A PRIMER ON MUSEUM COLLECTION MANAGEMENT

By Martha Fruth

Local History Notebook, July / August 1985

A collection of objects is what distinguishes a museum from other cultural and educational institutions. The primary reason a museum exists is to harbor the collection. The objects are used for careful study by scholars, scientists and collectors, and as the basis of exhibitions and other educational programs. The museum collection is a means to learn about our past and a tool to teach about our heritage. Consequently, museums properly emphasize the preservation and display of the objects in their custody.

Since the collection is so essential and critically important to a museum, it is incumbent on every museum, no matter how small, to practice responsible collection management. Good collection management ensures that all affairs related to the preservation and use of the collection are directed in a controlled and professional manner. This begins with a strong, clear statement of the policies which govern collection activities and is followed by a concise set of consistently applied procedures. Thoughtful policies and procedures are the keystone to a creditable collection management program.

Every museum should have a collection management policy drafted and approved by its governing body. This policy should be more than just a statement of the museum's collecting objectives. It should help to clarify all functions related to collection management. The policy should include: a reiteration of the purpose of the museum; a definition of the scope of the collection; the collecting goals; the approved methods of acquisition; mandates for responsible recordkeeping, accounting, insurance, care, and access; provisions governing incoming and outgoing loans; and deaccessioning and disposal considerations.

Acquisition

The first important decision is the scope of the collection. What will the museum collect? What geographic region and time frame will the objects represents? Objects of what historical or scientific significance will be sought? How will the physical condition of an object, restrictions on use, or duplication in the collection be taken into account?

In addition, there are a multitude of other management questions to be answered about how acquisition will be handled. Who will be responsible for evaluating a potential acquisitions? Who will be responsible for accepting or rejecting items on behalf of the organization? How will the museum handle requests for tax appraisals? How will a transfer of title, or ownership, take place?

By what methods does the museum intend to build its collections? Most often museums are dependent on donations and bequests to acquire collection pieces. However, almost every museum encounters a situation when an important piece is available only as a purchase. If a collection acquisition fund is established, regulations governing the use of the fund should be part of the management plan.

Record Keeping

An axiom for historical museums is, "An object is only as valuable as the information which accompanies it." This is especially true when the worth of an object is linked to its historical or scientific significance, rather than a simple aesthetic appreciation. Keeping accurate and usable records about the objects in a collection is the cornerstone of a responsible collection management program. A record should be kept for almost every transaction affiliated with an object.

The first record which is generated for an item is an accession record. An accession is an object or group of objects acquired from a single source at a single time. A legal document showing transference of ownership, such as a deed of gift, or bill of sale, must accompany each acquisition and remain a permanent record. Since these documents are the proof of ownership for the collection, it is a good idea to keep a duplicate set in a separate and secure location. The minimum information required for an accession record is the source, the date of acquisition, a brief description of the object(s) acquired, and the number assigned to the accession.

The sometimes mysterious museum number, which is marked on the artifact, is the link between the object and its record. Number systems vary among museums, but some type of marking is essential to tie the object back to its documentation. Most contemporary numbering systems use a three-part, meaningful number. The number indicates which year the object was added to the collection and which accession it was within the year; also, each object is assigned a number within the accession. (Example: 985.12.3 indicates that the object marked with this number was acquired in 1985, from the twelfth recorded donor or vender, and is the third object in the accession.)

Numbers are affixed to the object in an unobtrusive place, usually by applying a narrow strip of enamel paint and writing the number on the strip with indelible ink. It is then covered with a protective coat of lacquer. This is done so that the number cannot be inadvertently removed; if necessary, it can be removed with the proper combination of solvents. Numbers should not be permanently attached or engraved, nor should they be applied with gum labels which can either dry and fall off or the adhesive can become extremely gummy and impossible to remove.

After an accession record is generated and the object marked, registration and catalog records are created. Registration records are organized by the object number and include the basic inventory information about each item, such as: location, appraisal value, donor information, and a detailed description or photograph of the object. Catalog records repeat much of the same information about each item but are arranged by useful categories, such as source, object name, subject, style, etc.

Accession, registration and catalog records are created for every object as soon as it becomes part of the collection. But these primary files are only the beginning of the record-keeping process. The information in these files must be updated when necessary, such as when an object is moved to a new location, the condition has changed, or the insurance value is updated. It is a good idea to do periodic inventory checks to make sure everything is as it is recorded.

Depending on the uses of the collection and the sophistication of the collection management operation, there may be other records associated with routine care. These might include: conservation reports for work done on a piece, insurance reports, a record of the people who have used collection items for research, a record of exhibitions or publications in which the object has appeared, or loan records.

It is important to have sensible guidelines with regard to loans in order to protect the collection. The museum should designate who may make decisions about pieces lent to, or borrowed from, the collection, and who will process the loan. Generally, loans from a museum are lent only to other nonprofit, educational institutions and not to private parties or commercial enterprises. Loans are usually granted only for display or research purposes and not for active demonstrations or theatrical props. It is standard practice in museums today not to accept long-term, indefinite, or permanent loans, a common practice not too many years ago. Over the years confusion over ownership, a tendency to become dependent on such borrowed pieces, and responsibility for damage or deterioration in pieces lent with such terms has discouraged this practice. Today the duration of a loan is usually no more than 1-3 years.

Most importantly a loan agreement should include: the name, organizational affiliation, address, and signature of the person responsible for the loan; the name and address of the location where the object will be held; the accession number and description of what is being borrowed; the exact dates of the loan period; the purpose of the loan; insurance requirements; packing and shipping specifications; and any special conditions, provisions, or restrictions such as, security precautions, credit lines, photographic privileges, etc.

In addition to the loan agreement, there are a few other records which typically accompany a loan. These are a facilities report, condition reports, and a proof of insurance certificate. A facilities report is used in evaluating whether the borrowing institution has satisfactory staff, security, and storage and exhibit environments in order to properly care for the items which it has requested. Condition reports should be filed for each object both when it leaves the collection and when it returns. The report describes existing damage and also notes areas of fragility or potential damage. Photographs are recommended. The proof of insurance certificate, or letter of intent to be self-insured, should indicate that the owner will be reimbursed for the full appraised value in the event of loss or damage. The owner should have such documentation before an object is released. If a large number of loans enter and leave the museum, it is a good idea to keep a calendar as a reminder of when loans should be returned.

The last major set of records is related to deaccession and disposal of collection material. Here it is important to note in a permanent record when and why a piece was selected for deaccession. It is also necessary to record the details surrounding the disposition of the piece. All accession, registration, and catalog records should be updated to indicate that the piece is no longer in the collection, but under no circumstances should these records be removed from the permanent file.

If all the steps to properly care for the collection are being taken, it will be a simple task to keep the records current, complete, and accurate. Likewise, if careful records are being kept on collection transactions, it ensures that all the necessary measures will be followed, and none overlooked. Again, record keeping is the cornerstone to responsible collection management.

Conservation

Conservation is the primary care an object receives which protects it from damage or loss. It includes providing proper environmental conditions, treatments to ensure the preservation of the object, security, and handling. Conservation is the most tangible aspect of collection management because it frequently involves working directly with the objects.

Controlling the environment in which an object resides can greatly affect its condition. It is incumbent on a museum to provide the environment which will best reserve the collections entrusted to its care. The optimum environment varies according to the materials with which an object is made. Environmental considerations include: temperature, humidity, lighting, pest infestation, and chemical pollution. All objects should have a stable climate, with temperature and humidity varying no more than plus or minus five degrees. Improper lighting can contribute to the rapid deterioration of an artifact. With lighting the general rule is to minimize or eliminate the intensity, temperature, and extreme high and low spectrums. The pest problems of insects, mold and mildew can attack a single specimen or an entire collection. Keeping display and storage areas clean, routinely replacing repellents, and providing treatment for active infestation are all a part of caring for the collection. Collections should also be protected against chemical pollutants, both from physical contact with incompatible materials and from airborne particles such as dust and deleterious gases.

Actually providing treatments for singular artifacts in the collection is a very small part of collection management. This category includes cleaning, stabilization, design and preparation of exhibit mounts, and preparation of proper storage containers. Cleaning usually takes place only when the item is first brought into the collection, or when it is being prepared for display. Stabilization encompasses a great variety of treatments all of which are intended to slow or reverse active deterioration or to minimize weakened sites of potential damage. Providing proper display mounts and storage modes for delicate artifacts will prevent much of the common damage done to collection pieces.

In the most ideal of situations, if collections receive faultless care, there would be no need for treatments which fall into the category of restoration or repair. However, since no such utopia exists, restoration and repair should be added to the list of conservation treatments. Such work should not generally be undertaken without the advice of a trained conservator. All conservation treatments must be reversible; in effect, nothing should be done to an object which cannot be undone, returning the object to the same condition it was in before the treatment. Many times it takes a trained conservator to know the proper technique which meets this requirement, or when it is absolutely necessary to make an exception.

Security is yet another element of a collection management program. Protecting the collection against fire, flood, theft, and vandalism should be taken into account and plans made for prevention, detection, and action in the event of such an incident. Unfortunately, but most often, the greatest damage to the collection comes not from natural disasters and criminals, but from improper handling by staff and guests of the museum. Some of the most basic rules of common sense are too often violated, such as: one person trying to move something too large or too heavy alone; trying to carry too many things at once; or stacking too many objects on a shelf to save space. Training people how to handle different items, providing suitable work areas, and supervising inspections and transportation of collection pieces provides priceless protection for the artifacts.

Use

The use of collection material is basically the domain of that component of the museum which handles educational programs. Nevertheless, since collections are involved, sensible collection management dictates that any proposed use of the collection not be an abuse. It should always be the collection manager's prerogative to restrict the use of collection material where unreasonable damage is likely or inevitable. (For example: Under no circumstances should historic china be used for serving food, nor should historic costuming be worn.)

Acceptable and unacceptable uses of collection material are often listed in collection policies. If the stated functions of the museum are broadly defined and educational programs are emphasized as strongly as the preservation aspects of maintaining collections, it may be a good idea to designate a permanent museum collection and a teaching collection. Many museums do this. The best documented and treasured pieces in the collection are reserved for exhibition and research purposes. Secondary materials, either duplicates or objects of general worth in modest to poor condition, are placed in a teaching collection. Handling requirements for objects in the teaching collection are much less restrictive. In this manner all types of use can be accommodated without jeopardizing the main collection.

Disposal

Any museum occasionally needs to deaccession and remove an object from its collection. Because of the sensitive nature of disposal, such matters must be thoroughly addressed in the collection policy, and final decisions about deaccessions should rest with the governing board. The following criteria are generally standard for determining whether an object should remain in the collection. An object may be considered for deaccessioning if it is no longer useful to the purpose or activities of the museum. This situation exists most often in an older institution which has redefined its purpose or narrowed its focus. Some pieces may be candidates for disposal because of their deteriorated condition, others because better examples have been procured over the years and there is excessive duplication of an item. A museum should not keep a piece in its collection if it can no longer provide the care the object may need to ensure its preservation. In some cases, it is proper to deaccession a piece if it would be better utilized by another institution. If a collection piece has been lost or stolen, it too should be deaccessioned.

Once the decision has been made to deaccession a collection piece, there are still numerous other questions to be answered. Procedures should be in place to handle any restrictions tied to possession of the object. What is to be done about objects without donor records, indefinite or permanent loans, and other similar problems? What methods of disposal (return, transfer, exchange, public sale, auction, or destruction) are acceptable? Should any method of disposal be given preference? What is the museum's policy on public disclosure of deaccessioning activities? How should funds realized from a sale be utilized? Deaccessioning and disposal are legally and sentimentally delicate issues. Yet disposal of select collection pieces is an integral part of good collection management. After all, having fewer items allows one the resources to take better care of the ones which remain.

Ethics

A Notebook on collection management would not be complete without a mention of ethical responsibilities. Any museum operating as a charitable trust has certain obligations to the public, regardless of whether it is a public or private organization. These obligations are termed fiduciary responsibilities. It is assumed that the collections are amassed and will be used for the public's benefit. Consequently, a museum is accountable to the public for the way in which it manages its collection. Not only must its policies, procedures, and its practices stand up to public scrutiny, so must the conduct of the people who are associated with the collection. Trustees, administrators, volunteers, and staff alike, if they play a role in the collection activities of a museum, must be concerned with the ethical standards which are associated with collection management.

There should be no conflict of interest, or the appearance of conflict of interest, between a person and the museum in the acquisition or disposal of collection items. Full disclosure of holdings is necessary if a person maintains collections in the same area as the museum. The museum must be offered the first opportunity to procure, at fair market value, collection items from a person's private collection if the material is to be sold. Collection items should never be subject to personal use. All national and international laws regarding acquisition and transportation of collection pieces must be followed. These are just a few examples of the ethical standards recommended by the American Association of Museums with regard to persons associated with collection management. It is good to be familiar with them and to abide by them in all collection transactions.

Conclusion

Strong, clear and thoughtful policies and procedures are the keystones of a responsible collection management program, and record keeping is the cornerstone. These notes give just a hint at the hundreds of building blocks that make up a solid system. But keep in mind that it is those objects, the collection, which make a museum. Collection management is caring for an irreplaceable resource. The effort is obviously complex, but it is more than worthwhile.

Glossary

Accession--(verb) to permanently record a new acquisition as a holding; (noun) an acquisition after having been recorded.

Acquisition--an item or items acquired for the museum collection from a single source.

Catalog--to arrange information about an object into meaningful subdivisions.

Conservation--protection from loss.

Deaccession--(verb) to officially remove an item from the record of holdings; (noun)an object after having been removed from the collection.

Permanent Collection--a group of objects whose primary concern is preservation.

Registration--to record the inventory or management information about an object.

Teaching Collection--a group of objects whose use is demonstration; it implies that loss through use is anticipated.

Sample collection management policies, procedures and forms are available through the Local History Office.

Suggested Reading

The following suggested readings are available through the Local History Office Lending Library.

AAM Committee on Ethics. Museum Ethics (AAM: Washington, D.C.) 1978.

Dudley, Dorothy H., and Irma B. Wilkinson, et.al. Museum Registration Methods (AAM: Washington, D.C.) 1968.

Guthe, Carl. The Management of Small History Museums (AASLH: Nashville, Tenn.) 1964.

Malaro, Marie C. Collection Management Policies (AAM: Washington, D.C.) 1983.

Mac Leish, A. Bruce. The Care of Antiques and Historical Collections (AASLH: Nashville, Tenn.) 1985.

Phelan, Marilyn. Museums and the Law (AASLH: Nashville, Tenn.) 1982.

Reibel, Daniel. Registration Methods for the Small Museum (AASLH: Nashville, Tenn.) 1978.

Tillostan, Robert G. Museum Security (AAM: Washington, D.C.) 1984.

Martha Fruth serves as the head of the Collections/Curatorial Department for the Ohio Historical Society. She has worked in the museum field for fifteen years and is an active member of the American Association for State and Local History. She holds a master's degree from the Cooperstown Graduate Program in Museum Studies, and a B.A. in American Studies from Bennington College.

The Local History Notebook is edited and published by the Ohio Historical Society's Local History Office, in order to bring useful information to persons working in the local history field. The selection of subjects and authors is based on inquiries to the Local History Office and on the editor's determination of issues which are timely in nature and lasting in scope. The reference inserts are copyrighted 1985 the Ohio Historical Society. Reprints are available; please specify volume and number. For information on prices, write to: