Collection Policy Template - Explanatory Notes

Rethinking the Collection has been developed by Kylie Winkworth with M&G NSW to accompany the M&G NSW Collection Policy Template (see below). It is designed to give users of the M&G NSW Collection Policy Template background information in developing or updating their Collection Policy, and introduces key issues affecting collection management such as developing statements of significance, deaccessioning, collection policies and strategic planning, and joint collection projects with other local museums. Please read this document before you adapt the M&G NSW Collection Policy Template for your museum

 

Collection Policy Template

This Collection Policy was adapted from a template written by Kylie Winkworth with M&G NSW in 2005. A Collection Policy is a public document that guides the management and development of the collection. It outlines why, what, where, how and when the museum collects, and how and why items may be deaccessioned and disposed. This template can be used and adapted by museums and galleries.

 

Collections Management Manual

Collections management is all about gaining control of a collection and providing access to it. This is achieved by implementing a series of interdependent systems made up of standardised procedures. Together these systems create a trail of information providing insight not only into the collection but the way in which it is managed. This document provides comprehensive information and guidance to get a collection in order.

 

Acquisition and Numbering

Acquisition is the formal process of obtaining legal possession (as by purchase, donation or bequest) of an item. Generally details such as the object’s acquisition number, the object’s name and a short description, the date of acquisition, the source of acquisition and how the object was acquired, are recorded in a register. This fact sheet provides advice and a form that can be adapted when registering new acquisitions to a museum collection.

 

Marking Objects

Marking objects with their unique identification number is essential so that you can always match the information in your files with the object on the shelf. Numbering is important in another way - it allows an object to be extracted from the rest of the collection. This fact sheet provides information on how to put on a number in a way that will last a long time, yet will not damage the object.

 

Cataloguing

Cataloguing objects is very important because it is the means by which the information about your collection is recorded permanently in a methodical and consistent way. Your catalogue should be a permanent record of all the objects in your collection and all the facts you know about each object. This fact sheet provides a guide to completing a Catalogue Worksheet - the most frequently used document in collections management.

 

Condition Reports

There are many sorts of condition reporting forms, some of which form a component of a cataloguing system, some of which have been designed for specific uses or collections. This fact sheet provides details which are common to all condition reports and can assist in creating your own condition report system.

 

Computer Cataloguing

There are many advantages to using computers and collections management software to care for your collection. This fact sheet includes advice and descriptions on the software applications and computer cataloguing systems that are available for museums and galleries.

 

Deaccessioning

Most large institutions have come to consider deaccessioning as just another part of collection management.  And as times progresses it is becoming an issue that more and more small organisations, both regional and urban, are also dealing with.

 

Loans

This fact sheet includes templates for inward and outward loans agreements.

 

Bequests

Bequests are one means of acquiring objects or financial support.  Museums and galleries need to be aware of some important legal and management considerations in this area.

 

Location and Storage

It is a good collections management strategy if staff can locate objects quickly.  The location of an object should be recorded in a location index and the catalogue worksheet. In addition some on-site documentation should be used.  Such resources include shelf and display case labelling, inventories and storage location cards.