Editing Collections Management Policy (section)

===Collections===

The total collection of the museum shall consist of museum artifacts and the museum archive. 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 maintain and strengthen the present collection of objects with items which preserve the essential material history of Greer and objects which more clearly explain the story of the city. 
* 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.

'''Archive'''. 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.

* Personal correspondence and papers of individuals who lived, served, or loved Greer. 
* 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 or requirements.
* 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 extraordinary 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 501c(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 the Accessions form as “Found in Collection” 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 “Found in Collection” 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.

The Museum rarely accepts objects left for such purposes as examination, research and identification. When it does, the object 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.