between 5 and 50 foot candles depending on the conservation criteria of artifact indicated in the Condition Report. The lender will make efforts to limit UV light exposure to artifacts. 3. No portions of the artifacts may be displayed within close proximity to sources of heat or cold air or in cases or vitrines with internal temperatures exceeding 77 Fahrenheit. 4. No food or beverages is permitted in areas where artifacts are stored or exhibited, nor will smoking be permitted in these areas. IV. Courier 1. If the Borrower requests an object that the Pro Football Hall of Fame deems it necessary that a courier must travel with the object, The Pro Football Hall of Fame reserves the right to send a courier from the Hall of Fame museum staff at the cost of the Borrower. 2. The Pro Football Hall of Fame may, under any of the below circumstances, require that a courier accompany the outgoing loan: a. Certain Museum objects are of a fragile nature, whether by construction or formation, size, materials used, deterioration by age or abuse, and/or require special handling or installation techniques. b. Certain Museum objects are irreplaceable, rare and unique, politically or culturally sensitive, of extreme value, or other reasons. c. Certain shipping routes may prove dangerous to fragile Museum objects because such routes expose the object to careless handling, excessive movement, changing and/or extreme temperatures, and other human and/or natural hazards. 3. The courier is selected by the Pro Football Hall of Fame. 4. The Pro Football Hall of Fame requires the following terms for its courier: a. The courier must be a museum professional who understands the condition of the object and its special requirements, is familiar with the packing, is trained in handling, and is experienced with transport procedure. b. The courier will take full responsibility for protecting the object. c. The courier will be made aware of and understand the responsibilities entrusted to him/her and of all known possible hazards which might be encountered in transit. d. The borrower is required to cover all travel, lodging, and meal costs related to the courier... e. The shipment of a Museum object will not become the basis for unrelated travel or activity. 5. If an object is damaged in transit or while on exhibition, the courier must immediately follow the guidelines set forth in the Pro Football Hall of Fame Loan Policy.

12 6. The agreement to courier an object will be part of the loan agreement or a separate written agreement. All special requirements should be stipulated in writing at the outset. 7. All objects must be transported within a closed vehicle. High value or environmentally sensitive objects must be transported by a Museum approved art transport company using a climate-controlled vehicle. 8. The Pro Football Hall of Fame shall abide by the current professional standards for couriers.