SAMPLE DOCUMENT Type of Document: Collections Management Policy Museum Name: Ocean Springs Museum of History Date: 2014 Type: History Museum Budget Size: $250,000 to $999,000 Budget Year: 2015 Governance Type: Private, Nonprofit Organization Accredited: No Have museum s Collections Management Policy: Yes 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.
1600 Government Street, Ocean Springs, MS 39564 Telephone: 228-215-0710 Fax: 228-215-0711 E-mail: Gift Agreement Donor s Name Address Telephone E-mail Description of artifact(s) donated: Credit line: The mission of the Ocean Springs Museum of History is to collect, preserve, research, and exhibit and artifacts that give historical perspective to the City of Ocean Springs. The Museum also seeks to educate and enlighten the public about the value of understanding and preserving local heritage. Explain the significance to the history of Ocean Springs: I, being the lawful owner thereof, hereby give to the Museum absolute and unconditional ownership of the above-listed object(s), together with all copyright and associated rights which I have, to be used in any manner that is deemed to be in the best interest of the Museum. I waive all present and future rights in, to, or over said object(s), its (their) use or disposition. Signature of Donor Date The Museum herby accepts and acknowledges receipt of the above listed artifacts. Signature, OSMH Representative Date 10
1600 Government Street, Ocean Springs, MS 39564 Telephone: 228-215-0710 Fax: 228-215-0711 E-mail: Loan Agreement Lender: Address Telephone E-mail The mission of the Ocean Springs Museum of History is to collect, preserve, research, and exhibit artifacts that give historical perspective to the City of Ocean Springs. The Museum also seeks to educate and enlighten the public about the value of understanding and preserving local heritage. Explain the significance to the history of Ocean Springs and the surrounding area: The object(s) listed below is received subject to the conditions listed on the reverse side for the following purpose: for the period to (from the time it leaves Lender s custody until its return to the Lender) Credit line: Description and condition of object(s): (continue on back of sheet if needed) Signature of Museum Representative Date I have read and agree to the conditions printed on the reverse side, and I certify that I have full authority to agree thereto. It should be understood that the lender releases the Museum from all liability regarding any loss or damage to the object covered by this receipt while in the Museum s possession. Signature of Lender Date ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Object returned by Date (Signature of Museum Representative) Return acknowledged by Date (Signature of Lender) 11
Loan Conditions 1. The lender hereby releases the Museum from all liability regarding any loss or damage to the object covered by this receipt while in the Museum s possession. The Museum shall exercise the same care of the object covered by this receipt as it does in safekeeping of comparable Museum artifacts. 2. Attributions, dates, and other information shown on the face of this receipt are not to be considered appraisals or official opinions by the Museum. The fact that an object has been in the Museum s custody shall not be misused to indicate Museum endorsement. 3. Artifacts may be examined, photographed, and/or copied by the Museum for its own purposes, but will not be restored, treated, or otherwise altered without written permission of the depositor or owner. 4. If there is a change in the identity and/or address of the depositor or the owner, the Museum must be notified promptly in writing. Artifacts must be claimed on or before the return date noted on the face of the receipt. If one other than the original depositor claims the object, the Museum reserves the right to request proof of legal authority to receive the material before artifacts will be released. 5. If the depositor fails to collect the object after the removal date, the Museum will notify the depositor at the address of record. If after five years from the removal date noted on the face of the receipt, the object has not been claimed, then, and in consideration for storage and safekeeping during this period, the object shall be deemed an unrestricted gift to the Museum. I have read and agreed to the above loan conditions. Signature of Lender Date 12
1600 Government Street, Ocean Springs, MS 39564 Telephone: 228 215-0710 Facsimile: 228 215-0711 Emai: Deaccession Form The following item: Description of Historical Artifact: The Historical Artifact recorded as Accession number has been Deaccessioned from the collections of the Ocean Springs Museum of History for the following reasons (check applicable reasons). Duplication of a better example Condition of the object threatens itself or rest of the collection Object is not germane to the collection Museum cannot care for the object properly Authenticity of the object is questionable Method of Acquisition: Purchased from: Donated By: Current market value ; Overall condition: The undersigned recommend the object be deaccessioned. Yes No The undersigned recommend disposal of the object via (list order of preference): public auction with broker as coordinator exchange with another museum/collection private or consignment sale disposal via Property Disposition Registrar of Ocean Springs Museum of History Director of Ocean Springs Museum of History Date 13
1600 Government Street, Ocean Springs Mississippi 39564 Telephone: 228 215-0710 Facsimile: 228 215-0711 Email: Catalog Condition Report (Historical Objects) Location of Historical Artifact: Object name: Accession Number Classification: Date of Object: City : State: Techniques: Materials: Style, type or pattern: Dimensions : Condition: Excellent Good Fair Poor Explain: Examined by: Date: 14