Systems Policies Sanity Raise your hand if Your institution has a collections management system Paper andor electronic records are accessible to staff and can identify and locate collections objects ID: 572927
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Collections Management
Systems, Policies, SanitySlide2
Raise your hand if . . .
Your institution has a collections management system
Paper and/or electronic records are accessible to staff and can identify and locate collections objects.
Your institution has a collections management system you are very proud of
Records can be shared with researchers in a way that does not compromise collections security.
You have to look no more than two places to find out object condition, location, restrictions, exhibition history, and donor.
You have clear policies (which are followed) for accessioning, exhibiting, loaning, and deaccessioning collection objects.
You have more than one collection designation to fit the different uses of donated items.Slide3
No Policies? Not a complete system.
Every policy refers back to your mission. Policies protect your institution from legal action.Policies protect your staff from acrimony.
Policies protect your collection from potential destruction.
Policies are easy to prepare based on other examples and tailor to your institutions particular needs. Slide4
Accession Policy
Written in conjunction with curatorial staff.Best if determined by (anonymous) committee.
Mission determines what you collect, therefore what you consider for acceptance.
Collections management considerations in acquisitions: space, condition, storage, use
Can you safely store it? Do you already have one better, or as good, that serves your collection?
Can you maintain it practically in its current condition into perpetuity? If not, can you isolate conservation funds for it? Or is it a possible cancer to your collection because the present condition would bring harm to nearby collections objects?
Does your environment (outside of space considerations) promote the preservation of this object?
If the object fits your mission but does not meet not some of the other collections management concerns, but the curatorial team still wants it, can you determine another use and thereby another accessioning category?Slide5
Exhibition Policy
Written in conjunction with curatorial and education staff.Much of this policy is transferable to loans for purpose of exhibition.Collections management considerations in exhibitions:
Limiting exhibition light conditions.
Limiting exhibition length conditions (by object material, or individually based on condition).
Dictating display terms (covered cases, two-nail D-ring hangs vs. wire or
sawtooth
hangers, railings or rope barriers)
Museum/gallery events held during exhibition (food and drink allowed, museum security on duty)Slide6
Deaccssioning Policy
Not the hardest one to write, but the hardest one NOT to have.Best if determined by (anonymous) committee.
Should be regularly scheduled part of collections inventory.
Determined by factors OUTSIDE OF space and money.
Irrelevancy
Condition
RedundancySlide7
Deaccessioning – It’s what you do with it that is controversial
Notify donors or living relatives as a courtesy. Offer to other public collecting institutions first.
If to be sold to private individual, needs to be offered for public auction.
Proceeds from sales of deaccessioned items can ONLY be used for the care and maintenance of current collections (not for operating, staff, or new acquisitions).
No, volunteers and staff should not have a free-choice opportunity to take home deaccessioned items.
Document destruction.Slide8
Resources
Things Great and Small: Collections Management Policies, SimmonsMuseum Registration Methods, Buck & Gilmore
American Alliance of Museums > Resources > Information Center > Sample DocumentsSlide9
Software
PastPerfect
Starts at $700
For varied collections
For any sized institution
Free web-based cataloging and sharing software
eHive
Collections SpaceSlide10
Questions? Need to vent? Horror stories?
Pssssst . . . No one is doing it 100% correctly, not even the National Archives.
Know better, do better.
Know the ideal in order to determine how closely you can practically come to it.