Collections Management Systems, Policies, Sanity

Raise your hand if . . . Your institution has a collections management system Your institution has a collections management system you are very proud of Paper and/or electronic records are accessible to staff and can identify and locate collections objects. Records can be shared with researchers in a way that does not compromise collections security. You have to look no more than two places to find out object condition, location, restrictions, exhibition history, and donor. You have clear policies (which are followed) for accessioning, exhibiting, loaning, and deaccessioning collection objects. You have more than one collection designation to fit the different uses of donated items.

No Policies? Not a complete system. Every policy refers back to your mission. Policies protect your institution from legal action. Policies protect your staff from acrimony. Policies protect your collection from potential destruction. Policies are easy to prepare based on other examples and tailor to your institutions particular needs.

Accession Policy Written in conjunction with curatorial staff. Best if determined by (anonymous) committee. Mission determines what you collect, therefore what you consider for acceptance. Collections management considerations in acquisitions: space, condition, storage, use Can you safely store it? Do you already have one better, or as good, that serves your collection? Can you maintain it practically in its current condition into perpetuity? If not, can you isolate conservation funds for it? Or is it a possible cancer to your collection because the present condition would bring harm to nearby collections objects? Does your environment (outside of space considerations) promote the preservation of this object? If the object fits your mission but does not meet not some of the other collections management concerns, but the curatorial team still wants it, can you determine another use and thereby another accessioning category?

Exhibition Policy Written in conjunction with curatorial and education staff. Much of this policy is transferable to loans for purpose of exhibition. Collections management considerations in exhibitions: Limiting exhibition light conditions. Limiting exhibition length conditions (by object material, or individually based on condition). Dictating display terms (covered cases, two-nail D-ring hangs vs. wire or sawtooth hangers, railings or rope barriers) Museum/gallery events held during exhibition (food and drink allowed, museum security on duty)

Deaccssioning Policy Not the hardest one to write, but the hardest one NOT to have. Best if determined by (anonymous) committee. Should be regularly scheduled part of collections inventory. Determined by factors OUTSIDE OF space and money. Irrelevancy Condition Redundancy

Deaccessioning – It’s what you do with it that is controversial Notify donors or living relatives as a courtesy. Offer to other public collecting institutions first. If to be sold to private individual, needs to be offered for public auction. Proceeds from sales of deaccessioned items can ONLY be used for the care and maintenance of current collections (not for operating, staff, or new acquisitions). No, volunteers and staff should not have a free-choice opportunity to take home deaccessioned items. Document destruction.

Resources Things Great and Small: Collections Management Policies, Simmons Museum Registration Methods, Buck & Gilmore American Alliance of Museums > Resources > Information Center > Sample Documents

Software Starts at $700 For varied collections PastPerfect Free web-based cataloging and sharing software Starts at $700 For varied collections For any sized institution eHive Collections Space

Questions? Need to vent? Horror stories? Pssssst . . . No one is doing it 100% correctly, not even the National Archives. Know better, do better. Know the ideal in order to determine how closely you can practically come to it.