Collections Management Policy - Revision history

GHM director at 13:42, 16 March 2024

2024-03-16T13:42:52Z

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			__NOTOC__

	''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.''		''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.''

GHM director: /* Loans */

2023-06-10T14:57:32Z

Loans

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	'''Outgoing Loans'''		'''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.		Museum artifacts or archival materials are available for loan to other similar educational and cultural institutions, not to individuals, for the purpose of public 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 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 Curator is responsible for all due diligence regarding safety in handling, transportation, storage, and display.

GHMadmin at 15:53, 12 March 2023

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	* Folk art which reflects the lives and perspectives of the craftspersons and their environment around 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 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 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.		* Objects reflecting the social and cultural life and communities of the area.

GHMadmin at 15:52, 12 March 2023

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	===Functional Positions===		===Functional Positions===

	~~====~~Board of Directors~~====~~		'''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.		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.

GHMadmin at 15:51, 12 March 2023

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	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.		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'''		'''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.

	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'''

	~~====~~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.		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~~====~~		'''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.		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~~====~~		'''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.		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~~====~~		'''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:		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:

GHMadmin at 15:49, 12 March 2023

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	===Appendix: Definitions===		==Appendix: Definitions==

	A collection object is an item that has been or is in the process of being accessioned into the collections.		A collection object is an item that has been or is in the process of being accessioned into the collections.

GHMadmin at 15:48, 12 March 2023

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	====Collections Ethics and Conflict of Interest====		===Collections Ethics and Conflict of Interest===

	''We must protect ourselves and our people from any complaints of unethical behavior.''		''We must protect ourselves and our people from any complaints of unethical behavior.''
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	====Collections Management Information====		===Collections Management Information===

	'''Public Disclosure'''		'''Public Disclosure'''

GHMadmin at 15:47, 12 March 2023

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	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:		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		'''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.		* 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.		* 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.		* 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.		* 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.		* 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.		* 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'''

	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.		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		'''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.		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 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.		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		'''Confidentiality'''

	Matters of Museum administration shall be held in confidence.		Matters of Museum administration shall be held in confidence.

	Appraisals		'''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.		Greer Heritage Museum does not provide appraisals. Upon request, the Curator may 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		====Collections Management Information====

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

	A collection object is an item that has been or is in the process of being accessioned into the collections.		A collection object is an item that has been or is in the process of being accessioned into the collections.
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	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.		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~~


	[[category:Operations]]		[[category:Operations]]

GHMadmin at 15:39, 12 March 2023

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GHMadmin at 15:31, 12 March 2023

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	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.		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~~=====~~		'''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.''		''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.''
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	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.		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~~=====~~		'''Conditions of Transfer of Title'''

	* All donations are considered outright and unconditional gifts to be used at the discretion of the GHM.		* All donations are considered outright and unconditional gifts to be used at the discretion of the GHM.
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	* Permission may be granted by the GHM for scholarly use of aural and visual materials provided proper credit is given.		* 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~~=====~~		'''Appraisals and Donor Tax Deductions'''

	Gifts to the GHM qualify as charitable deductions under section 501©(3) of the Internal Revenue Service tax code.		Gifts to the GHM qualify as charitable deductions under section 501©(3) of the Internal Revenue Service tax code.
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	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.		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~~=====~~		'''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 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.

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	'''Appraisals and Donor Tax Deductions'''		'''Appraisals and Donor Tax Deductions'''

	Gifts to the GHM qualify as charitable deductions under section ~~501©~~(3) of the Internal Revenue Service tax code.		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.		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.
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	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.		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		====Security====

	The Director and Curator are responsible for development and implementation of a Security Plan. This plan will include:		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;		* Facility systems for security and fire detection, alarm, and monitoring;
	Acquisition and access to necessary equipment such as fire extinguishers;		* Acquisition and access to necessary equipment such as fire extinguishers;
	Trust requirements for volunteers at varying levels of access;		* Trust requirements for volunteers at varying levels of access;
	Management and record-keeping of keys and other building access;		* Management and record-keeping of keys and other building access;
	Development and procedures for Security volunteers and staff;		* 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);		* 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.		* 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.~~		====Preservation====

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

			====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:		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.		* '''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.		* '''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.~~		'''Inventories'''

	Insurance		Taking and reporting physical inventories of the collections on a periodic basis should be planned 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.		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		====Collections Ethics and Conflict of Interest====

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