Distributed National Burns Collections Project SCO PING STU D Y

April 2004

1 EXECUTIVE SUMMARY 3

2 SCOPING STUDY DEFINITION 13

3 MAPPING SCOTLAND’S BURNS COLLECTIONS 19

4 MANAGING COLLECTIONS 25

5 CAPACITY 39

6 ACCESS 48

7 LEARNING FROM COLLECTIONS 54

8 MARKETING AND EVENTS 61

9 RECOMMENDATIONS 68

10 APPENDICES 70

Report Published by Burns National Heritage Park On behalf of the Distributed National Burns Collection Project

A Strategic Change Fund Project, supported by the Scottish Executive and the Scottish Museums Council

Report Author: David Hopes, National Burns Collection Project Officer

Contacts

Nat Edwards, Chair, National Burns Collection Project National Library of Scotland George IV Bridge Edinburgh EH1 1EW e-mail [email protected]

David Hopes National Burns Collection Project Officer Irvine Burns Club Wellwood 28 Eglinton Street Irvine KA12 8AS e-mail [email protected]

Burns National Heritage Park Burns Cottage Alloway KA7 4PY e-mail [email protected]

supported by the Scottish Museums Council

Executive Summary 1 Executive Summary

This study has revealed the richness and diversity of collections relating to Robert Burns distributed throughout Scotland. As a decentralised national collection at the heart of many communities in Central and Southern Scotland, this unique collection is a valued part of our local and national identity. The study has uncovered the variety of organisations working to preserve and promote Burns heritage and raises the strategic importance of working together to safeguard and enjoy Scotland’s Burns collections. The study has also identified a fundamental paradox between significance and support in the distributed collections: findings reveal strategic gaps in expertise and resources in key areas of the national collection. Targeted assistance is needed to preserve collections and facilitate access in order to unlock the learning potential of the national collection. In keeping with the distributed nature of the collection, capacity is lacking at a local level and it is here that the report recommends sustainable change takes place.

Mapping Scotland’s Burns Collections

Key Findings Conclusions: • There are 36, 326 objects in the • Distribution. This survey highlights distributed collections the decentralised nature of • 3.2% of the distributed collection significant Burns collections are Category 11 objects nationwide. Both in terms of object • 1.6% of the distributed collection numbers and the degree of are Category 22 objects relative significance, Burns • 95.2% of the distributed collection collections are spread across the are Category 33 objects Central Belt and South of • The largest single portion of Scotland, and are cared for by a Scotland’s Burns collections are diverse group of organisations. held by local authorities (46%) Independently funded and • 53% of the most significant managed organisations are objects (Category 1 collections) custodians of the lion’s share of are cared for by the independent the most important material sector relating to Burns. Local authority • 84% of museum collections - and organisations are keepers of large 89% of Category 1 artefacts - are quantities of Category 2 and cared for by registered museums Category 3 material. Libraries and • By distribution, the largest unregistered museums hold 66% conglomeration of DNBC of the DNBC. There therefore collections is in Edinburgh and seems to be an imbalance in the Lothians (32%), and the greatest responsibility of care for significant proportion of Category 1 material material between relatively under- is in South Ayrshire (38%) resourced local organisations and centrally funded national • The most significant single organisations. collection is held by Burns Cottage Museum in Alloway (35% of • Object significance. Reviewing DNBC Category 1) figures for Category 2 and 3 material reveals several issues. The strict criteria set for Category 2 and the variable nature of documentation makes it difficult to identify material contemporary to Burns which illustrates his life in some way. A survey, given more 1 Category 1: material used or created by Robert time, would undoubtedly unearth Burns; publications or artwork by or of Burns during his lifetime (1759-96) many more objects but given that 2 Category 2: material used or created by family or this material may not be itemised contemporaries of Burns which in some way provides in a Burns-centred manner reveals insight into the life of Burns the difficulty of a truly 3 Category 3: material other than Categories 1 and 2 with a Burns connection including significant material comprehensive search. Also, the produced after Burns’ death broad criteria set for Category 3

3 Executive Summary material means that this Category necessitates a more versatile and contains highly significant objects collaborative approach to as well as ephemera and a large collections stewardship. Given the number of objects of low high proportion of registered significance. For instance, further museums in the study, a subdivision is needed to identify programme to encourage the 16% highly significant artworks and of unregistered museums to work rare books included with a range towards accreditation would be of other less significant material. provident. Partnerships between Any future resourcing of Burns organisations at local levels collections should also look at the should be given a high priority for long term research or display use any central support. Given the of much of Category 3 and geographical concentration of consider the distributed collection collections in the contiguous as a whole for possible regions of Ayrshire and Dumfries rationalisation. and Galloway, a local hub and • Premises and built heritage. By strong support network would offer focusing attention solely on a mechanism for long term portable artefacts, the scope of collections care. Burns heritage is incomplete. • Collection needs. Given the risks There are a large number of posed by the age of many historic buildings and monuments artefacts, the predominance of that form an important part of sensitive paper material, limited Scotland’s Burns heritage and local conservation capacity and a which provide an essential and long history of display, the unique context for the National distributed collection requires Burns Collection. A systematic special attention. Designation of survey to document and digitise the most important material and a Burns-related premises and built conservation plan for Category 1 heritage is needed to complement objects is urgently needed. this study. • Partnerships. The distribution of the national collection not only across sectors and domains

Managing Collections

Key Findings: • 96.6% of the distributed collection have considerably outdated is documented to a basic level valuations on significant Burns • 30% of records are maintained material using only manual methods of • For many independent collections, documentation objects are deliberately • 37% of records are held in a undervalued to reduce the variety of formats which militate insurance premium. There is a against data sharing between direct effect on the lending of organisations objects as a result of under- • 33% of records are in a format valuation and failure to assess which have the potential to be risk. web- based or otherwise easily • Risk assessment has only been shared carried out for 8.4% of the DNBC • 4% of the distributed collection • 33% of independent sector and has been recorded as digital 60% of local authority images by only 5 sample organisations have carried out organisations. Approximately 99% condition assessments to Burns of digital images are the result of collections in the past 3 years SCRAN projects • 46% of the most significant • 7.3% of the most significant Burns material in the DNBC is kept in material in Scotland is uninsured environments which have below and 4 local authority collections

4 Executive Summary basic standard control equipment backlogs and upload data to a and inadequate monitoring plans fully computerised system. For all • 66% of independent collections, organisations digitisation of the 37% of local authority, and 6.6% distributed collection needs a of national collections are combination of staffing and presently on display (or for equipment, and an improvement libraries are directly accessible) to in the awareness of ownership the public issues. • 61% of the most significant • Another major challenge for the material in the distributed distributed collection is security. collection is presently on display The scoping study has shown that or is directly accessible to the local authority and independent public sector organisations lag far behind • Storage location, size and the national sector in assessing conditions are least suitable in the the condition of collections and independent sector; 60% of measuring risk. In the absence of organisations consider their government indemnity, the storage capacity to be inadequate, tendency among the independent and 80% of independent and local authority sectors has organisations score basic or below either been to undervalue basic for storage environment collections, restrict the movement • Only 3 Burns objects are currently of objects, or not cover collections on loan between institutions and at all. Since the most significant there is only 1 exhibition collections are held the sector changeover planned during 2004 least able to pay adequate • Of 25 organisations only one has premiums on insurance cover, the an acquisitions policy which takes most vulnerable collections are specific consideration of other exposed to a combination of risks. organisations when assessing A review of insurance cover and whether or not to collect Burns the associated measures required material to quantify and minimise risk for • No independent sector the distributed national collection organisations surveyed have an is necessary. acquisitions fund • Standards of environmental • The organisation holding the management for the most single most significant collection significant collections are has the least adequate provision generally far below the ideals for environmental monitoring and expected of a national collection. control As detailed for the collection at Burns Cottage in Alloway, the high Conclusions: display rates for the predominately • At face value there would appear paper-based objects in the to be a fully documented distributed collection are most at distributed collection given the risk from temperature, relative 3.4% backlog, yet there are humidity, and photochemical considerable backlogs in the damage. Given the level of risk levels of documentation required there is a strong case for a for a collection of national conservation audit of Category 1 significance. This study has and 2 material. demonstrated that the baseline for • There is an inverse relationship independent collections is between collection significance considerably lower than for any and the adequacy of storage. other sector and consequently the Options need to be explored to needs are for IT equipment and improve storage capacity through training. For local authorities the rationalisation and greater development from the hybrid collaboration allowing situation of manual and organisations to prioritise storage computerised documentation needs and reduce duplication of formats requires considerable staff less significant material. time to sort through hidden

5 Executive Summary • A more collaborative, strategic • Collecting activity should be approach is needed to learn about coordinated to a greater extent to Burns objects coming onto the reduce overlap. The drafting of market, knowing where these common guidelines for acquisition would be of most value in and disposal of Burns objects Scotland, and raising the would promote more effective use necessary funding to ensure the of limited resources. distributed national collection continues to grow in terms of the most significant material.

Capacity

Key Findings: • There are 1.5 FTE professional • 46% of the DNBC as a whole is staff dedicated to Burns supported predominantly by local collections in Scotland taxation • Although some curatorial • Opportunities have been identified responsibility for Burns collections in the scoping study for the is found in the national sector, this sharing of resources at local level is generally limited to a small part of curators’ remits and most Conclusions curatorial expertise for Burns • Building capacity at a local level is collections exists at a local level the most sensible strategic option • Numbers of specialist in the long term. The widest conservation and education staff foundation of curatorial expertise are lowest at a local level already exists at a local level and • There is also a dependence on training needs (see below) have private conservation help among been identified to strengthen the local level organisations more specialised areas of • Local authority and national sector collection management. In tandem organisations have the best with training for preventive access to education and conservation, designation of marketing expertise Category 1 and 2 of the distributed • Glasgow Museums Service has collections as nationally significant one of the smallest Burns material would open a channel of collections in the country yet the help for independent collections. highest single total of education Currently, no mechanism exists to and access personnel allow non-national organisations • Training needs identified by local to make a case for strategic level organisations are: central support based on the conservation (34%), education national significance of their (27%), documentation (12%), and collections. marketing (12%) • The key areas where training gaps • Resource needs identified by local and resource needs exist and level organisations are: future investment should be conservation (40%), education channelled are conservation, (31%), marketing (15%), and education, documentation and documentation (14%) marketing. • 62% of organisations would • The few examples of shared approach a lay expert on Burns as staffing and combined resourcing the most authoritative source of at local level have demonstrated information great benefits in terms of • 51% of the most significant Burns- conservation assistance and related material in Scotland is archive care but because of the supported by revenue from modest and patchy extent of independent trading provision this has had a limited impact on the independent sector. Greater resourcing of positions and facilities at a local level would

6 Executive Summary promote partnerships and be most given by the Scottish Executive to effective in addressing a culture and heritage as a catalyst distributed collection. for urban and rural renewal, and • Currently, both local and national the significance of the Burns intervention to support the collections to Scotland and the independent sector tends to be world, should be recognised as an reactive and precipitated by opportunity to involve communities crises. A more planned and more directly with Burns proactive system of support would collections. allow all sectors to make better • Financing collections care. The use of their resources and would figures calculated in this study lead to a more sustainable future give an indication of the relative for the collection within local investments in collections venues. To support this planning, management across sectors. The options should be explored for absence of direct funding for the managing designation at a local largest proportion of the most level. significant material in Scotland is • At the moment, conservation and an outstanding feature of the documentation support from study and a key strategic gap. national organisations is not Without guaranteed funding from matched by similar arrangements year to year independent for education and marketing. organisations are unlikely to invest There is also a need for greater heavily in collections care. awareness of advice and funding Targeting support for significant available from SMC and other distributed collections regardless sources. of ownership should be a national • Burns expertise. Much of the priority. enthusiasm and expertise which has sustained the national interest in Burns over the past 200 years has been generated at a community level. The importance

Access

Key Findings: • 52% of organisations have a education pages which mention policy on access which covers the Burns collection, and 29% 56% of the DNBC have links to other Burns • The lack of consistent market websites research undertaken limits an • Collections content and links to accurate assessment of the true other Burns websites is, with few accessibility of the distributed exceptions, highest on websites collection operated by independent • 84% of organisations have museums, and lowest on many undertaken physical access audits local authority websites. of premises • Only 12% of organisations have • Basic access to venues is undertaken a sensory audit of excellent: 92% of DNBC is held by premises and 4% of interpretive venues open all year. Of those material in the past 3 years sites, summer opening means • Methods of interpretation tend to 96.6% of DNBC is potentially concentrate on more traditional, accessible during the peak tourist less resource dependent methods season such as written material and • Only 24% of venues considered guided tours road signage to be adequate • Only 3 organisations offer • Only 38% of organisation websites interpretive material in languages feature images of their Burns other than English collection. Only 33% have • 19% of venues make use of ICT to support public interpretation

7 Executive Summary • 21% of organisations make an authorities and the lack of IT admissions charge to 19% of the equipment in the independent DNBC or 46% of the most sector. There are huge significant Burns material in opportunities for growth in remote Scotland access through partnerships with • Talks (44%) and handling kits initiatives such as SCRAN, (12%) are the only form of Learning Teaching Scotland, and outreach offered by organisations local digital inclusion projects. • Burns collections require more Conclusions prominence on partners’ websites, • Better audience and non-user a range of educational material to data is required to assess levels of promote learning, and more access comprehensive linking throughout • Basic access to Burns collections the sector. There is also a need is very good though more for a single website profiling the promotion of the highlights of DNBC and acting as a portal for collections is needed to interest access to collections. those who do not presently use • Carrying on from the admirable collections. Coordination of number of physical access audits, opening times at a local level – sensory and intellectual audits of and knowledge of neighbouring premises and interpretive material Burns-related collection sites – would better inform future would improve networking and developments. visitor figures. • The geographical distribution, • Physical access could be strong community links, and improved both by better road and universal appeal of Burns pedestrian signage, the promotion collections provide opportunities of Burns via the public transport for effective social inclusion system, and greater awareness of projects. While currently under- transport between venues. utilised, better use of partnerships Dialogue with the relevant roads could help the collection play a authorities, area tourist boards, more prominent role. and Visit Scotland to improve road • Promotion of research into signage needs to be addressed. collections over the past decade • Greater investment is needed to has been curtailed by slow growth continue efforts to improve access in individual collections and poor where possible for visitors using knowledge of other collections. A wheelchairs. Access should be shared database should open up maximized wherever possible to opportunities for new associations all premises (and areas within between objects and fresh areas premises) accessible to the able of research into the life and work bodied. of Burns. A less detailed guide to • For the venues where physical collections would be the most access will not be practicable, effective way of engaging the similar investment is needed in curiosity of a wide audience, offering alternatives such as promoting interest in the database virtual access or collections and the collections themselves. outreach programmes. Remote access to collections is not an area of strength for distributed Burns collections evidenced by the 4% of the DNBC which has been digitised and the under- staffing of documentation for local

8 Executive Summary Learning from collections

Key Findings: • The learning potential of with a specific responsibility for collections relating to Burns is education are required across presently under-utilised sectors to join up collections and • Only 36% of organisations have formal learning. an education policy • Greater investment is needed for • The main obstacle to more training in education for all effective educational use of museums staff to make education collections is lack of capacity a core museums function and across the sector evidenced in the derive greatest benefits from low numbers of staff in the local Burns collections level organisations, the • Although the provision of consequent lack of planning, and education rooms at many historic the scarcity of dedicated venues is problematic, this resources. necessitates the formation of pre- • Case studies demonstrate the and post-visit material and direct benefits of dedicated handling boxes, forms of outreach staffing and forward planning. The that can entrench and reinforce difference already being made by the value of a site visit a small number of education staff • There are a few excellent highlights the potential for learning examples of the use of handling from collections kits, and in the use of drama and • 9 organisations offer an education role play at venues, which could room. Only 6 of these rooms have be developed across the sector. IT equipment. Greater coordination and targeted • Only 6.5 FTE education staff are resourcing would enable best employed at local level, covering practice to propagate. 70% of the distributed collection • Regional collection clusters • There is a direct correspondence require greater coordination in between educational expertise what they offer in terms of and the degree to which material educational provision is linked to the schools curriculum • The value of the independent • Existing unstructured provision sector in promoting learning tends to favour lifelong learning through premises and collections • Only 12% of organisations claim should be recognised and a to use SCRAN for educational greater degree of cooperation take resources place in planning and funding educational programmes. Conclusions: • The correlation shown in the scoping study between the expertise of education staff and the degree to which material is structured demonstrates that staff

Marketing and Events:

Key Findings: • Quantifying the appeal of Burns and target audiences. Only 40% of collections is made difficult due to independent sector collections the mixed nature of collections have a marketing plan and 50% and the absence of accurate have a marketing budget market research data • Few local level organisations have • The sector with the highest undertaken audience studies dependency on external funding – • 80% or 29,021 objects in the the independent collections – is in DNBC are free to visit or use the weakest position to identify

9 Executive Summary • Of the 20% of collections promotion of Burns collections and accessible after an admissions events on a Scotland wide basis charge, 49% of the most • Joint marketing would alleviate the significant material (Category 1) is burden of market research costs directly dependent on this form of for those organisations least likely visitor income to be able to afford commissions • Only 32% of organisations feature but most likely to benefit directly Burns collections in publicity from targeted marketing. • material It is evident that local authorities • Venues are used more than with more than one site can offer collections to position umbrella marketing but this rarely organisations as a unique product includes other museums within the • Institutional and regional barriers area or Burns attractions in other have so far prevented effective local authority areas. As stated in joint marketing of collections the Scottish Museums Council’s A • Marketing training was identified National Strategy for Scotland’s as a need among 20% of Museums, Section 6.2, ‘Museums organisations should be collaborating on a • Only 25% of local authority national as well as a local scale to organisations and 33% of introduce more effective independent institutions are aware marketing’4 of the opening hours of other • Future ‘trails’ should encompass Burns sector organisations more collection sites and should • A few key organisations in the be matched by greater product independent sector have knowledge and infrastructure such broadened the appeal of their as signposting on the ground collections and venues by staging a variety of events at different times of the year. Product diversification is a particular strength of this sector. • Collections are not currently integral to venue promotion or events

Conclusions: • Understanding the attraction: audience studies across sectors would enable more effective strategic planning and investment • The seasonal nature of Burns events, the confinement of events to Ayrshire, Dumfries and Galloway, and the lack of joint events between venues, is detrimental to the profile of collections and the enjoyment of a holistic Burns experience. More cross venue activities would help to make the Burns experience more rewarding. • There is a need for more effective signposting and joint promotion particularly to promote smaller venues in more remote and rural areas. • There is a need for centrally coordinated communication and 4 A National Strategy for Scotland’s Museums, Scottish Museums Council, p.12

10 Executive Summary Recommendations

This scoping study describes the reduced access to collections and distributed collection in terms of restricted their learning potential. composition, significance, location, and management. In probing areas of strategic In the short term, the study helps to concern and using the significance indicate a number of ways in which the scheme as a guide, the study points to key various Burns collections can work challenges which lie ahead for the together to begin to address these distributed collection. Lack of capacity and challenges. Within the resources available resources at a local level, and lack of to the partners the following action plan is concerted planning and action have recommended:

Aim Actions Targets Continue to define the distributed Produce a shared web-based database of Phase 1: (Category 1 and 2 collections beyond the scoping the DNBC that can be updated by partner material) live by June 2004 study sample organisations

Refine Category 3 material to identify the Phase 2: Include most most significant objects significant Category 3 material on database by October 2004 To improve the management of Create a manual for access to professional October 2004 collections advice, supported by workshops in conservation and documentation Identify potential SCRAN projects based on October 2004 priorities for digitising Category 1 and 2 objects Create digital gallery on new DNBC website August 2004 Draft shared guidelines on use of digital August 2004 images based on examples of best practice Produce self assessment toolkit for October 2004 environmental monitoring and control and guidelines for accessing funding and advice Draft common guidelines for acquisition and October 2004 disposal of Burns objects Create listserve to support communication August 2004 on acquisitions and other matters To build capacity among project Organise training in conservation, March 2005 partners interpretation and education Develop proposal for separately funded January 2005 community exhibition using Burns collections Draft a concordat on loans of objects and March 2005 exhibitions between partners Identify a series of discrete projects to form March 2005 the basis of funding applications Produce a road map for future working March 2005 To improve basic access Produce a public guide to the DNBC October 2004 Create a public DNBC website August 2004 Draft a shared access policy for the DNBC October 2004 focusing on cultural entitlement To promote learning from Produce an educational resource pack October 2004 collections designed to be used by all partners Pilot in-service teacher training using DNBC March 2005 Identify joint educational project to be the January 2005 subject of a separate funding bid To develop joint marketing of the Produce a joint brochure promoting DNBC October 2004 DNBC Work in partnership with local authorities October 2004 and tourist organisations to expand the scope of Burns trails

11 Executive Summary

Signposting Future Work

In the longer term, there are a number of key areas and priorities that need to be considered when shaping a road map for future working. These are as follows:

• A survey of built heritage related to the DNBC • A survey of internationally held Burns collections • A programme of registration of non registered museums holding Burns collections • Review and update the project reference manual • A risk management strategy for the DNBC • A more thorough conservation audit of Category 1 and 2 objects • Upgrading IT equipment and increase support for documentation of the DNBC • Evaluate the usefulness of cross domain local hubs for the DNBC • Designation of the DNBC as a national collection • Strategic funding for the DNBC • Access audits of all venues • Review of road signage to DNBC venues • Improved regional coordination of educational provision • Improve audience research across the DNBC • Create a shared events and exhibitions calendar for the DNBC • Produce a joint strategy for the DNBC’s contribution to Burns’ 250th anniversary in 2009 • Ongoing maintenance of a DNBC web-site

12 Scoping Study Definition

2 Scoping Study Definition

Introduction

The need for a Burns collections survey Commissioning the project

The National Audit, commissioned by the Working on an initiative lead by Burns Scottish Executive in 2001, highlighted the National Heritage Park, a project decentralised nature of highly significant committee was formed in 2003 containing material in Scotland. representatives of national and non- national museum and library collections, Distributed collections relating to Robert and specialist individual advisers, all of Burns, composed of manuscripts, artefacts whom have a knowledge of, or stake in, and a host of related objects, are held by the Distributed National Burns Collections museums and other organisations across (DNBC). The project working group Scotland and represent possibly the single collaborated in drawing up proposals for a most significant distributed Scottish project that would look at issues collection which is not held predominately surrounding the future of Burns collections in a national institution. Given the and from this made a formal application for heterogeneity in the stewardship and funding from the Scottish Museums resource base of the distributed Council. In October 2003 a grant of collections, there is a particular need to £107,306 was made by the Scottish build cross-sector and cross-domain Executive through the Strategic Change cooperation and partnerships; another key Fund for a 16 month project to undertake finding of the National Audit. such a collections survey. The Distributed National Burns Collections Project A logical development of the National (DNBCP) was launched in November Audit therefore was an in-depth study of 2003 and will run until March 2005, during the management and accessibility of which time the committee will meet to Burns collections distributed throughout guide the project team and establish a Scotland. A combination of the cross-domain network for the long term. significance of the Burns collections and the fragmented nature of collections stewardship necessitated a scoping study.

Project Objectives and Outcomes

Overall project objectives: Overall project outcomes:

To assess the current state of the Useful and comprehensive shared distributed National Burns Collection and collections data across the partner identify the best opportunities for effective organisations joint working A tested set of policies, procedures and To build a sustainable basis for effective agreements across the partner joint working in the future to ensure better organisations, to allow the collection to be standards of conservation, documentation, managed and used more effectively by all interpretation and access for the collection partners and to be made more widely available to the public. To create a toolkit of resources to increase public awareness of and access to the A set of resources to facilitate greater collection public awareness and access to the collection, including a non-academic, public guide to the distributed collection and a set of supporting educational resources

A road-map for future joint working

13 Scoping Study Definition

National database Stakeholder *Scoping consultation study Reference kit for Road Map *Site visits museums community for the *Data future Working group Collection project brief Resource Kit

Nov March March 2003 2004 Sept 2004 2005

Defining the distributed national collection

For the purposes of this project the amassed with a Burns connection Distributed National Burns Collection constitute a ‘Burns collection’. (DNBC) is understood to encompass portable artefacts that are presently held Other aspects of material Burns culture, within Scotland with a unique connection such as buildings and monuments, are to Robert Burns. This includes holograph understood to be closely connected and, material by Burns or his contemporaries, in some cases, essential to the printed material with strong literary or interpretation and public enjoyment of the biographical significance, relic objects DNBC but are not dealt with directly in this relating to Burns’ life and work, and project. The challenges of managing the “Burnsiana”, i.e. objects and artworks built and natural heritage elements of directly inspired by or relating to Burns’ life Burns’ legacy provide a unique and and works. The geographical parameters complex set of issues, which are out with of the National Audit were assumed by this the scope of this project. However, it is project which necessarily excludes understood that the relationship between material such a Crown or ‘British’ these elements and the DNBC must be an collections held out with Scotland. important consideration when discussing Portable artefacts referred to in the study the best ways in which elements of the as ‘objects’ which have been selectively DNBC are interpreted and communicated to the public.

The Burns Diaspora

Given that Burns died at the age of 37, and his work since and consequently a why are collections relating to the poet so material legacy inordinate to Burns’s own dispersed? lifespan.

Despite a short life, Burns was a prolific Burns was born in Ayrshire and died in writer of letters (over 700 letters alone Dumfriesshire (having 8 homes in these survive), songs, and of course poetry. two counties alone during his 37 years) Since the seminal first edition of Poems, but travelled frequently bringing him into Chiefly in the Scottish Dialect appeared in contact with a great number of people and print in 1786 - closely followed by enlarged places throughout Scotland. This has editions published in Edinburgh in 1787 resulted in a rich material legacy, and and 1793 for a mass market - there have although many objects may never be been numerous translations, provably connected with Burns, interpretations, and biographies on Burns

14 Scoping Study Definition nevertheless a trail of artefacts remains Scottish diaspora of the 19th and 20th testifying to his influence and life. Centuries took many Scots to North America and the British Colonies, they The often haphazard way museums and took with them an especially strong urge to other collectors obtain material has meant possess touchstones of the culture they that there is no neat correlation between left behind. Burns’s egalitarian message where an object originated and its resonated with former communist states connection with Burns, and where it is now such as China and the Soviet Union and held. This situation has been compounded with translations of his work came an by an historical tendency for collections to interest in the material culture of the grow independently, and often in person of Burns. Burns clubs across the competition. world testify to the continuing appeal of the poet. The universal appeal of Burns has led to many objects going abroad. Just as the

Background to surveying the Burns legacy

Despite the huge importance of Scotland exhibition exploring numerous aspects of to Burns and Burns to Scotland no Burns’s life and to articulate this through national surveys of collections relating to original material in Pride and Passion the poet have ever been undertaken. The curators necessarily relied on personal site poet himself collected single items, such visits to collections out with Edinburgh, a as the dirk belonging to the Jacobite statement in itself on the distributed nature martyr Lord Balmerino5, as well as a of collections relating to Burns. sweeping collation of Highland and Lowland ballads and songs, many of In bibliographical form, James MacKay’s which were included in James Johnson’s Burnsiana 6is also an attempt to list relics Scots Musical Museum (1787-1803). Yet of the poet and associated material despite the poet’s revered status among generated since 1796. Transcriptions of all sections of Scottish society, to date no letters, poems, and several bibliographical attempts have been made to take a inventories have done much to improve national snapshot of Burns related access to the content of original material material. which in turn has helped conserve collections. The imminent publication of The most feverish activity using Burns the The Definitive Illustrated Companion to collections usually occurs at special Robert Burns7 edited by Peter Westwood anniversaries of either Burns’s birth or contains scanned copies of Burns death. The Centenary Exhibition in the manuscripts from across the world and year 1896 in Glasgow City Halls was - and represents the first attempt to bring still is - a point of reference for the study of together original holograph material in a Burns artefacts and their provenance. single reference volume. The index for this Instead of building an exhibition around publication will be made available on the what a single museum collection had to DNBC project website and hard copies of offer, for the first time on a grand scale the the book will be distributed among DNBC Centenary Exhibition showcased objects Project Partners. from Scotland’s distributed collections 100 years after the poet’s death. Opportunities to gain international access to Burns collections offered through digital Similarly, Pride and Passion in 1996 was a imaging and the internet have prompted a modern day initiative by the National renewed need to preserve the authentic Museums of Scotland, National Libraries for a wider audience and to be able to of Scotland, and the National Galleries of supply new ways of finding out about Scotland to commemorate the 200th Burns through objects. anniversary of the death of Burns with objects from across the globe (although most came from Scotland). To achieve an 6 James A. MacKay, Burnsiana, (Alloway: Alloway Publishing, 1988) 7 Peter Westwood (ed.), The Definitive Illustrated 5 National Burns Memorial Homes, Mauchline, Companion to Robert Burns, (Kilmarnock: Ritchie Collection No. 138 UK, 2004)

15 Scoping Study Definition

Methodology

Survey Width Survey Depth:

Since a national survey of Burns In order to deepen information obtained collections had never been undertaken during the National Audit of collections before, media publicity and direct mailing with a Burns collections focus, 25 key preceded the scoping study to open up the collections were identified and involved in scope of the survey and involve the this scoping study. This report provides community in its purpose. Although only the results of a scoping study of 12 local 25 collections were selected to be studied authority collections, 10 independent in detail in this report, data for many other (including one university library) collections - the wider national collections collections, and 3 National collections – is included in Appendix 2. Object listings undertaken between December 2003 and have been obtained from these other February 2004. Museum summaries are collections both to draw up a given in Appendix 1. comprehensive national picture of Burns collections and to merge data towards a Scoping study sites by sector national database of artefacts relating to Robert Burns. National

Local Authority

Independent

Agreed Parameters

The scoping study is based on the The DNBC project design was broadly set following agreed aims: out into 3 phases. Following the • To survey Burns collections; what appointment of project staff, a series of are the scale and nature of stakeholder consultations with project collections held by different partners took place in order to gauge the organisations across Scotland? individual ideas and expectations of those • To review current collections participating in the survey. Since the management and resourcing scoping study wished to highlight strategic • To assess the accessibility of issues, each section begins with questions collections and how they are on policy and concludes with an currently being used in an examination of shared or cross domain educational capacity areas of activity. Details on practice are • To gather information on how also central to the design of the scoping collections are marketed and what study and represent the most involved part roles they fulfil in events of the site visit and survey. From the • Channel the findings of the consultation phase a draft scoping study scoping study to phases 2 and 3 on these lines was discussed at working of the project which aim both to group level and the following areas initiate joint working among included: museum and library professionals • Collection Description and to open up the distributed • Collection Management collections to new audiences. • Capacity • Access • Education • Marketing and Events

16 Scoping Study Definition Geographical Scope

The scoping study was designed not as a Glasgow Museums Service questionnaire but as a guide to City of Edinburgh Council: Writers’ standardise site visits and build Museum comparative data for different collections Fife Council Libraries: Murison Collection, across Scotland. This is in keeping with Carnegie Library, Dunfermline the ‘external validation’8 considered by the Ellisland Farm Scottish Museums Council to follow the National Galleries of Scotland National Audit in preference to the self assessment method of the Audit itself. Given the number and type of Once piloted, the scoping study was organisations holding material, the scoping extended to organisations outwith the study framework had to be as flexible as project working group. possible. For smaller organisations an Scoping study sites were selected abridged version was used: according to the importance of the Burns collection and the practicalities of Abridged scoping study (Appendix 4, arranging cooperation (drawn up for sections in bold) project partners in a memorandum of agreement). Sites chosen were as follows: Irvine Burns Museum Lodge St James Kilwinning No 135 Full scoping study (Appendix 4) Lodge Loudoun Kilwinning No 51

Dumfries and Galloway Council Museums Completing the survey with respondents Service: Robert Burns Centre; Robert took anything between 1½ hours and 4 Burns House; Dumfries Museum hours and usually involved a tour of the Dumfries and Galloway Libraries, venue and an in-depth look at collections. Information and Archives Service: For most major collections, hand written Dumfries Archives Centre responses were typed up, and copies sent Dumfries and Galloway Libraries, to institutions for correction and the Information and Archives Service: Ewart addition of information not available at the Library time of the site visit. National Trust for Scotland: Bachelors’ From most scoping study responses, Club, Tarbolton patterns and dichotomies began to National Trust for Scotland: Soutar emerge across the sector and a basis for Johnnie’s Cottage, Kirkoswald comparisons developed. This data then National Trust for Scotland: Broughton allowed a general (quantitative) overview House, Kirkcudbright of collections management and East Ayrshire Council Arts and Museums accessibility, supplemented by specific Service: Baird Institute, Cumnock; Dean (qualitative) examples of practice from Castle, and Dick Institute, Kilmarnock individual museums to illustrate the South Ayrshire Council: Rozelle Art national and local picture. Gallery and Museum, Ayr South Ayrshire Council: Carnegie Library, Ayr Burns Cottage and Museum, Alloway North Ayrshire Council Museums Service: North Ayrshire Museum, Saltcoats; Vennel Gallery and Lodging House, Irvine East Ayrshire Council Arts and Museums Service: Burns House Museum, Mauchline Grand Lodge of Scotland, Edinburgh National Library of Scotland National Museums of Scotland: Museum of Scotland Glasgow University Library Glasgow Libraries: Mitchell Library

8 A National Strategy for Scotland’s Museums, Scottish Museums Council (Edinburgh: SMC 1999), p.7, Section 3.1

17 Scoping Study Definition

DNBC Database

A key part of the scoping study is to be basis for categorising the DNBC means able to describe the national distributed that objects of national and international collection and to collate collections significance exist in all 3 categories. information towards a unified database. Category 3, in particular, contains an Given that organisations are at different extremely wide spectrum of objects, stages in documenting collections, use a including some of great importance. variety of input methods and a mixture of manual and computer-based databases, Working through object lists the Project the poor ‘interoperability’9 of the DNBC Officer graded collections according to the made bringing together object data into a categories outlined above single database an arduous and lengthy task. Category 3 objects proved a particular challenge, in terms both of number, the Just as the scoping study itself was very large proportion of printed books and responsive rather than prescriptive, an also the diversity, which ranges from object database was designed working Burns souvenirs to major art works. Some from the existing situation among the extremely important and rare objects largest collections. Since many collections included in Category 3 include, for use Microsoft Access or MS Access- example, the first “English” Edinburgh compatible collections management Edition of Burns (NLS x.170.l), the papers software it was decided to add to a refined of the Burns Portrait Society (Mitchell version of the existing database at Burns Library) and Malcolm Arnold’s Manuscript Cottage and Museum which already for Op. 51, the Tam o’Shanter Overture contained data on 4396 objects. Given the (NLS). It will be important, in subsequent timescale of the project, for those development of a DNBC database, to collections that were not in a digitally review and refine this category, in order to compatible format, priority in retrospective identify those Category 3 objects of documentation for the DNBC went to the national and international significance. most significant material. The most significant material was classified It should also be noted that, while according to the level of personal internationally held Burns collections were importance of objects to Burns, or through outwith the scope of this study and hence objects used or created by his family and not included, a DNBC database offers the contemporaries which in some way opportunity to connect the DNBC with illuminate our understanding of Burns international collections. Some of these, himself. Although superficially similar to such as the Pierpont Morgan collection in the categorisation scheme in the National the USA, are of great significance. Audit, the strong focus on connection to the lifetime of one individual used as a

9 Scottish Museums Council, A Collective Insight, (Edinburgh: Scottish Museums Council, 2002), p.68

18 M apping Scotland’s Burns Collections 3 Mapping Scotland’s Burns Collections

Key Findings:

• There are 36, 326 objects in the • More objects are held by libraries distributed collections than museums although the • 3.2% of the distributed collection difference is largely due to books are Category 1 objects which form 74% of the DNBC • 1.6% of the distributed collection • 84% of museum collections - and are Category 2 objects 89% of Category 1 artefacts - are • 95.2% of the distributed collection cared for by registered museums are Category 3 objects • The bulk of the distributed • The largest single portion of collections are located in or near Scotland’s Burns collections are the most populous, urban regions held by local authorities (46%) of Scotland • 53% of the most significant • By distribution, the largest objects (Category 1 collections) conglomeration of DNBC are cared for by the independent collections is in Edinburgh and sector Lothians (32%), and the greatest • Local authorities hold the largest proportion of Category 1 material single portions of both Category 2 is in South Ayrshire (38%) (43%) and Category 3 material • The most significant single (46%) in the distributed collections collection is held by Burns Cottage Museum in Alloway (35% of DNBC Category 1)

The Distributed National Burns Collection

Fundamental to a strategic understanding taking the overall total to some 48,709 of the scope of the distributed collections objects nationwide (see Appendix 2). is the survey component of the study. There are 37 different display venues Information on the 25 sample collections, across Scotland. Of these there are 18 ‘A’ by far the most significant set of listed properties, 16 ‘B’ listed properties, collections of Burns-related objects known and 3 unlisted buildings. The high in Scotland today, is taken further in the architectural significance of the buildings succeeding sections of the scoping study themselves, together with the level of while data on other collections held in the significance many of these buildings country continues to arrive at the Project accord collections through a particular Office, destined for the DNBC database. Burns association, merits further research Details of an additional 12, 383 objects not attention. This is also a factor when included in the scoping study had been considering conservation and access. received from 15 other organisations

Listing of DNBC sample National Audit premises % sample %10 A 49 35 B 43 23 C or unlisted 8 42

Scale of distributed collections by sector and by significance (DNBC). Object Category Local authorities Independents Nationals Totals Cat 1 334 609 216 1159 Cat 2 253 232 103 588 Cat 3 15985 8277 10317 34579 Total 16572 9118 10636 36326

10 Ibid., p.92.

19 M apping Scotland’s Burns Collections DNBC by object type

0% 8% 7%

74% 27% 1% 1% 2% 1% 2% 2% 1% 1%

Books Paintings Prints Photos AV MSS Pamphlet Artefact Sculpture Burnsiana Newspaper Document

DNBC by object category DNBC: registered and unregistered museum collections by quantity

DNBC by category Cat 1 Cat 2 DNBC: registered / unregistered 3% 2% museum collections

registered 1 84% 2 3

Cat 3 unregistered 95% 16%

Registered museum collections: 12600 objects Unregistered museum collections: 2342 objects

DNBC: museum and library collections DNBC: registered and unregistered museum Category 1 collections

DNBC Category 1: registered and DNBC: museum and library unregistered museum collections

collections registered 89% museums 41% libraries 59% unregistered 11%

Libraries and archives 21384 objects Registered museum collections: 654 Cat 1 objects Museums 14942 objects Unregistered museum collections: 82 Cat 1 objects

20 M apping Scotland’s Burns Collections DNBC: all objects by sectoral distribution. DNBC: Category 2 by sectoral distribution

DNBC by sectoral distribution DNBC Category 2 by sector

national local local 29% authority independent authoriity 43% 39% 46%

independent national 25% 18%

DNBC: Category 1 by sectoral distribution DNBC: Category 3 by sectoral distribution

DNBC Category 3 by sector DNBC Category 1 by sector local independent authority national 52% 29% local 30% authority 46%

independent 24%

national 19%

DNBC: regional breakdown by number and category Cat 1 Cat 2 Cat 3 Total East Ayrshire 87 103 2237 2429 Council South Ayrshire 445 168 6606 7219 Council North Ayrshire 17 15 777 809 Council Dumfries and 233 114 5053 5400 Galloway Council Edinburgh and 274 138 11120 11532 Lothians Glasgow and 86 18 4835 4939 Clyde Valley Fife 17 32 3951 4000

Total DNBC 1159 588 34579 36326

21 M apping Scotland’s Burns Collections

DNBC in Ayrshire

DNBC in North Ayrshire DNBC in Ayrshire Cat 3 Cat 3 92% 97%

Cat 2 Cat 1 Cat 2 Cat 1 1% 2% 3% 5%

DNBC in East Ayrshire

Cat 3 DNBC Category 1: Burns Cottage 91% DNBC other 65% Burns Cottage Cat 2 35% 5% Cat 1 4%

DNBC in South Ayrshire Cat 1 Cat 2 4% 5%

Cat 3 91%

22 M apping Scotland’s Burns Collections DNBC in Edinburgh and Lothians

DNBC in Edinburgh and Lothians

Cat 3 97%

Cat 2 Cat 1 1% 2%

DNBC in Glasgow and Clyde Valley

DNBC in Glasgow

Cat 3 98%

Cat 1 Cat 2 1.9% 0.1%

DNBC in Fife

DNBC in Fife Cat 3 99%

Cat 1 Cat 2 0.1% 0.9%

DNBC in Dumfries and Galloway

DNBC in Dumfries and Galloway

Cat 3 94%

Cat 2 2% Cat 1 4%

23 M apping Scotland’s Burns Collections Conclusions

Distribution. This survey highlights the heritage is needed to complement this decentralised nature of significant Burns study. collections nationwide. Both in terms of object numbers and the degree of relative Partnerships. The distribution of the significance, Burns collections are spread national collection not only across sectors across the Central Belt and South of and domains necessitates a more versatile Scotland, and are cared for by a diverse and collaborative approach to collections group of organisations. Independently stewardship. Given the high proportion of funded and managed organisations are registered museums in the study, a custodians of the lion’s share of the most programme to encourage the 16% of important material relating to Burns. Local unregistered museums to work towards authority organisations are keepers of accreditation would be provident. large quantities of Category 2 and Partnerships between organisations at Category 3 material. Libraries and local levels should be given a high priority unregistered museums hold 66% of the for any central support. Given the DNBC. There therefore seems to be an geographical concentration of collections imbalance in the responsibility of care for in the contiguous regions of Ayrshire and significant material between relatively Dumfries and Galloway, a local hub and under-resourced local organisations and strong support network would offer a centrally funded national organisations. mechanism for long term collections care.

Object significance. Reviewing figures Collection needs. Given the risks posed for Category 2 and 3 material reveals by the age of many artefacts, the several issues. The strict criteria set for predominance of sensitive paper material, Category 2 and the variable nature of limited local conservation capacity and a documentation makes it difficult to identify long history of display, the distributed material contemporary to Burns which collection requires special attention. illustrates his life in some way. A survey, Designation of the most important material given more time, would undoubtedly and a conservation plan for Category 1 unearth many more objects but given that objects is urgently needed. this material may not be itemised in a Burns-centred manner reveals the difficulty of a truly comprehensive search. Also, the broad criteria set for Category 3 material means that this Category contains highly significant objects as well as ephemera and a large number of objects of low significance. For instance, further subdivision is needed to identify highly significant artworks and rare books included with a range of other less significant material. Any future resourcing of Burns collections should also look at the long term research or display use of much of Category 3 and consider the distributed collection as a whole for possible rationalisation.

Premises and built heritage. By focusing attention solely on portable artefacts, the scope of Burns heritage is incomplete. There are a large number of historic buildings and monuments that form an important part of Scotland’s Burns heritage and which provide an essential and unique context for the National Burns Collection. A systematic survey to document and digitise Burns-related premises and built

24 M anaging Collections 4 Managing Collections

Key Findings:

• 96.6% of the distributed equipment but no environmental collections are documented to a plan to record temperature and basic level relative humidity changes. • 30% of the DNBC are held by • 46% of the DNBC is held by organisations using only manual organisations with neither methods of documentation environmental monitoring • 37% of the DNBC is documented equipment nor a monitoring plan in a variety of formats reducing the for light levels compatibility of data within and • 19% of the DNBC is held by between organisations organisations with a pest control • 33% of the DNBC is in a format programme which is or has the potential to be • 66% of independent collections, web- based 37% of local authority, and 6.6% • 4% of the distributed collections of national collections are have been recorded as digital presently on display (or for images by only 5 sample libraries are directly accessible) to organisations the public • Only 5 organisations have a • 61% of the most significant system in place to respond to material in the distributed requests for images of their collections is presently on display collection or is directly accessible to the • 68% of organisations gave public inadequate staffing as the reason • Storage location, size and for the lack of digitisation conditions are least suitable in the • Security at all venues was independent sector; 60% of generally good organisations consider storage • 7.3% of the most significant Burns capacity to be inadequate, and material in Scotland is uninsured 80% of independent organisations and 4 local authority collections score basic or below basic for have considerably outdated storage environment valuations on significant Burns • Only 3 Burns objects are currently material on loan between institutions and • In some independent collections, there is only 1 exhibition objects are undervalued to reduce changeover planned during 2004 the insurance premium. There is a • Only 24% of acquisition and direct effect on the loaning of disposal policies mention Burns objects as a result of under- and only 4% mention valuation and failure to assess consideration for the collecting risk. area of another organisation • Risks to 8.4% of the DNBC have • No acquisition budgets are ring- been assessed and disaster plans fenced for Burns material; no for 59% of the DNBC have been independent sector organisations formulated have an acquisitions fund • 33% of independent sector and • The DNBC is growing by an 60% of local authority estimated 0.007% or 250 objects organisations have carried out per annum, which is condition assessments to Burns predominately Category 3 collections in the past 3 years • Burns Cottage and Museum holds • 46% of the most significant the single most significant material in the DNBC is kept in collection in Scotland yet environments which have below paradoxically has below basic basic standard control equipment provision for environmental and inadequate monitoring plans monitoring and control, and for • 32% of the DNBC is held by storage organisations which have the

25 M anaging Collections

Introduction

Responsible stewardship is central to the preservation of, and qualitative access to, distributed collections. The scoping study pays greatest attention to aspects of documentation, conservation, and acquisition since these functions underpin access and interpretation of collections.

Documentation

The Museums Documentation Association From the table below it is clear that (MDA) defines professional documentation backlogs in documentation are not as the knowledge and implementation ‘of identified at national collections compared procedures for documenting objects and to the 25% of local authority organisations the processes they undergo, as well as and 50% of independent sector identifying and describing the information organisations which acknowledge a which needs to be recorded to support the documentation backlog of some sort. This procedures’11. Proper documentation is equates to 995 objects (or 6%) in the local vital if we are to define distributed authority sector, and 237 objects (or 3%) collections, to discern where objects came in the independent sector; a total of 1232 from, their particular relevance to Burns, objects or 3.4% of the DNBC which is and to provide direct access to information presently undocumented. No Category 1 about original material. Overall, owing to or 2 material is included in this backlog. the level of use of objects, libraries and archives tend to have the greatest From responses to the scoping study, documentation coverage in terms of a there is no standard definition of what numbering system and basic information constitutes full documentation. Collection on objects, and this documentation is documentation means different systems more likely to be available in a and methods and degrees of computerised portal. Generally speaking thoroughness across sectors both museums can offer more in-depth between museums, libraries and archives, information on single objects but and within mixed collections. There are information retrieval tends to be more with few exceptions hidden backlogs difficult for staff and for the public. Across particularly in investigating authenticity the sector it is apparent that collections and provenance, updating associated are at different stages in the recording of information fields for single objects, even basic object data such as description itemising collection level descriptions, and and location details, object provenance standardizing data entry. With few and ownership, and conservation history, exceptions, documentation of Burns let alone digitisation and the uploading of material is relatively advanced compared collection catalogues to the internet. to the recording of information on other parts of mixed collections.

11 Museum Documentation Association, Standards in Action: A Guide to using SPECTRUM, (London: MDA 1998), p.4

26 M anaging Collections

Documentation format

Given that 96.6% of the DNBC is includes 37% of the DNBC or some documented to some degree, the scoping 13,441 objects; 5462 from the study next explored which documentation independent sector and 7958 objects in methods are used and how accessible the local authority sector. The National data is to staff and members of the public. Library of Scotland is anomalous in the scoping study by having most of its Manual documentation only reference collection available on the internet, and highlights only of the Of those collections which currently use manuscripts collection on the NLS only manual methods of documentation website; a comprehensive listing of 60% of independent sector organisations manuscripts exists only in paper format. (8% of the DNBC) are recorded on a paper list only. This reduces the level of Computerised Format remote access to some of the most significant collections and compares Information on 33% of the DNBC are or poorly with the findings for this sector in have the potential to be available in a web- the National Audit (25% of independents based format. The high proportion of were then found to use manual recording national collections recorded in this way systems12). 17% of local authority and the low proportion of independent collections (or 8000 objects, or 22% of the collections available in this format would DNBC) use only a manual documentation suggest that improvements in this area of system compared to the National Audit collections management are resource figure of 3.4% for local authority sector dependent. Excluding the University of museums13. The local authority figure Glasgow, there are only 4 site-based represents two collections whereas the personal computers available for independent sector figure represents six collections management in the different collections. Therefore the independent sector for a total of 8508 independent sector has the highest objects, or 23% of the DNBC. None of relative proportion of manually recorded these are available for visitor use. collections. Documentation systems by sector in the Manual / computerised documentation DNBC (% of organisations)

From the findings of the scoping study the National LA Independent largest proportion of collections are Manual 0 17% 60% documentation presently recorded in a mixture of formats: only part paper based and partially in a format Manual / 0 66% 30% that is computerised but not web- computerised accessible. Of the collections in this (non-web) situation, 6 collection databases are MS documentation Computerised 100% 17% 10% Access-compatible, 2 employ MultiMIMSY, (web-based) 1 is based on Adlib, and 1 database uses documentation Cardbox Plus. The proportion of the DNBC on these separate systems is difficult to Documentation systems by format (% quantify owing to the amalgam of DNBC) documentation systems currently in use. For 2 local authorities there is a semi- Documentation of DNBC computerised documentation situation whereby part of the Burns collection is paper only detailed on a computer database, part on 30% card indexes and accession records, and a dependence on an outdated collections catalogue (one last printed in 1909, the computer / hybrid other in 1952). This hybrid situation web-based format 33% 37%

12 A Collective Insight, p.66 13 Ibid.

27 M anaging Collections

Low interoperability or the lack of collections have adopted a similar compatibility between documentation documentation system for their collection. systems is a cause for concern for the Although these standards are not directly sector as a whole but especially for the transferable to libraries, of most concern DNBC project since a unified Burns for major bibliographic collections is the collections database was one of the degree to which accessions registers are outcomes expected of it. Information on used as working copies without adequate some 24339 objects or 67% of the DNBC provision for a secure copy as back-up. is impenetrable to remote access, being either listed on paper catalogues or on Digitisation computer databases usable only at site level. CAIRNS, the Cooperative of Of the 36326 objects in the DNBC, 1512 Academic Information Retrieval Network in or 4% have been recorded as digital Scotland is a gateway pioneered by the images. One of the foremost contributors Centre for Digital Research at the of SCRAN, Dumfries and Galloway University of Strathclyde which has done Museums Service, has the highest much to permit cross domain searches of proportion of digital images for its academic collections but is limited to the collection; some 400 for a collection of extent of documentation and 2000 objects (20%). Burns Cottage and interoperability within collections. Museum have 16% of their collection in Approximately 50% of the NLS Burns digital format, the highest proportion of any collection is not retrievable using a simple independent collection, and the largest search of CAIRNS. single collection of object images in the country. Participation in SCRAN has Documentation standards undoubtedly encouraged a very small number of organisations to open up This section of the scoping study intended significant parts of their collections to a not only to focus on how well registered global audience. 68% of institutions museums document their Burns claimed that the lack of digitisation of collections, but to gauge how closely collections was because of inadequate unregistered museum collections are to staffing to support projects, while 12% fulfilling the Resource requirements for claimed that equipment was the limiting registration. Without exception the use of factor. Of the 25 institutions sampled, 1 the MDA’s SPECTRUM standards for local authority, 1 independent museum, documentation corresponded to the and the 3 nationals have special forms registration status of the museum drawn up for public and commercial collection itself, i.e. no non-registered requests for object images.

Conservation

This section of the scoping study collections, 2 collections which contain 85 addressed collections preservation by first Category 1 objects (7.3% DNBC), 28 examining security and insurance of Category 2 (4.8% DNBC), and 4649 collections. Environmental monitoring and Category 3 objects (13.4% DNBC) are control, and storage of collections are also uninsured, and 4 local authority collections assessed in this section. have valuations on Burns collections dating back as far as 1977. Protecting collections Although up to date market valuations are The 3 national collections are covered by important in insuring collections government indemnity and therefore do responsibly, risk management and not require commercial insurance (29.3%) responsiveness to major incidents such as of the DNBC; 5 collections have up to date fire, flood, theft, and vandalism is a major valuations and specific cover on significant part of premium assessment. Those Burns objects (13% or 149 Category 1 institutions which have already undertaken objects in the DNBC), while 16 collections risk assessments on Burns collections are (68% or 794 Category 1 objects in the as follows:- DNBC) of the DNBC are covered with only a blanket commercial policy. Of these 16

28 M anaging Collections obsolete valuations to maintain premiums National LA Independent at a lower rate) or none at all. Risk 33% 25% 0% assessment to objects in Hazards Burns collection include fire, smoke, flood; biological or chemical attack; storage environments; Disaster plan 100% 58% 10% and transportation and handling. All government and local authority premises Therefore of a total collection of 36326 which house collections are maintained objects, risks to 3061 objects or 8.4% of regularly and to a high standard, although the DNBC have been assessed, and the monolithic coverage this allows means disaster plans formulated for 21434 in most cases that fire extinguishers objects, or 59% of the DNBC. located near collection displays and Other factors taken into account when storage areas are not matched to the assessing preparedness for an insurance vulnerability of materials in Burns policy are as follows: collections. Risk assessment to objects is most practiced among local authority Record keeping organisations and not at all in the independent sector (10% of independents Documentation must accurately reflect have an emergency plan drawn up). For what’s held by the museum at any one both nationals and local authorities time. The level of documentation varies reactive measures have been drawn up for from collection to collection but given that accidents to collections to a greater extent 96.6% of the DNBC exists in a list of some than pre-emptive risk measurement to form the only cause of concern would be parts of their collection. the use of accession records and the failure to have back-up copies for some Collection condition library collections. Identifying vulnerable parts of the Burns Security collection, and feeding conservation survey data into a conservation plan is Measures taken to protect against theft especially important given the distributed vary across the distributed collections but collections’ relative sensitivity as a largely all host buildings are protected by intruder organic (mainly paper) based collection, alarm after hours, and common sense and the high display and direct access precautions guard against the loss of duration (1065 objects or 61% for borrowed material at major reference Category 1 and 2 material is on display or libraries. Closed circuit cameras were is directly accessible). 30% of independent found at 7 local authority institutions but collections have had a collection condition none at independent museums and are assessment in the past 3 years, 33% of clearly dependent upon a large financial local authority collections, and 100% of investment. High levels of staff invigilation national collections have been assessed. were evident at all venues but security For national institutions with in-house cameras and tagging for reference printed conservation departments records are material, should be the objective across maintained for all objects (for NLS the the sector. At two museums – one local conservation unit operates a grading authority and one independent – concerns scheme for object significance), while over the security of the premises and the records are kept for 92% of local authority integrity of display cases has prevented and 60% of independent collections. Category 1 material from going on display to the public.

Valuation

From sample responses, setting values and then keeping them current is troublesome and often prohibitively expensive for smaller museums. This often results in grossly unrealistic insurance cover (settling on lesser or

29 M anaging Collections Surveying Burns collections for 14349 objects or 40% of the DNBC and conservation condition and maintenance 798 objects or 46% of Category 1 and 2 of records are maintained in environments which National LA Independent have below basic equipment and Collection 100% 33% 30% environmental monitoring plans condition assessments DNBC: environmental control (see Conservation 100% 92% 60% Appendix 3 for standards criteria) records kept Environmental National LA Independent for Burns control objects Below basic 0 0 10% Basic 0 58% 70% Environment Good 0 33% 20% Best 14 100% 9% 0

Whilst many purpose built libraries now Temperature and relative humidity (RH): hold Burns material, many of the museum monitoring plan and equipment properties which now house Burns National LA Independent collections (17 of 37 venues, a total of Temp and RH 100% 58% 20% 10032 objects or 28% of the distributed monitoring plan national collections, 705 Category 1 and 2 objects or 40% of the DNBC total for the Temp and RH 100% 92% 30% monitoring most significant material) were never equipment intended as museums and therefore lack the necessary space, design and Temperature and RH levels at all of the environmental conditions needed for the nationals are actively measured and nature of the distributed collections. The recorded high display and direct access figure – 61% for Category 1 and 2 objects are 6160 objects (230 Category 1; 205 continually on display or are directly Category 2; and 5725 Category 3) are accessible to the public across Scotland – cared for by the 58% of local authorities speak for themselves in terms of the which have both the temperature and environmental risks involved; this section relative humidity monitoring equipment explores how those risks are quantified and a plan to record and respond to data and controlled. received; 6410 objects (this includes 36 Category 1 objects; 35 Category 2; and DNBC: environmental monitoring (see 6339 Category 3) are held by local Appendix 3 for standards criteria) authorities with temperature and RH Environmental National LA Independent monitoring equipment but no active plan to monitoring Below basic 0 25% 70% analyse and respond to changes in Basic 0 33% 10% environmental conditions. 4000 objects Good 0 25% 20% are cared for by one local authority Best 100% 17% 0 organisation without equipment or a monitoring plan. Therefore although most 3 major bibliographical collections have local authorities have equipment to below basic equipment and environmental monitor temperature and relative humidity monitoring plans. This accounts for 8583 for only 37% of collections in this sector objects 24% of the DNBC: 137 Category 1 are held by organisations with equipment and 2 objects (8% of the DNBC total for and a plan to act on data collected. Categories 1/2) 3352 objects (128 Cat 1; 52 Cat 2) are 7 independent organisations have below cared for by the 20% of independent basic equipment and environmental museums which have both temperature monitoring plans. This accounts for 5766 and RH monitoring equipment and a plan objects 16% of the DNBC: 661 Category 1 to record and respond to data received; and 2 objects (38% of the DNBC total for 515815 objects are held by independents Categories 1/2) with equipment but no active plan to

14 Museums and Galleries Commission, Levels of Collection Care, (London: MGC, 1998), p. 14 15 Of this number a deposit of 167 artefacts from Burns Cottage and Museum are in storage at NLS

30 M anaging Collections analyse and respond to changes in or 19% of the DNBC (or 204 Category 1, environmental conditions (this includes 122 Category 2, and 6690 Category 3 427 Category 1 and 164 Category 2 objects) are cared for by organisations objects). 608 objects (168 Cat 1; 76 Cat 2; with a pest control programme. 364 Cat 3) are held by institutions with neither environmental monitoring Display equipment for temperature and RH nor a plan. Environmental conditions vary across the country but become far more important Light (UV and lux): monitoring plan and when the low volume of object exchange equipment between museums, libraries and other National LA Independent collections and the infrequency of display Light 100% 50% 10% changes of Burns material are taken into monitoring plan account. Light 100% 50% 10% monitoring There are no plans in Scotland during equipment 2004 for new exhibitions on Burns, with the exception of the redevelopment of Light levels for display and storage of Burns House Museum in Mauchline which Burns collections held by all of the will showcase objects largely within the nationals are actively measured and East Ayrshire Council Collection. The use recorded of collections in libraries is of course different to the approach taken in 6131 objects (230 Category 1; 195 museums, the latter using the medium of Category 2; 5706 Category 3) are cared exhibitions to interest the visitor. Yet, the for by the 50% of local authorities which wealth of some library collections is hidden have both the light monitoring equipment by lack of exhibition infrastructure (display and a plan to record and respond to data cases, interpretive material, etc.) and received; 10441 objects (104 Cat 1; 58 would suggest the need for greater Cat 2; 10279 Cat 3) are held by local cooperation between libraries and authorities with no light monitoring museums, as well as change in the equipment and no plan to analyse and fixedness of collections and the respond to changes in light levels. possibilities of loans to facilitate new exhibitions. 2700 objects are cared for by the 10% of independent collections which have both One of the most basic ways of accessing a the light monitoring equipment and a plan collection is through display. Of the to record and respond to data received; 16 samples studied it is clear that although 6418 objects (495 Cat 1; 182 Cat 2; independently held collections amount to 5741 Cat 3) are held by the 90% of 25% of the DNBC sample total, in 2004 independents with neither environmental approximately 6018 objects or 66% of monitoring equipment for light levels nor a independent sector objects are on display monitoring plan. (or for library collections are directly accessible to the public) compared to Pest control programmes 6132 or 37% of objects in local authority National LA Independent collections, and 19 objects or 6.6% of the Pest 66% 8% 30% control NGS and NMS collections (a figure for programme NLS was not obtainable). This high proportion among independent organisations may be because of storage 4000 objects are cared for by the 8% of problems or simply the need to appeal to local authority organisations and 2825 visitors on whose income these objects by the 30% of independent organisations depend. museums that have a pest control programme; 191 objects are cared for by national institutions having a pest control programme in place. In total, 7016 objects

16 Of this number a deposit of 167 artefacts from Burns Cottage and Museum are in storage at NLS

31 M anaging Collections

Display and direct access to distributed collections (% by collection)

80

70

66% independent 60

on 50 ti c e ll o

l c 40 tota

f 37% local authority o

30 %

20

10 6.6% NGS /NMS 0 123 collection ownership

display and access by number of objects

49% local authority

51% independent

0.16% NGS/NMS

Storage

Museums need storage to house reserve DNBC Storage locations collections and vary collection displays. With reference to the DNBC, 39% of Storage National LA Independent Category 1 and 2 objects are currently in location Storage onsite 0 50% 80% storage (not on display and not directly only accessible to the public). Storage Storage offsite 0 8% 20% conditions are vitally important for the only wellbeing of collections. Where storage is Storage onsite 100% 42% 0 located has implications for changing over / offsite exhibitions, the quarantine of objects, preparedness for incidents, and for DNBC Storage capacity National LA Independent transportation difficulties. Storage size and location, and storage environment were all Storage size 100% 75% 60% investigated in the scoping study. adequate Storage size 0% 25% 40% inadequate

32 M anaging Collections Storage environment storage capacity and the significance Standard National LA Independent ratios within each sector: 97% of national Below Basic 0 0 10% collections are Category 3; 96% of local Basic 0 50% 70% authorities collections are Category 3 Good 0 42% 20% Best 100 8% 0 material and 91% of independent sector collections are Category 3. This accords There would appear to be a correlation with both the capacity and resourcing of between the high display ratio for the sectors; nationals closely followed by independent sector organisations (66%) local authorities claim to have most and both the inadequacy of storage capacity and the best storage conditions environment (10% are ‘below basic’), yet hold, proportionately, the least capacity (40%), and location (80% is significant material. onsite only) limiting the flexibility of displays and the rotation of objects. Local Two new developments in Scotland have authority organisations currently display improved the storage conditions of major approximately 37% of their Burns collections significantly. Granton Centre collections and appear to have greater for Art opened by the National Galleries of capacity for object storage and more Scotland for their reserve collection in flexibility in location of stores. Having only October 2002, and Glasgow Museums offsite storage can hinder the movement of Resource Centre (GMRC) opened in objects and place restrictions on display December 2003. Combining state of the changeovers, lengthening the durations of art environmental conditions with quality exposure to display environments for public access to collections, these two Burns objects. Two local authorities have facilities have dramatically improved Burns-only venues which are open all year collections management for thousands of round but have no on-site storage and this nationally and internationally significant severely restricts the resting of objects. objects, including parts of the DNBC. Storage at national sector level is of During the last two weeks of January, adequate capacity and has best-practice- Glasgow Museums Service conducted standard storage environments. There themed Burns tours of the city’s collection appears to be a connection between held in storage at the GMRC in Nitshill.

Conservation Case Study

A National Challenge: Burns Cottage and Museum

below basic ratings for both environmental monitoring and control, and for the Category 1: Burns Cottage and DNBC provision of storage of collections. This places the core of Scotland’s Burns

DNBC collection in an unpredictable and 65% Burns Cottage manifestly debilitating environment. 35% In the second phase of registration the Museums and Galleries Commission outlined the qualifications for the term

‘national’ as follows: From the findings of the scoping study the

Burns collection held at the birthplace I. The policy and practice of the museum in Alloway is the single most museum should be to collect a significant collection of Burns material in range of objects of national Scotland. In this one museum alone there importance and associated are: information in its particular fields, • 35% of DNBC Category 1 objects and these collections should be • 25% of DNBC Category 2 objects subject to appropriate standards of • 11% of DNBC Category 3 objects care II. It should already have a substantial The museum is anomalous in the survey collection in relation to its stated for its level of significance but also by objectives and the museum’s being the only museum which scores

33 M anaging Collections display policy should reflect the full purporting to provide a national range of its collections facility III. It should be able to provide professional and authoritative With reference to the advancement of the expertise and advice over its whole national collection, Burns Cottage and field to the public, to other Museum has for over a century matched museums, and to national and local criteria I and II, but owing to resource government restrictions been unable to fulfil the IV. It should provide study and research remaining 3 standards for national status. facilities for the public V. It should offer visitor services of a quality appropriate to a museum

A National Challenge

The present collection indicates Museum, both devalues the authenticity of fundamental problems in collection care the exhibits themselves and necessitates stemming from the following factors: environmental conditions at variance with the preservation needs of the Burns Structural unsuitability collection. Lighting and heating set at a level for staff and visitors speeds the acid- The collection at Burns Cottage is induced hydrolysis of cellulose and has displayed in a purpose built pavilion-style already desiccated and browned paper museum adjacent to the cottage in which artefacts in two cases containing Burns was born in 1759. Built in 1902 and holograph manuscripts and printed extended in 1920 and 1955, the building’s material in the Alloway Room. design is now unsympathetic to the modern conservation needs of the No storage facilities at the museum mean collection displayed within. The admission that artefacts are exposed constantly to of high levels of daylight and the failure of fluctuations in relative humidity and the building’s defences to buffer temperature, prolonged dosages of fluctuations in the temperature and relative daylight, gallery spotlights high in infra-red humidity of the climate outside has been and case lights emitting high energy ultra- compounded by decades of violet radiation at close range to objects. underinvestment in structural maintenance This combination of photochemical leading to water and pest ingress. There is radiation has lead to considerable no formal schedule of inspection and pre- degradation of Category 1 and 2 material. emptive maintenance at the museum. The mixed use of the museum building has contributed to collection deterioration. Burns Cottage: DNBC on display The dependence on visitor income directly affects the day to day care of collections – Cat 2 the museum library doubles as a tearoom 20% during the summer months with consequent levels of high relative humidity and moulding on exposed surfaces of over Cat 1 Cat 3 1000 volumes. The presence of a shop 48% within the museum, although vital for the 32% financial survival of the Cottage and

Environmental unsuitability

Monitoring

In order to ascertain exactly how the indicator and one uncalibrated dial collection experiences its environment at hygrometer), no recording thermo- microscopic level requires scientific hygrographs, and no light meters at the measurement and relatively sophisticated museum. This makes only spot checks monitoring devices. There are currently possible for temperature and RH, but not only 2 relative humidity gauges (one card for light levels. Since the most damaging

34 M anaging Collections environmental conditions for artefacts occur during sharp fluctuations, the The effects shown by key objects in the museum does not presently have the collection confirm environmental attack: ability to detect changing conditions over time.

Light damage

Light levels in the Tarbolton Gallery (pictured) ranged between 200-520 lux during spot tests in May 2001. Artefacts in desktop display cases show widespread browning and signs of desiccation and tearing. In one particular display case a ribbon used to hold a page of Volume II of The Spectator Magazine open at a certain page has moved from its original position revealing a band of discolouration almost as dark as the remainder of the exposed surface, evidence of rapid photochemical damage.

At risk: • 209 manuscripts: 18% DNBC Cat 1 • 45 manuscript books: 3.9% DNBC Cat 1 • 17 prints: 0.05% DNBC Cat 3 • 4 Silhouettes: 0.7% DNBC Cat 2 • 20 paintings: 3.4% Cat 3

Chemical damage flaking of case linings (pictured) and the use of inappropriate materials for display cases such as interior plywood (which is high in urea formaldehyde-based adhesives) can attack protein-based materials. Off-gassing is promoted by heat from case lights.

At risk: • 45 manuscript books: 3.9% DNBC Cat 1 • 17 prints: 0.05% DNBC Cat 3 • 4 Silhouettes: 0.7% DNBC Cat 2

Relative Humidity (RH) related damage warping on a panel painting, Tam Pursued by the Witch by James Drummond (pictured), in the main gallery and moulding on exposed surfaces of over 1000 volumes of the museum library housed in the cottage tearoom both indicate episodes of high RH. Tests from a recording thermohygrograph run over a week in May 2001 logged levels above 70%RH for 45.2% of the recording time. Foxing spots and deposits of rust confirm monitoring data. At risk:

• 209 manuscripts: 18% DNBC Cat 1 • 45 manuscript books: 3.9% DNBC Cat 1 • 17 prints: 0.05% DNBC Cat 3 • 4 Silhouettes: 0.7% DNBC Cat 2 • 2636 books: 7.6%DNBC Cat 3 • 20 paintings: 3.4% Cat 3

Temperature-related damage solar gain from daylight, heat from case and gallery lights, and radiant heat from pipes and radiators below display cases (pictured) has accelerated hydrolysis of paper products. A 5°C rise in temperature can increase the rate of deterioration by about two and a half times17. At risk:

• 209 manuscripts: 18% DNBC Cat 1 • 45 manuscript books: 3.9% DNBC Cat 1 • 30 artefacts: 2.6% DNBC Cat 1

17 Garry Thomson, The Museum Environment, (London: Butterworths, 1978), p.41.

35 M anaging Collections Control visitor services. The lack of long-term curatorial expertise at the museum Levels of ultra violet light are partially jeopardises collection care in the long reduced by muslin filtering on skylights in term. the main gallery of the museum (figures) but from a study in 2001, the intensity of Conclusions natural light averages between 200-520 lux in the main gallery, levels which would Since all of the collection at Alloway is be tolerable only if the museum were to exposed to an environment which is not reduce lux levels to 100 lux and close from accurately measured and is controlled at a October to April of every year (Based on below basic level, the threat to the 200,000 lux hours recommended by collections is widespread and immediate. BS5454.). Regulating temperature and Part of the collection is already in storage relative humidity depends upon a gas-fired at the National Library of Scotland yet this central heating system installed in the can not be a sustainable option for such a 1950s without individual thermostatic significant collection at the most controls on radiators. internationally identifiable Burns site. Strategic investment in infrastructure and Capacity a viable long term funding solution as perhaps a designated national collection Staffing at the museum is, with the would help ensure standards of care while exception of one curator of collections maintaining the important local connection. hired on a temporary contract, confined to

Acquisitions

Growth and development of the distributed Acquisition and Disposal Policies collections is dependent upon a regular influx of Burns-related objects as and National LA Independent when these become available. Across all Acquisition and 100% 83% 50% disposal policy of the sectors donations account for the highest number of objects acquired yet Specific 0% 42% 10% there is a wide spectrum of collecting mention of policies, acquisition budgets, and although Burns in policy 72% of sample organisations had an acquisitions and disposal policy, only 24% 33% of local authority museums have both have a specific mention of collecting a specific mention of Burns in their Burns-related material. Although many acquisitions and disposal policy and a set organisations claimed a tacit preference acquisitions budget, though no sample for Burns and the likelihood of sharing institutions have a budget ring-fenced for information on objects coming up for sale, Burns acquisitions. only one acquisition and disposal policy explicitly refers to the passing on The method of collecting in Scotland for information on Burns material to another many museums and libraries depends on Burns sector museum. All policies a rather informal network of reviewed mention a strong presumption communication and there is little evidence against disposal and have involved of referrals between organisations in procedures to assess the case for different areas. deaccessioning and disposal. The fact that only 50% of independent sample Libraries are the most systematic institutions do not have such a collectors given that they regularly add constitutional guard against disposal is a new works on Burns to existing collections cause for concern and remains a and account for 4 of the 6 local authority stumbling block towards registration. institutions who have made a Burns acquisition in the past year.

36 M anaging Collections Acquisitions Budgets accruing funds and being more prepared National LA Independent for the sporadic nature of items becoming Set 100% 75% 0% available. acquisitions budget Burns Acquisitions in the past year Acquisition budgets range from a top scale National LA Independent Burns 33% 50% 60% such as the National Galleries of Acquisition in Scotland’s average annual allowance of the past year £678,25018 (71,470 objects of which 100% are of national, UK, or international Joint bids for Burns objects significance19) to approximately £2000 for National LA Independent East Ayrshire Council Museums, Arts, and Joint bids in 0% 8% 0% the past for a Theatre Service (69, 301 objects, 57.4% of Burns object which are of national, UK, or international 20 significance ). There is a tendency among sample institutions not to make joint bids for The potential for collecting amongst Burns-related material with other parties. independent museums is severely Although this may be because of curtailed by the lack of a fixed amount per competition between smaller museums annum for new acquisitions. These and libraries and the rarity of Burns museums rely in the main on donations objects coming onto the market in recent and fund-raising on a case by case basis. years, one national institution claimed that Although independents show a higher rate they did not collect jointly since they were of acquisitions for the past year than any a ‘stand alone’ institution. other sector, these tend to be smaller and less valuable donations than acquisitions Perhaps not surprisingly, the distributed by the 50% of local authority institutions national collections are not growing (67% of whom are libraries acquiring new appreciably in Category 1 or 2 material. editions on Burns, as mentioned above). On average 50-100 predominantly The last major acquisition in Scotland was Category 3 objects are acquired per year made by East Ayrshire Council in 2002 in Scotland, or a growth of 0.14-0.28% of with the purchase of a holograph the DNBC total. manuscript by Burns of the song There Was A Lass at a cost to the Council of £13,000, 6½ times their annual acquisitions budget.

Dumfries and Galloway Council Museums Service have a general acquisitions budget of £8000 per annum. An Acquisitions Sinking Fund gathers monies unspent from year to year to save for more expensive acquisitions, ‘which would enable major new purchases to be made which exceed the annual revenue allocation for acquisitions’21. This rolling budget would appear to give the museums service more latitude in collecting than a fixed annual allowance which can not carry to successive years, both by

18 Mean taken from purchase fund for artworks and donations for the purchase of artworks combined, 2004-7, National Galleries of Scotland Corporate Plan 2003-8, (Edinburgh: Stewarts, 2003), p.48. 19 A Collective Insight: Scotland’s National Audit, p.336 20Ibid., p.168 21 Dumfries and Galloway Council Museums Service, A Museums Strategy For Dumfries and Galloway 1999-2004, (Dumfries: DGC Department for Community Resources, 1999), 6.2.4

37 M anaging Collections Movement between collections first satisfy criteria on transport, insurance, conservation, security and environment to Apart from the protracted large-scale satisfy the Government Indemnity ‘loans’ of collections from Burns Clubs and Scheme. The resources needed have other Burns organisations to local severely hindered national collections authorities at the moment, and a small becoming distributed national collections. number of private loans, only 3 objects in Likewise, museum Registration Scotland are currently on loan for requirements have most probably exhibition purposes. Aside from the prevented the movement of objects prevailing documentation situation in between local authority collections and Scotland which has prevented the sharing unregistered independent museums. of collections data, insurance has been a Access to distributed national collections is barrier to loaning material to other thereby limited. collections. In order to loan from national collections a non-national museum must

Conclusions

At face value there would appear to be a fully documented distributed collection Standards of environmental management given the 3.4% backlog, yet there are for the most significant collections are considerable backlogs in the levels of generally far below the ideals expected of documentation required for a collection of a national collection. As detailed for the national significance. This study has collection at Burns Cottage in Alloway, the demonstrated that the baseline for high display rates for the predominately independent collections is considerably paper-based objects in the distributed lower than for any other sector and collection are most at risk from consequently the needs are for IT temperature, relative humidity, and equipment and training. For local photochemical damage. Given the level of authorities the development from the risk there is a strong case for a hybrid situation of manual and conservation audit of Category 1 and 2 computerised documentation formats material. requires considerable staff time to sort through hidden backlogs and upload data There is an inverse relationship between to a fully computerised system. For all collection significance and the adequacy organisations digitisation of the distributed of storage. Options need to be explored to collection needs a combination of staffing improve storage capacity through and equipment, and an improvement in rationalisation and greater collaboration the awareness of ownership issues. allowing organisations to prioritise storage needs and reduce duplication of less Another major challenge for the distributed significant material. collection is security. The scoping study has shown that local authority and A more collaborative, strategic approach is independent sector organisations lag far needed to learn about Burns objects behind the national sector in assessing the coming onto the market, knowing where condition of collections and measuring these would be of most value in Scotland, risk. In the absence of government and raising the necessary funding to indemnity, the tendency among the ensure the distributed national collection independent and local authority sectors continues to grow in terms of the most has either been to undervalue collections, significant material. restrict the movement of objects, or not cover collections at all. Since the most Collecting activity should be coordinated to significant collections are held the sector a greater extent to reduce overlap. The least able to pay adequate premiums on drafting of common guidelines for insurance cover, the most vulnerable acquisition and disposal of Burns objects collections are exposed to a combination would promote more effective use of of risks. A review of insurance cover and limited resources. the associated measures required to quantify and minimise risk for the distributed national collection is necessary.

38 Capacity

5 Capacity

Key Findings

• There is only the equivalent of 1.5 • Glasgow Museums Service has full time and professional staff one of the smallest Burns dedicated solely to Burns collections in the country yet the collections in Scotland; the 18.5 highest single total of education other curatorial positions have and access personnel responsibilities for other • Training needs identified by local collections which dwarf the size if level organisations are: not the significance of Burns conservation (34%), education collections (27%), documentation (12%), and • Although curatorial support for marketing (12%) collections is greatest in the • Resource needs identified by local national sector, 20 of the 24 level organisations are: curators are employed by the conservation (40%), education National Galleries of Scotland and (31%), marketing (15%), and cover a range of subjects. Most documentation (14%) curatorial expertise for Burns • 62% of organisations would collections therefore already exists approach a lay expert on Burns as at a local level (ie all non-nationals the most authoritative source of with the exception of Glasgow information Museums) • 51% of the most significant Burns- • Numbers of specialist related material in Scotland is conservation and education staff supported by the independent are lowest at a local level sector • There is also a dependence on • 46% of the DNBC as a whole is private conservation help among supported predominantly by local local level organisations taxation • Local authority and national sector • Opportunities have been identified organisations have the best in the scoping study for the access to education and sharing of resources at local level marketing expertise

Measuring Capacity

Supporting a significant and distributed distributed collections is examined in a national collection comprising 36,326 case study comparison. objects, human resources and funding streams are a fundamental requirement for Staffing present and future stewardship of the DNBC. In this section the scoping study Figures for the DNBC are divided into local sought to assess the current degree of level collections and National collections access across sectors to curatorial, (including the collection of Glasgow conservation and scholarly expertise. Museums Service). Financial resources available to the

39 Capacity

Numbers of designated staff for local level collections

Area of expertise Specialist Shared staff Volunteers Training Resources staff needs needed most urgently Curatorial – i.e. those positions of qualified 18.5 0 3 0% 0% museums, archives, and libraries professional staff directly concerned with Burns collections as part of their job description. Qualified and full-time (1.0), unqualified or part-time (0.5) Documentation - Specialist documentation staff 11 0 3 14% 28% (1.0), unqualified or part-time documentation staff (0.5). Qualified librarian or archive staff (1.0). Conservation - Specialist conservation staff 7.5 1 1 40% 33% (1.0), unqualified or part-time conservation staff (0.5) Education - Specialist education staff (1.0), 6.5 0 0 31% 24% unqualified or part-time education staff (0.5) Marketing - Specialist marketing staff (1.0), 7 0 1 15% 15% unqualified or part-time education staff (0.5)

Access to curatorial expertise a book and manuscript collection of 8.12 million items, and Glasgow Museums Of a team of 18.5 staff at local level with Service hold a Burns collection of 287 curatorial responsibilities across the objects in a wider collection of 1.01 million country, only 1.5 staff are dedicated to the objects. This gives a numerical reflection distributed collection nationwide. Only of the other demands made on curatorial Ellisland Farm and Burns Cottage staff and does not take into account the Museum have curatorial staff dedicated special nature of Burns collections. Just as solely to the Burns collection. For the the National Museums of Scotland have majority of museums across Scotland an obligation to share expertise with non- holding Burns-related material these national institutions, larger local authorities collections form only a fraction of the are often called upon to advise smaller entire collection, and therefore only part of collections on curatorial matters. With the the responsibility of individual staff. exception of Dumfries and Galloway Council Museums Service’s ongoing Relative responsibilities support for collection management at Ellisland Farm, the pattern across the To place the Burns collections into country has tended to favour the curatorial perspective, ignoring the relative assumption of independent Burns significance of the Burns collections, in collections into direct local authority care. mixed collections with curatorial staff the This is the case with wholesale transfer of smallest Burns collection constitutes 47 collections to East Ayrshire Council objects of an entire collection of 19, 675 Museums Arts and Theatre Service, South (0.24%) and the largest ratio for a Burns Ayrshire Council, Mitchell Library, and collection is 1780 objects in a mixed Dumfries and Galloway Museums Service. collection of 14,000 (12.71%). For the Therefore the Burns collections of National Museums of Scotland their Burns organisations with a sizeable collection of collection of 97 objects set against a other material or a small number of Burns- collection of 3.29 million objects, the related objects will have other demands National Galleries of Scotland have 191 of made on curatorial staff time and 71470, the National Library of Scotland resources, a tension in all sectors. has approximately 10348 Burns objects in

40 Capacity

Access to documentation expertise Access to conservation expertise

MDA 7% private SMC/NMS inhouse conservator 33% 47% 29%

other inhouse museum SMC/NLS 32% 13% There are 11 Documentation staff for a 32% other collection of 25,403 Burns objects. 47% of museum organisations have documentation 7% expertise on their staff (9.5 of documentation staff at local level are from There are 7.5 conservation staff for 25,403 local authority organisations), while 33% objects of which there are 939 Category 1 would approach the Scottish Museums objects. In the independent sector which Council or National Museums of Scotland. makes up 9118 objects and 53% of the Far fewer organisations would approach DNBC Category 1 objects there are the other museums (13%) or the MDA (7%). equivalent of 3 full-time conservators 15 organisations blamed lack of staff or employed but for only 136 Category 1 allotted time for unsatisfactory objects, leaving 473 Category 1 objects (or documentation, 2 pointed to lack of 41% of the DNBC total) without expertise, and 3 institutions explained that conservation staff. For the nationals sector IT equipment was required to improve the (including Glasgow) there is a combined recording of object information. This area conservation staff of 53 for 10923 objects, of museums work is vital to collections of which 220 are Category 1. Therefore management and to bettering access to although there are other demands made collections. 14% of DNBC organisations on the time of personnel in this sector, regarded documentation both as a staff there is clearly a shortage of conservation training need and an area where expertise directly available to the most resources are needed most urgently. The significant Burns material. The SMC and high response rate which pointed to in- NLS Conservation units are called upon to house documentation expertise is partly make up the shortfall in in-house expertise explained by the traditional self-reliance of (32%), so too are private conservators library and archive staff in organising (29%). The number of libraries using material to aid information retrieval from private conservation expertise would collections used primarily for reference. explain the relatively high dependency of However, the limited use of national private conservation. This underlying institutions as sources of documentation reliance on private consultants would advice may also be a result of the explain the rather high levels of in-house exclusion of non-registered museums from expertise (specialist tasks being the support network. contracted out) but does highlight the

inconstancy of specialist conservation

support and perhaps an overdependence on specialist help for remedial as opposed to preventive conservation work. There appears to be little cross sector conservation activity among local level organisations.

41 Capacity Access to education expertise. Access to marketing expertise local authority education depts 82% independent sector marketing dept 20%

cultural direct advice local authority non specialist coordinators from teachers marketing dept mar keting 9% 9% 50% 30%

Local authority education departments are Given the higher dependence of where most local authority museums and independent museums on visitor income libraries turn for knowledge of the schools to finance collections management, there curriculum although only one response is a disparity between need and the mentioned the positive role of Cultural availability of expertise. All local authority Coordinators, positions launched by the and national institutions have specialist Scottish Arts Council and being piloted marketing personnel unlike the over a 3 year period across Scotland by independent sector which subsists without the Scottish Arts Council to improve the focus and resources of dedicated opportunities in the arts for lifelong marketing departments. There is no learning and access to cultural resources conduit for such expertise to pass between for schools. It is clear that Cultural national institutions and local level Burns Coordinators have still to register an sector museums impact in mediating between Burns collections and new audiences. No equivalents to the conservation and documentation services operated by the nationals and SMC exist at the moment.

Designated staffing levels at the National Collections in Edinburgh22, and Glasgow Museums Service.

Specialist Shared Volunteers Access to Training Resources staff staff expertise needs needed most urgently Curatorial 24 None 0 In-house None None Documentation 15 None 1 In-house None None Conservation 53 None 0 In-house None None Education 7123 None 0 In-house None None Marketing 27 None 0 In-house None None

22 National Museums of Scotland, National Library of Scotland, and the National Galleries of Scotland. 23 Calculated on the basis of 48 Education and Access staff at Glasgow Museums Service, 7 staff at NGS, 15 staff at NMS, and 1 at NLS.

42 Capacity Training and resource needs identified by Volunteer staff local level organisations Perhaps because of necessity the training needs independent sector relies most on volunteers to care for and interpret Burns mar keting venues and collections. Museums such as other, 15% 12% documentation Irvine Burns Museum and Ellisland Farm 12% which pay only small remunerations for

conservation staffing and rely in the most part on 34% voluntary staffing. In 2003 Glasgow education Museums Service appointed a volunteers 27% coordinator in 2003 which has helped

establish a system for the use and Other training needs: Burns awareness personal development of volunteers. One training (7.5%), working with volunteers such volunteer will undertake to research (2.5%), museum security (2.5%), and Burns collections held at the Glasgow website training (2.5%). The strongest and Museums Resource Centre in Spring most strategic training therefore would be 2004. in the key areas of collections management: conservation and Sources of expertise on Burns documentation, and also the educational use of collections. Owing to the division of The knowledge of lay experts was found in labour and high degree of specialization the scoping study to be the most popular within larger institutions, no training needs source of information on Burns. were identified during scoping studies of Expertise on life and work of Burns Glasgow Museums Service, NLS, NGS, and NMS. local museum / library, 16% areas where resources needed most urgently marketing documentation 15% 14%

national museum / library 22% lay expert 62%

conservation education 40% 31% These figures suggest a reliance on Burns Shared staff devotees for expert knowledge. This reservoir of knowledge and enthusiasm is Job sharing and project partnerships does a unique feature of the Burns legacy. not happen to any great extent within the However, its contribution is still Burns sector. Joint working occurs most underutilized and much could be done to frequently within local authority bring collections and the community closer departments, for example between together. The potential for community archives and libraries in Dumfries, and involvement is extensive and sponsors like archives, libraries and archives throughout the Community Fund, Active Communities Ayrshire. Greater cross-sector working Initiative, and the Millennium Volunteers appears to be hindered by institutional and Programme, could be used to support municipal bureaucracy. Although there is projects which would help preserve the evidence of informal liaisons between rich vein of local expertise on Burns in authorities or institutions, there is only one communities across Scotland. Building on formal exception to this at the moment in strong relationships already established in the sharing of a conservator between the the Burns community (11 institutions museums services of East Ayrshire already have close associations with local Council and Renfrewshire Council. Burns clubs) involving the wider community directly with collections is a real opportunity to include and engender the notion of shared heritage.

43 Capacity Capacity Case Study

Burns In Stirling at Stirling Smith Art at Stirling Smith Art Gallery and Museum. Gallery and Museum, January-March The museum is not registered and would 2004 therefore find it difficult to borrow material from a registered institution. Other barriers This unique exhibition seeks to use the to lending material would be the cost of small collection of Burns ephemera held arranging insurance and staff time by Stirling Smith Art Gallery and Museum (SSAGM is an independent museum (SSAGM) together with a guest display of which has a service agreement with the Burnsiana from the collection of Colin local authority to act as the local museums Hunter McQueen, and interpretation service), and knowledge of other panels from a former Burns exhibition at collections (Elspeth’s awareness of other the Mitchell Library, Glasgow. To Burns collections is very much down to her supplement the exhibition, and to explore experience of visiting other collections and various aspects of Burns’s life and his speaking to curators). There is a very connections with Stirling, a series of modest permanent display of Burns lectures by leading Burns scholars and material (all Category 3) on display around enthusiasts was commissioned. In the museum. Two plaster panels of a relief addition, a schools program entitled ‘The by the artist Hodge hang in the lecture Living Language – Spectacular theatre, and one display case containing Vernacular’ will tour primary and an oil painting, book, violin, and a copy of secondary schools drawing attention to the the famed glass inscribed ‘Stirling Lines’, tradition of Burns and the Scots language. suggest the importance of Burns in the story of Stirling. This joint exhibition came about as a result of the long standing friendship of Elspeth This exhibition demonstrates the King and Colin Hunter McQueen and was possibilities of museums working in a natural matching of the private collection partnership with private collectors and lay of Colin Hunter McQueen and the venue experts on Burns

Types of funding

Internal / External. All institutions collections management impossible; aside dependent upon external sources of from capital expenditure, the highest funding. The widest range of funding proportion of expenditure on staff wages. sources is found among the independent For independent museums problems arise sector museums. Irvine Burns Museum when there is a direct dependence upon operates on a budget made up from visitor income for collections management donations, fund-raising, European Social and staff wages; staff tend to take Funding, applications to the North Ayrshire precedence jeopardizing resources meant Council Common Good Fund, among to be channelled into collections other types of revenue. Considerable management. Short term capital enterprise has been shown by the Friends of Ellisland Farm in the improvements Of the 36,326 objects in the Distributed made to facilities and widening collections Collection, as an indication of the main24 at Ellisland, opening up funding from sources of funding for collections special events, and setting a corporate management membership scheme. In 2003 at a cost of over £20,000 the Friends and Trustees of Portion Scottish Local University Independent Ellisland Farm managed to raise capital for of Executive Taxation Funding Trading DNBC improvements to visitor facilities (including % Total 29 46 2 23 ramping and disabled toilets) from a % 19 29 1 51 diverse range of funds, an enormous Category expenditure for a venue that raises an 1 average of only £5000 annually from visitor expenditure. Within these, targeting collections management most often done 24 The National Audit provides the other sources of by allocation of staff. Precise funding for funding such as retail income, fundraising, etc. which have not been added in this study

44 Capacity DNBC Category 1: funding sources Operating costs

university local 1% these figures were calculated simply by taxation equating the size of the Burns collection 29% against the magnitude of an institution’s entire collection, and then taking the corresponding fraction of the overall independent operating budget expended annually. The 51% operating costs might therefore be Scottish Executive considered a figure at which museums, 19% archives and libraries must break even in order to continue operating as collections stewards. Since figures have not been

obtainable for all organisations, a case study comparison of 5 quite different organisations which together care for 8789 objects or 24% of the DNBC:

O o N c o Total c D b o Ann c D O D b operat Total D S o o o u u p b b p N N o N N r t h g l l s d d e j j e

B l B l B B e e o e e t e a r n g g u c s c a C C C C f c c r n no. an d e e al

t t

t t t D

i c s s t t

i i i i / o o s

n n p

o o o

N f O a b p i nual g g e o n n n s B t j e o t r

r i e

t h

r

r o e s C f c t a a

e n n

h

t t t r

t

e i i

i o n

r

e g

East 2402 69,031 0.035 £580,000 £20181.66 £40,000 running £60,181.66 £25.05 Ayrshire costs for Burns Council House Museum Museums Service Dumfries 2000 250,00 0.008 £383,900 £3071.20 £49,000 for running £52,071.20 £26.04 and 0 costs of Robert Galloway Burns House and Museums the Robert Burns Service Centre National 191 76,000 0.002 £11,829, £29,728.14 NA £29,728.14 £155.64 Galleries 000 of Scotland Irvine 762 2171 0.351 £3509.90 £7620 Included £3509.90 £4.61 Burns Club Burns 4396 4396 1 £66,367. £66,367.80 Included £66,367.80 £15.09 Monument 80 Trust

Operating costs include staffing costs, collections form a tiny fraction of the main buildings maintenance, acquisitions collection. expenditure, insurance, and basic running costs, but exclude capital needed for large Local authority expenditure in East scale projects and other extraneous costs. Ayrshire and Dumfries and Galloway (both These figures do not reflect the of which support Burns-only venues) is considerable savings to collections remarkably similar when the per object management made through voluntary operating costs are extrapolated staffing for independent museums, nor will they show the savings for larger The independent sector organisations institutions resulting from economies of featured are primarily Burns museums yet scale (housing Burns collections as part of spend proportionately less per annum on larger collection, often on single sites). two highly significant collections. Buildings up-keep and direct collections The collection of the National Galleries of management receive far lower levels of Scotland has the highest spend per object finance at £155.64; no venue expenditure has been added to this figure since the Burns While national and local authority organisations also receive a small

45 Capacity proportion of their income from external, and facilities with which to interpret non-governmental funding sources, direct collections and boost learning; Glasgow funding ensures a relatively stable Museums Service has recently expanded operating budget for collections care in its Education and Access Department as a these sectors. Over half of the country’s result of a Best Value review and has both most significant Burns material is cared for the expertise and resources to translate by the independent sector and is therefore the Mitchell’s rich collection into tangible supported by less predictable funding. learning experiences for the people of This undoubtedly has implications on short Glasgow and beyond. term planning and long term investment. Similar opportunities for partnerships Current and potential sharing of resources which exist in Irvine: North Ayrshire Council are custodians of two properties Distributed Collections do not enjoy the which Burns used in 1781-2 while learning economies of scale of a centralized the flax dressing trade but a small and collection; their very scattered nature relatively unimportant Burns collection. makes savings difficult and pooling often North Ayrshire Council Museums Service erratic. Therefore shared facilities have a tried and tested education service wherever possible are bound to build with Burns at its heart, albeit funded on a 3 support and capacity for the distributed year temporary basis using a Heritage collections. Lottery Grant. Irvine Burns Museum suffers from a lack of resources and is Ayrshire Archives Centre provides advice forced to offer unstructured and infrequent and archive-quality storage schools use of its invaluable collection of accommodation for private and public Burns art and artefacts, despite being less bodies in North, South, and East Ayrshire than 1 km from North Ayrshire Council’s and is a good example of joint local Heckling Shop and Lodging House. During authority rationalisation. However, the January some schools combine the two strengths of Burns collections in Ayrshire sites but this is uncoordinated and alone warrant full-time dedicated haphazard, and is conducted on the conservation staff. For the three local goodwill of volunteers from Irvine Burns authorities and a municipal collection of Clubs. Supporting pioneering educational 2337 Burns objects, there is one job share work and nationally significant collections conservator with 324,262 objects in their would require little investment in a Social care. Inclusion Partnership Area, reaping huge social and educational benefits, while In terms of collections proximity, there are safeguarding the collection. obvious opportunities for maximising access and educational use of collections. A proposed joint facility for Dumfries As departments within Glasgow City Archives, Libraries, and Museums would Council’s Cultural and Leisure Services, ensure high collection care standards for a Glasgow Museums Service and Libraries substantial portion of the distributed already possess a potential ability to share national Burns collection and undoubtedly collections and expertise. The Mitchell produce economies of scale and savings Library holds a massive bibliographical to the taxpayer, and aid research into the collection and a number of highly distributed collections. significant manuscripts without staffing

Conclusions

Building capacity at a local level is the collections as nationally significant most sensible strategic option in the long material would open a channel of help for term. The widest foundation of curatorial independent collections. Currently, no expertise already exists at a local level mechanism exists to allow non-national and training needs (see below) have been organisations to make a case for strategic identified to strengthen the more central support based on the national specialised areas of collection significance of their collections. management. In tandem with training for The key areas where training gaps and preventive conservation, designation of resource needs exist and future Category 1 and 2 of the distributed investment should be channelled are

46 Capacity conservation, education, documentation awareness of advice and funding available and marketing. from SMC and other sources.

The few examples of shared staffing and Burns expertise. Much of the enthusiasm combined resourcing at local level have and expertise which has sustained the demonstrated great benefits in terms of national interest in Burns over the past conservation assistance and archive care 200 years has been generated at a but because of the modest and patchy community level. The importance given by extent of provision this has had a limited the Scottish Executive to culture and impact on the independent sector. Greater heritage as a catalyst for urban and rural resourcing of positions and facilities at a renewal, and the significance of the Burns local level would promote partnerships and collections to Scotland and the world, be most effective in addressing a should be recognised as an opportunity to distributed collection. involve communities more directly with Currently, both local and national Burns collections. intervention to support the independent sector tends to be reactive and Financing collections care. The figures precipitated by crises. A more planned and calculated in this study give an indication proactive system of support would allow all of the relative investments in collections sectors to make better use of their management across sectors. The absence resources and would lead to a more of direct funding for the largest proportion sustainable future for the collection within of the most significant material in Scotland local venues. To support this planning, is an outstanding feature of the study and options should be explored for managing a key strategic gap. Without guaranteed designation at a local level. funding from year to year independent organisations are unlikely to invest heavily At the moment, conservation and in collections care. Targeting support for documentation support from national significant distributed collections organisations is not matched by similar regardless of ownership should be a arrangements for education and national priority. marketing. There is also a need for greater

47 Access

6 Access

Key Findings

• 52% of organisations have a • Collections content and links to policy on access which covers other Burns websites is, with few 56% of the DNBC exceptions, highest on websites • 84% of organisations have operated by independent undertaken physical access audits museums, and lowest on many of premises in the past 3 years local authority websites. • Only 12% of organisations have • Methods of interpretation tend to undertaken a sensory audit of concentrate on more traditional, premises in the past 3 years less resource dependent options • 4% have conducted an intellectual such as written material and access audit of interpretive guided tours material in the past 3 years • Only 3 organisations offer • The lack of market research interpretive material in languages across sectors is hindering other than English audience knowledge and therefore • 81% of venues do not offer gallery an assessment of the true IT portals accessibility of distributed • 21% of organisations make an collections admissions charge to 19% of the • Basic access to venues is DNBC or 46% of the most excellent: 92% of DNBC is held by significant Burns material in venues open all year. Of those Scotland sites, summer opening means • Talks (44%) and handling kits 96.6% of DNBC is potentially (12%) were the only form of accessible during the peak tourist outreach identified by season organisations • Only 24% of venues considered • There is generally a low road signage to be adequate awareness of inclusion issues • Only 38% of organisation websites across sectors feature images of their Burns collection. Only 33% have education pages which mention the Burns collection, and 29% have links to other Burns websites

Introduction

The scoping study endeavoured to find out Levels of awareness. what the level of awareness on access issues is and what measures are already Generally speaking there is a low level of being taken to reduce barriers to collection awareness of the different types of barriers use and enjoyment. to access. Many councils have policies on access but these do not always appear to Policy on access have been interpreted for a collections situation. Equally, some organisations In demonstrating a commitment to access, were found to lack a written commitment 52% of organisations (2 national, 1 on access but had made real progress in independent, and 10 local authority opening up collections to a variety of organisations) in the study have a policy different audiences. Over the past 3 years which sets out a mission to widen access for example the Friends of Ellisland Farm to buildings and collections. This have worked to improve physical access translates to organisations holding 20,359 to their museum and farm buildings, Burns-related objects or 56% DNBC. making the granary and courtyard wheelchair accessible and building new toilet facilities that are wheelchair friendly.

48 Access Market research dependent to a great extent on visits to particular venues only. Knowing which audience groups visit collections and which do not through Opening times market research underpins any move to broaden access. Gathering audience data 28 properties housing a Burns collection helps determine demographic profiles and are open to visitors all year, while of the patterns of use which can not only guide remaining 9 venues, 3 NTS properties and the development of appropriate standards 2 Masonic Lodges may arrange special of access, but help to justify future openings during the closed winter season. investments in collections care. A market research study undertaken by The Sector Number of sites Number of sites Audience Group and published in open open all year seasonally round December 2003 for the City of Edinburgh Local authority 0 19 Council Museums and Arts Section will Independent 3 8 form the basis of a marketing strategy for National 0 7 the City Council. With the exception of the % DNBC 8 92 Burns-only venues it is difficult to obtain accurate statistics on the use of Burns Of those sites open all year, during their collections alone; institutions like the summer season: National Library of Scotland are able to record reader requests but unable to Sector < 5 days 5-6 days 6.5-7 per week per week days specify Burns-related interests, just as per mixed collection local authority museums week (with the exception of East Ayrshire Local authority 2 4 13 Council and Burns House Museum, and Independent 5 0 6 Dumfries and Galloway Council and both National 0 1 2 Approx 3.5 71 25.5 Robert Burns House and to a lesser extent %DNBC the Robert Burns Centre) can not distinguish visitor interests so narrowly. 96.5% of collections during the tourist season are open to the public more than 5 Physical access to collections days per week and even during the ‘closed’ season, the bulk of the distributed 21 organisations have undertaken physical collections are held by organisations which access audits in the past 3 years. Since are still in operation. The majority of the many properties housing collections date th th DNBC is therefore accessible throughout from the 18 and 19 Centuries, the year. adaptations are either problematic or impossible. As a consequence 5 venues These figures of course do not suggest the are not accessible to wheelchair users, 11 display and direct access situation neither are partially accessible, and 21 are fully do they reflect the picture for the smaller, accessible to this user group. Writers’ more charismatic venues in Ayrshire which Museum in Edinburgh are currently close during the winter period. However discussing plans to create a video and these properties, despite their individual possibly a web-based virtual tour for th character and significance, do not remote access to 17 Century Lady Stair’s represent a significant portion of the House. Direct access to storage pods by distributed national collections. Clusters of guided tour and object viewing rooms at Burns venues might benefit from greater Glasgow Museums Resource Centre has coordination of opening hours during the dramatically opened up access to the summer months and in January when Glasgow Museums Service reserve interest in Burns from general public is collection at Nitshill. There are presently greatest yet underserved by access to all no touring exhibitions using Burns properties. Collections across Scotland and fewer than 0.5% of the Distributed National Signage Burns Collections are on loan at the moment. There are 3 collections which Only 6 venues considered road signage issue loan kits at present. Therefore for their venue to be adequate. National collections mobility is low and access is Trust properties in Ayrshire and Wigtonshire are among those which

49 Access benefit from a sequence of signs from museum collection with the Irvine period of major arterial trunk roads at radii of over 6 Burns’s life. The independent sector which kms from each property. One independent includes many Burns-only collections and Burns museum has been unable to obtain venues are in a better position to offer financial assistance from the local sites devoted to Burns and the Burns authority because it is located on a trunk collection as opposed to local authority road. One other museum which receives websites, a portion of which is set aside regular visits from school groups for the museums or library service and commented that lack of signage is indeed then (like the mixed nature of national a safety issue for school groups on arrival. collections) a more limited still mention of Whilst pedestrian signage was generally Burns collections. This diluting effect may considered acceptable, advance warning be improved by more comprehensive for motorists is a priority. Better signage linking and a commitment of individual to visibly link different properties together organisations to digitise collections to a would help retain visitors within a Burns greater extent. circuit and advertise the existence of museums to an often oblivious local NLS are currently developing a hybrid population (only 40% of ‘non-attendees’ in library which would offer remote access to the City of Edinburgh questioned as part of collections being a ‘midpoint’ between the The Audience Business survey claimed to traditional library and the fully digital have heard of the Writers’ Museum25). library. The appointment in 2003 of an e- Collections Development Coordinator at Remote / virtual access to collections: the National Library of Scotland should Websites increase remote access to Burns collections through time. Opening up access to venues via the internet is an area in which many Burns- 5 independent organisations have sector institutions are developing rapidly. websites which contain education pages compared to only 1 local authority and 2 virtual / remote access to the DNBC national sector websites. While NTS are responsible for education pages for each 30 24 websites of the 3 properties featured in the scoping 25 study, the grouping together of information

20 9 feature 8 have 7 link to on one website does hinder cross-sector Burns education other Burns information gathering since there are no 15 collection pages websites Burns links available on NTS’s website at 10 present. The website with most Burns links 5 is Burns National Heritage Park which is used most often by the 10 local authority 0 and 3 independent sector organisations for research proving the need for a hub and Of the 24 organisations which have a better linking. The low use of Burns website, 14 position their Burns collection websites in the independent sector is distinctly in terms of a unique selling point attributable to the small number of yet only 9 feature the Burns collection as internet-accessible computer terminals; 3 an image. Most often it is the building for the sector as a whole26. which is ‘sold’ as opposed to isolating individual pieces from the collection. Sensory access to collections However, websites such as that of Lodge

St James (www.thefreemasons.org.uk/ Only 3 organisations have undertaken tarbolton135/) which emphasise the sensory audits of buildings and collections Masonic credentials of Burns also uniquely in the past 3 years. RUVI, a department offer quality remote access via a ‘virtual for the visually impaired within the Mitchell museum’ with excellent object Library, focuses on large print and Braille photographs. Irvine Burns Club adopt the editions of books in the collection but has same idea but instead identify the so far excluded the Burns Room collection; there is potential here for 25 The Audience Business, City of Edinburgh Museums and Arts, Visitor and Non-Attenders 26 This figure excludes the University of Glasgow Research, (Edinburgh: City of Edinburgh Council, Library to give a true reflection of IT provision across 2003), p.94. the sector.

50 Access movement in making collections more labels and panels (the most common accessible. There are several examples of ‘other’ method of interpretation). the provision of induction loops for the Translating information, offering deaf and hard of hearing especially in interactives, and multimedia interpretation libraries and auditoria across the country. – all tending to require more investment or The low number of handling kits (3 for the expertise – are less common. DNBC) suggests room for expansion in the direct use of certain parts of the Research collections for different forms of sensory access. Using Burns collections to open up new areas of research not only justifies Intellectual access to collections. resources spent on caring for objects, but advances knowledge of Burns and helps Intellectual audits are used to gauge how to develop and expand collections. Access accessible interpretive materials such as to collections for scholars is a real strength object labels and display boards are to in the sector both in terms of cooperation different user groups. City of Edinburgh of staff and the 13 venues which offer Council are unique in having conducted accommodation for researchers, albeit in a intellectual access audits at 13 venues makeshift way. But the impetus for across the city; from this a strategic plan research most often comes from out with has emerged to improve interpretation at museums and libraries and this perhaps venues, and progress is reviewed accounts for the low growth in collections annually. Such audits would enlighten the in recent years and the paucity of level of assumption made across the publications arising from the DNBC. sector about visitors’ previous knowledge Although several high quality guides to of Burns and their understanding of venues and collections exist and are language used at present to convey referred to in the section on marketing, in information. From this new approaches the past decade only 2 joint publications might be taken to reinvigorate the subject. involving the DNBC have been produced. Libraries and archives make good use of Interpretation computer catalogues yet for the DNBC as a whole coverage is fragmented and Of a combined collection of 36,326 objects growing out of date. There is a clear need there are 4 interpretation strategies for a unified database which may be covering 3440 or 9% of the DNBC which updated regularly. set out what forms of interpretation would be most effective and for which groups. No Language independent organisations have interpretation strategies. The cross-sector Only 3 venues offer interpretive material total of 16% falls well below the 43.1% of on Burns collections in languages other organisations in the National Audit which than English. Burns National Heritage have an interpretation strategy27. Park is unique in offering a website which is available in 4 foreign languages.

methods of interpretation Use of IT

18 guided tours 16 7 venues have computer terminals which 14 w ritten allow visitors to explore different levels of mater ial 12 foreign information during a visit, all of which are other 10 language multimedia found in national or local authority mater ial 8 interactives institutions. 30 venues do not offer this 6 method of access. 4 2 Social inclusion 0 As noted in the section on Market

Research, if visitor data is not collected Interpretation practices concentrate on and analysed, many collections are not written material, guided tours and display aware of which groups are at present excluded and for what reasons. In order to 27 A Collective Insight, p.80.

51 Access make access as non-discriminatory as limited and most probably academic possible, the following factors are found to interest in Burns. impede access: Tackling barriers Admission charges Outreach initiatives are mainly confined to 5 venues, all funded independently, talks (11 organisations offer talks or necessarily levy a charge for admission. lectures on Burns) and the issuing of Although rightly regarded as an economic handling kits (3). 10 organisations have barrier to access for some socioeconomic relationships with local Burns clubs. There groups, the options for the institutions is therefore tremendous scope for concerned – which receive no regular developing the outreach aspect of the subsidy from any other source – is a distributed collections. balancing act between access at a nominal fee or financial collapse and zero SIP areas and the DNBC access to all. A total of 21% of Burns sector organisations have to charge According to the largely urban distribution admission, a figure which compares of the DNBC, 7,498 Burns-related objects favourably with the 34% of museums in or 21% are held in priority areas Scotland and 45% of UK museums which designated by the government as requiring also currently charge admission28.Clearly, special assistance. Burns House Museum, to quash this barrier to social access in Mauchline lies in the East Ayrshire would require responsible central funding. Coalfields SIP and the redevelopment of the displays at the museum during 2004 Psychological barriers has been part-financed with SIP funds. Greater knowledge is needed across the Visitor perceptions have been shown to be country of the possibilities for communities influenced both by personal and social in these areas and the funding available backgrounds and also by the messages for collections-based initiatives. sent out by institutions which hold collections. Whilst many collections are Conclusions housed in humble buildings once used by Burns himself, others are now kept in Better audience and non-user data is impressive but often intimidating required to assess levels of access. surroundings. During site visits it was Basic access to Burns collections is very apparent that in order to access larger good though more promotion of the reference collections, there could be a highlights of collections is needed to more user-friendly outer appearance to interest those who do not presently use large buildings (as achieved at the collections. Coordination of opening times Scottish National Portrait Gallery and its at a local level – and knowledge of colourful banners which soften the scale neighbouring Burns-related collection sites and grimness of the Gallery’s – would improve networking and visitor architecture), provide highlights of the figures. collection at the entrance to libraries and museums, and more obvious ways of Physical access could be improved both accessing collections. In this way the by better road and pedestrian signage, the curiosity of the visitor is more likely to flow promotion of Burns via the public transport aiding access to non-traditional audiences. system, and greater awareness of At two venues housing major collections, transport between venues. Dialogue with turnstiles are in use. At another major the relevant roads authorities, area tourist collection the space in which Burns boards, and Visit Scotland to improve road material is kept is out of bounds to all but signage needs to be addressed. escorted groups. By diminishing the institutional barriers to access, collections Greater investment is needed to continue can hope to tackle personal and social efforts to improve access where possible issues which at present account for a for visitors using wheelchairs. Access should be maximized wherever possible to 28 A National Strategy for Scotland’s Museums, all premises (and areas within premises) Scottish Museums Council (Edinburgh: SMC 1999), accessible to the able bodied. p. 21

52 Access For the venues where physical access will Carrying on from the admirable number of not be practicable, similar investment is physical access audits, sensory and needed in offering alternatives such as intellectual audits of premises and virtual access or collections outreach interpretive material would better inform programmes. Remote access to future developments. collections is not an area of strength for distributed Burns collections evidenced by The geographical distribution, strong the 4% of the DNBC which has been community links, and universal appeal of digitised and the under-staffing of Burns collections provide opportunities for documentation for local authorities and the effective social inclusion projects. While lack of IT equipment in the independent currently under-utilised, better use of sector. There are huge opportunities for partnerships could help the collection play growth in remote access through a more prominent role. partnerships with initiatives such as SCRAN, Learning Teaching Scotland, and Promotion of research into collections over local digital inclusion projects. the past decade has been curtailed by slow growth in individual collections and Burns collections require more poor knowledge of other collections. A prominence on partners’ websites, a range shared database should open up of educational material to promote opportunities for new associations learning, and more comprehensive linking between objects and fresh areas of throughout the sector. There is also a research into the life and work of Burns. A need for a single website profiling the less detailed guide to collections would be DNBC and acting as a portal for access to the most effective way of engaging the collections. curiosity of a wide audience, promoting interest in the database and the collections themselves.

53 Learning from Collections

7 Learning from collections

Key Findings

• The learning potential of • 9 organisations (or 36%) offer an collections relating to Burns is education room. Only 6 of these presently under-utilised rooms have IT equipment. • Only 36% of organisations have • Only 6.5 full-time education staff an education policy are employed at local level • The main obstacle to more collections for 70% of the effective educational use of distributed collections collections is lack of capacity • There is a direct correspondence across the sector evidenced in the between educational expertise low numbers of staff in the local and the degree to which material level organisations, the is linked to the schools curriculum consequent lack of planning, and • Existing unstructured provision the scarcity of dedicated tends to favour lifelong learning resources. • Only 12% of organisations claim • Case studies demonstrate the to use SCRAN for educational direct benefits of dedicated resources staffing and forward planning. The difference already being made by a small number of dedicated staff highlights the potential for learning from collections

Education and the Distributed National Burns Collection

Promoting and enhancing education and lifelong learning in, and through, Burns culture and heritage is a key test for the distributed collection. This section seeks to assess to what extent collections are being used to aid learning by probing existing educational provision and reporting on the underlying reasons for any gaps in this provision.

Education policy.

Of the 25 organisations involved in the scoping study, only 9 have a clear statement of intent with regard to realising the educational potential of collections. Whilst a policy is not the sole prerequisite of an effective educational programme, it is no coincidence to find the most ambitious examples of best practice and structured activities for specific age groups among those organisations which already have a strategy on collections and learning. The 36% of organisations caring for the distributed collection which have a policy on education compares unfavourably with the National Audit figure of 55.7%29.

29 A Collective Insight, p.74.

54 Learning from Collections

Main obstacles to more effective educational use of Burns collections Main obstacles to educational use of collections

facilities 14%

publicity 5% staff time, 14, 20%

capacity 52% expertise, 13, 20% nature of collections, 20% resources, 8, 12%

opening times 3% transport 6%

Staff time Many libraries believed their mainly bibliographical collections would not Given the lack of capacity at local levels automatically appeal to schoolchildren, (excluding Glasgow Museums and the although many staff explained that some nationals), organisations responsible for focus was needed on single objects within 70% of the DNBC (and 81% of Category 1 collections; a necessity when visitors are objects) are able to call upon the time of confronted with multiple shelves stacked just 6.5 full-time education staff. This with many yards of book spines uniform in compares unfavourably with the 71 full- appearance. time education staff available to Glasgow Museums and national organisations Most worryingly, one museum attributed within the study. the limits on educational use of collections to the physical condition of individual Lack of educational expertise objects. Although few if any objects with an intrinsic connection to Burns would be This was identified by 31% of respondents handled during educational sessions, in as a training gap and 20% of organisations this particular instance the state of as an obstacle to more effective preservation of the objects prevented even educational use of collections. The 6.5 full display. time education staff at local level constitutes a DNBC object coverage of The variety of objects in mixed collections 11,866 objects. The same staff also have which may substitute as handling material responsibilities for other parts of their for more valuable Category 1 or 2 Burns respective collections which number in artefacts represents an advantage for local excess of 543,789 objects (the Mitchell authority and national collections. Large Library collection has been excluded). bibliographical collections lack instant Therefore for education staff among local visual appeal but graphic material locked level organisations, the Burns collections up in the many volumes on Burns was represent only 2% of the combined regarded as a strength. There is presently collections within their remit. a low use of replica objects for Burns- related activities. Nature of collections Facilities One fifth of collections staff consulted considered their collections were in some Education rooms. Providing dedicated way unsuited to educational use. accommodation for group activities, for meals, and for the handling and storing of

55 Learning from Collections objects is a basic requirement for an with Artemis Cultural and Educational effective educational visit of any length. All Services. It is an excellent example of 9 organisations which are able to offer a period role play and the use of drama at a space for visiting groups are either Burns venue out with the usual peak national or local authority museums with period of interest in Burns during January; the exception of Ellisland Farm and the schools may extend their visit by calling at University of Glasgow Library. the Robert Burns Centre where an activity Unsurprisingly, facilities are most sparing trail is available on a Burns theme. at smaller, more historic venues. The 36% Teachers’ notes accompany the schools of organisations with an education room is package. North Ayrshire Museums offer far below the National Audit figure of popular Burns workshops for Guides, 55.5% and is perhaps a reflection of the Scouts and Brownies towards their culture historic and confined nature of many badge. The website of Burns National Burns properties. Heritage Park has thematic activities for P1-7 and S1-6 audiences with pre-visit, Dedicated LA Independent National visit, and post-visit activities to suit a range Resources of interests and abilities. Similarly, the Teachers’ pack 4 5 0 Structured 3 5 0 NTS website provides downloadable activities material for teachers on activities at their Links to the 4 3 0 Ayrshire and Kirkcudbright properties. curriculum Therefore good examples of structured Loan Boxes 2 1 0 activities already exist but are confined to Website 3 5 0 Information a very small number of organisations. Special Exhibition 0 2 0 Education leaflets 2 0 0 Knowledge Resources

ICT Facilities There is a direct correspondence between the employment of dedicated staff and the 6 of the education rooms across Scotland degree to which resources are tied in to have computers available for educational the schools curriculum, a measure of the use. Of 7 organisations which do not have need for expertise to facilitate formal computer portals on offer to either staff or learning opportunities and school use of to visiting groups, 5 of these are collections. The 28% of DNBC independent museums, and 2 are NTS organisations that offer links to the properties. Scottish curriculum compares with the 33% of organisations discovered in the Teachers’ Resources National Audit which have designed links to the curriculum31. 5 independent organisations produce a teachers’ pack, compared to 3 local Outreach Resources authority and 1 national venue. The higher figure for the independent sector is Dumfries and Galloway Museums Service bolstered by NTS’s teachers’ packs for the currently offer a school loans box on the 3 properties featured in the scoping study, theme Life in the 18th Century: Robert all of which may be downloaded from the Burns 1. Using 18th Century artefacts, Trust’s website ahead of a visit together period costumes, replica objects, and with an offer of a free pre-visit. The 36% of resources such as audio tapes, maps, DNBC organisations that offer a teachers’ photographs and books, the affective pack compares with 45% nationally30. element of a site visit can be offered in the school in a highly structured way to fit with On-site Resources the People in the Past strands in the schools curriculum. From a total collection Foremost among the activities presently of 36,326 objects (the DNBC) North on offer are art and drama events in Ayrshire Council Museums Service and venues. Meet Mrs Burns, is a workshop Burns Cottage and Museum are the only offered at Robert Burns House in other organisations which have put November 2003 by Dumfries and together loan kits on a Burns theme. Galloway Museums Service in conjunction Although restricted to loan boxes on a

30 A Collective Insight, p.79. 31 Ibid.

56 Learning from Collections Burns theme, the 12% of organisations during winter closures. There are however that offer a Burns loan box compares with no joint educational packages on offer a figure of 37% or organisations which between collections to enhance offer a loan kit of some sort in Scotland32. educational provision and, as is evident in Section 07 on marketing, there is limited Transport knowledge of what is on offer at other museums and a resulting lack of joining up Getting to and from a Burns venue is a in planning educational programmes. primary concern for groups considering visiting the more remote or inaccessible Specific provision venues, a problem compounded by poor signposting and parking. No respondents Besides the obstacles to educational were aware of any local transport provision, what learning material and schemes on offer currently. activities exist at the moment and for what interpretive groups? Publicity 17 organisations feel confident in the Only 2 organisations issue an educational lifelong educational potential offered by leaflet advertising this aspect of their their collections, more so than for any service. Local authority collections stand other category. It is revealing however that at a relative advantage in working with only 2 museums have arranged special council education departments to exhibitions in the past 3 years to fit with advertise educational programmes in what is offered in an educational sense, bulletins distributed in local schools and in and there would appear to be a high obtaining data for direct mailing to schools. regard for levels of museum ‘literacy’ among visitors and a correspondingly low Educational material on a Burns theme is tendency to consider the educational available for 8 separate organisations on benefits of display and interpretation. This websites and is the fastest growing area of would accord with only 6.5 specialist educational provision. Chief among museums educational personnel across website provision are the Burns National local level museums in Scotland and the Heritage Park website, and the two NTS high priority given to education by scoping property sites which offer downloads study respondents. detailing ‘the educational potential of the property’ including curriculum support for Images available of Burns Collections teachers, invitations for a free pre-visit for through SCRAN teachers, and printable booking forms for teachers. Dumfries and Galloway There are 2662 images currently available Museums Service profile their valuable on the Scottish Cultural Resources Access loan box service on their website. Network (SCRAN), most supplied by very Institutions which actively promote few organisations. Both Burns Cottage educational use of Burns collections and Museum, and Dumfries and Galloway through sustained and regular contact with Museums Service have between them schools accounts for 10 organisations, supplied over 1200 images from their while 15 either do not offer an educational Burns collections onto SCRAN making service or promote this passively. these available for educational use. Websites of larger collections tend to be Despite this resource, only 3 organisations very well organized but there are no when asked claimed to use the SCRAN national institutions which at present website. There is a similar under-use of advertise the educational potential of existing resources on other Burns Burns collections. websites, a situation which may be improved by better linkage of websites. Opening times Dedicated LA Independent National Only 2 museums mentioned opening times Resources SCRAN images 2 1 3 as a barrier to more effective educational Evaluation of 3 3 NA use of collections, a reflection of the provision special openings arranged for schools

32 Ibid.

57 Learning from Collections Evaluation of educational provision

Most structured material and activities on specific provision offer contain a short questionnaire which supplements more immediate feedback on delivery. However, there are a few other Pre-5: 2 examples of more proactive evaluation which seeks to build educational needs and opportunities into the planning stages of collections management and use. Lifelong Learning: 17 Primary: 13 During 2003, Burns National Heritage Park has been proactive in seeking front-end evaluation from primary and secondary teacher placements at the Park both in assessing its current educational material Secondary: 6 and in plans for the proposed new Special needs: 4 museum development at Alloway. This initiative, organized in partnership with

Scottish Enterprise Excellence in Education, is sponsored by Careers Burns Federation Schools Competitions Scotland, and represents a move to incorporate education as a core function in These take place across Scotland managing collections. The 6 out of 10 annually. Involving over 140,000 organisations which offer some form of schoolchildren, competitions and the structured activities relating to Burns interest they attract offer a large potential collections regularly evaluate and review audience for Burns collections. Developing activities. This figure of 60% is high given opportunities to use collections and the reduced number of educational venues in partnership with the World services on offer and compares well with Burns Federation would allow the DNBC 63.9% of organisations that evaluate to establish a link with younger audiences. education services discovered in the National Audit.

Education Case Study

There Was A Man & Hello! Rabbie

North Ayrshire Council Museums Service has a small and relatively minor Burns collection but cares for two properties in Irvine with a direct Burns connection. On Glasgow Vennel, both the Heckling Shop where Burns learnt the flax dressing trade in 1781/2 and the house in which he lodged, offer unique venues for educational visits. Since March 2002 and the award of a 3 year Heritage Lottery Funded position of education officer, NAC has been able to build on the strength of these two sites tailoring educational programmes for specific parts of the curriculum.

To coincide with the 5-14 curriculum and the two seasonal peaks of interest in Primary 5-7 Burns, January and May, NAC offers an annual educational programme for Primary Prior to the visit, each class receives Schools as well as an event linked to the curriculum linked Teacher’s Notes and an Burns Festival held in May: educational booklet for every pupil attending. This booklet seeks to use comic

58 Learning from Collections strips, songs and poems, and illustrations great way to learn. [Kirkland Neuk Primary of ‘Old Irvine’ to make the subject matter School] familiar and enjoyable to pupils of different learning abilities and interests. On arrival at the Heckling Shop, the class are supplied with replica 18th Century costumes to match the surroundings and bring the experience alive. Classroom preparation is recalled and developed by asking pupils questions designed to kick- start their imagination of life at the time of Burns. The pupils are then involved in role-playing a young person working and th living in an 18 Century Vennel, Pupils from Castlepark Primary School in Irvine try experiencing life as Burns did then. All of out heckling in the same shed that Burns learnt flax these hands-on activities have learning dressing outcomes for the pupils and take place within a unique historical setting. After visit Hello! Rabbie (May 2003) activities are suggested for teachers and a comprehensive evaluation of each visit While There Was A Man concentrates on allows NAC to adjust activities according a wide range of knowledge and skills, to this feedback. A promotional CD ROM, Hello! Rabbie was designed to support an including video of a class participating in alternative method of teaching Burns in There was a Man, is available to teachers schools. Supported by the Burns And A’ with information on booking and preparing That Festival Fringe the Hello! Rabbie for a class visit. Subtitling and the programme aimed to show how celebrity is incorporation of BSL make the programme celebrated and valued today and to accessible for learning disabled pupils, translate this to Burns and his celebrity. from whom there is a growing demand. Pupils are asked to imagine how Hello! Magazine would describe Burns’ fame, Curricular links: thereby comparing Burns to modern-day • English Language Level D: celebrities. knowledge about language • Environmental Studies Levels C Pupils develop communication skills in and D: People in the Past. preparing for a Burns Hello! Magazine • Environmental Studies Level D: exclusive, taking on the roles of technology. Needs, resources, photographer, model and reporter to processes. conduct a photo-shoot and interview Burns • Drama Links Level C: role play, as he returns to Irvine (Burns is played by using language, communicating an actor!). The reports and photographs and presenting were then made into a magazine spread by a student at Ayr College. During 2003 Some comments from teachers on over 130 primary school pupils took part in sessions run during 2003: Hello! Rabbie.

Actions as they say speak louder than Both programmes seek to make the most words and the chance to carry out some of the setting offered by Glasgow Vennel heckling – especially in costume - was and, despite the limitations of the Burns great. The visit really helped bring alive collection, each visit is made more what life was like in the times of Burns. I ‘authentic’ for pupils by the use of replica would have no hesitation in returning next objects, costumes, lighting and living year! [Towerlands Primary School] interpretation. The resourcing, preparation and delivery of There Was A Man and …the pupils were able to find a local link to Hello! Rabbie to over 1000 pupils from as the poet…[Broomlands Primary School] far away as Glasgow and Renfrewshire who attend these programmes annually is The venue was very authentic, particularly entirely dependent upon special funding the Heckling Shop. I’m sure they’ll from HLF.and core funding will be required remember making the flax for a great long to continue them. time – and the dressing up they loved! A

59 Learning from Collections

Conclusions

The correlation shown in the scoping study between the expertise of education staff and the degree to which material is structured demonstrates that staff with a specific responsibility for education are required across sectors to join up collections and formal learning.

Greater investment is needed for training in education for all museums staff to make education a core museums function and derive greatest benefits from Burns collections.

Although the provision of education rooms at many historic venues is problematic, this necessitates the formation of pre- and post-visit material and handling boxes, forms of outreach that can entrench and reinforce the value of a site visit.

There are a few excellent examples of the use of handling kits, and in the use of drama and role play at venues, which could be developed across the sector. Greater coordination and targeted resourcing would enable best practice to propagate.

Regional collection clusters require greater coordination in what they offer in terms of educational provision.

The value of the independent sector in promoting learning through premises and collections should be recognised and a greater degree of cooperation take place in planning and funding educational programmes.

60 Marketing & Events

8 Marketing and Events

‘Know, the great genius of this land, Has many a light aerial band, Who, all beneath his high command, Harmoniously, As arts or arms they understand, Their labours ply.’ The Vision

Key Findings

• Quantifying the appeal of Burns • Institutional and regional barriers collections is made difficult due to have so far preventive effective the mixed nature of collections joint marketing of collections and the absence of accurate • Marketing training was identified market research data as a need among 20% of • The sector with the highest organisations dependency on external funding – • Only 25% of local authority the independent collections – are institutions and 33% of in the weakest position to identify independent institutions are aware and target audiences. Only 40% of of the opening hours of other independent sector collections Burns sector organisations have a marketing plan and 50% • A few key organisations in the have a marketing budget independent sector have • Few local level organisations have broadened the appeal of their undertaken audience studies collections and venues by staging • 80% or 29,021 objects in the a variety of events at different DNBC are free to visit or use times of the year. Product • Of the 20% of collections diversification is a particular accessible after an admissions strength of this sector. charge, 49% of the most • Collections are not currently significant material (Category 1) is integral to venue promotion or directly dependent on this form of events visitor income • Only 32% of organisations feature Burns collections in publicity material • Venues are used more than collections to position organisations as a unique product

Marketing the Distributed National Burns Collection

Celebrating collections through active nature of venues in the Burns ‘circuit’ promotion and reinterpretation allows the retaining visitor interest within the network modern collection to justify future is of fundamental importance to investment. Marketing is also a way to independently financed collections. This encourage both repeat visits from existing section aims to assess how well Burns visitors and to appeal to new audiences. collections are marketed at the moment By using a combination of methodical and what role the collections themselves market research and a creative play in marketing and events. imagination, collections can be reconfigured and the experience of a visit Marketing Policy / Strategy made anew. For those organisations that depend on visitor income, proper Of the 25 organisations sampled, 10 local marketing and interest-generating events authority organisations (83%), 4 are crucial. In addition, because of the independent organisations (40%), and all

61 Marketing & Events 3 nationals (100%), have a marketing take place. Two other examples of in- strategy. The low number of strategies depth market research at Burns Cottage among independent sector organisations (2000) and City of Edinburgh Museums is especially worrying given the (2003) have proved similarly instructive in dependence in this sector on external planning marketing which will maximize sources of funding. This means that for a visitor income and access. combined collection of 1907 objects (77 of which are Category 1 objects) there is no The Marketing Mix formulated plan to guide efforts in promoting collections and generating Components of marketing have been income. explored to gauge the relative strengths and weaknesses of current marketing of Marketing budget distributed Burns collections.

In order to implement marketing strategies Product a defined part of the operating budget is required. Of the 25 scoping study Given the tendency to have most of the samples, 19 had a marketing budget set highly significant material on display or in aside with which to promote collections. Of use, the collection as a product is at the the 6 independent sector organisations moment being ‘sold’ most in independent lacking a marketing strategy, only 1 has a sector (66% of collections on display or fixed budget for marketing. direct access) and local authorities (37% on display or direct access), and least in Market Research the national sector (6.6% of collections in NMS and NGS). In 2004, an estimated Visitor awareness informs museums of 1080 Category 1 and 2 objects or 62% of how well they are fulfilling their public the DNBC total are on display. However, mission, demonstrates accountability in an given the low display changeover the age of falling revenue, and facilitates long collections as a product are largely fixed term planning. Of the 25 collections and unlikely to encourage repeat visits. assessed, 14 organisations collect Clearly, inter-collection loans would audience data at a basic level (visitor reinvigorate the collection as a product. numbers, adult and child breakdown) but Buildings are an integral part of the only 2 of these organisations are able to museum ‘product’ and need to be pinpoint Burns collections as the reason accorded appropriate significance. The for a visit. Demographic statistics such as role of venue is discussed below. visitor gender, nationality, and other data such as reasons for visiting the area, are Price not recorded routinely by any of the sample sites. For many libraries and 20% of organisations make an admissions mixed collection museums, interest in charge which compares favourably with Burns collections among visitors is at best the 34% of museums in Scotland and 45% rated qualitatively making an accurate of UK museums which also charge picture of the Burns ‘draw’ difficult to admission34. Since the organisations quantify. Market research already which charge admission are all in the undertaken by Dumfries and Galloway independent sector, income through Council Museums Service suggests that admissions is a factor in the marketing mix most visitors come to Burns museums in which is unavoidable for these collections Dumfries on day trips at a distance of no unless alternative sources of revenue can more than 3 hours drive. Acting on this be introduced. information DGMS have decided that ‘the promotional budget should be more Place closely targeted on reaching those visitors 33 who are already on holiday in the area’ Location and the immediate environment rather than trying to attract visitors from in which a collection is encountered by the out with the region to their museums. More visitor adds hugely both to the significance informed, economical marketing can then of objects themselves and the notion of a

33 Dumfries and Galloway Council Museums Service, A Museums Strategy For Dumfries and Galloway 34 A National Strategy for Scotland’s Museums, 1999-2004, 7.7.4. Scottish Museums Council, p. 21

62 Marketing & Events Burns experience (29 of 37 venues, or organisations in the DNBC network (5 78%, add extra significance to local authority, 2 independent, and 1 collections35). The experience itself has national sector organisations) feature been the area most developed in recent Burns collections in any publicity material. years principally by independent Notable exceptions are art collections museums, but also increasingly by local such as the Goudie collection at Rozelle authority institutions. Broadening House and the Nasmyth portraits of Burns collections at Ellisland Farm, expanding used by Glasgow Museums Service and the range of events at Burns National the Scottish National Portrait Gallery. For Heritage Park, and the educational events artefacts, the Treasures brochure of at The Vennel Gallery (referred to in DGMS and literature available on Burns Section 06) are all examples of making the House Museum in Mauchline are good most of the significance of the venue. In examples of using collections to the case of Ellisland, drawing attention to distinguish venues from other ‘attractions’. the uniqueness of the setting can help to Most often the venues themselves which overcome the relatively isolated location host events and exhibitions use collections (an example of positioning, see section merely as backdrops to performances or 7.5.4). This can help promote the lectures. Individual museum displays are ‘obviousness’ of a venue, even in urban branches of the mass media on Burns and areas. In a study for City of Edinburgh should be a strength for the sector in Council, 40% of those questioned had selling an authentic encounter with Burns. heard of the Writers’ Museum tucked away Presently, Burns collections are not being in Lady Stair’s Close off the Royal Mile used effectively to differentiate museums compared to 94% who were aware of the from other ‘attractions’. rather more prominent Scott Monument. Overall, location is also an important Promotion determinant of usage; the Central Belt has significant collections in the two cities The most common medium for promoting (16471 objects or 45% of the DNBC) yet and building audiences through collections lacks the experiential component offered is by brochure. Promotional literature by the 15865 objects or 43% of collections which features Burns collections most in the south of the country. Scotland north graphically tends to be found for Burns- of the Forth-Clyde Valley has both no only venues. Systems for distribution of display venues with a direct Burns leaflets by direct mailing or tourist board connection and a far smaller portion of the circulation is most organized among local distributed national collection (4000 authority sector organisations. But since objects, or 12% of the DNBC). There is these collections are most likely to be therefore a close fit between the mixed, and given the relatively poor web- demographically most populous area and presence for Burns collections on national the greatest concentrations of Burns and local authority websites (compared collections; a positive factor in the with the innovation found among marketing mix. independents), the possibilities for joint marketing of Burns collections using linked Positioning web pages and collection-only brochures across the sector would add strength to Using collections to make a definitive, electronic and paper promotional unique statement to the visitor to channels. distinguish single venues and why they should be visited most often does not involve collections but venues themselves. This appears to be demonstrated in the low use of collection images on websites, the rarity of collections featuring in publicity material such as leaflets and tourist board advertising, and the correspondingly iconic use of the buildings most closely relating to Burns. Only 8

35 Appendix 1, Scoping Study, Section 1g: qualitative assessment of curator.

63 Marketing & Events Joint Marketing local authority Burns collections except under the aegis of area tourist boards (14 Since the strengths of Burns collections is organisations referred to inclusion in a shared characteristic of the 25 sample Tourist Board literature; only half of organisations, the scoping study aimed to independent sector organisations work test to what degree mutual marketing with Tourist Boards on promotion). takes place across sectors. Equally, collections in the Central Belt and Fife have never been included in a Product national trail or all-encompassing guide to the material legacy of Burns. The The low rate of exchange between adherence to geographical and collections and the fact that no joint institutional boundaries fractures the Burns exhibitions have occurred or are planned theme and results in a lack of collections in the near future, suggests that the focus. distributed national Burns collections as joint marketing products are presently Promotion under-utilised. Given the potential of joint exhibitions evidenced by the Pride and Regarding the whole sector as a product Passion exhibition of 1996 which toured which needs joint promotion as noted in venues in Edinburgh and Kilmarnock (a Section 7.6.3 local authority and National Library of Scotland exhibition institutional boundaries tend to prevent toured library venues in the same year) thematic joint marketing. Dumfries and there is much room for development. Galloway Council Museums in conjunction with the Burns Festival Trust have Price included in their A Burns Trail leaflet have included sites around Dumfries regardless Since most museums in the Burns sector of ownership. This is an excellent example do not levy an admissions charge – and of visitor-centred promotion; no those that do are in different areas of the equivalents exist for Burns in towns such country - joint ticketing would have a low as Ayr, Kilmarnock, and Irvine, as well as impact on visitor types and numbers. the cities of Edinburgh and Glasgow. Focussing on collections, Dumfries and Place Galloway Council Museums Service’s Treasures leaflet although not The Ayrshire and Dumfriesshire concentrating on Burns alone, highlights concentrations of Burns collections have collections at different venues across the because of their location in the past lead region and offers a collections-centred to joint marketing initiatives sponsored by promotional campaign to match the area and national tourist boards (see uniqueness of the venues. There have 7.6.4). Of the three NTS properties, none been several attempts to string together of these have a specific marketing strategy Burns attractions in the South-West into a and are instead organised into regions in Burns Heritage Trail. The first was an NTS regional cluster leaflet. Broughton launched by the Scottish Tourist Board in House lies in the South Region whilst 1974, a trail was marketed by Ayrshire and Soutar Johnnie’s Cottage and Bachelors’ Arran Tourist Board in the early 1990s, Club are in West Region. Marketing the and the most recent by Dumfries and Burns collections is therefore split between Galloway District Council the two regions. The National Trust for in 2002. Although this Scotland cluster leaflets may have generated for properties in South interest in Burns at the Ayrshire are beneficial to time, a failure to match these properties, yet from leafleting with sufficient a visitor perspective they signposting to many stop short of promoting venues limited the lasting the reason for most visits impact of the scheme as - an interest in Burns did the failure to maintain rather than an interest in information in leaflets for the organisation. No joint a host of changing marketing initiatives venues. Soundings from combine independent and the 25 sample organisations indicate that

64 Marketing & Events the very idea of a pilgrimage around Burns spent in and around the town is an country is now outdated. The Capital excellent example of positioning and is not Collections brochure highlighting the untypical for the DNBC as a whole. The treasures found in City of Edinburgh and more flexible use of collections across linking together collection sites is partly sectors would strengthen positioning at responsible for approximately 49% of each venue still further. visitors to the Writers’ Museum and, since 5 museums are found along the Royal Events Mile, a combination of joint marketing and location are responsible for visitor Temporary features do much to crossover, 68% of visitors questioned at reconfigure the museum product and can Writers’ Museum (91% of whom are first make a significant difference to the levels time visitors) had visited at least one other of interest of staff, local visitors, and 36 City of Edinburgh Council Museum . tourists. The last section of the scoping Marketing and promotional training was study, 6(e), sought to query the present suggested by 5 of the 25 organisations relationship between Burns related asked. The degree to which the 25 collections and events. organisations refer visitors to other Burns- related sites is most limited among Burns Events national sector organisations, a statistic best explained by the greater variety of National LA Independent collections housed in a single site. Only Burns events in 0 9 4 25% of local authority institutions and 33% the past 3 years of independent institutions are aware of Burns events at 0 6 3 the opening hours of other Burns sector present organisations 42% of local authority institutions and 40% Burns events 0 8 3 of independent institutions stock planned Burns and a’ that 0 5 1 promotional material for other Burns collections. Joint events 0 7 1

National LA Independent Organisations across the sectors are to be Knowledge of 0 3 3 commended in the range of events that opening hours of other attractions are on offer and the imagination shown in widening and developing the latent interest Leaflets of other 0 5 4 in Burns among many different audiences. Burns attractions Realising that the days of the reverential stocked Tourist Board 3 7 5 Burns pilgrimage is over – and so too with marketing it a reasonably steady stream of income – Ellisland Farm have sought to use events Market Positioning to establish the property as a place where visitors can recreate the experience of Better coordination and joint working is Burns the farmer. Similarly, Burns National needed to ensure that efforts are not Heritage Park’s Darkest Ayrshire event duplicated in almost every area of held over Hallowe’en 2003 extends the marketing, from use of collection to possibilities of events to new audiences at opening hours and events. The degree to different times of the year. With few which organisations distinguish exceptions, independent sector themselves and their collections is largely organisations demonstrate the widest determined by the property and a range of events perhaps because of the connection with a particular phase of higher dependency on external funding. Burns’s life. Each venue has with the exception of public libraries and art National institutions have not featured galleries, a separate identity and a strong Burns in recent events, nor have they any marketing position. Redevelopment at plans for the immediate future; local Burns House Museum in Mauchline and authority museums and libraries are the conscious decision to concentrate on involved in arranging most Burns events. exhibitions which explore the period Burns Events offer the chance to profile collections to new and larger audiences. 36 The Audience Business, pp.17-22

65 Marketing & Events However, just as collections are not Only 42% of local authority institutions and central to museum marketing, so too many 40% of independent institutions hold organisations do not integrate collections workshops on Burns with events. Only 5 museums sampled had staged a special exhibition of Burns 40% of independent sector organisations material for an event over the past 3 hold musical events on Burns, the highest years, a statement of the relative proportion across all sectors inflexibility of displays, the low number of Burns-related events in general, and a The annual modern Holy Fair in Mauchline tendency not to loan between collections. began as a fringe event of the Ayrshire- wide Burns And A’ That festival in 2002. Timing of events appears to be very Having Burns House Museum as a focal important in the case of Burns and Burns point during a weekend of events, the Holy collections. There have been no large Fair is a good example of the social events since the anniversary of the death benefits which can issue from a of Burns in 1996. This year appears to community-centred event using Burns have seen a great deal of intense activity collections and a unique venue for behind the scenes yet little since. Events inspiration. With the redevelopment of can also spread an interest in Burns Burns House and the emphasis on flexible collections throughout the year rather than display space, the potential for special concentrating visitor attention only in the exhibitions to coincide with the Holy Fair month of January. Good examples of this has been greatly improved. are Dumfries and Galloway Museum Service’s participation in the annual Role of collection in marketing and events Dumfries Burns summer school and their National LA Independent celebratory events on St Andrew’s Day, Role of 1 5 2 collection in the May Burns And A’ That Festival in marketing Ayrshire, and the Darkest Ayrshire Role of 0 6 4 Hallowe’en events run by Burns National collection in Heritage Park in conjunction with other events non-Burns attractions in North Ayrshire. Only one national institution uses part of Types of events using Burns collections its Burns collection in any marketing National LA Independent material Lectures and talks 0 10 6 42% of local authority and 20% of Object of the 0 0 1 independent institutions use Burns month collections in marketing material. Touring 0 0 0 exhibitions There is no evidence of joint events taking Workshops using 0 5 4 place on a Burns theme between Burns collections Music events 0 2 4 organisations sampled in this study.

Drama events 0 2 0 An informal network of facilitators, performers and artists is presently used to Lectures and talks are the most popular stage events. event on Burns across the independent and local authority sectors

66 Marketing & Events SWOT analysis for the DNBC

Strengths Weaknesses Significant collections and unique venues Marketing policies are fewer and budgets are Collection not centralized but distributed lower among the independent sector throughout Scotland organisations Existing groundbase of community interest in Audience knowledge is sporadic Burns Modest budgets for marketing and events Existing bank of artists and performers Background of falling visitor numbers and already working within sector reduced funding makes investment difficult Venues mainly clustered together in strong Burns collections not used in marketing or regional identities and close to most events to any great extent populated areas of Scotland Poor inter-marketing at the moment between 80% of the DNBC is free to visit or use venues

Opportunities Threats The exhibition as a product could be Competition from other attractions improved through inter-collection loans Fluctuations in visitor numbers Annual platform in Ayrshire, Burns And A’ Low repeat visitor figures That High dependency among independent on Create distinctive Burns experiences using visitor income to support a large proportion of collections and venues the most significant Burns material 2009 is the 250th anniversary of birth of Burns Events provide a focus for effective cross- sector working

Conclusions

Understanding the attraction: audience Joint marketing would alleviate the burden studies across sectors would enable more of market research costs for those effective strategic planning and investment organisations least likely to be able to afford commissions but most likely to The seasonal nature of Burns events, the benefit directly from targeted marketing. confinement of events to Ayrshire, Dumfries and Galloway, and the lack of It is evident that local authorities with more joint events between venues, is than one site can offer umbrella marketing detrimental to the profile of collections and but this rarely includes other museums the enjoyment of a holistic Burns within the area or Burns attractions in experience. More cross venue activities other local authority areas. As stated in the would help to make the Burns experience Scottish Museums Council’s A National more rewarding. Strategy for Scotland’s Museums, Section 6.2, ‘Museums should be collaborating on There is a need for more effective a national as well as a local scale to signposting and joint promotion particularly introduce more effective marketing’ to promote smaller venues in more remote and rural areas. Future ‘trails’ should encompass more collection sites and should be matched by There is a need for centrally coordinated greater product knowledge and communication and promotion of Burns infrastructure such as signposting on the collections and events on a Scotland wide ground. basis

67 Recommendations

9 Recommendations

This scoping study has described the national collection and its attendant distributed collection in terms of strategic needs, political support and composition, significance, location, and sustained joint action is required to management. In probing areas of strategic develop its conclusions and to square concern and using the significance significance with support. scheme as a guide, the study has been able to point to key challenges which lie In the short term, the study helps to ahead for the distributed collection. Lack indicate a number of ways in which the of capacity and resources at a local level, various Burns collections can work and lack of concerted planning and action together to begin to address these have reduced access to collections and challenges. Within the resources available restricted their learning potential. While to the partners the following action plan is this report has surveyed the latitude of the recommended:

Aim Actions Targets Continue to define the distributed Produce a shared web-based database of Phase 1: (Category 1 and 2 collections beyond the scoping the DNBC that can be updated by partner material) live by June 2004 study sample organisations

Refine Category 3 material to identify the Phase 2: Include most most significant objects significant Category 3 material on database by October 2004 To improve the management of Create a manual for access to professional October 2004 collections advice, supported by workshops in conservation and documentation Identify potential SCRAN projects based on October 2004 priorities for digitising Category 1 and 2 objects Create digital gallery on new DNBC website August 2004 Draft shared guidelines on use of digital August 2004 images based on examples of best practice Produce self assessment toolkit for October 2004 environmental monitoring and control and guidelines for accessing funding and advice Draft common guidelines for acquisition and October 2004 disposal of Burns objects Create listserve to support communication August 2004 on acquisitions and other matters To build capacity among project Organise training in conservation, March 2005 partners interpretation and education Develop proposal for separately funded January 2005 community exhibition using Burns collections Draft a concordat on loans of objects and March 2005 exhibitions between partners Identify a series of discrete projects to form March 2005 the basis of funding applications Produce a road map for future working March 2005 To improve basic access Produce a public guide to the DNBC October 2004 Create a public DNBC website August 2004 Draft a shared access policy for the DNBC October 2004 focusing on cultural entitlement To promote learning from Produce an educational resource pack October 2004 collections designed to be used by all partners Pilot in-service teacher training using DNBC March 2005 Identify joint educational project to be the January 2005 subject of a separate funding bid To develop joint marketing of the Produce a joint brochure promoting DNBC October 2004 DNBC Work in partnership with local authorities October 2004 and tourist organisations to expand the scope of Burns trails

68 Recommendations

Signposting Future Work

In the longer term, there are a number of key areas and priorities that need to be considered when shaping a road map for future working. These are as follows:

• A survey of built heritage related • Designation of the DNBC as a to the DNBC national collection • A survey of internationally held • Strategic funding for the DNBC Burns collections • Access audits of all venues • A programme of registration of • Review of road signage to DNBC non registered museums holding venues Burns collections • Improved regional coordination of • Review and update the project educational provision reference manual • Improve audience research across • A risk management strategy for the DNBC the DNBC • Create a shared events and • A more thorough conservation exhibitions calendar for the DNBC audit of Category 1 and 2 objects • Produce a joint strategy for the • Upgrading IT equipment and DNBC’s contribution to Burns’ increase support for 250th anniversary in 2009 documentation of the DNBC • Ongoing maintenance of a DNBC • Evaluate the usefulness of cross web-site domain local hubs for the DNBC

69 Appendices

10 Appendices

Appendix 1: Museum Summaries Appendix 2: Collections in Scotland not included in the scoping study Appendix 3: Environmental Standards Appendix 4: Scoping Study Form Appendix 5: References

70 Appendices Appendix 1: Museum Summaries

South Ayrshire Council Library Service Carnegie Library, Ayr

Carnegie Library, Main Street, Ayr, Tel 01292 286385 www.south-ayrshire.gov.uk/libraries

Local authority Library General Collection: NA

Object Significance (%) 99% 1 2 3

1% 0%

Category 1: 14 objects Category 2: 0 objects Category 3: 1766 objects

Burns Collection The collection contains copies of a wide selection of the editions of the work of Robert Burns. The South Ayrshire collection also holds a wide variety of critical works, biographies and works on the literature of Scotland at the time of Robert Burns. There are also newspaper cuttings about Burns, foreign translation, and a range of postcards and prints on a Burns theme. The collection includes some 600 books and pamphlets from the former Tam O’ Shanter Museum in Ayr.

Burns Collection: 1780 objects Dedicated Library staff: 1 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type books 1500

Burnsiana 79 prints sculpture 1 200

71 Appendices National Trust for Scotland Bachelors’ Club

Bachelors’ Club, Sandgate, Tarbolton, Ayrshire KA5 5RB. 01290 424460, www.nts.org.uk

Independent Not Registered General Collection: 350 objects

Object Significance (%)

95%

1 3

5% Category 1: 6 objects Category 2: 0 objects Category 3: 107 objects

Burns Collection Burns-related objects include several artifacts used by the poet, a small reference library and scrapbook, a modest collection of prints, and assorted pieces of Burnsiana.

Burns Collection: 113 objects Dedicated Curatorial staff: 0.5 Documentation staff: 0 Conservation staff: 0.5 Education staff: 0.5

documents object type 10 books 46

Burnsiana 29

paintings 8 artefacts 12 prints 4

72 Appendices East Ayrshire Council Museums, Arts and Theatre Service Burns House Museum

Castle Street, Mauchline, Ayrshire, Tel 01563 554701 www.east-ayrshire.gov.uk/museums

Local authority Non-registered General Collection: (approx) 1124

Object Significance (%)

96%

1 2 3

1% 3%

Category 1: 11 objects Category 2: 27 objects Category 3: 924 objects

Cowgate, Mauchline. A pencil drawing by John Wilson, c.1803 BHM.R.38

Burns Collection The collection at Burns House Museum in Mauchline contains relics and memorabilia, a small library and manuscript collection, and a selection of artwork, photographs and slides concentrating on the local area and Burns.

Burns Collection: 962 objects Dedicated Curatorial staff: 1 (EAC) Documentation staff: 2 (EAC) Conservation staff: 0.75 (EAC) Education staff: 0

object type

documents books 5 79 artefacts prints 225 194

paintings 4

audio/visual photos 451 4

73 Appendices National Trust for Scotland Broughton House

Broughton House, 12 High Street, Kirkcudbright, Dumfries & Galloway, DG6 4JX. Tel/fax: 01557 330437 www.nts.org.uk

Independent Registered General Collection: NA

Object Significance (%) 94% 1 2 3

2% 4%

Category 1: 114 objects Category 2: 50 objects Category 3: 2536 objects

Burns Collection The Burns collections contain over 1000 editions of Burns’s work and a library of approximately 1500 books on Burns’s life and work. The remainder of the collection comprises Burns-related ephemera.

Burns Collection: 2700 objects Dedicated Curatorial staff: 1 Documentation staff: 0 Conservation staff: 1 Education staff: 0.5

object type books 2488

scrapbooks 6

Burnsiana, manuscripts 6 200

74 Appendices Burns Monument Trust Burns Cottage and Museum Burns Monument

Burns Cottage and Museum, Monument Road, Alloway, Tel 01292 445677 www.burnsheritagepark.com

Independent Museum Registered General Collection: 4396 objects

Object Significance (%)

88%

1 2 3

3% 9%

Category 1: 410 objects Category 2: 150 objects Category 3: 3836 objects

William Burnes’ Family Bible BMT67

Burns Collection The collection contains a high proportion of primary material relating to Burns including a significant collection of holograph manuscipts, personal and family objects and archive material. The museum also has a large and comprehensive reference library and a collection of original artwork.

Burns Collection: 4396 objects Dedicated Curatorial staff: 1 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type

books 2973

artef acts manuscripts 262 304

documents artwork Burnsiana 384 271 202

75 Appendices Dumfries and Galloway Libraries, Information, and Archives Service Dumfries Archives Centre

Dumfries Archives Centre, 33 Burns Street, Dumfries, DG1 2PS Tel 01387 269254 [email protected]

Local authority Archives General Collection: NA

Object Significance (%)

66% 1 2 3 0% 34%

Category 1: 0 objects Category 2: 10 objects Category 3: 19 objects

Burns Collection Archive material includes local parish records, minutes of Dumfries Volunteers, and papers relating to people and places in Dumfries at the time of Burns. The collection also contains various illustrations and prints of the poet.

Burns Collection: 29 objects Dedicated Archive staff: 1.5 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type Burnsiana books 2 7

documents prints 14 6

76 Appendices Dumfries and Galloway Libraries, Information and Archives Service

Ewart Library

Ewart Library, Catherine Street, Dumfries, DG1 1JB Tel 01387 253820 [email protected]

Local authority Library General Collection: NA

Object Significance (%)

98.8%

1 2 3

0.2% 1%

Category 1: 5 objects Category 2: 1 objects Category 3: 581 objects

Burns Collection Reserved non-fiction material includes a good range of Victorian editions of Burns, studies on the poet’s life and works, a small number of manuscripts, one Kilmarnock Edition, and contextual material to Burns’s time in Dumfries. The reference section is stocked with a comprehensive range of books, pamphlets, and other material which chronicles both Burns in Dumfries and his earlier life and work.

Burns Collection: 587 objects Dedicated Library staff: 1 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type books 402

photos 14

new spapers Burnsiana audio/visual 56 artefacts 5 78 30

77 Appendices Dumfries and Galloway Museums Service Robert Burns House Robert Burns Centre Dumfries Museum

Dumfries Museum, The Observatory, Dumfries, DG2 7SW Tel 01387 253374 www.dumgal.gov.uk/museums

Local authority SMC Member General Collection: 250,000 objects

Object Significance (%)

94% 1 2 3

2% 4% Category 1: 83 objects Category 2: 41 objects Category 3: 1876 objects

Agate cravat pin which Burns had made in 1787 DUMFM: 1936.2.21 Burns Collection The Burns collections reflect the closing years of Burns’s life, including significant personal relics of Jean Armour Burns and the Burns family. There is a rich collection of Burns-related artwork (early photos, postcards, slides, prints and paintings), and a small collection of holograph manuscripts. The collection also contains a comprehensive range of editions of Burns’s work and a range of Burnsiana objects.

Burns Collection: 2000 objects Dedicated Curatorial staff: 1 Documentation staff: 1 Conservation staff: 1 Education staff: 1

object type

new spapers books Burnsiana 50 577 671 paintings 33

manuscripts sculpture 68 photos 1 artefact 83 prints 328 audio/visual 163 26

78 Appendices

East Ayrshire Council Museums, Arts and Theatre Service Dean Castle

Dick Institute Baird Institute Dower House, Dean Castle, Kilmarnock, Tel 01563 554701 www.east-ayrshire.gov.uk/museums

Local authority Registered Museums General Collection: 69,031

Object Significance (%)

89% 1 2 3 6% 5%

Category 1: 73 objects Category 2: 86 objects Category 3: 1281 objects

Burns Collection The East Ayrshire collection contains a number of significant holograph manuscripts (poems and letters), personal relics, and artwork with a Burns association. In addition, the collection also includes the sizeable McKie Library of early editions of Burns and a large amount of memorabilia on the Burns legacy. Burns Collection: 1440 objects Dedicated Curatorial staff: 1 Documentation staff: 2 Conservation staff: 0.75 Education staff: 0

scrapbooks object type books 29 1112 documents 20 Burnsiana 80 manuscripts artwork 43 73 artefacts 52 photos 31

79 Appendices Ellisland Farm Trust

Ellisland Farm Museum

Ellisland Farm, Holywood, Nr Dumfries, DG2 0RP Tel 01387 740426 www.ellislandfarm.co.uk

Independent Not Registered General Collection: NA

Object Significance (%)

37% 1 49% 2 3

14%

Category 1: 31 objects Category 2: 12 objects Category 3: 41 objects Trunk owned by Robert Burns and bearing his initials EFNN

Burns Collection The collection features personal artefacts belonging to Burns and Jean Armour, several manuscripts relating to the poet’s life at Ellisland (1788-91), and items from the personal library of Burns. Other strong areas include pieces of excise equipment, weaponry and domestic objects pertinent to the Ellisland period. There is a growing collection of Burnsiana.

Burns Collection: 84 objects Dedicated Curatorial staff: 0.5 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type

artefacts 53 books 10

prints 7

manuscripts 8 photos 6

80 Appendices Glasgow City Council Museums and Galleries Service

Kelvingrove Art Gallery and Museum McLellan Galleries Glasgow Museums Resource Centre

Glasgow Museums Resource Centre, Woodhead Road, Nitshill, Glasgow G53 7NN Tel. 0141 287 2870 www.glasgowmuseums.com

Local authority Registered Museums General Collection: 1,011, 034

Object Significance (%) 98%

1 2 3

1% 1%

Category 1: 4 objects Category 2: 2 objects Category 3: 281 objects

Robert Burns by Alexander Nasmyth, the Auchendrane portrait GMS.1783

Burns Collection The collection contains a small number of artifacts with an intrinsic connection to Burns, highly significant 19th Century art, and a great deal of souvenir and Burns cult artifacts.

Burns Collection: 287 objects Dedicated Curatorial staff: 2 Documentation staff: 10 Conservation staff: 15 Education staff: 48

object type Burnsiana 199

artefacts 10 books 28 prints 38

sculpture 1 paintings 11

81 Appendices University of Glasgow Library Special Collections Department

Special Collections Department, University Avenue, Glasgow, G12 8QE Tel 0141 330 6767 www.special.lib.gla.ac.uk/

Independent Library General Collection: NA

Object Significance (%)

97.6%

1 2 3

0.3% 2.1%

Category 1: 14 objects Category 2: 2 objects Category 3: 636 objects

Burns Collection The collection contains books from the personal library of Burns, editions of music with a Burns connection, and more general reference material.

Burns Collection: 652 objects (all books) Dedicated Library staff: 2 Documentation staff: 0 Conservation staff: 1 Education staff: 0

82 Appendices Grand Lodge of Scotland Freemasons’ Hall Freemasons’ Hall, George Street, Edinburgh, Tel 0131 225 5304 www.grandlodgescotland.com

Independent Not Registered General Collection: NA

Object Significance (%) 99%

1 3

1% Category 1: 4 objects Category 2: 0 objects Category 3: 300 objects

The inauguration of Robert Burns as poet laureate of Lodge Canongate Kilwinning, 1st March 1787, by W. Stewart Watson, GLS

Burns Collection The collection includes Masonic objects from Lodge St Andrews No.197, Dumfries, and an important oil painting by Watson of Burns at Lodge Canongate Kilwinning. The museum also has a large collection of Masonic / Burns ephemera and a small library.

Burns Collection: 304 objects Dedicated Curatorial staff: 1 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type newspaper 56 books 100

Burnsiana photos 14 78 artefacts 5 audio/visual 30

83 Appendices Irvine Burns Club

Irvine Burns Museum

Wellwood, 28 Eglinton Street, Irvine, KA12 8AS Tel: 01294 274511 www.irvineayrshire.org/burns

Independent Not Registered General Collection: 2171 objects

Object Significance (%) 96% 1 2 3

2% 2% Category 1: 17 objects Category 2: 14 objects Category 3: 731 objects

Burns in Edinburgh by C.M.Hardie, 1887 IBC

Burns Collection The collection comprises an extensive library on Burns, holograph letters and poems (including 6 of the poems sent to John Wilson for Burns’s first edition in print in 1786), oil paintings and objects owned by close friends of Burns, John MacKenzie and David Sillars, founder members of Irvine Burns Club.

Burns Collection: 762 objects Dedicated Curatorial staff: 0 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type

books 712

paintings14 artefacts 20

manuscripts prints 4 12

84 Appendices Lodge Loudoun (Kilwinning) No.51

Lodge Loudoun (Kilwinning) Newmilns

Lodge Loudoun Kilwinning, Newmilns Tel 01560 321679

Independent Not Registered General Collection: NA

Object Significance (%) 92%

1 3

8%

Category 1: 3 objects Category 2: 0 objects Category 3: 34 objects

Burns Collection The Burns collections represent Burns’s association with the Lodge including minute book entries in the poet’s hand, the chair used by Burns at the Lodge, and Burnsiana. The same objects relate to Gavin Hamilton, close friend and supporter of Burns and Master of the Lodge in Newmilns.

Burns Collection: 38 objects Dedicated Curatorial staff: 0 Documentation staff: 0 Conservation staff: 0 Education staff: 0

Burnsiana object type 34

artefacts 2 manuscript 1

85 Appendices Lodge St James Kilwinning No.135

Lodge St James Kilwinning, Tarbolton

Lodge St James Kilwinning No 135, Tarbolton Tel 01290 551100 www.thefreemasons.org.uk/tarbolton135/

Independent Not Registered General Collection: NA

Object Significance (%)

73% 1 2 3

12% 15%

Category 1: 8 objects Category 2: 10 objects Category 3: 50 objects

Lambskin Masonic apron worn by Burns as Depute Master of Lodge St James. Collection of Lodge (Kilwinning) St James Tarbolton

Burns Collection The Burns collections represent Burns’s close association with Lodge St James including minute book entries in the poet’s hand, Masonic ceremonial objects used by Burns.

Burns Collection: 68 objects Dedicated Curatorial staff: 0 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type

manuscripts 2 artefacts 10

Burnsiana 56

86 Appendices Glasgow City Council Libraries, Information, and Learning Service

Mitchell Library

The Mitchell Library North Street Glasgow G3 7DN Tel. 0141 287 2870 www.glasgowlibraries.org

Local authority Library General Collection: NA

Object Significance (%) 97.9% 1 2 3

0.4% 1.7% Category 1: 68 objects Category 2: 14 objects Category 3: 3918 objects

Burns Collection A comprehensive and diverse bibliographical collection on Burns. As well as a highly significant collection of holograph manuscripts and primary editions, the library holds over 900 other Burns editions including translations of the poet’s work in more than 30 different languages. Other reference materials include a full set of Burns Chronicles, Burns Club minutes and anniversary programmes, and Burnsiana.

Burns Collection: 4000 objects Dedicated Library staff: 1 Documentation staff: 0.5 Conservation staff: 1 Education staff: 0

object type

books 3193

Burnsiana 428 pamphlet 155 new spapers 200 documents 4

87 Appendices Fife Council Libraries Service

Murison Collection, Carnegie Library, Dunfermline

Carnegie Library, Abbot Street Dunfermline KY12 NL www.fifedirect.org.uk

Local authority Library General Collection: NA

Object Significance (%)

99% 1 2 3 1%

0%

Category 1: 17 objects Category 2: 32 objects Category 3: 3951 objects

Poems Chiefly in the Scottish Dialect, Robert Burns (Glasgow Edition, 1801); the book’s fore edge features a painting of mountain daisies by Katherine Cameron

Burns Collection A comprehensive range of the works of Burns from 1786 to the present day. The Murison Room also holds many 19th Century studies on the life of Burns and critiques of his poetry and songs, a small number of artifacts (Burnsiana), as well as prints and reproduction sculpture. The Collection was donated en masse to Dunfermline Town Council c.1920 by Alexander Gibb, builder of Rosyth Dockyard. Gibb had purchased the collection from John Murison of Glasgow.

Burns Collection: 4000 objects Dedicated Library staff: 1 Documentation staff: 0 Conservation staff: 0 Education staff: 0

object type books 3114

documents 40 pamphlets 204 new spapers 140 Burnsiana 450 artefacts 50

88 Appendices National Galleries of Scotland

National Gallery of Scotland Scottish National Portrait Gallery Scottish National Gallery of Modern Art Dean Gallery

National Gallery of Scotland, The Mound, Edinburgh, Tel 0131 624 6200 www.nationalgalleries.org

National Registered General Collection: 76,000

Object Significance (%)

65%

1 2 3

7% 28% Category 1: 14 objects Category 2: 54 objects Category 3: 123 objects

Burns Collection The collection includes 7 iconic images of Burns, and an extensive range of portraiture, landscapes, and sculpture with a Burns connection and in a variety of media.

Burns Collection: 191 objects Dedicated Curatorial staff: 20 Documentation staff: 2 Conservation staff: 13 Education staff: 7

object type prints 142

paintings sculpture 4 45

89 Appendices National Library of Scotland

National Library of Scotland, Edinburgh

George IV Bridge, Edinburgh, Tel 0131 226 4531 www.nls.uk

National Library General Collection: 8.2m books and manuscripts

Object Significance (%) 97.7% 1 2 3

0.5 1.8%

Category 1: 191 objects Category 2: 49 objects Category 3: 10108 objects

Burns Collection An extensive and diverse collection of holograph manuscripts (compositions and correspondence of Burns), collectors’ scrapbooks, and material by contemporaries and members of the Burns family. The National Library also holds a comprehensive range of Burns editions (poetic and musical) and critiques of the life and work of Burns from 1786 to the present day.

Burns Collection: 10348 objects Dedicated Curatorial staff: 1 Documentation staff: 5 Conservation staff: 5 Education staff: 0

object type

books 10045

newspapers 11 manuscripts audio-visual 2 290

90 Appendices National Museums of Scotland

Museum of Scotland Royal Museum of Scotland

Chambers Street, George Street, Edinburgh, Tel 0131 225 7534 www.nms.ac.uk

National Registered General Collection: 3.29m

Object Significance (%)

89%

1 3

11%

Category 1: 11 objects Category 2: 0 objects Category 3: 86 objects

19th Century engraving of Burns Monument on Calton Hill, Edinburgh NMS Lib: 7616, p.112

Burns Collection In addition to several personal relics of the poet - including 4 manuscripts and 2 panes of inscribed glass - the collection spans fine and decorative art, and Burns ephemera such as souvenir and commemorative material.

Burns Collection: 97 objects Dedicated Curatorial staff: 1 Documentation staff: 2 Conservation staff: 20 Education staff: 15

Burnsiana object type 56

pamphlets documents 3 4

artefacts 23 books 2 sculpture 3 prints 6

91 Appendices North Ayrshire Council Museums Service North Ayrshire Museum The Vennel Gallery

North Ayrshire Museum, Manse Street, Kirkgate, Saltcoats, KA21 5AA Tel: 01294 464174 www.north-ayrshire.gov.uk/museums

Local authority Registered General Collection: 19,675

Object Significance (%) 98%

1 2 3

0% 2%

Category 1: 0 objects Category 2: 1 objects Category 3: 46 objects

Teapot said to have been used by Jean Armour Burns 1992.267

Burns Collection The collection comprises two sets of prints by Bryden and Houston, Mauchline boxware and other ephemera.

Burns Collection: 47objects Dedicated Curatorial staff: 1 Documentation staff: 1 (temporary) Conservation staff: 0 Education staff: 1 (temporary)

object type books 7

Burnsiana prints 12 28

92 Appendices National Trust for Scotland

Soutar Johnnie’s Cottage

Soutar Johnnie’s Cottage, Main Road, Kirkoswald, South Ayrshire, KA19 8HY. Tel 01655 760603 www.nts.org.uk

Independent Not Registered General Collection: 350 objects

Object Significance (%) 50%

1 2 3

33% 17%

Category 1: 2 objects Category 2: 4 objects Category 3: 6 objects

Burns Collection The Burns collection comprises objects owned by the family of John Davidson (Burns’s Soutar Johnnie), and artifacts connected with the poet and his time in Ayrshire. There are also notable full-size sculptures by Thom of Tam O’ Shanter, Soutar Johnnie, and the landlord and landlady, all mentioned in the opening stanza of Tam O’ Shanter by Burns.

Burns Collection: 12 objects Dedicated Curatorial staff: 0.5 Documentation staff: 0 Conservation staff: 0.5 Education staff: 0

object type

painting 1 sculpture 4

artefacts 7

93 Appendices South Ayrshire Council Museum and Arts Service Rozelle Art Gallery and Museum

Rozelle Art Gallery and Museum, Monument Road, Alloway, Ayr Tel 01292 445447 www.south-ayrshire.gov.uk/museums

Local authority Registered General Collection: 14,000

Object Significance (%) 98.9%

1 2 3 0.6% 0.5%

Category 1: 5 objects Category 2: 4 objects Category 3: 841 objects

Caught by her rump Oil Painting by Alexander Goudie

Burns Collection The South Ayrshire collection is made up of a series of paintings on the poem Tam O’ Shanter by the artist Alexander Goudie, other fine and decorative art on a Burns theme, and a small range of relics directly associated with Burns including early editions of his work. Victorian editions of books on Burns, paintings, prints, relics and ephemera from the former Tam O’ Shanter Museum in Ayr are also included.

Burns Collection: 850 objects Dedicated Curatorial staff: 2 Documentation staff: 0 Conservation staff: 0.5 Education staff: 0

object type

books 38 sculpture 7 Burnsiana 50

Series1, 162

artef acts 298

prints 177 manuscripts 19 photos 99

94 Appendices City of Edinburgh Museums and Galleries Writers’ Museum

The Writers' Museum Lady Stairs Close Lawnmarket Edinburgh EH1 2PA Tel: 0131 529 4901 www.cac.org.uk

Local authority Registered General Collection: 259,392

Object Significance (%) 85%

1 2 3

6% 9%

Category 1: 54 objects Category 2: 35 objects Category 3: 503 objects

Cast of Burns’ skull taken in 1834 LSH 18/91

Burns Collection The collection includes several significant holograph manuscripts, a wide range of artifacts personally connected with Burns, in addition to sculpture, paintings, and a collection of books and slides. Burns Collection: 592 objects Dedicated Curatorial staff: 1 Documentation staff: 1 Conservation staff: 2 Education staff: 2

object types

books 74 Burnsiana 92 sculpture 11 manuscripts new spapers 44 11 paintings 30

photos 20 prints 68 audio visual documents 20 189

95 Appendices Appendix 2: Collections in Scotland not included in the scoping study37

Collection Site Number of objects in Category 1 Category 2 Category 3 Burns collection University of St 177 0 0 177 Andrews Library University of 231 0 0 231 Aberdeen Library University of 198 0 0 198 Stirling Library University of 202 0 0 202 Dundee Library University of 9 0 0 9 Dundee Archives Service University of 361 0 0 361 Strathclyde Library Scottish Poetry 715 0 0 715 Library Globe Inn, 107 11 1 95 Dumfries Scottish 29 3 0 26 Borders Council National 73 6 35 32 Archives of Scotland University of 10081 26 19 10036 Edinburgh Library Stirling Smith 39 0 0 39 Art Gallery and Museum East Lothian 7 0 0 7 Council Argyll and Bute 123 0 0 123 Council Ayrshire 31 1 0 30 Archives Service Total: 12383 47 55 12281

37 Information received at the Project Office by 12/02/04.

96 Appendices Appendix 3: Environmental standards [From Levels of Collection Care, A Self-assessment checklist for UK museums, (London: Museums and Galleries Commission, 1998), pp.9-14] Basic Practice Good Practice Best Practice Environmental 1. Basic 1. An environmental 1. Data from the monitoring environmental data programme is in environmental is recorded place to measure monitoring 2. An individual is relative humidity, programme is assigned temperature, and examined responsibility for the light levels in periodically and a monitoring of the galleries and stores summary prepared museum’s 2. An environmental 2. This data is also environment monitoring used to inform 3. Equipment is programme is decision making in calibrated as based on the improvements and recommended by environmental in new museum the manufacturer conditions the developments museum has 3. Periodic identified it wishes assessments are to achieve. made of the ongoing environmental monitoring needs of the museum 4. Spot checks are carried out to monitor for potential atmospheric pollutants Environmental control 1. The building 1. As per basic, but 1. The building which houses the controlled which houses the collection is environments are collection is built to weather-tight established for a high specification, 2. Regular vulnerable objects 2. Special housekeeping 2. The bulk of the environments are inspection take collection is established for place periodically protected from vulnerable objects 3. The museum had extreme conditions 3. Developments to determined the 3. There is regular improve environmental maintenance of environmental conditions it wishes environmental conditions are to achieve control equipment based on 4. Simple measures 4. Museum staff assessments of the are taken to control have managerial needs of the the environment control over control collection, equipment / plant environmental 5. Cleaning monitoring data, products and and building building materials assessments. do not endanger the condition of collection

97 Appendices

Storage conditions 1. Procedures are in 1. Procedures are in 1. Basic and good place to manage place to manage measures are in stores stores place 2. Assessments are 2. Vulnerable 2. Specially made of potential objects are controlled hazards identified and needs environments are 3. Small objects are met designed for contained 3. Preventive different objects separately measures to protect 3. There is separate 4. No objects are objects from storage space for stacked on top of potential hazards non-collection items others are in place 4. Temporary 5. Off-site storage is 4. Storeplans are holding areas are under the same available, shelving available level of is numbered and 5. Inert materials management objects are clearly are used in the identifiable shelving and boxing 5. All objects is on of objects shelving 6. No areas are inaccessible for regular cleaning

98 Appendices Appendix 4: Scoping Study Form Sections in bold constitute the abridged version of the scoping study undertaken at smaller venues and smaller collections. Name of Museum:

Date:

Curator:

Contact details:

Registered / non registered:

Visitor figures over past three years:

With particular reference to Burns collections the scoping study will seek to examine the following areas:

Collection Description Details of collection history Ownership of collection Management of collection Summary of collection content Collection significance Burns Collection: Strengths and Weaknesses Role of museum venue in contextualising collection Star Burns objects

Collections Management Documentation systems Number of digital images for Burns collection and knowledge of copyright law Loans and collecting policies Insurance Conservation Displays Staff training

Capacity Designated staff for the Burns collection Present involvement of volunteers with Burns collections Staff sharing arrangements with other organisations Access to expertise on life and works of Burns Type of funding for collections management (%of total budget) Priority area of Burns collection for which extra resources are needed Knowledge of funding sources

Public Access Access policy Access audit undertaken Main audiences (and market research done) Opening dates and times Knowledge of opening hours of other Burns attractions Signposting Inclusion on trail of other Burns attractions Outreach activities using Burns collections Links with local groups Level of access to collections for general public and researchers Publications Website

99 Appendices Interpretation

Education How is the Burns collection used as an educational resource at the moment? Which are the main obstacles to more effective educational use of collections? Dedicated educational resources Extent to which resources link to the Scottish curriculum Details of regional educational variations on Scottish Curriculum Is there an education policy Evaluation done on educational provision Facilities for school visits Is the education service advertised? Local public transport schemes for schools What roles do education staff (if any) play at the museum? Specific provision How does the museum presently liaise with teachers? Use of existing Burns websites, SCRAN, etc. for education Collections strengths with regard to education Access to professional advice on education List of facilitators used for workshops in the past Opportunities for joint educational provision with other organisations

Marketing and events a. marketing policy / strategy b. Budget for marketing c. Shared marketing d. Role of collection in marketing e. Events f. Projects which might benefit from joint working

100 Appendices Collection Description

Owing to the heterogeneity of the distributed collections, and what the National Audit refers to as the lack of compatibility (or ‘interoperability’) of object databases, as well as the various stages of documentation from collection to collection, it would be impracticable for this project to expect complete and detailed object inventories for every collection. However, since the most crucial stage of data management is the accurate recording of information, a digital archive could follow from this survey.

Akin to the significance element of the National Audit and in order to prioritise objects within the vast and distributed National Burns Collections, I have ranked Burns artefacts according to their degree of significance to Burns himself:

Object Significance Criteria Examples Level of Description Category 1 Personal authenticity: Holograph Object level Objects verifiably MSS, descriptions owned, created, or used Objects with containing: by Robert Burns. imprint of Object’s relation to Editions of Burns’s Burns (Glass Burns, date, level of poetry and artwork Plate Poems) access, digital produced during his own Relics images lifetime. Kilmarnock and Edinburgh editions; Buego engraving Category 2 Immediate Context: Family relics; Object level Objects owned or used objects descriptions if they by Burns’s family belonging to exist and / or (ancestors and heirs) or characters collection level Burns’s contemporaries, mentioned in descriptions[XP1] which help illuminate his poems by life and work. Burns., letters of contemporaries that mention Burns, etc. Category 3 Burns’s Legacy: Masonic Object level Editions of Burns’s work medals; descriptions if they printed after his death; reference exist and / or biographies of Burns, books; collection level artwork from 1796, postcards; descriptions souvenirs and Burns Club ephemera. mementoes; Anniversary material.

101 Appendices For a scoping study of each museum, the following information is required: a. Details of collection history

b. Ownership of collection

c. Management of collection (formal arrangements, constitution, etc.)

d. Summary of collection content (with inventory attached)

e. Collection significance (number of objects in each category: 1, 2, 3)

f. Burns Collection Strengths and weaknesses

g. Role of museum venue in contextualizing or adding extra significance to a collection

h. Star Burns objects (with images attached)

102 Appendices Collection Management Museum registered with Scottish Museums Council Museum associate member of Scottish Museums Council Never used the services of the Scottish Museums Council

a. Documentation systems % of Burns collection documented

Size of documentation backlog

Retrospective documentation plan[XP2]

Resources required to reduce documentation backlog

Basic inventory of Burns Collection

Method of documenting Burns Collection

Compatibility of this system with others

Entry and Exit Records

Location / Movement control

Accession Records

Security Copy of Accession Records

Marking and labelling of Burns objects

Loan Records

Information retrieval[XP3]

Access to professional advice on documentation b. No. of digital images for Burns collection and knowledge of ownership / copyright law c. Loans and collecting policies Acquisition and disposal policy

103 Appendices Acquisition policy for Burns Collection

Last Burns acquisition

Acquisition budget for Burns objects

Has the museum ever made a joint bid for an object?

d. Insurance

e. Conservation Building assessment: Age, status (listed?), Maintenance budget

Collection condition assessments undertaken Environmental monitoring

Environmental control

Pest control

Maintenance of conservation records Planned programme to institute improvements in Risk assessment

Identification of Burns Collection as especially Disaster planning

104 Appendices

Storage provision

Joint conservation projects with other organisations Awareness of archival standards for storage and display of sensitive documents Access to conservation expertise f. Displays Display / storage ratios for Burns collection

How are displays arranged?

Burns objects from collection on loan?

Burns objects from other collections on loan to this museum? Burns exhibition turnover

Research: staff and public use of Burns collection Research: how are enquiries dealt with?

Research: joint research with other organisations? Access to professional interpretation expertise g. Staff training documentation

conservation

interpretation

education

other

Joint training with other organisations

105 Appendices

Capacity a. Designated staff for the Burns collection

b. Present involvement of volunteers with Burns Collections

c. Staff sharing arrangements with other organisations

c. Access to expertise on life and works of Burns

d. Type of funding for collections management (% of total budget) Local Government

Central Government

Other [please state:

] e. Priority area of Burns collection for which extra resources are needed f. Knowledge of funding sources

Public Access a. Access policy

b. Access audit undertaken? (Physical and sensory access to buildings and collection, knowledge of Disability Discrimination Act 2004) c. Main audiences (including details of any market research done)

d. Opening dates and times

106 Appendices e. Knowledge of opening hours of other Burns attractions (any coordination for special events, eg. Doors Open Day) f. Signposting

g. Inclusion on trail of attractions (eg. tourist board, Burns Heritage Trail) h. Outreach activities using Burns collections i. Links with local groups (eg. Burns Clubs) j. Level of access to collections for general public and researchers k. Publications Catalogues

Books

Guide to collections

Cooperation in joint publications

l. Website Address www.

Collections content

Overall selling point / angle on Burns

Links to other sites

Use of other Burns websites

Information technology available at them moment Staff use

Public portal

107 Appendices m. Interpretation Is there an interpretation strategy? Methods of interpretation Written material Interactives Guided tours Audio Guide Working Models Video IT / Multimedia Other [Please state:

]

Education a. How is the Burns collection used as an educational resource at the moment? b. Which are the main obstacles to more 1. effective educational use of collections? 2. 3. 4. 5. c. Dedicated resources (please supply Teachers’ pack examples) Education leaflets Images available of Burns Collections through SCRAN Educational resources available on website Loan boxes to schools d. Extent to which resources link to Scottish curriculum?

e. Details of regional educational variations on Scottish Curriculum

f. Is there an education policy?

g. Evaluation on educational provision

h. Facilities for school visits Education room Use for Burns visits

i. How is the education service advertised?

j. Are there any local public transport schemes which would help bring school groups to the museum?

108 Appendices k. What roles do education staff (if any) play at the museum

l. Specific provision Pre-5

Primary School

Secondary School

Special Needs Schools

Lifelong Learning

m. How does the museum presently liaise with teachers

n. Use of existing Burns websites, SCRAN, etc. for education

o. Collection strengths with regard to education

p. Access to professional advice on education

q. List of performers or facilitators (with 1. contact details) used for workshops in the 2. past 3. 4. 5. r. Opportunities for joint educational provision with other organisations?

109 Appendices Marketing and Events a. Marketing Policy / Strategy

b. Budget for Marketing c. Shared marketing

d. Role of collection in marketing

e. Events Involvement of museum in past events Future events

Role of collection in events

Joint events with other organisations

Involvement in the Burns And A’ That Festival List of performing 1. companies or 2. individuals used in 3. the past 4. 5. f. Projects which might benefit from joint working

110 Appendices Appendix 4: References

British Standards Institute, BS5454: British Standard Recommendations for Storage and Exhibition of Archival Documents (London: BSI, 1989)

Burns, Robert, ‘The Vision’, in The Complete Poems and Songs of Robert Burns, (New Lanark: Geddes and Grosset, 2000), pp.125-31

Dumfries and Galloway Council Museums Service, A Museums Strategy For Dumfries and Galloway 1999-2004, (Dumfries: DGC Department for Community Resources, 1999)

MacKay, James A., Burnsiana, (Alloway: Alloway Publishing, 1988)

Museum Documentation Association, Standards in Action: A Guide to using SPECTRUM, , (London: MDA 1998)

Museums and Galleries Commission, Levels of Collection Care, (London: MGC, 1998)

National Galleries of Scotland, National Galleries of Scotland Corporate Plan 2003-8, (Edinburgh: Stewarts, 2003)

Scottish Museums Council, A Collective Insight, (Edinburgh: Scottish Museums Council, 2002)

Scottish Museums Council, A National Strategy for Scotland’s Museums, Scottish Museums Council (Edinburgh: SMC 1999)

The Audience Business, City of Edinburgh Museums and Arts, Visitor and Non-Attenders Research, (Edinburgh: City of Edinburgh Council, 2003)

Thomson, Gary, The Museum Environment, (London: Butterworths, 1978)

Westwood, Peter (ed.), The Definitive Illustrated Companion to Robert Burns, (Kilmarnock: Ritchie UK, 2004)

111