Editing Collections Management Policy

A collections management policy articulates the museum’s activities in its collections care, demonstrating that the museum is behaving legally and responsibly towards its collections. GHM is a very small museum and does not need a large policy, but it does need protection from the problems it is most likely to face.

Mission Statement

The mission of GHM forms the basis for decision-making on what policies we will follow in managing our collection.

As a repository of local history, Greer Heritage Museum (GHM) fosters appreciation for the history and culture of Greer, SC and its environs through the educational exhibition of artifacts, the study of local history and genealogy, original research, and compelling storytelling.

 

Delegation of Responsibility

A well-run museum needs clear governance, controls, and authority structure. Best practice, whenever possible, is to delegate decision-making authority to one individual or group.

Functional Positions

Board of Directors

The Board of Directors of the GHM is ultimately responsible for the management of the GHM, its collections and records. The Board shall make final decisions regarding the control of objects in the collection.

Board Personnel

According to the GHM Constitution, the Board of Trustees of the GHM shall elect members to the roles of President, Vice-President, Recording Secretary, Corresponding Secretary and Treasurer, following the process described in the Constitution.

Director

The GHM Constitution states that the Board of Trustees of the GHM may appoint a Director to be the functional representative of the Board in discussions, plans and matters regarding operation of the Museum that do not require Board votes of approval.

Curator

The Board of Trustees of the GHM should appoint a Curator for the museum. The Curator shall be responsible for the implementation of the Collections Management Policy, collections management activities, and collections development. The Curator shall supervise the Collections Registrar and Collection Staff members and volunteers. The Curator shall serve as Selector for the museum.

Registrar

The Curator of the GHM should appoint a Collections Registrar for the museum. The Registrar shall be responsible for maintaining muniment, accession and deaccession records, and the Collections Register. The Registrar shall be responsible to the Curator, assist in supervision of the Collections Staff and assist the Curator in the review and proposed revision of the Collections Management Policy.

Volunteers

Volunteer members of the staff shall be recruited and trained by the Curator and the Registrar to assist in the operation of the museum. These should include:

Docents, trained guides who are familiar with the Museum, its collections, and local history. They will engage the public in friendly, interesting, compelling dialog.
Collections staff, trained volunteers who work with the Curator and Registrar on operations of the Museum.
Security staff, often doubling in one of the duties above, go through a more restrictive selection process and receive extra training.
Combined Functions

A Board of Directors and its member roles are required at all times. GHM will function best with different qualified individuals in each of the other positions, but that will not always be possible. In those situations, the functions of Director, Curator, and Registrar may be shared in any combination of individuals.

 

Description and Process of Collection

We must know exactly what GHM does (and does not) collect, and why; how it acquires objects and manages ownership; and how it removes objects from the collection. Collecting is not free; there are many hidden and real costs which much be managed.
Collections

The total collection of the museum shall consist of museum artifacts and the museum library. The objects in the collection will relate directly to the museum’s purpose and be used primarily for education, exhibition, and research.

Scope of Collection

Artifacts. The scope of collecting is limited to those objects which are clearly representative of Greer, the upstate of South Carolina as it reflects the cultural context and heritage of Greer, and the experience of those living in the area.
Library. The scope of collecting is limited to those manuscripts, photographs, books, records, maps, or other materials clearly representative of Greer, the upstate of South Carolina as it reflects the cultural context and heritage of Greer, and to historical research in the area described.
Collection Objectives

Artifacts. To strengthen the present collection of objects.

Decorative arts, particularly of Greer and its environs: textiles, clothing, glass, ceramics, etc.
Fine arts, landscapes, portraits, genre paintings and others made by local artists or which document the area.
Folk art which reflects the lives and perspectives of the craftspersons and their environment around the area.
Objects related to the following activities in the area: business, industry, local government, agriculture, education, religion, and organizations, both present and historical.
Objects that relate to the domestic life of men, women, and children in the area.
Objects reflecting the social and cultural life and communities of the area.
Library. To maintain and acquire manuscripts, photographs, etc. pertinent to the interests of the museum’s commitment to promote and encourage the study of local history and original research.

Manuscripts pertaining to all aspects of the history of Greer and its environs with emphasis on social, political, educational, business, religious, cultural, and economic activities.
Published works which reveal the history of life, culture and history of the area, especially local authors.
Periodicals of the area including newspapers, newsletters, bulletins, etc.
Records of permanently inactive organizations as well as those of some currently-active organizations that are critical parts of the cultural fabric of Greer.
 
Acquisition of Collections

For the purposes of this policy, acquisition is defined as the discovery, preliminary evaluation, taking physical and legal custody of, and acknowledging receipt of materials and objects as well as the recording of this process. Decisions regarding acceptance of objects into the collection by the Curator are subject to review by the Board of Trustees.

Guidelines for Accepting Objects

We cannot and do not want to accept and own anything and everything; we must carefully select the most important items that promote our mission and are within our capacity to maintain.

The Curator shall determine if an object can be accepted according to the Collection Policy and the following considerations:

Consistency with the collection objectives and mission statement of the GHM.
The object’s historical, cultural, or social significance to GHM and its environs.
Uniqueness of the object and/or existence of similar objects in the collection.
Condition of the object, whether it can be properly cared for and potential maintenance costs.
Size or other physical restrictions.
Restrictions or conditions on its use imposed by either the donor or the nature of the article itself.
Whether the object is a donation or for sale. Generally it is the policy of the GHM to accept only those objects offered as gifts.
Present or future utilization in education programs or research.
Whether acquisition of sacred objects and/or human remains may be objectionable to the community, people or cultures they represent; or have legal considerations.
Whether the removal of archaeological materials resulted in the damage or destruction of the original site or monument or involved misrepresentation to the owner or governmental entity.
Whether collection of the objects resulted in an adverse effect on the natural resources or environment.
Restricted/conditional donations will not be accepted except in extreme circumstances and only after the approval of the Curator, Director, and/or the Board of Trustees.

Should a proposed acquisition have an exceptionally high valuation, high maintenance cost, or restrictions on its use, the Curator may request an opinion from the Director and/or the Board of Trustees.

If the prospective donation is refused, the Curator may refer the donor to another institution for which the object is appropriate, giving first consideration to other local institutions.

Conditions of Transfer of Title

All donations are considered outright and unconditional gifts to be used at the discretion of the GHM.
No object may be accepted with the understanding that it is to be permanently exhibited.
No collection may be accepted with the understanding that it is to be kept intact.
The GHM retains the right to dispose of gifts in accordance with the Collections Management Policy.
Permission may be granted by the GHM for scholarly use of aural and visual materials provided proper credit is given.
Appraisals and Donor Tax Deductions

Gifts to the GHM qualify as charitable deductions under section 501©(3) of the Internal Revenue Service tax code.
It is the responsibility of the donor to obtain necessary appraisals of donated material. To avoid conflicts of interest, Museum staff members, employees, and volunteers cannot appraise objects donated to the Museum.

United States and International Regulations

The Board of Directors, volunteer staff and employees will abide by all United States and International laws and regulations concerning the transfer of ownership and transportation of objects across national boundaries.
The Museum will not knowingly accept any object that is illegally imported into or illegally collected in the United States or that is collected or recovered under circumstances that would support or encourage irresponsible damage to public or private property.

Objects Found in the Collection

Undocumented Objects

Our collection contains undocumented objects, and in many cases we have no idea where they came from. We must have a process for appropriately and formally adding them to the collection.

These objects will be accessioned and cared for as if they were owned by the Museum until such time as:

The object has been in the collection for five years or more, and will become Museum property if there has been no claimant during that period.
If, during that 5-year period, a claimant comes forth and provides satisfactory proof of ownership, the object will be turned over to that owner through a process managed by the Curator.
The Curator shall decide whether these objects will be made part of the collection or will be recommended for deaccession.
These objects shall be recorded on an Accessions Without Donor form and be processed according to Museum practice.

Object(s) with Incomplete Documentation

Objects with a known donor and no record of date received shall be assigned an appropriate accession number.
Objects with a known date of reception but no known donor shall be assigned an accession number from the year of donation and listed as “Unknown Donor” in museum records.
Objects with no known donor or record of date received may be accessioned if they have not been claimed by a person within 90 days after discovery.
Objects left in the custody of the museum

It is common to have items dropped off “on the doorstep” with no record of who left them with us.

Abandoned objects without a known owner will be processed by the Curator following the policy for Undocumented Objects.
Objects left for such purposes as examination, research and identification must:
Be approved for custody by the Curator prior to acceptance;
Be accompanied with a Registration of Custody form prior to acceptance;
Be handled expeditiously to minimize risk and impact to the Museum.
Procedure for Accessioning Collections

Proper accessioning is essential for museum operations, and there must be a standard method for doing so.

Upon acceptance of the donation, the Donor shall be given a Deed of Gift form, which shall be completed in duplicate and signed by the Donor and the Curator or Curator’s representative. The museum shall retain the original, and the Donor shall receive the copy.
A formal letter of appreciation or other statement of gratitude shall be sent by the Curator to the Donor as soon as possible.
At the time of the donation, provenance and all available information concerning the object(s) shall be obtained.
The object(s) shall be assigned an accession number from the Collections Register, following the standard system of year.lot.item (e.g., 1996.9.4 is the 9th lot added to the collection in 1996, and this item is number 4 in the lot).
The object(s) shall be marked, cataloged, and otherwise recorded in the records of the Museum per accepted procedures.
Confidentiality

Confidential information regarding donors, negotiations, and private collections shall be held in trust by the Board of Trustees, employees, and volunteers.

 

Loans

The more professional we become in our operations, the more likely we will be asked to loan objects or to request loans from other museums or individuals.

Outgoing Loans

Museum artifacts or archival materials are available for loan to other similar educational and cultural institutions, not to individuals, for the purpose of exhibit, research, and scanning or copying.
The Curator is responsible for making the decision to loan artifacts or archival materials.
The Curator is responsible for all due diligence regarding safety in handling, transportation, storage, and display.
The borrowing institution is expected to bear all costs related to the loan.
No loan may occur without an established date of return.
An Outgoing Loan form must be completed by the borrowing institution.
Incoming Loans

The museum will accept loans from individuals, groups, and institutions for the purpose of copying, photographing, scanning, exhibition, and/or research. The Curator is responsible for making the decision to borrow artifacts or archival materials. A Temporary Loan form must be completed by the Museum and the loaning party.

Insurance

In some cases, additional insurance for incoming loans may be acquired by the Museum to protect the lender. For outgoing loans, borrowers may be required to purchase and show proof of additional insurance for the object(s) before taking custody. The determination of the need for insurance will be made by the Curator, Director, and/or Board.

 

Deaccessioning

There will be occasions when GHM needs to remove objects from the collection, which is often emotional and comes with legal complications.

Restrictions on Deaccessioning

An object in the Collection shall not be returned to the original donor. Such action constitutes improper return of a public asset to private hands.
No donated object shall be deaccessioned for three (3) years after the date of its accession. (U.S. Tax Reform Act of 1984 and I.R.S. Regulations.)
Guidelines for Deaccessioning Objects

The Curator shall consider the following guidelines to determine whether an object should be deaccessioned.

The object’s relevancy to the purpose and activities of the Museum.
Whether there is a real danger the object cannot be adequately preserved in the storage facilities available to the Museum.
Whether the condition of the object poses a danger to the Museum or its Collection.
Whether the object has deteriorated beyond any usefulness.
Whether the object can be used in the foreseeable future.
Whether there is a need to improve another area of the collections in order to further the goals of the Museum.
Whether the Museum has a clear and unrestricted title to the object.
Whether the possession of the object is objectionable to the community, people, or culture it represents.
Deaccessioning Objects Without Clear Title

There are additional factors to consider when dealing with objects in the Museum Collections for which there are no clear titles:

The value of the object. This could indicate the extent of potential liability. It may also indicate whether an individual would come forth to make a claim.
The object’s distinction. The more common an artifact, the more difficult it will be for an individual to establish ownership.
Whether the object has ever been displayed publicly as property of the Museum. If so, this may be the basis for establishing title.
The proposed method of disposal, sale, or donation.
Urgency of the need to dispose of it.
Whether the room is needed for something else.
Whether its presence poses a threat to the rest of the Collection.
If the Loaner is identified or the object is considered Abandoned, and whether efforts have been made to contact the Loaner in compliance with South Carolina law on Abandoned and Loaned Cultural Property, Section 25: 45.
Procedure for Deaccessioning Objects from the Collection

The Curator shall recommend the deaccessioning of objects to the Director and/or Board of Trustees.
Upon approval, a deaccessioned object shall be disposed of in one of the following ways:
Donation to a scholarly, cultural, or other non-profit organization.
Exchange or trade with a scholarly, cultural or other non-profit institution provided the value of the object to be received is reasonably commensurate with the value of the object to be disposed of, or that the object to be received will fulfill a particular need in the Museum programs.
Objects may be disposed of by destruction when deterioration or infestation is such that display or exhibition is inappropriate and/or educational potential is minimal.
After all reasonable attempts to donate, exchange or trade a deaccessioned object have been made, a deaccessioned object may be offered for sale. They shall be given for sale at advertised public auction or to the public market in a manner that will best protect the objectives and legal status of the Museum.
A Deaccession Form describing complete details of the transaction shall be placed in the permanent collections records.
Following the deaccessioning of an artifact, appropriate notations shall be made in the Museum Collection Records and all records will be retained in a deaccession file.

Disposition of Deaccessioned Objects

Deaccessioned objects shall not be given, sold or otherwise transferred privately to GHM employees, volunteer staff, their immediate families or representatives, nor to a member of the Board of Trustees, as this would constitute a conflict of interest.

Proceeds from Sale of Deaccessioned Objects

Any proceeds from the sale of deaccessioned objects shall be used for the development and/or maintenance of the Museum collections and not for general operating revenue.

Care of Collections

The safety, security and preservation of objects in the Museum Collections are the responsibility of the Board of Directors, Museum employees, volunteers, Director and Curator. All staff volunteers and employees should continuously be aware of their responsibility for the safety, security and preservation of the Museum Collections. A procedural plan for the care of the collection will be implemented and made available for all Museum personnel.

Security

The Director and Curator are responsible for development and implementation of a Security Plan. This plan will include:

Facility systems for security and fire detection, alarm, and monitoring;
Acquisition and access to necessary equipment such as fire extinguishers;
Trust requirements for volunteers at varying levels of access;
Management and record-keeping of keys and other building access;
Development and procedures for Security volunteers and staff;
Procedures for appropriate staffing (in particular, minimum number of people in the building at any time, and any requirements for Security staff to be present);
Staff training on security issues.
Preservation

The Curator will develop and implement a plan for continuous improvement of the evaluation, condition, care, storage, and conservation of artifacts.

Records

The development and maintenance of records pertaining to the Collections of the GHM are the responsibility of the Curator and the Registrar. A procedural plan for record-keeping will be implemented and made available for all Museum personnel. Records for each object will be divided into two sections:

Registration functions — clear identification of each object; record and evidence of legal ownership and possession of each object; records of all movement of the object while under museum care, including current location; records of all care taken while under museum possession, including cleaning, maintenance, conservation, and restoration.
Curatorial functions — a descriptive catalogue entry, and the broad body of information about the object which establishes the object’s proper place and importance within its cultural or scientific sphere.
Inventories

A separate procedure outlining instructions for taking and reporting Physical Inventories of the Collections on an annual or periodic basis should be included in the Records Plan and made available for Museum personnel.

Insurance

The Collections of the GHM are not insured except as they may be covered in building ownership policies carried by the city of Greer. (Is this correct?) Objects placed in the care of the museum will not be covered by museum insurance and should be covered by the owner’s insurance; the museum is not responsible for damage done to objects placed in its care.

 

Collections Ethics and Conflict of Interest

We must protect ourselves and our people from any complaints of unethical behavior.

All individuals appointed, elected and/or serving as members of the GHM Board of Trustees, the Director, Curator, Registrar, Museum and City employees and all volunteers shall abide by the guidelines of the Collections Management Policy. In addition to guidelines outlined elsewhere in this policy, the following shall be included:

Responsibility to the Collections and Other Museum Property

The objects in the Museum Collections shall not be used as collateral in financial transactions or in any way that compromises the object’s clear title.
Any object that is part of the Museum Collections or in the custody of the Museum or any other property, supplies or resources of the Museum shall be used only for the official business of the institution.
The reputation and name of the Greer Heritage Museum shall not be exploited for personal advantage or the advantage of any other person or entity.
Information about the administrative and non-scholarly activities of the Museum that is acquired in the course of duties and which is not generally known to the public shall be treated as proprietary to the Museum. Such information shall not be used for personal advantage or other purposes detrimental to the GHM.
Referring members of the public to outside suppliers of services such as appraisers or restorers shall be done circumspectly. Whenever possible, more than a single qualified source shall be provided.
No deaccessioned objects shall be purchased by or donated to a member of the Board of Trustees, Museum staff or volunteers.
Personal Collecting

Personal collecting shall not compete with the Museum nor shall advantage be taken of information proprietary to the Museum. Museum affiliation shall not be used to promote personal, family or associates’ personal collecting activity.

Dealing

Buying and selling objects similar to or related to objects in the Museum Collections as a personal business is prohibited. Occasional selling or exchanging such objects in the management of a collection is acceptable.

Acceptance of Gifts

Acceptance of personal gifts of more than a nominal value from artists, craftspeople, dealers or suppliers connected with the Museum is prohibited. Such prohibition includes not only objects of collectible value but also includes discounts on personal purchases greater than those offered the Museum. Gifts derived from purely personal and family relationships are acceptable.

Confidentiality

Matters of Museum administration shall be held in confidence.

Appraisals

Greer Heritage Museum does not provide appraisals. Upon request, the Curator can suggest appraisers or other sources so long as more than one name is given. The Museum should not make arrangements for the appraisal and cannot pay for the appraisal.

 

Collections Management Information

Public Disclosure
The Museum shall respond to all responsible inquiries about the management of Collections.
A published copy of the Collection Management Policy shall be made available to donors and other responsible parties upon request.
Public disclosure of acquisitions shall be made on a periodic basis through annual reports, newsletters, and other publications.
Scholarship Materials

Documentation of objects accrued or developed following their acquisition is the property of the Museum. Interpretative notes, outlines, and illustrative material produced by volunteers and employees working for the Museum shall be the property of the Museum. The Curator shall determine the effective and timely dissemination of information derived from the Collections.

Public Use of Archival Materials

Copies of photographs and other archival materials in the Museum Collections may be provided to interested and qualified persons upon written request and payment of reasonable copy fees. A separate procedure will be available giving the requirements and copy fees for use of archival materials in the Collections.

 

Appendix A: Definitions

A collection object is an item that has been or is in the process of being accessioned into the collections.
Accessioning is the formal process used to accept and record an item as a collection object.
De-accessioning is the formal process used to remove permanently an object from the collections.
Loans are temporary assignments of collection objects from the museum, or temporary assignments of similar objects to the museum, for stated museum purposes such as exhibition and research. These assignments do not involve a change in ownership.
Objects placed in the custody of the museum are items that are not owned by the museum but are left temporarily in the museum for other than loan purposes, such as for attribution, identification or examination for possible gift or purchase.
 

Appendix B: Documents Referenced Herein

Accessions Without Donor form
Registration of Custody form
Deed of Gift form
Deaccession form
Outgoing Loan form
Temporary Loan form
Security Plan
Records Plan
Physical Inventory of the Collections
 
Resources

Nomenclature


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