SAMPLE DOCUMENT. Date: Other: Sale or Transfer of Historic Properties, Private and Nonprofit Use of Historic Properties & Collections

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1 SAMPLE DOCUMENT Type of Document: Collections Management Policies Museum Name: Nantucket Historical Association Date: 2006 Type: History Museum Budget Size: $1 million to $4.9 million Budget Year: 2007 Governance Type: Private/Non-profit Organization Accredited: Yes 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 Loans incoming outgoing Use of proceeds from the sale of deaccessioned collections The document contains the following additional sections: Abandoned Property/Unclaimed Loans Appraisals Authority Categories of Collections Code of Ethics Cultural Property Glossary Housekeeping Insurance & Risk Management Laws Mission Statement Objects Found in Collection Objects Left in Custody Other: Photography Rights & Reproduction Review Scope of Collections Other: Sale or Transfer of Historic Properties, Private and Nonprofit Use of Historic Properties & 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 POLICY OF THE NANTUCKET HISTORICAL ASSOCIATION Approved April 23, 1999 by the Board of Trustees Revised November 2006 and Approved by the Board

3 I Statement of Purpose The Nantucket Historical Association (NHA) is a nonprofit, educational institution established in The mission of the NHA, as articulated in the institution s revised bylaws is: To preserve and interpret the history of Nantucket Island in order to inspire island residents, both year-round and seasonal, to shape the island s future with a greater appreciation and respect for their shared heritage, and to foster among all Nantucket residents and visitors a deeper appreciation of the important historical role that the island s people have played in national and world history. In an effort to further define the parameters and goals of the NHA s collections and to ensure the establishment of modern ethical collectionsmanagement standards, the Board of Trustees has adopted the following collections policy and established the Collections Committee. The policy is designed to guide staff members in their collections-related responsibilities and is the primary policy for the maintenance of the association s collections.

4 II Organizational Responsibilities for Collections II A) The Board of Trustees is responsible for determining collections policies and for the maintenance, protection, and preservation of the cultural assets of the NHA. II B) The Executive Director and professional staff are responsible for keeping accurate records, inventories, and condition reports of the various collections; for research and evaluation of properties; and for presenting for board approval an orderly sequence of plans for the security, preservation, use, and development of the NHA s collections. II C) The bylaws establish a Collections Committee composed of members of the NHA Board of Trustees, members of the advisory board, and knowledgeable members of the community, who, in the President s view, possess significant knowledge of collections and collections-related issues. The chairman of the committee must be a member of the NHA s Board of Trustees. The Collections Committee is charged with advising the Board of Trustees on policy and collection concerns and with assisting, in consultation with the Executive Director, the Curator of Collections, Collections Manager, and Registrar, in the development of the association s collections. The committee is required to report its activities to the board on a periodic basis. The Executive Director and Curator of Collections are responsible for keeping the committee informed of relevant collections matters in a timely fashion. III Collections Objectives To help achieve its mission, the NHA maintains collections of relevant artifacts, fine arts, manuscripts, documents, and historic properties. Only objects that are relevant to the mission and consistent with the purposes and activities of the NHA shall be accessioned. In accepting objects and historic properties, the NHA is bound to safeguard the collections and to provide protection, storage, documentation, preservation, insurance, and public access through exhibitions, research, and publication in accordance with professional standards. Exhibition of Collections and Commitment to Collaboration The NHA strives to exhibit appropriate items from its art and artifact collections in its historic properties and museums. The NHA mounts permanent and changing exhibitions of its collections in an effort to provide as much public access to collections as possible. The NHA is also committed to providing public access to collections through its ongoing efforts to make the collections available online in searchable databases and digital exhibitions. Those portions of the collection not used in exhibitions are maintained as organized study collections available to researchers and for loan to qualified educational institutions. The NHA is committed to collaboration with allied organizations in its efforts to make its collections more accessible.

5 Collaborative projects include joint exhibitions, exhibition loans, and mutually sponsored themed exhibition events (lectures, openings, etc.). Conditions of Accessioning Objects and structures must be received in stable condition, or with contributed funds sufficient for stabilization, conservation, and preservation in perpetuity. Exceptions for special research purposes or for rare or unique items may be made at the discretion of the Executive Director and Curator of Collections. Artifacts in the collection will be retained as long as they maintain their physical integrity, their authenticity, identity, their relevance to the NHA mission, and their research and interpretive value for the NHA. Given the limitations of space and budget, the NHA must exercise great care in selecting additions to the collection. Preference will be given to artifacts that are well documented, fulfill a specific exhibition need, or fulfill a known omission in the collection. Documentation that provides pertinent information about the object or group of objects facilitates the most effective use of artifacts within the museum context. The NHA, therefore, is particularly interested in artifacts with signatures or labels, archaeological support, or with supportive historical documentation such as probate inventories, wills, letters, diaries or family tradition. Objects and properties accepted by the NHA shall have satisfactory provenance, clear title, and be received without restrictions for use or future disposition. Some library materials, however, may be accepted with restrictions; for example, if a donor wishes to approve a researcher s use of donated materials, or if a donor wishes to deny access to a collection prior to a certain date. Any exceptions must be approved by the Board of Trustees on the recommendation of the Executive Director with title conveyance clearly defining the terms of gift. The NHA shall preserve and augment its collections according to the following categories and guidelines: III A) The prehistoric archaeological collection includes artifacts relevant to the history and culture of Nantucket Island s native populations. The NHA seeks to preserve and present those material-culture objects and fragments that have been recovered from legitimate, organized archaeological excavations conducted on the island and that provide significant insight into the culture and history of Nantucket s Native American community. Although many of the artifacts currently included in the prehistoric archaeology collection were acquired through unorganized or informal excavations and surface discoveries, future additions to the collections will preferably be made through organized field work that utilizes proper and accepted standards of field work. The significance of archaeological artifacts lies chiefly in their field documentation. The association therefore strives to maintain proper field notes, stratigraphic records, registry systems, radio-carbon dating, photographs, and maps to document properly artifacts acquired through excavation and surface discovery. The NHA is also dedicated to the

6 preservation of Native American grave and religious sites on Nantucket and strives in its activities to conform to the requirements of the federal Native American Graves Protection and Repatriation Act and Massachusetts Unmarked Burial Laws. The NHA will not accept excavated remains as a gift. Excavated human remains already in the collection have been transferred to an authorized repository or returned for reburial. The NHA also endorses, and will abide by, all applicable provisions of the American Indian Religious Freedom Act as well as state and federal antiquities and endangered species acts. III B) The historic archaeological collection includes objects used and produced by Nantucket s European settlers and post-contact native populations that have been excavated according to professional standards and in compliance with applicable local, state, and federal guidelines. The NHA seeks to preserve in its historic archeological collections, those material artifacts and fragments that supplement our understanding of the culture and history of the island s post-european-contact settlement. As with its prehistoric archeological collections, the NHA strives to collect only those historic archeological artifacts that have been acquired through properly documented excavations. The NHA will not knowingly acquire or exhibit artifacts that have been stolen, illegally exported from their country of origin, illegally salvaged, or removed from commercially exploited archaeological or historic sites. The association is dedicated to making all of its archaeological collections accessible to the public through exhibitions, research, publications, proper organization, and by providing responsible storage. III C) The art and artifact collections consist of fine arts, material-culture artifacts, and ephemera that illustrate all aspects of Nantucket s history. The NHA collects objects made or used by islanders from the beginning of European settlement to the present and specifically seeks to document the island s cultural, social, political, religious, economic and artistic development. Preference will be given to objects that build on existing strengths or fill predetermined gaps in the association s collections. Such broadly stated parameters allow for the occasional inclusion of artifacts whose origins are not limited to the geographical boundaries of the island of Nantucket but may make a significant contribution to an understanding of Nantucket s history. Nantucketers throughout history had broad contact with communities across the country and around the world; legitimate connections with geographically and culturally distant communities can serve as strong grounds for accessioning material. C 1) Natural History and Trade Artifact Collections (Whalers Souvenirs) A small portion of the art and artifact collection comprises objects of natural history, including biological specimens, animal remains, and whalers trade artifacts. These artifacts (which exclude island archaeological artifacts, discussed above) derive from the 19 th century whaling trade, and were brought to the island by the whalers from the far corners of the globe.

7 III D) The NHA research library and archival collection comprises and seeks to acquire manuscripts, prints, and audiovisual materials related to the whaling industry from its island origins through the nineteenth century and to the social, economic, cultural, political, and religious history of Nantucket from its European settlement to the present day. Emphasis is on the acquisition of primary-source material: accounts of events or persons written by participants, eyewitnesses; or contemporaries; records of local businesses, organizations, churches, and.schoo1s: images of persons, places, and events. Another significant category of documentation is the oral history of living Nantucketers and people with significant knowledge of Nantucket history. In addition to collecting materials about Nantucket specifically; the library also collects secondary materials that, while not directly related to Nantucket, provide contextual information that helps place the history, culture, and activities of the island and its inhabitants into perspective. Priority will be given to materials that add to existing strengths, or that strengthen less extensive collections; that document activities of particular significance in the development of the island; and that serve to support the exhibitions, public programs, and research functions of the NHA. The library may also collect materials owned by Nantucketers regardless of whether the item(s) refer to Nantucket. When accepting or purchasing materials, the library must ensure that it has the ability to store, preserve, and properly care for new acquisitions. The holdings of, and potential for, collections sharing with other Nantucket libraries, as well as other New England maritime libraries, will be considered in evaluating the appropriateness of potential acquisitions. The NHA will continue to explore and maintain an awareness of electronic media for the storage and dissemination of collections information and for its potential for expanding and sharing collections with like institutions and broad audiences. Manuscript Collections The library collects manuscript materials created or produced by Nantucket individuals, families, vessels, businesses and trades, churches, schools, voluntary societies, and clubs. These materials include letters, diaries, receipts, bills, and other documents. Logbooks, journals, and account books are also collected. The manuscript collections, in addition to the library s collection of photographs and maps, comprise the library s principal research collections.

8 Audiovisual Collections The audio visual collection holds 60,000 historic images preserved as prints, film negatives, glass-plate negatives, ambrotypes, cartes de. visite; daguerreotypes, tintypes, postcards, slides, and color transparencies, as wellas audio- and video tapes. The equipment necessary to create and view unique photographic formats is also included in this collection. Books and Printed Collections The library collects maps, charts, and plates detailing Nantucket or areas in which Nantucketers settled or traveled. Newspapers, scrapbooks, research papers, architectural reports, periodicals, and genealogies a1l of which document or describe Nantucket s history are a part of the printed collections. The library also collects rare books describing Nantucket or books written, or owned, by Nantucketers. In addition to rare books, the library holds a substantial collection of books about Nantucket and related subjects. The latter materials incorporate books about whales and whaling; trade; exploration and travel, primarily in the Pacific and Arctic; ships and navigation; maritime history; Quakers; Herman Melville; lighthouses and lightships; Archaeology and Architecture; decorative arts; chanteys and sea stories; and general history and reference texts. This collection of materials, while not pertaining directly to Nantucket, serves to illuminate the activities, occupations, values, and culture of the island community, as well as the larger world of which Nantucket was, and is, a part. These books provide support for the principal research collections and are of a lesser collecting priority. III E) The NHA s historic structures, sites, and easement collection consist of real property holdings acquired to illustrate important aspects of Nantucket s culture and architectural history or for the preservation of open lands or monuments in a manner consistent with the association s stated mission. Properties considered part of the historic properties collection differ from nonhistorically significant properties acquired by the NHA as capital-asset holdings. The historic properties collection consists of buildings that represent important and significant architectural or cultural aspects of Nantucket s history, areas of open land that incorporate important vistas or historically significant properties, and historic easements and restrictions acquired to preserve historically important buildings or facades. As provided in the NHA s bylaws, Article 9, Section 1: Any transaction involving buying, selling, exchanging, making or receiving an easement or restriction, leasing, or the placing of an encumbrance of any kind, effecting real property interests owned or to be owned by the association, requires the affirmative vote of A) a two-thirds majority of those present and voting at a duly called and held meeting of the Board of Trustees; and B) a majority at a duly called and held meeting of the membership.

9 Both the Properties Committee and the Collections Committee shall advise the Board of Trustees on all matters relating to the acquisition, disposition, and management of the association s historic properties collection. When acquiring property for the collection, either through purchase or donation, every effort will be made to secure sufficient funding to ensure the perpetual preservation and maintenance of the property. Without such resources, it is highly unlikely that the NHA would accession such property. III F) Nonaccessioned Collections The NHA will occasionally accept, for use in research, educational, or public programming, artifacts that are considered duplicates of artifacts already in the collection or artifacts of inferior quality. Such items will not be accessioned as part of the NHA s permanent collection and will be considered, in consideration of their use for hands on programming, as expendable. In instances where items are accepted as nonaccessioned gifts, the donor will be advised of the NHA s intended use of the items and any relevant changes in their tax benefit. In addition, certain items in the NHA collections that fall outside the scope of the organization s mission and collections policy can be determined by the Executive Director and Curator of Collections to be candidates for the Non-Accessioned Collections category. In such cases, the procedures for de-accessioning will be strictly followed in order to convert such items from their status as accessioned items to non-accessioned items available for educational purposes. The library will not accession certain types of materials: these materials include books (excluding rare books or books that form a unique collection) and reference materials, photocopied material, architectural and student reports, and other items that are not germane to the library s principal research collections. These materials will be-assigned a nonaccession number by the registrar so that their addition to library collections can still be tracked. IV Curation of Collections IV A) Collections Development: Donations, Bequests, and Exchanges The NHA s collections are developed by acquisitions through unrestricted donation, bequest, or through exchange with other institutions. The NHA is chartered as a nonprofit educational institution under Commonwealth and federal law. The value of accepted gifts to the association may be deductible for income tax purposes within the limits of current and applicable tax law. The NHA and its employees adhere to the Internal Revenue Service regulations regarding the processing of non-cash gifts. Therefore, the donor is fully responsible for obtaining and paying for any appraisal that may be needed for personal tax records. NHA staff and trustees will not provide appraisals or select (hire) an appraiser for a donor. When feasible, staff may provide a donor with a list of qualified appraisers. NHA staff will cooperate in making donated materials available to the donor s selected appraiser. The NHA will also cooperate with the prompt completion of any tax forms the IRS may require a donee institution to provide.

10 IV B) Collections Development: Purchases The NHA s collections are also developed through purchase. Personnel authorized to purchase collections, within annual budgeted limits or available restricted funds are: 1) NHA Purchases: The Curator of Collections, with approval of the Executive Director, for individual purchases within the budget of the NHA Acquisitions Line in the annual Curatorial Budget; 2) Gifts of the Friends of the NHA: The Curator of Collections, with approval of the Executive Director and the President of the Friends of the NHA and/or a designated agent (eg. Acquisitions Committee Chair) of the Friends, for purchases that meet with the reasonable consensus approval of the Friends (in timely response to solicitation from the President by , letter, or phone), and fall within the acquisitions budget of the Friends of the NHA. 3) Gifts of the Max and Heidi Berry Acquisition Fund: The Curator of Collections, with approval of the Executive Director, with the approval of Max and/or Heidi Berry, for purchases that fall within the annual contribution designated by the Max and Heidi Berry Acquisition Fund. 4) NHA Purchases Off-Set by Gifts from Individual Donors: With some frequency, the Curator of Collections is approached by individuals with verbal and/or written offers to fund specific collections purchases. The Curator of Collections, with the approval of the Executive Director, has the discretion to proceed or not to proceed with such purchases based on his/her judgment as to a) the validity of the individual s offer based on experience, relationship with the NHA, and track-record of reimbursements; b) relevance of the artifact in question to the collections policy of the NHA. Upon completion of such purchases, the donor will immediately be sent an invoice for reimbursement, with the inclusion of all agreed costs (such as buyer s premium, tax, shipping, etc.). IV-C Record Keeping The NHA is dedicated to completion and accurate documentation of its collections in accordance with current professional standards. Accessioning, registration, cataloguing, loan, deaccessioning, and inventory procedures will be clearly delineated in the NHA s Collections Procedural Manual and updated periodically to meet current museum practices and NHA needs. The NHA will strive to maintain regular, periodic inventories of all its collections with duplicate records kept in secure, separate locations with protected access. IV-D Preservation and Conservation The NHA shall provide and monitor safe storage and exhibition conditions for all collections, including permanent collections and loans, by providing adequate space, suitable security, and a proper physical environment. This includes the regulation of light, humidity, temperature, and protection from pollutants, contaminants, and infestations. All measures and treatments of historic materials shall be consistent with professionally accepted

11 conservation standards as specified in the American Institute of Conservation s Standards of Practice The Curator of Collections, Collections Manager, Registrar, and Librarian are responsible for selecting outside conservators and supervising their work. IV-E Incoming Loans The NHA will periodically solicit loans from individuals and institutions to enhance its educational, exhibition, and research missions. In accepting loans, the NHA will exercise the same care and discretion in the display, storage, insurance, and handling of borrowed items as is used in handling its own permanent collections. Artifacts will be accepted for loan only for the period specified in a loan receipt form that relates to an exhibition or research project. Long-term loans in general will not be accepted. Long-term loans already in the NHA s collection will be considered for renewal semi-annually and evaluated as to their continued relevance to the NHA s objectives. IV-F Outgoing Loans As part of its educational mission, the NHA recognizes the importance of making its collections available to other nonprofit educational institutions for their specific exhibition or research needs. Outgoing loans will be considered when a request is received from an established cultural or educational institution with verifiable experience in the care, handling, and exhibition of museum artifacts. Each object requested will be considered individually, taking into account its anticipated use by the NHA and its structural suitability to leave the NHA s care. Loan requests may not be approved if an object is considered unsuitable for transport. Requests for loans must be submitted to the Curator of Collections, or the Executive Director, at least three months prior to the proposed loan period. Every prospective borrower will be required to complete a detailed facilities report and to provide proof of sufficient insurance coverage. Borrowers will also be required to sign the NHA outgoing loan agreement as proof that they will abide by the guidelines and restrictions outlined therein. The NHA must be credited in all labels and catalogues as the owner of the borrowed objects longterm outgoing loans will in general not be permitted. Preexisting long-term loans will be evaluated annually as to the host institution s continued care of the artifact(s) and to any change in the NHA s own needs for the objects. Approval of all loan requests will be made by the Executive Director in consultation with the Curator of Collections. A fee may be charged to cover the costs incurred in processing the loan in accordance with an established fee schedule. V Copyright The NHA will comply with federal copyright law in acquiring legal title and in exhibiting and reproducing all collections materials, photographic images, and publications. Efforts to obtain clear agreement for copyright will be made at the time of transfer of ownership, but lack of copyright will not preclude acquisition of the item. Requests for reproduction of museum-owned and copyrighted materials will be referred to the Executive Director for approval

12 and, if needed, legal counsel. The Executive Director shall have the authority to license the manufacture and sale of reproductions and shall also ensure the accuracy and appropriateness of those items, the manner in which they are advertised, and the conditions under which they are sold. The NHA holds copyright to all materials generated by employees within the scope of their employment and to materials created by consultants as work for hire according to Title 17 of the United States Copyright Code. Under certain limited situations, with the approval of the NHA Board of Trustees, the association may acquire copyright through special legal contract. Such materials will be clearly marked as to their copyright status. The NHA reserves the right to limit the use, reproduction and/or publication of all photographic and manuscript materials regardless of copyright status. VI Deaccessioning The Nantucket Historical Association is committed to the acquisition, preservation and interpretation of material that is relevant to the culture and history of Nantucket. In general, objects are accessioned into the collection with the intention that they will be retained permanently, as long as they continue to be relevant and useful to the stated mission of the association. To ensure the proper care and qualitative improvement of its collections, however, the NHA undertakes, on occasion, a program to deaccession, or permanently remove, objects from the association s collections that the association determines are no longer relevant to its mission. As stated in section III above, Objects and properties accepted by the NHA shall....be received without restrictions for use or future disposition. Some library materials, however, may be accepted with restrictions. The NHA reserves the right to consider any item in its collection as a candidate for de-accessioning at any time in accordance with the guidelines for de-accessioning stated below. This provision is made explicit in the terms of the Deed of Gift form. All funds accrued from deaccessioning will be placed in a restricted account and used for the acquisition of new objects. Both the curatorial department and the library have deaccession accounts. In accordance with the collections practices and policies of model organizations such as AASLH (American Association for State and Local History), the NHA may also use such funds, with approval of the Executive Director, for conservation, restoration, and support of objects in the association s collection. In addition to its responsibility for the care and preservation of its collections, the NHA recognizes it has a responsibility to the Nantucket community and to its beneficiaries. To maintain its effectiveness as a community organization, the NHA is committed to preserving the good will and confidence of both its beneficiaries and the public. Therefore, the Board of Trustees of the NHA and its representatives on the collections committee endeavor, in all deaccession decisions, to consider both the good of the institution and the necessary maintenance of public confidence and good faith.

13 VI A) Standards for Deaccessioning An artifact will be considered for deaccession under specific, limited conditions, which are: 1) Failure to meet stated collecting criteria in terms of provenance, date, or origin; 2) Unnecessary duplication of other collections materials; 3) Deterioration beyond repair, which precludes use for study or exhibition, or when the cost of conservation is greater than the significance of the artifact; 4) Determination that an artifact is not authentic or has lost its essential integrity; 5) Compliance with state and national laws concerning the repatriation of native materials (NAGPRA) and other international repatriation agreements; 6) Questions as to the association s ownership of the artifact(s), i.e., the artifact has been stolen, improperly acquired, or illegally exported or imported in violation of applicable state and federal laws. 7) Occasionally, donors designate a gift as Donor-specified for De- Accession. Such donations include non-mission-related materials intended for sale or exchange to support the collections of the NHA. In such cases, a special Deed of Gift form called Donor-Specified for De-Accession is used. Library and archival materials will be deaccessioned under the following conditions: 1) If there is unnecessary duplication of library collection materials (see below); or materials overlap in subject matter, with the inferior or less useful item to be deaccessioned; 2) Materials do not fit within the stated collecting parameters of the library; 3) Ownership of the item(s) is questionable, i.e., the artifact has been stolen or illegally exported or imported in violation of applicable state and federal laws; 4) Item s deterioration precludes use for study or exhibition, or when the cost of conservation is greater than the significance of the artifact. Duplicate library materials qualify for deaccessioning under the following stipulations: Duplicate books will not be accessioned unless it can be shown that they were owned by a Nantucketer; many books, for example, contain signatures and bookplates of Nantucket men and women (loosely, a Nantucketer is defined as someone who was born or lived on the island, or who had long-standing ties with the island). It must be remembered that items do contain the signatures and bookplates of non-nantucketers as evidence of previous-ownership. In the case of books about Nantucket or written by a Nantucketer, the library must retain five copies of each volume; additional copies can be considered for deaccessioning. Duplicate copies of books that do not pertain wholly to Nantucket can be deaccessioned. In regard to other library materials, only one copy of the item will be retained, unless it can be shown that additional copies have associative value, i.e., they were owned by a Nantucketer. In the case of multiple copies owned by the same person, only one copy need be retained.

14 VI-B Procedures for Deaccessioning Historic materials proposed for deaccessioning from the artifact collections will be submitted in a written report from the Curator of Collections, with review by the collections committee and approval of the Executive Director, to the Board of Trustees. Materials proposed for deaccessioning from the library collections will be submitted in a written report from the Librarian, again with review by the Curator of Collections and the collections committee, and approval of the Executive Director, to the Board of Trustees. The report will include recommendations for disposal of the items in the following order of preference: 1) Transfer to the NHA s nonaccessioned educational collections; 2) Gift, exchange, or sale to another educational organization; 3) Sale through public auction; 4) Consignment for sale with due public notice; or 5) Disposal. Exception: Library materials that are rare or particularly valuable will not be transferred to the NHA nonaccessioned educational collections, but will be disposed of either by sale, either through sale to another educational organization or through public auction, or by gift to another educational organization. Private sale or exchange with private individuals is not permitted, nor is the transfer or sale of collections items to any member of the NHA staff, Board of Trustees, board of advisors, friends organization, or committee members. All deaccession actions will be fully documented in the permanent record. VII Sale or Transfer of Historic Properties As with its artifactual and documentary holdings, the NHA is committed to preserving the goodwill and confidence of both its beneficiaries and the Nantucket community in all its property transactions. The Executive Director, the chairman of the Properties Committee, and the chairman of the Collections Committee may make recommendations to the Board of Trustees for the deaccessioning of real property based on the criteria outlined under Procedure for Deaccessioning. Final decisions on historic property deaccessions will be made by the association s Board of Trustees and the membership as specified in the NHA s bylaws, Article 9, Section I. In the sale or transfer of a historic property, the NHA will be lead by its chief interest of preserving the property in perpetuity in cooperation with allied interests and organizations. Priority in the sale of historic properties will be given to community interests and organizations who share a commitment to the preservation of significant historic features of the property.

15 VII A) Standards for Deaccessioning Historic Properties Historic property will be considered for deaccessioning under specific, limited conditions, which are: 1) Failure to meet collections criteria in terms of historical significance, architectural integrity, or unique or exemplary value; 2) Lack of potential to fulfill the NHA s mission or public, educational, and research priorities; 3) Physical deterioration that precludes use for study or exhibition or cost of renovation that exceeds the value of the property; 4) Representation or replacement by a more authentic or historically significant example. VII B) Disposal of Historic Properties Historic property holdings from the collection may be disposed of by one of four methods: sale, trade, donation, or destruction. If offered for sale, the NHA will ensure, through easements or restrictions, the preservation of significant historical characteristics the association determines are significant and important to the property. Significant consideration should be given to placing historic properties, through donation, exchange, or sale, with another nonprofit educational institution whereby the property may serve the purpose for which it was originally acquired by the NHA. The properties committee in consultation with the collections committee, and with the approval of the Executive Director, will make recommendations to the Board of Trustees as to the appropriate method of disposal. In its decision to deaccession property and the method of disposal, the board will give primary consideration to the interests of the NHA, the interests of the historic property collection, and the interests of the Nantucket community in an effort to limit any possible repercussions or damage to public confidence. When a property is to be disposed of by sale, the NHA will offer the property through a public offering. All revenues derived from the sale of historic properties are restricted to the acquisition of new historic properties or to the conservation or restoration of NHA s other properties. Prior to disposal, the NHA will document the property through accurate and thorough measured drawings and photographs, if not already available, to ensure that an accurate record of the property s configuration and condition is on file in the association archives prior to any transfer of ownership. VIll Security Given the irreplaceable nature of the NHA s collections, security is a primary institutional concern. The clear delegation of security responsibility, limited access to the collections, and specialized security systems are the primary methods used to ensure collections safety. The NHA will establish and regularly review security, emergency, and disaster plans and procedures for each of its properties.

16 IX Private and Nonprofit Use of Historic Properties and Collections Use of NHA public facilities by small groups and organizations for the conduct of programs of broad public interest is encouraged with the understanding that the operational requirements of the NHA and the security and maintenance of its buildings, exhibition areas, and historic collections be given first consideration. In addition, the NHA offers rental opportunities to private parties and organizations at some of its historic sites, including the whaling museum, and the candle factory. In such cases, direct supervision of collections and properties is conducted by members of the NHA staff who oversee such events. X Access to Collections The NHA is committed to making its collections accessible to researchers and the general public, including people with disabilities, through exhibitions, educational programming, and research-directed examination. However, conservation and security concerns will dictate whether access is possible and under what circumstances. The Curator of Collections will be responsible for determining all relevant conditions for public access to the collections. Exhibition is the-primary means of public access to the collections. Curatorial and archaeological objects that are not on exhibition may be available to scholars and other groups by advance appointment. Materials for the research of the library s collections are available for use and examination during library hours. A fee for the use of the library will be charged to nonmembers of the NHA (with some exceptions). Access to certain archival materials may be limited. Collections personnel and library staff will provide reference services to aid researchers whenever possible. Finding aids, card catalogs, microfilms, and computer databases will be made available in the library. The general public is allowed open access to binders containing photocopies of prints and other materials in the photographic collection. Photographs, slides, videotapes, and audiotapes are available for reproduction for an advertised fee. Certain photographs and photographs of collections objects may be restricted or limited in their availability for reproduction or reference. The NHA reserves the right not to sell any of its photographic images. The photo archivist is responsible for reviewing all photographic publication requests, communicating to interested parties the fees involved and, with approval of the Executive Director and/or the Curator of Collections, granting permission to publication. The NHA staff will respond to all reasonable written or telephone requests for collections-related information. Extensive research will incur a fee. The Executive Director is responsible for determining the extent to which NHA staff members can fulfill outside research requests, given other demands on staff time and the usefulness of the project to the museum. The library may supply researchers with photocopies of items from its collections, for a fee; provided photocopies will be used for research purposes

17 only. Such photocopies will be clearly stamped with a copyright disclaimer. Selected library materials may also be available for microfilm loan and reproduction in order to provide research copies to appropriate cultural and educational institutions. A fee may be charged for this service. The Curator of Collections and/or the Librarian will have the authority to grant permission for those reproductions. The Curator of Collections and/or the Librarian will review all requests to quote from manuscript materials and will grant permission for the use of library materials in publications. Research requests submitted to the library, by telephone, mail, fax, or , will be answered, as staff time allows, for an hourly fee. The NHA will periodically adjust and publish guidelines and fee schedules for commercial use of its collections and properties. Catalog information on the NHA s bibliographic holdings may be made available to researchers, at the discretion of the director of museums and curator, on a limited-basis for research only. Public access to donor, insurance, or appraisal records will not be allowed. The Executive Director will have final authority to determine the limits of collections access.