The Basics of Managing and Caring For Your Collections

Transcription

1 The Basics of Managing and Caring For Your Collections

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3 Collections Management Policy A collections management policy supports the institution or organization s mission and vision through a group of written policies and procedures covering all aspects of acquisition, disposal, documentation, care, and use of objects for which the institution or organization is the permanent or temporary guardian. Approved by the Board Reference tool for staff or volunteers to ensure consistent and professional policies and procedures Important for sustainability and succession planning

4 Also included in the policy: Mission and Vision Statements Collecting Statement, Philosophy, History of the Collection, and Focus Collections plan Governance Who has responsibility in your institution or organization and what are those responsibilities Code of Ethics Categories of Collections

5 Acquisitions Criteria Collecting parameters Receiving Objects Temporary Custody Receipt Unsolicited Property Bequests Purchases Authority to Acquire Objects

6 Acquisitions Collecting Policy/Guidelines for Potential Donors

7 Acquisitions Temporary Custody Receipt

8 Accessioning The act of recording an addition to the institution or organization s collection Gives legal title Note who is responsible and how/where the records are kept Process Record in accession log or journal Object receives an accession number Letter of Acknowledgment Deed of Gift

9 Accessioning Process Record in accession log or journal Object receives an accession number Accession Number Example: Object Id Number Example:

10 Accessioning Process Acknowledgement Letter Deed of Gift

11 Accessioning File of Records Temporary Custody Receipt Deed of Gift or Bill of Sale or Transfer Form (from other organization/institution) Accession Journal entry Related donor/vendor correspondence, including acknowledgement letters.

12 Cataloging Creation of a record of the descriptive details and information about an object Includes photographs and condition reports Note who is responsible and how/where the records are kept

13 Cataloging File of Records Catalog record or card with physical description and historical information. Photograph of the object Condition/damage report Make a paper copy and back up copies of your digital files!

14 Cataloging Catalog Record/Card

15 Cataloging Number, mark, or tag the object with ID number

16 Deaccessioning/Disposal Deaccessioning is the formal, permanent, and legal removal of objects from the collection. Must comply with all state, federal, and international laws Must have clear and proper title Deaccessioning is an important and serious procedure, but is a necessary part of collection refinement.

17 Deaccessioning/Disposal Criteria for deaccessioning Lack of relevance to mission and goals Redundancy too many, others in the collection have better provenance Deterioration, damage, or alteration beyond repair Proper preservation or care is not possible Inadequate documentation or provenance Authenticity has been discredited Hazardous materials pose a threat to staff, visitors, other objects or facilities Return to previous holder is required

18 Deaccessioning/ Disposal Procedure Research and recommendation Missing objects should not be deaccessioned Approval Documentation of decision and disposition

19 Deaccessioning/ Disposal Disposal First priority donate or transfer to another collection or educational facility Proper disposal for hazardous materials and objects beyond repair or use Public sale any sale must protect the interests and legal status of the institution or organization and adhere to highest ethical standards Funds from sale designated to purchase new objects or for direct care No private sales

20 Loans General Loan Criteria In good condition, stable Available for loan not promised to others May deny requests based on condition or provenance

21 Loans Outgoing Loans Objects Loaned by Your Institution/Organization Criteria for Borrowing Institution Written request Facilities report Condition report Proof of insurance Transportation arrangements Loan Fees Loan agreement forms signed and received Borrower must credit loaning institution or organization Renew annually no long term loans

22 Loans Outgoing Loan Form

23 Loans Outgoing Loan Conditions

24 Loans Incoming Loans Objects Borrowed by Your Institution/Organization Responsibilities Written request Facilities report Condition report Proof of insurance Transportation arrangements Loan Fees Loan agreement forms signed and received Credit loaning institution or organization Renew annually no long term loans

25 Loans Incoming Loan Form

26 Unclaimed Loans/Abandoned Property Unclaimed loans are long-term loans left unclaimed by the owner over a long period of time. Abandoned property is any object for which a formal loan request does not exist. Likely objects that were unsolicited or for which no formal agreements were drawn up Guide for procedures is the Museum Property Act (Iowa Code Chapter 305B)

27 Unclaimed Loans/ Abandoned Property Museum Property, Iowa Code, Chapter 305B

28 Found In Collection Objects with insufficient documentation to determine how or if they entered the collection Objects found in collection differ from unclaimed loans and abandoned property in that no record of past or current ownership exists Care/Documentation: remains in care while in possession; identified and labeled as Found in Collection Assuming Ownership: may be accessioned and cataloged, but recognize that rightful owner may claim at a later date. Disposal: may dispose after all reasonable attempts to identify source have failed

29 Care of Collections Preserve and protect all objects in the collection and on loan Staff responsibilities Handling and transportation requirements Collection control central point of recording and supervising objects Conservation: Preventive and Professional Storage: Who has access, general storage conditions Security: Who is responsible, who has access to objects and how Risk management Fire and natural hazard protection Climate control Inventory

30 Care of Collections Storage Environment

31 Insurance Financial impossibility of insuring the entire collection for fair market value but must balance responsibility and expense Insure for Probable Maximum Loss Insure loaned objects for current fair market value Outgoing loans insured by the borrower s insurance Incoming loans insured by institution/organization s insurance Objects Left in Custody: depositor is responsible for insurance per Temporary Custody Objects solicited by the institution/organization: insured by that institution/organization

32 Insurance Loss or damage must be reported and documented immediately. If decide to file a claim, need to keep records of this in the object s permanent file Notify Board if loss/damage is the result of theft of vandalism Determine your response to the public/press before releasing information

33 Collections Access Public access Staff access Use of the collection Public viewing outside of normal exhibition spaces Collection objects should not normally be used for decorative purposes Photography of collection Use of exhibition spaces Food, drink, live plants, smoking Access to collection records Donor information/valuations

34 Collections Access

35 Appraisals It is unethical for staff of the institution or organization to conduct appraisals for donors. Donors are responsible for securing appraisals before they donate. The institution/organization will seek professional, reputable, and impartial appraisers for objects for insurance and loan purposes. Current market value may be researched by staff for insurance purposes only.

36 Appraisals American Society of Appraisers Appraisers Association of America International Society of Appraisers

37 Review and Compliance Must review your collections management policy every 3 5 years Policy is board-approved, as are changes/edits Review keeps institutions and organizations in compliance with laws and current best practices

38 Mantras for Collections Work Preservation is for access. Collections care is a process, not an action. Good intentions need good practices. Every institution or organization can improve. There is no one right way (but there are better ways). From Caring for Archives: Fundamentals for Everyone, Collections Care Network, presented by Fletcher Durant, 20 October 2016

39 Questions about Collections Care? American Alliance of Museums: American Association for State and Local History: Midwest Museum Association: Iowa Museum Association: Active Collections: Vesterheim Norwegian-American Museum, Decorah, Iowa Jennifer Kovarik, Registrar phone: website: vesterheim.org