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1 SAMPLE DOCUMENT Type of Document: Collections Management Policies Museum Name: Maine Maritime Museum Date: 2009 Type: Specialized: Maritime Budget Size: $1 million to $4.9 million Budget Year: 2011 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 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 Laws Mission Statement Objects Found in Collection Objects Left in Custody Other: Photography Rights & Reproduction Review Scope of Collections Other: Vision statement, Fiscal Management, Historic Watercraft Collections Care, Entertainment Use of Collections Facilities, Commercial Use of Collections and Facilities, Destructive Sampling Collection categories include the permanent collection, watercraft (vessel) collection, museum archives, research library, volunteer lending library, education collection, and boat-shop collection. 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 Maine Maritime Museum Collections Policy Introduction The purpose of this document is to establish policies governing the stewardship of Maine Maritime Museum s historical collections, both objects and library/archives contents. Our possession of these collections entails the highest trust and the presumption of permanence, care, documentation, and accessibility. However, as situations and policies change, it is sometimes necessary to alter the status of an object within the collections, to deaccession an object, or to exchange objects between institutions. The Museum attributes importance, meaning, and value to its collections through educational programs, exhibitions, public forums, publications, and scholarly research. The meanings of collections change through time and may reveal the attitudes of the original makers, meanings held by the people who first used an object, the knowledge of collectors, and the understandings of scholars who study the objects. Also, the types of objects collected reflect the changing attitudes of the Museum itself. Mission Statement: Maine Maritime Museum celebrates Maine s maritime heritage and culture in order to educate the community and a world-wide audience about the important role of Maine in regional and global maritime activities. The Museum accomplishes its stewardship through: discriminate collection and preservation and dissemination of historic materials and information, engaging educational programs, relevant and compelling exhibitions, and a unique historic shipyard, all connecting the past to contemporary and future issues. Vision Statement: Maine Maritime Museum offers unique experiences through unsurpassed collections, well-maintained historic buildings, compelling exhibits, and outstanding educational programming and services. The institution is financially sound and forward-focused; new technologies and viewpoints are embraced in a timely manner. Visitors, members, volunteers, and staff are enriched by their involvement with the Museum; the Museum s vitality 01/15/2010 NRL 1

3 infuses the regional, and national cultures and economies. The Museum is a world-class museum attracting a global audience to Maine s rich maritime heritage and culture. Background Established as the Marine Research Society of Bath in 1962 to support the research, writing, and publishing of A Maritime History of Bath, the organization s mission expanded in 1964 to encompass the operation of a maritime museum. For years the Museum did business as the Bath Marine Museum. In 1975, the mission expanded again, and the organization formally changed its name to Maine Maritime Museum. Through the 1980s and 1990s, the institution worked to truly make itself a museum of all of Maine s maritime history. Authority Maine Maritime Museum is a private, non-profit corporation established under the laws of the State of Maine. The Museum is governed by a Board of Trustees in accordance with the By-Laws. The Board employs an Executive Director as manager of the Museum, who in turn employs staff to operate the Museum. The Collections & Publications Committee of the Board has responsibility for recommending policies pertaining to the acquisition and maintenance of art and artifacts, library, archives, historic structure and boat collections, and establishing registration and conservation standards. The Committee brings these policies and all deaccessioning and disposal of object collections for approval by the Board. The Committee oversees research, scholarly publications and exhibition programs and advises the Board on these matters. Personnel Executive Director: The Executive Director is directly responsible to the Board for the execution of these policies, services and programs. The Executive Director delegates authority and responsibility for collections to the Curator & Library Director, but remains the final staff authority for all decisions affecting the collections, especially deaccessioning. Curator & Library Director: The Curator & Library Director has authority and responsibility for collections decisions, vested by the Executive Director. The Curator & Library Director reports to the Executive Director and works with the Collections & Publications Committee. 01/15/2010 NRL 2

4 Registrar: The Registrar has authority and responsibility for the accession and registration processes, and for care and storage of the object collections, vested by the Executive Director. The Registrar reports to the Curator & Library Director. Library Assistant: The Library Assistant has responsibility for the operation of the research library, including the care of its contents, vested by the Executive Director. The Library Assistant reports to the Curator & Library Director. Professional Conduct Ethics All private and professional activities and actions of Board members, staff, and volunteers are governed by the Museum s Code of Ethics. Legal Issues All private and professional activities and actions of Board members, staff and volunteers shall respect the laws and regulations of the State of Maine and the federal government. Fiscal Management The operating budget for the curatorial and library departments is requested annually by the Curator & Library Director, reviewed by the Executive Director, and approved by the Board. All funds for the acquisition and care of collections come from the operating budget, restricted funds, gifts and grants. The management of these funds for these purposes is the responsibility of the Curator & Library Director, who is also responsible for applying for appropriate gifts and grants. Policy Review and Revision The Collections & Publications Committee of the Board, with the assistance of the staff, shall review this Collections Policy and make any necessary revisions at least once every three years. If Committee members or staff members see a need, review and revision can occur more often. Revisions need the final approval of the Board. 01/15/2010 NRL 3

5 Collections Management Policies Scope of Collections History: The Marine Research Society of Bath was formed in 1962 to support the research, writing, and publishing of A Maritime History of Bath. The Society began collecting in 1964, when it began doing business under the name Bath Marine Museum. Its collections then concentrated on the wooden sailing vessels built in the city of Bath itself, and the activities of the Bath Iron Works. To a lesser extent, collections covered the other towns of the Bath Customs District, which were all the towns on the Kennebec River, plus West Bath, Topsham, Brunswick, and Harpswell. But, because of the origins as a Research Society, the Museum s research library assumed unusual size and importance to the organization. For a short time, the organization s only employees were a curator and a librarian. In 1975 the name of the organization was officially changed to Maine Maritime Museum, and over the next six or seven years the collecting criteria changed to encompass maritime material from anywhere in the state of Maine. The Museum collects in order to support its mission and its vision for the future (see above). The principal interpretive themes of Maine history that we collect around are: shipbuilding, boat building, fishing, coastwise commerce, ocean-going commerce, recreation, inland lakes & rivers, naval history, and the development of coastal communities. These categories are intended to be interpreted as broadly as possible, including such subjects as sailor s handicrafts and the federal life-saving and light-house services. With our collections, we attempt to document Maine s maritime history as thoroughly and evenly as possible. What makes the organization unique, however, even among maritime museums, is the emphasis on shipbuilding. No other museum in the country operates an intact shipyard as an historic site, or has such an impressive collection of shipbuilding tools. Object Collections: the Museum collects objects related to Maine s maritime history. This includes objects made, used, or owned by mariners, fishermen, shipbuilders, ship owners, ship managers, shipyard workers, other maritime tradesmen, and government employees like customs collectors, life-savers, and lighthouse keepers. Included are objects related to cargoes aboard Maine vessels, especially the coasting trades of lumber, lime, ice, and granite. We include pieces of Maine vessels and boats, and entire smaller watercraft. This also includes artwork of Maine vessels and Maine maritime people, and models of Maine vessels. We may also collect nautical objects without a Maine connection, if we have no similar Maine-related objects and if they are needed to support a particular exhibit or program theme. 01/15/2010 NRL 4

6 Library/Research Collections: the Museum collects archival (unique) material, such as photographs, manuscripts, oral histories, and ship plans, only if they have a Maine connection. Paper ephemera are also of interest only with a Maine maritime relationship. We collect published material, especially books and navigation charts, relating to maritime history anywhere in the world, because Maine vessels and Maine people went everywhere. General maritime and historical periodicals are collected, but interest in them diminishes if they contain no Maine-related material. In both library and object collections are included smaller amounts of material which extend the boundaries of the collection into the areas of social, family, labor, minority, and women s history, in order to present to the viewers and users of the collection a well-rounded idea of maritime history. Examples of this include the 1880s-1890s contents of a shipyard owner s home (exhibited at the William T. Donnell House) and the 1910 contents of a shipyard worker s home (not yet on exhibit). Collection Categories The Museum s collections are grouped in the following categories, all designed for furthering the Museum s mission. Permanent Collection: This is the main collection of historical objects, and is given the highest degree of care and documentation. It consists of accessioned items, intended to be kept for the foreseeable future. Watercraft Collection: This is a sub-division of the Permanent Collection, containing vessels of various sizes. The boats are accessioned and the same standard of documentation is used. They are also considered permanent parts of the collection, and high standards of preservation are met. However, because of their size and nature as watercraft, it is permitted to store and exhibit them in buildings with reduced levels of climate control. Museum Archives: The archives of the Museum s own records are separately accessioned. The records of the different departments are organized and culled according to established retention schedules. The portions of the archives which are designated as permanent records receive the same standard of care as the permanent historical collections. Research Library: The library collections contain both published and archival materials. These are also permanent collections. All of the archival material and most of the published items are accessioned, and all are subject to the highest standard of care. Volunteer Lending Library: This sub-division of the Library consists only of non-accessioned books which are duplicates of 01/15/2010 NRL 5

7 those in the main part of the Library. They are available for lending to volunteers and other staff members. They are not subject to the standards of this policy document. Education Collection: These objects are not accessioned, and are intended for handling and use in educational programs. They are not subject to the standards of this policy document. Boatshop Collection: This is a sub-division of the Education Collection and consists of tools and other objects used in the Museum s boatshop. Some are historical in nature; none are accessioned. They are not subject to the standards of this policy document. Acquisition and Accessions Museum personnel will collect and seek contributions of objects which further the mission and vision of the Museum, which fit the criteria outlined in the Scope of Collections above, and especially those which are specifically mentioned in the Museum s Collections Plan. Material may be acquired by donation, bequest, purchase, or exchange. Collecting decisions are the responsibility of the Curator & Library Director; the Executive Director is the final authority for these decisions. In addition to the criteria spelled out in the Scope of Collections and the Collections Plan, collecting decisions can be affected by the following issues: 1. Documentation, or lack thereof, of the material: association with Maine, detailed provenance, associated stories. 2. Association with objects or other material already in the collections of the Museum. 3. Physical condition and size 4. Price 5. The Museum s ability to conserve and otherwise care for the object. 6. The donor or seller s ability and willingness to convey all rights, including copyright. 7. Duplication or redundancy. The following guidelines must be followed: A. It is understood that title can be hard to prove for many historical objects. However, no item will be accessioned into the collections if there is any question that the giver or seller may not have legal ownership. B. Acquisitions will be accepted only on an unrestricted basis. Any exception must be approved in advance by the Collections & Publications Committee. 01/15/2010 NRL 6

8 C. Acquisitions will not be accepted if the acquisition can be seen as a conflict of interest or will otherwise bring discredit to the Museum. D. Museum personnel will not provide a monetary appraisal of any object. Appraisals, if needed for any purpose, must be gotten from a third party. E. The Museum shall adhere to archaeological standards consistent with those of the American Association of Museums, the International Council of Museums, and the United Nations Educational, Scientific and Cultural Organization, and shall not knowingly acquire or exhibit artifacts that have been stolen, illegally exported from their country of origin, or illegally salvaged or removed from commercially exploited archaeological or historic sites in recent times. F. Special care will be taken in acquiring objects or specimens from endangered species, the possession of which may be controlled by law. G. Objects promised to the Museum as future gifts or bequests will not be accessioned until physically received. Purchases shall be documented by a valid bill of sale. Donations (including bequests) shall be documented by a valid deed of gift, signed by the donor(s) or a legal representative of the donor(s), and countersigned by the Executive Director. The Museum endeavors to secure exclusive or non-exclusive copyright license on all acquisitions. Unless the Museum can document that it owns copyright, the Museum cannot grant rights to reproduce objects in the collection for any other purpose. The acquisition of copyright is handled by the Registrar when acquisition documents are signed. Salvaged objects found in or on the Museum s historic properties, which are appropriate to the permanent collections and which are believed to be the Museum s property, may be accessioned into the permanent collections. Bills of sale, deeds of gift, and all other documents relating to acquisitions and accessions shall be kept as part of the permanent accession files by the Registrar. The Curator & Library Director will inform the Executive Director of accessions as they happen, will inform the Collections & Publications Committee of them periodically, and will provide all Board members with the complete list of accessions annually. 01/15/2010 NRL 7

9 Deaccession and Disposal Stewardship of collections is understood to imply permanence and responsibility. With this in mind, deaccessioning and disposal of historical collections must be done only for the advancement of the Museum s mission. The Curator & Library Director shall recommend deaccessioning, in writing with reasons stated, to the Executive Director and the Collections & Publications Committee for approval. Deaccessioning must be finally approved by the Board of Trustees. Deaccessioning shall be based on the following criteria: 1. Lack of relevance to the Museum s mission; 2. Duplication in the collection or acquisition of a better or more complete example; 3. Discovery of an object to be a fake or forgery, or to have had inaccurate or fraudulent documentation; 4. Need to return an object for legal or ethical reasons, including restitution of objects to Nazi war victims or repatriation of material to tribes under NAGPRA; 5. Deterioration beyond hope of stabilization or preservation; 6. Physical threat to other portions of the collections (such as insect infestation). Objects deaccessioned by the Museum shall be disposed of in one of the following ways, in order of priority preference: 1. Sale, trade or transfer to another non-profit museum or historical institution; 2. Sale at public auction; 3. Sale to a reputable dealer (to be used only for library and archival material); 4. Sale through the Museum s store (to be used only for published material, especially books and magazines, that is not rare and is of modest value); 5. Documented destruction; 6. Used for educational or other Museum purposes. There should be no attempt or expectation of concealing the deaccession or disposal of an object from the Museum s collections. In the case of a public auction of deaccessioned items, staff and Board members may not personally participate in the auction if they have been involved in the decision to deaccession or have any special knowledge or advantage of the sale. 01/15/2010 NRL 8

10 Museum staff will make a good-faith effort to notify the original donor of a deaccessioned item, to explain the reason for the deaccession decision. All funds realized from the sale of deaccessioned items shall be used only for the purchase of other objects for the historical collections of the Museum. Loans Outgoing Loans: Loans from the permanent collections may be made to nonprofit organizations for educational and research purposes. Prospective borrowing institutions will send their loan request in writing, and will provide MMM with a standard facility report. Approval of the loan will be based on the following criteria: 1. Borrower s ability to provide care and climate control equivalent to that provided by the Museum; 2. Likelihood of loan to disrupt the Museum s own plans and programs; 3. Connection of borrower s mission to the Museum s; 4. Ability of the object to withstand the proposed use and transportation; 5. Harmony of the loan s concept with the Museum s code of ethics (absence of real or perceived conflicts of interest); 6. Confidence in the ownership or provenance of the object. Objects will not be loaned for a period of more than one year. Possible extensions may be negotiated annually. The borrower will insure the loaned objects at a value provided by the Museum, and will provide the Museum with a Certificate of Insurance prior to receiving the loan. The borrower s insurance will cover the objects during transportation, as well. The borrower will provide adequate transportation in both directions, unless otherwise arranged. Loans from the permanent collections shall not be made to individuals, including Board members, staff, and volunteers. Loans will not be made to commercial organizations except in short-term instances of special educational value, where the commercial organization can provide care and climate control equivalent to that provided by the Museum. 01/15/2010 NRL 9

11 Loan decisions shall be made by the Curator & Library Director, who may deny a loan based on special circumstances not foreseen by this policy document. Incoming Loans: In general, the Museum will pursue and accept loans of objects or library/archives material only when they are needed for specific exhibit or research purposes. Such loans will not be accepted if they are being made solely to enhance the monetary value of the object or for the lender s storage convenience. If desired by the lender, the Museum will extend insurance coverage for the object, at the value stated by the lender, as long as that value is in line with fair market value. The Museum will not repair, alter or conserve loaned objects unless necessary for exhibit purposes, and in that case, with the written permission of the lender. Museum staff may negotiate short-term deposits of objects when the depositor represents (in writing) the object as a future gift to the museum, or when it is brought to the Museum for research, exhibit consideration, conservation examination, or inter-institutional transfer. Such deposits will be for no longer than 60 days. Deposits will not be accepted without the prior approval of the Curator & Library Director. Incoming loans shall be for a period of one year or less. If the decision is made to keep them longer, the loan documentation must be renewed on an annual basis. Should the Museum staff be unable to contact the lender, the Curator & Library Director will take action to (eventually) claim title to the object under the Maine abandoned property law. If appropriate, the object may be accessioned upon the completion of this process. Unsolicited loans will not be accepted without the approval of the Curator & Library Director. Documentation The Registrar shall be responsible for thoroughly documenting all objects and library/archives material accessioned into the permanent historical collections. The Executive Director and Curator & Library Director will provide the Registrar with any documentation in their keeping. 01/15/2010 NRL 10

12 Documentation for every object accession should include: Deed of Gift, signed by donor or donor s representative and Executive Director Bill of Sale, if a purchase Incoming Collection Sheet Curator & Library Director s notes Any correspondence with the donor or seller (hard copy, if ) Any historical documentation or photographs relating to the object Accession list (annual) Catalog form Location and movement records For library/archival accessions, the Registrar will keep the same documents, except for the catalog form and location/movement records. Cataloging or indexing data and other finding aids for library/archival material will be created and kept in the Library. The Registrar will also create and keep Loan Agreements, Temporary Deposit Agreements, and associated correspondence and notes. The Registrar will keep these documents in fire-proof file cabinets. A copy of the up-to-date accession list will also be kept in a fire-proof file cabinet in the Library. Whenever possible, digital versions of the documents will also be kept, always backed up to current acceptable standards. Collections Care The Museum will ensure the preservation and stabilization of its holdings through the investment of time and funds, and through adherence to professional standards of policy and procedure. The Museum will keep up a program of preventive conservation employing the following practices: 1. Store and exhibit objects only where temperature, humidity, light levels and access can be properly controlled; a. Some objects may be exhibited in historic structures which lack climate control, at the discretion of the Executive Director and the Curator & Library Director b. Most historic watercraft may be exhibited or stored in areas without climate control 2. Use only archival or inert support materials for storage and exhibition; 01/15/2010 NRL 11

13 3. Maintain an active environmental monitoring program; 4. Maintain an active integrated pest management program; 5. Maintain an active risk assessment and risk management program; 6. Maintain an active fire detection, prevention and protection program; 7. Maintain an active flood detection, prevention and protection program; 8. Establish collections handling procedures and guidelines for all collections care workers and collections users. The Museum s Library/Archives will pursue a regular program of holdings maintenance as its primary preservation activity, employing the following practices: 1. Unfolding or unrolling documents; 2. Removing or replacing harmful fasteners; 3. Reproducing unstable documents; 4. Placing materials in acid-free folders and boxes; 5. Shelving materials in environmentally-controlled and secure storage. The Museum will undertake a regular program of conservation for both objects and library/archival materials. 1. Conservation treatment shall be carried out by trained professionals hired for this purpose, or by staff or volunteers who have been properly trained for specific tasks; 2. In some cases, funding of conservation treatment may be a condition of acquisition; 3. Overall condition, intrinsic value, vulnerability or potential loss, degree of use and impending use are factors which may be considered in contemplating or prioritizing treatment. 4. Staff shall schedule and supervise a cyclical program for examination, care and cleaning of objects and library/archival materials on exhibit or in storage. The Museum staff shall prepare condition reports before and after an object is loaned (both incoming and outgoing loans), before and after an object is treated, and whenever a change in an object is noted. Museum staff will consult with conservation experts whenever appropriate and necessary. 01/15/2010 NRL 12

14 Off-site storage for Museum collections will be avoided, except for temporary situations in which the off-site storage facility has been determined to provide an adequate environment for collections. Museum staff will perform complete collections inventories, of both object and library/archives collections, at least once every ten years. Sensitivity shall be shown to the handling and care of sacred or cultural objects. Whenever appropriate, restrictions in accord with the wishes of their creators will be placed on the use of these objects. Historic Watercraft: The Museum will generally preserve watercraft in a cleaned and stabilized but as-found condition. In a few cases, where near-duplicate examples exist in another museum s or in our collections, or when boats are determined not to have undergone significant change during their careers, collection boats may be cosmetically refurbished and refinished to emulate original or as-used condition. In a few rare cases, collection boats may be conserved using protocols similar to other collection objects conservation (careful cleaning; removal of dirt, grime and possibly later finishes; selective and subtle repairs where absolutely necessary, etc.). In cases where exhibition of a boat s original or as-used finish is desired, it may be represented by a large-scale display model or a full-scale replica of the original craft. Access and Use Access to Collections: The collections of the Maine Maritime Museum exist for the benefit of present and future generations. Therefore, the public shall be granted reasonable access, by appointment, to exhibited or stored collections, on a non-discriminatory basis for the purposes of research and other educational uses. Special tours may also be arranged. To safeguard the collection, the size of groups in the storage and collection areas will be limited, at the discretion of the curatorial staff. In all cases, the public will be accompanied and supervised by curatorial staff or the Executive Director during the entire time they are in the non-public areas. Outside contractors must be accompanied by staff at all times in the collections areas. 01/15/2010 NRL 13

15 The Museum s research library is open to the public on a non-discriminatory basis during stated open hours only. Users will have access to the reading room only. Staff will bring material to the user upon request, and will monitor activity in the reading room at all times. Access to maps, charts, ship plans, and bound volumes of newspapers must be by appointment only, because of their storage situation. At the discretion of the Curator & Library Director, known and trusted researchers may be granted stack privileges (personal access to the library s shelving). Use of the library s equipment, such as the microfilm reader/printer, is on a first-come, first-served basis unless reservations have been made. Access to objects or library/archives material may be limited only by timelimited donor restrictions, restrictions based on the condition of the collection items, or a temporary hiatus of accessibility when an item is on exhibit. The Museum s archives of its own records are considered to be proprietary material. Access to many of them may be restricted, at the discretion of the Executive Director. Access is by appointment only, under direct staff supervision. Collection records are also proprietary material, and some types of information, especially information about the donor, are restricted. As collections data gets computerized, non-sensitive information about the collections can be posted on the Museum s Web site. Judgment of nonsensitive information is made by the Curator & Library Director. Access Fees: Researchers using the library or the object collections in person will pay the regular admission fee to the Museum, with the same benefits (second day admission, etc.). Curatorial access is by appointment only, and staff will assess an hourly fee for access needed beyond one half hour. Researchers requesting information by telephone, fax, mail, or will be required to pay an hourly fee for staff/volunteer time spent, over 15 minutes. The fee may be computed in half-hour units. A minimum fee of must be prepaid. First 15 minutes is free (providing adequate time for many telephone inquiries). Exceptions to above: Museum members, students, media staff, staff of other museums and historical societies, and people arriving to make a donation do not need to pay admission or a fee, but still must make an appointment (except for use of the research library during its regular open hours). Visitors 01/15/2010 NRL 14

16 with inquiries related to family donations will be admitted free to curatorial areas only by appointment. Entertainment Use of Collection Facilities: Food and drink will not be allowed in any collections area of the Museum, including storage areas, laboratory, library, exhibition galleries and historic structures where historic objects are on exhibit, excepting that: In certain Museum-sponsored circumstances food and drink will be permitted in Sewall Hall and the adjoining service hallway of the Maritime History Building. In certain Museum-sponsored circumstances food and drink may be permitted in the Mold Loft of the Percy & Small shipyard, and in Donnell House. Food and drink are encouraged in Long Reach Hall. Food and drink may not be stored in any collections area of the Museum, including object storage areas, laboratory, library, historic buildings, and exhibit galleries. Smoking is only permitted in the driveway and parking lot areas. Commercial Use of Collections and Facilities: Use of collections and facilities for commercial purposes shall be allowed only when carefully controlled and monitored by staff. Facilities or historic site use, other than normal rental of Long Reach Hall, requires the written approval of the Executive Director. Commercial use of historic images, images of historic objects, or reproductions of historic objects in the Museum s collections requires the written approval of the Curator & Library Director. Permission must be requested in writing, preferably on letterhead. Appropriate and proportional use fees will be charged. Use of facilities or historic structures must not be likely to cause harm to the structures or the collections housed therein. Commercial media productions must not distort the purposes or historical integrity of the Museum and its collections. No object, exhibit or structure will be used in promotion of a product or service in a way that implies endorsement by Maine Maritime Museum. 01/15/2010 NRL 15

17 Destructive Sampling of Collection Objects: Destructive sampling (any use in which part of an object is permanently removed, as the taking of a paint sample from a sea chest for analysis, or a piece cut from a bone for carbon dating) of the Museum s objects or structures shall not be done without permission of the Curator & Library Director or the Executive Director. Decisions will be based on the following review criteria: Will the sampling compromise the future utility of the object? Are there alternative means of obtaining the needed data? Would the information gained justify the damage caused? Is the researcher making the request competent to carry out the tests? Photography of Collections: Casual photography and videotaping for personal use is permitted in the public exhibition areas of the Museum, unless it is being done in a manner considered inappropriate by Visitor Services personnel. Use of flash photography or tripods is not permitted. The Museum will provide, at a reasonable cost, photographic reproductions of objects or images in the collections, for study and research purposes. Approval to photograph collections or collection settings for commercial use or publication will be subject to a fee schedule. Commercial photography must be approved in advance by the Curator & Library Director or the Executive Director. Permission to photograph objects may be granted to individual researchers by the Curator & Library Director or the Executive Director. 1. Requests to photograph the collections must be made in writing to the Curator & Library Director; 2. Object to be photographed shall be handled only by a member of the curatorial staff or a trained curatorial volunteer; 3. Objects may not be removed from Museum property without prior approval of the Curator & Library Director and appropriate curatorial supervision. The Museum retains all copyrights and rights to publication and distribution of images from the historic collections, subject to applicable federal and international law. Although use rights may be assigned, photographing of historic collections does not automatically confer permission to reproduce or publish such materials. 01/15/2010 NRL 16

18 Publication of Images and Quotes: Permission to publish or broadcast historic photographic images, images of historic collection objects, and quotes from documents in the Museum s collection must be requested in writing, preferably on letterhead. Requests should go to the Curator & Library Director. Appropriate and proportional use fees will be charged, or waived. A copy of every publication using such an image or quote will be given to the Museum. Risk Management Recognizing the public trust inherently placed in cultural institutions, the Museum has the responsibility to develop, implement, and maintain a disaster preparedness plan. This preparation is essential to recovery from potential hazards, including natural disasters, vandalism, theft, fire, and mechanical system failure. The disaster preparedness plan seeks first to identify, then eliminate or reduce risks to: The Museum s visitors and personnel, Its permanent collections, and Its buildings. The disaster plan shall be prepared and regularly updated by a staff and volunteer committee. The Museum shall also create and place in strategic locations a book of emergency procedures. Security: All collections of the Museum should be secure from vandalism and theft, whether in storage, on exhibit, or on loan to another institution. In addition, the Museum must provide its lenders with assurances of security for objects loaned for exhibition. It is the responsibility of all staff and volunteers to report exhibit situations that might lead to personal injury, object damage, or object theft. The Registrar reviews exhibitions for safety from theft and damage of objects either owned by the Museum or on loan to the Museum. If any objects are judged by the Registrar to be in unsafe exhibit situations, the Registrar has the authority to prohibit the exhibition of those objects and to close the exhibit until the objects are made secure. 01/15/2010 NRL 17

19 The Museum shall install and maintain appropriate security systems to detect unlawful entry, theft, and fire or smoke. Fire suppression systems will also be installed in appropriate areas of the Museum. Insurance: The Museum maintains a blanket fine-arts policy, sufficient to cover the costs of recovery from a catastrophic loss. The policy is procured and administered by the Registrar. The policy covers the Museum s collections and objects on loan to the Museum. Objects loaned to the Museum are covered at values set by the lenders, which are in line with fair market value. When necessary, additional insurance will be obtained to cover the full value of loaned collections. 01/15/2010 NRL 18

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