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1 SAMPLE DOCUMENT Type of Document: Collections Management Policies Museum Name: Museum of the Great Plains Date: 2008 Type: History Museum Budget Size: $51,000 to $249,000 Budget Year: 2008 Governance Type: College/University 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 Photography Rights & Reproduction Review Scope of Collections Other: Collection Priorities. This institution also collects natural history items. The table of contents makes this document easy to use. 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 1 STATEMENT OF POLICY AND PROCEDURES FOR REGULATING USE OF COLLECTIONS Revised 01/21/08

3 2 TABLE OF CONTENTS 1. Mission Statement 3 2. Collection Goals Governance Collection Divisions Code of Ethics Care of Collections Policy on Use of Collections Policy of Acquisition Policy for Deaccession and Disposition Policy for Loans MISSION STATEMENT

4 3 The Museum of the Great Plains is dedicated to the collection, preservation, interpretation, and exhibition of items pertaining to the cultural and natural history of the Great Plains region of North America; its purposes are to conduct research into the history of the Great Plains in order to increase our knowledge of humankind, and to make such information available to all, to gather information that will better enable present and future inhabitants of the Great Plains to understand the vivid contrast of the land, climate and people of the region, to enrich the future, to promote appreciation of cultural quality, and to serve as the voice of history in the Great Plains. 2. COLLECTION GOALS The primary goal of the Museum of the Great Plains is to collect and preserve the material culture representing man's experience on the plains for present and future generations, and to promote the study and understanding of these objects. The acquisitions of items provide a means of strengthening the collections and enhancing their value for exhibition, education, and research purposes. To improve the collections value, selective procurement should be exercised. The scope of the collection varies with the needs, activities, and research of the museum, depending upon the area and subject involved, and reflect the priorities of collection interest. The collection can be of general material common to the entire Great Plains or specific items associated with particular people, places, or times within the Great Plains experience. The MGP cooperates with other museums and educational and public institutions in furthering the general objectives of research, education, exhibition, and public service. In furtherance of these objectives, the museum makes loans to, or exchanges with, responsible museums and educational and public institutions. I. Collection Priorities First Priority. To strengthen collection areas in which the Museum has a current specialization and recognized historical interest, especially when these areas are threatened irreversibly by human actvities. Examples of primary priority acquisitions are objects of direct use in present or projected research, or in current educational or exhibition programs; high quality objects needed to full gaps in the current holdings or to

5 4 supplement objects of lesser quality; objects from culture where technological changes and expanding human activity place a time limit on the material collected. Second Priority. To broaden the comparative base of our established collection areas. Examples of secondary priority acquisitions are objects that will strengthen a collection in a subject area related to a previously established one; objects accumulated by specifilists and collectors. Third priority. To obtain collection of a general nature that are within the broad interests of the Museum. Examples of tertiary priority acquisitions are interesting or unique, but adequately documented, objects of milited use in a research-oriented sense; objects outside the scope of current Museum reseaarch collections, but that might in the future have direct use in explaining more fully the diversity of Great Plains culture and nature to the lay public. 3 GOVERNANCE The Museum of the Great Plains is governed by a Board of Trustees, made up of nine (9) persons, all appointed by the Mayor of the City of Lawton and approved by the City Council. Three (3) shall be nominated by the mayor, three (3) shall be recommended by the Board of Trustees of the McMahon Foundation, and three (3) shall be recommended by the Board of Trustees of the Institute of the Great Plains, Inc. A cooperative agreement (or lease) to care for the collection was signed between the Museum of the Great Plains Trust Authority and the Institute of the Great Plains on July 1, 1998, which will remain in effect until June 30, 2048, and be renewed for another fifty (50) year term by mutual agreement of the parties. In this agreement, the Trust Authority agrees that it will use the leased property only for "public purpose use" and the Authority may not assign, sublease or otherwise transfer any rights for any objects donated before July 1, 1998 without the prior written approval of the Institute. Collection control and planning is maintained through the activities of two committees:

6 5 1) the Collection Team is composed of members of the Museum staff and volunteers, and meets weekly to discuss and plan exhibits, educational programming, loans and other activities dealing with the Collection. 2) The Collection Committee is composed of members of the Museum of the Great Plains Trust Authority Board and members of the Institute of the Great Plains Board. This Committee meets once monthly or as called to review all museum donations. The Committee members are appointed by the Chair of the Trust Board. A sub-committee of the Collection Committee is composed of art experts from the facilities of Cameron University and the Lawton Public Schools. This sub-committee reviews all art donations and reports its recommendations to the Collection Committee. The minutes of the Collection Committee are presented to the Trust Board at their regular meeting for approval. If the Committee recommends deacessioning or trading an object which was donated to the MGP before July 1, 1998 the report shall also be submitted to the Institute Board for their approval. 4. COLLECTION DIVISIONS I. Artifact Collection The Artifact Collection of the Museum of the Great Plains consists of three primary divisions : ethnology, natural history and cultural history. The three-dimensional objects include natural history specimens; dinosaurs and mammals of the Great Plains; Native American materials from pre-european and post-european contact; historic artifacts, artwork and folk art from various ethnic groups; and land transportation vehicles and equipment. The Museum's mission to collect and preserve items relative to the Great Plains is well supported by a wealth of material dating from prehistoric times to the present. Many objects date from 1830 to Particular attention has been given to collecting artifacts relative to Anglo/Indian relationships. The influence of traders from Europe and the United States, the creation of Indian Territory, the Bureau of Indian Affairs and the Reservation System have all left their indelible mark on the people of the Great Plains,

7 6 and therefore, on the historical collection of the Museum. The influence of the railroads in settlement, and the lasting effects of farming, ranching and merchandising on the Plains are evident in the Museum's historic buildings and the large agricultural machinery collection. II. Special Collections MGP's Special Collections contains three distinct areas : archives, photographs and a research library. A. The Archives of the Museum of the Great Plains are catalogued into two separate units, and contain both photographs and paper items which have been donated to the museum. In addition, the MGP is the repository for the Lawton Constitution and the Comanche County courthouse records ( ). U.S. Geological Survey (USGS) maps of Oklahoma and scholarly journals are also available to researchers in the Archives. The Photographic Archives include images donated by area residents, local photographic studios, and the Lawton Constitution. Early settlement of the Southwest, Native American Indian culture, local military involvement, wildlife and outdoor scenes, and daily family life in rural and urban Oklahoma and Texas are some of the topics available for viewing. Copy prints can be made by the Museum's photo lab for personal use, publications, and exhibitions. B. The non-circulating Research Library holds over 25,000 titles specializing in the prehistory, natural history, and regional history of the Great Plains. There are numerous books written by county historical societies in Oklahoma and Texas which inject a local flavor to the Library. Although books cannot be removed from the museum, patrons are allowed to look for titles in the card catalog and work in the Special Collections Office. The private library of Waldo Wedel, archaeologist emeritus of the Smithsonian Institution, was donated to the Museum in The collection contains archaeological and historical reports, monographs and journals, and has its own card catalog. III. Archaeological Collection The Archaeological Collection of the Museum of the Great Plains are divided into two distinct parts :

8 7 A. The first portion, leased to the museum, contains the majority of the objects including archaeological, paleontological, biological collections and portions of the faunal material. An archaeological research library contains U.S. Geological Survey maps of much of the United States as well as technical and general information on archaeological studies and inspections throughout the southern Great Plains. These objects have been accumulated by the Institute and Museum personnel, in addition to other organizations and individuals since the inception of the museum in The Archaeological Collection include not only archaeological specimens, but also in many cases field notes, excavation records, laboratory records, photographs and photographic records for archaeological and paleontological field projects. B. The smaller portion of the Archaeological Collection include archaeological and paleontological objects which belong to various federal agencies (e.g. Bureau of Reclamation, Corps of Engineers, Department of Defense, Bureau of Indian Affairs, U.S. Fish and Wildlife Department) by virtue of having originated from federally administered lands, or generated by funding or by legal requirements of a federal agency. The Institute of the Great Plains has authority over this portion of the Archaeological Collection. These collections are being curated at the Museum of the Great Plains and are currently in the process of being inventoried and upgraded agency by agency by Institute staff members. IV. Educational Collection The Educational Collection includes material objects which have been donated directly to the Educational Division or items which have been transferred from other divisions in the collection. All objects from other divisions are deaccessioned before the transfer is complete. The Curator of Education and Living History Interpreter use two of the Museum's historic buildings (schoolhouse and depot) and a replicated trading post in their programming. The material objects are used for hands-on instruction at the Museum of the Great Plains or are placed in educational kits which teachers can lease for their classrooms.

9 8 5. CODE OF ETHICS The distinctive character of Museum ethics derives from the ownership, care and use of objects, specimens and living collections representing the world's natural and cultural wealth. This stewardship of collections entails the highest level of trust and carries with it the presumption of rightful ownership, permanence, care, documentation, accessibility and responsible disposal. Thus, the Museum must ensure that : I. Objects in its custody support its mission and public responsibilities; II. Objects in its custody are protected, secure, unencumbered, cared for and preserved; III. Objects in its custody are accounted for and documented; IV. Access to the objects and related information is permitted and regulated; V. Acquisition, disposal and loan activities are conducted in a manner that respects the protection and preservation of natural and cultural resources, and discourages illicit trade in such materials; VI. Acquisition, disposal and loan activities conform to its mission and public responsibilities; VII. Disposal of objects through sale, trade or research activities is solely for the advancement of the Museum's mission; proceeds from the sale of objects are to be used consistent with the established standards of the Museum, but in no event shall they be used for anything other than acquisition or direct care of the collection; VIII. The American Association of Museum's Code of Ethics, the UNESCO Convention Guidelines of 1970, NAGPRA, and other laws concerning cultural property are recognized as the basis of all decisions concerning such collections (see Attachments); and IX. Collection-related activities promote the public good rather than individual financial gain.

10 9 6. CARE OF COLLECTION Care for objects in the Museum of the Great Plains or in its custody is recognized as one of the major functions of the Museum, and staff is aware of their personal responsibilities to preserve and protect collection objects. To further personnel awareness, the Museum supports and encourages ongoing training. Staff and volunteers who have authorized access to collection observe professional standards at all times. Storage, exhibition, research, and transportation environments are monitored to ensure safe environments for objects whether they are physically inside the building or not. Condition reports are filled out at the time the object enters the Museum. Subsequent changes in condition and location are noted, and if necessary, the advice and/or services of a conservator solicited. The Museum of the Great Plains Trust Authority maintains insurance for all objects in its care. This insurance covers the objects leased to the Authority by the Institute of the Great Plains, in addition to new donations and incoming loans. If required, the MGP Trust will also insure outgoing loans. Reproduction of original images stored in the Archives or those made by the Museum's photographer in no way constitute a change in ownership. The MGP retains all rights to the photographic material on file. Permission will be granted upon request for a one time non-exclusive use of images for publications, exhibition, or other purposes if the proposed use is specified. Proper credit must always be given to the Museum of the Great Plains with any published or exhibited work. 7. POLICY ON USE OF COLLECTIONS I. Availability of the Collection A. The objects at the Museum of the Great Plains and all associated records shall be available for examination and study by any responsible individual, if not otherwise restricted. All individuals admitted to storage areas must be accompanied by a staff member responsible from that division.

11 10 II. B. Final decision as to the nature of use of the objects shall be the responsibility of the appropriate Museum staff members, together with the Director of the Museum if necessary. Decisions shall be based upon the use of the collection in furthering the objectives, purposes and scope of the Museum. C. The objects at the Museum shall be available for examination and study under the normal Museum security procedures. D. Periodic inventories and appropriate maintenance of the objects and their records shall be conducted as stated in the MGP Collections Manual. Appraisals, Identification and Authentication A. Museum employees shall not, in their official capacity, give appraisals. B. Identification and authentication may be given for non-profit professional or educational purposes and in complying with the legitimate requests of professional or governmental bodies or their agents. 8. POLICY FOR ACQUISITION I. Acquisition Evaluation A. All potential acquisitions must be evaluated first in light of objectives and purposes of the Museum. The acceptability of an object for collections will be determined by the curatorial staff. Items will be brought before the Collection Committee, made up of Trust and Institute members, for final approval by the Museum of the Great Plains Trust Board. In addition, all potential acquisitions must also be evaluated in terms of: 1. documentation as to origin, previous ownership, and use; 2. needs in the collection in terms of condition and duplication; 3. possible violation of legal or ethical standards regarding possession and use; 4. storage and conservation requirements. B. All acquisitions shall have permanency in the collection as long as they retain their physical integrity, their identity, and their authenticity, and as long as they remain useful within the objectives and purposes of the Museum. Items for which the Museum anticipates no foreseeable use for exhibitition, research, education,

12 11 or exchange will not be accepted. Potential donor of such items may be referred to other museums having an interest in and use for the offered items. C. The Museum will not acquire any object unless the responsible Museum official or committee is reasonably satisfied (a) that the object has not been stolen, (b) that the object, if exported from its country of origin, was either exported on or before May 1, 1973 or, if thereafter, legally in accordance with the laws of its country of origin, and (c) that the circumstances of the recovery of the object did not involve any unscientific or intentional destruction after May 1, 1973 of a site or monument, either in the United States or elsewhere. D. "Acquire" shall include acquisitions through purchase, gift, bequest, or exchange. "Country of origin" shall mean both "country of ultimate origin" when the object has been recently transported across several international boundaries, and also "country of intermediate origin," when applied to an object formerly transported and then deposited in an archaeological or historical context. II. Direct Acquisitions A. Direct acquisition of objects during field research will be conducted with the agreement of, cooperation of, and according to the laws of the host state or country. B. Museum employees' locating items on their personal time which they feel may be of value to the Museum or which the Museum is known to be actively collecting should inform the Director who will determine the appropriate action the Museum should follow. Active collection by the Museum entails deliberate and sustained effort to acquire particular items or classes of items. Passive collection refers to items that purely by chance are offered or brought to the Museum for inclusion in the collection. At no time should a purchase for an employee's personal collection be made while representing the Museum. C. All object collected during field research sponsored by or financed from the Museum shall revert to the collection of the Museum. III. Indirect Acquisitions

13 12 A. Acquisition through purchase, gift, bequest, or exchange shall be made whenever possible so that title to all objects acquired for the collection shall be obtained free and clear, without restrictions as to use or future disposition. B. If an object is accepted with restrictions or limitations, the conditions should be stated clearly on the gift agreement, which should be made part of the accession records for the object. Such restrictions or limitations should be strictly observed by the Museum. Only under exceptional circumstances will the Museum accept gifts on which the donor has placed restrictions concerning use or disposition. C. For an object acquired as a conditional or unconditional gift, a gift agreement will be signed by the donor and a representative of the Museum of the Great Plains. D. In the case of an object acquired through a sale, an agreement will be signed by the seller and by the Director of the Museum or a Museum representative designated by him. IV. Acceptance of Acquisition Only the Museum Director, curatorial and registrar staff, or other person so designated is permitted to receive objects for consideration of acquisition. V. Policy Violation If the Museum should inadvertently acquire an object that is thereafter determined to have been exported or recovered in violation of this statement of policy, the Museum shall make every effort to return the object to the transferor, or, if appropriate, to the country of origin or other proper owner, keeping in mind the necessity of preservation of the object. VI. Accession Records Records form an integral part of an item s history and aer of primary importance in understanding the item. Records also provide the means by which the Museum establishes its right to possess legally an item, euther through permanent ownership or short-term loan. Careful and explicit record keeping allows the Museum to know an item s history, condition and location, and to classify and catalog items systematically.

14 13 Adequate accession records shall be obtained and maintained in the Registrar's office and the Special Collections office, evidencing the place and circumstances of the origin of each object acquired by the Museum, and the subsequent relevant history of the object in the Museum's collection. All accession records will have a duplicate copy in off-site storage. The proper procedure for the accessioning of items is outlined in the MGP Collections Manual. VII. Transfers between divisions When it is necessary to transfer an object from one Collection Division to another, a gift agreement will be filled out between the two Divisions. Copies of all relevant paperwork and information will be given to the Division receiving the object, and the transfer noted in all files. Objects transferred to the Education Division will be deaccessioned prior to transfer. 9. POLICY FOR DEACCESSION AND DISPOSITION I. Criteria for Deaccession Objects in the MGP collection shall be retained permanently in the Museum as long as they continue to serve the objectives and purposes of the Museum and if the objects can be properly and adequately stored, maintained, preserved, and used. Deaccessioning of objects may, in some cases, be considered when these conditions can no longer be met or in the interest of improving the collection by furthering the objectives, purposes, and scope of the Museum's activities. II. Method for Deaccession Objects of intrinsic value in the collection shall be deaccessioned only upon the recommendation of an appropriate permanent fulltime museum staff member. Review of each transaction shall be by the Director and the Collection Committee. Final approval will be made by the Institute of the Great Plains Board for objects donated before July 1, 1998 and by the Museum of the Great Plains Board of Trustees for objects donated after July 1, III. Disposal Policy

15 14 A. If a museum item ceases to have value in the collection of the Museum of the Great Plains, good management requires disposal of the item, as its retention is a waste of space, staff time, and money. C. Before an item is removed from the collection of the Museum, it should be clear that the item has no further value to the institution. The rationale behind the decision to remove an object from collections should be clearly stated and included in the appropriate accession file. The following procedure shall be followed in such a determination. 1. The Collection Team shall carefully weigh and consider the disposal of each item, by the following criteria: (a) the ways in which an object serves the purpose of the Museum shall be examined; (b) determine the usefulness of the item to the education department for demonstrations and school loans; (c) it shall be determined if an object actually has no further use in the Museum's collection, or if proper repair or restoration could return it to a state of usefulness; (d) if the object poses a threat to the collection, the building, and/or the staff. 2. If no further use can be found for a particular item, the Collection Team will make a recommendation for disposal to the Director. 3. The disposal of any object must receive the approval of the majority of the Collection Committee and appropriate Board of Directors, and all decisions are final. Extreme care should be exercised to determine the justification and specific procedures in accordance with the best professional practice. The Museum of the Great Plains will endeavor to keep the work in the public trust by an offer of exchange, gift or private sale to another public institution, before disposition by other means. 4. Museum of the Great Plains employees, members of the MGP Trust and Institute of the Great Plains Boards, or members of the Collection Committee, and their immediate family members may not purchase or otherwise benefit from the disposition of a deaccessioned object.

16 15 5. If an item is unsuitable for transfer to another institution, or for trade with another institution, the item shall be disposed of at the discretion of the Collection Committee. IV. Allocation of Proceeds A. All proceeds realized from sales of objects removed from the collection shall be allocated to support collection acquisition. B. Preference in such disposition of proceeds shall be given to the Division involved in the disposition. This restriction is to ensure that objects are only removed from the collections as an on-going refinement of the collection, and not as a source of operating funds. V. Records of Deaccessioned Object The deaccessioning or transference of objects shall be kept with the specified division's records. All deaccessioned objects must be marked as such, or the accession number removed from the object. 10. POLICY FOR LOANS I. Outgoing Loans A. The Museum of the Great Plains loans only to institutions which meet the AAA criteria for loans. To assure the proper criteria is met, the staff of the requesting institution will provide a completed AAA Standard Facility Report or equivalent. The Collection Team will then review the request and decide if the loan is appropriate. B. All outgoing loans terminate at the end of the calendar year. A loan may be renewed for the next calendar year by contacting the Museum staff. C. Objects shall be insured by the borrower during the period of the loan for the value listed on the outgoing loan form, unless otherwise stated. A current Certificate of Insurance from the borrower must be provided. D. Loaned objects will not be altered, cleaned or modified in any way without the written consent from the Executive Director.

17 16 E. An outgoing condition report shall be completed before an object leaves the building. The condition report shall be updated at the time of the loan renewal. F. Loaned objects must not be photographed or otherwise imaged without the written consent from the appropriate division staff. If an object is photographed, the credit line shall read : Courtesy of the Museum of the Great Plains, Lawton, Oklahoma. G. The Museum of the Great Plains retains absolute ownership of all loaned objects and reserves the right to terminate the loan at any time if these conditions are not met. The borrower shall not claim any liability resulting from such action. II. Incoming Loans A. The Museum of the Great Plains only borrows objects for exhibits, research and/or for consideration of purchase for the Museum's collection. The decision to request a loan is made by the Collection Team and approved by the Executive Director. If approved, the loan is reported to the Collection Committee at its regular meeting. B. The Museum of the Great Plains will give the loaned objects the same care and protection it gives to its own collection. Evidence of damage at the time of receipt or while in the care of the MGP will be promptly reported to the owner. Staff will not clean, repair, restore or otherwise alter the objects without the Lender's written permission. The Lender should certify the objects loaned are able to withstand the strains of packing, shipping and handling. C. Unless otherwise noted, the MGP may photograph or reproduce by other conventional means the borrowed object for educational, publication and/or publicity purposes with written consent of lender. D. Unless otherwise directed, the objects will be credited as on loan from the Lender. E. The lender will be charged with the responsibility of providing a certificate of transfer to the Museum of the new ownership. Objects will be returned only to the legal owner (or owner's representative) supplied to the museum. F. The loan will terminate on the dated specified in the loan agreement. If the museum's efforts to return the loan are unsuccessful, then at the end of ninety (90)

18 17 days following the expiration date of the loan, the Museum of the Great Plains reserves the right to treat the loaned property as a gift and claim title.

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