What Do We Keep? The Collection Policy Noraleen A. Young CA Keeping History - GSUSA September, 2009

The Collection Policy: What is it? An approved written statement that provides guidelines for the collection. Defines what you will collect. Defines what you will not collect. Defines who manages the collection. Defines who uses the collection.

The Collection Policy: Why Have It?  Explains  Establishes  Identifies  Defines  Creates  Determines

The Collection Policy: Who is it for?  The Council  The Archives Committee  The Donor  The User

The Collection Policy: How do you write it?  Archives committee  Writing/Revising  Board approval (ideal)

The Collection Policy: What does it contain?  Mission Statement  Collection defined  Acquisitions & Accessioning  De-accessioning  Users Defined  “Housekeeping”

The Collection Policy: The Mission Statement  Brief statement of what you are about  Elevator conversation

The Collection Policy: Define the Collection  Time period  Place  Format & How much  Access  Not collecting

The Collection Policy: How will you get the items?  Gifts  Donations with strings attached  Loans  Trade  Other sources

The Collection Policy: De-accessioning: how to get rid of it  Trade  Transfer  Return to donor  Other methods

The Collection Policy: Housekeeping  Approval of policy  Review process – updates  Training of new volunteers/staff

The Collection Policy: How do you use it?  Apply it as you work with current materials in your collection  Use it as a guide when accepting new items  Update/review it on a regular basis

The Collection Policy: Applying the Policy  It is your guide to your collection  You will get more comfortable making decisions.  Sleep on any decisions you make.

The Collection Policy: Supporting Documents  Collection Management Manual Deed of Gift Accession Record Deaccesion Record Condition/Treatment Record

Supporting Documents: Collection Management Manual  Procedures for the archives  It will include Processing steps. Copies of all forms used and instructions on how to use them Policies Job descriptions

Supporting Documents: Deed of Gift  Provides for the legal transfer of materials from a person or group to the council.  Official council records do not need a deed of gift. [Some archives use a transfer sheet.]  Can transfer copyright and literary rights, if specified.

Supporting Documents: Accession Record Form that tracks: Who gave what When they gave it What they gave What to do with what you do not want

Supporting Documents: De-accession Record  Details the actions taken to dispose of unwanted material.  It is kept permanently to answer questions related to the items.

Supporting Documents: Condition/Treatment Record  Track treatments to an item Cleaning Repairs  Condition statements by appraisers or conservators

The Collection Policy: Review  A living, breathing document  Backbone of your collection  Write it!  Use it!