A Significance Process and Template

Why do we have it? A Significance Process and Template

CyMAL Museums Archives and Libraries Wales Acknowledgements There have been considerable developments both nationally and internationally in developing models for determining the significance of collections and objects. We have specifically considered the Collections Council of Australia (CCA) Model: Significance 2.0 and referred to the work carried out by Caroline Reed for Renaissance East Midlands (REM) and the Collections Trust on their Reviewing Significance Framework. The work of Amgueddfa Cymru – National Museum of Wales, on a Levels of Accessioning Matrix, provided information towards this approach. In particular we would like to thank: • Abergavenny Museum – Megan DeSilva and Rachael Rogers; • Amgueddfa Cymru – National Museum Wales (AC-NMW) – The members of the levels of accessioning group (in turn, they are grateful to Hampshire Museum Service and the example of their matrix grid); • Carmarthenshire County Museum – Ann Dorsett; • Caroline Reed; • Collections Trust; • Conwy Museums Service – Helen Bradley; • Cyfarthfa Castle Museum and Art Gallery – Scott Reid; • Peter Alexander; • Peter J. David, and • Significance International – Veronica Bullock.

2 Part 1: Background 5

1. Introduction 5 2. Definition of significance 6 3. Why significance? 7 4. Strategic context 8 4.1 A Museums Strategy for Wales 8

5. Professional standards 9 5.1 The UK Accreditation Scheme 9 5.2 PAS 197: 2009 Code of practice for cultural collections management 9 5.3 SPECTRUM 4.0 9 5.4 Museums Association Code of Ethics 10 5.5 The definition of significance in European standards 10

Part 2: The process 11

6. The significance assessment criteria 11 6.1 The four key values 12 6.2 The four comparative criteria 12 6.3 The degree of significance 13

7. Methods of assigning significance 14 7.1 Significance matrix 14 7.2 Full significance assessment 14

8. The significance matrix in detail 15 8.1 What can I use it for? 15 8.2 Who can carry out a matrix assessment? 15 8.3 Using the matrix 15 8.4 Significance matrix main steps 15 8.5 Combinations of significance 16 8.6 Definitions 17 8.7 Matrix grid 18 8.8 Matrix key 19

3 9. The full significance process and template 20 Case Study: Merthyr Tydfil Museum Service Ceramics Collection 20 Case Study: Carmarthenshire County Museum John Francis Lloyd Photograph Collection 20 9.1 Where can the information be stored? 21 9.2 What can be assessed? 21 9.3 Backlogs 21 9.4 Who can carry out the assessment? 21

10. Main Steps for the full significance assessment 23 10.1 Analyse the object / collection 23 10.2 Condition assessment 23 10.3 Research and background 24 10.4 Compare: Related places and items 25 10.5 Assign significance against the criteria 25

Part 3: The template 27

11. Write your statement of significance 27 12. What next? 32 13. References 32 14. Bibliography 33 15. Websites 33 Matrix Grid 34-35

Appendices 36 i. Significance 2.0 36 ii. REM. Reviewing Significance: a framework for assessing museum collections’ 36 significance, management and use iii. Amgueddfa Cymru – National Museum Wales (AC-NMW): Significance assessment 37 grid and levels of accessioning matrix

4 Part 1. Background Significance assessments recognise the wider context of an object or collection and reflect the values assigned to them. 1. Introduction They collate relevant information and bring How can we decide what to collect and it together in one place. This creates a what not to collect unless we understand body of information that has many uses in the significance of the items offered? supporting collection management decisions and can aid in effective collecting over the How can we make decisions about the care long-term. and development of our collections if we do not understand the significance of what In particular, significance can help decision we hold? making in: If we do not understand the significance of • Accessioning; our collections, how can we communicate • De-accessioning; their meaning to others? • Resource management; This document has been designed to help organisations address the questions raised • Collection reviews; above and provides two straightforward • Developing exhibitions; approaches to assessing significance. The first is the significance matrix, which • Prioritising work; is designed to be applied to all types of objects and collections. The second is the • Conservation project planning; full significance assessment, which requires • Salvage priorities, and more in depth research to support the classification of significance. • Making funding bids. The significance of an object or collection is The process of assigning significance should defined by considering four key values: complement and expand on existing documentation activity. Assessments should • Historic inform an institution’s development of their • Artistic / Aesthetic collections, which should in turn feed into the wider strategic planning framework. • Social There is an increased expectation from • Scientific / Technological governing bodies and funders that Against four comparative criteria: collecting institutions understand and are able to articulate the significance of their • Provenance collections. This toolkit is offered as an aid to help collecting institutions meet those • Rarity or Representativeness expectations. • Condition or Completeness • Interpretive capacity The process of assigning significance will be described in more detail in part two of this document.

5 2. Definition of significance Significance establishes, defines and communicates all the cultural values and meaning that people and communities assign to objects and collections. Work carried out in Australia led to the development of a model that defines the concept of significance in the context of a collecting organisation: Significance refers to the values and meanings that items and collections have for people and communities. Significance helps unlock the potential of collections, creating opportunities for communities to access and enjoy collections, and to understand the history, cultures and environments (Russell, R & Winkworth, K. 2009, 1). Significance assessment logically analyses, explores and articulates the meaning and values of items and collections (Russell, R & Winkworth, K. 2009, 4).1 This definition of significance in the context of a collecting organisation is appropriate for our purposes in Wales and it has been adopted as the basis for the development of the significance template.

1Russell, R. Winkworth, K. 2009. Significance 2.0: a guide to assessing the significance of collections. Collections Council of Australia

6 3. Why significance? be validated by a professional with understanding of the item or collection in It is crucial that we understand the question and of the significance concept. context of our objects and collections This action will help keep statements in order to interpret them correctly. objective and relevant. Significance assessments consider how an object or collection fits into both the whole As resources become stretched within collection and the institution. Significance institutions, there is likely to be a greater collates all the relevant information about need for significance assessments. an object or collection, which can then Museum stores are fast filling up and we be condensed into a single statement are under pressure to do more with less. for easy communication to stakeholders, There will always be a need to rationalise management, trustees and funders. and justify collection management decisions. A statement of significance undertaken Statements of significance will reinforce an at the point of accessioning makes it clear object or collection’s historical or cultural the reasons behind accepting an object or value and contribute to the development of collection into an organisation and will an overview that illustrates the strength of support arguments as to why resources need the museum’s collection, and its relevance to be assigned to an object / collection to for users. ensure its long-term preservation. Significance assessment will help: • justify collection management decisions; • inform and support your institution’s strategic planning, by aiding with collections management decisions; • meet the requirements of Accreditation in the creation of a development policy2; • communicate the range of values related to an object or collection to the stakeholders; • collate a body of information for long term use, and • aid understanding of the context of your collections. It would benefit organisations to apply significance assessments to their collections and demonstrate that they can establish where the strengths in their collections lie. The statement produced by application of the full significance assessment should

22011: Accreditation Scheme for Museums and Galleries in the United Kingdom. Arts Council England. Section 2: Collections Guidance

7 4. Strategic context Nationally, the concept of assigning significance to collections is gathering momentum. This is reflected in policy and strategic documents produced for the sector in the United Kingdom regarding collections management.

4.1 A Museums Strategy for Wales In A Museums Strategy for Wales 2010-2015 significance was identified as a method for institutions to better understand the importance and relevance of their collections. This information can then be used to make the best possible use of resources to manage collections effectively Within the strategy, CyMAL has pledged to: • Develop tools to help museums assess, understand and articulate the full significance of their collections, using the information to help in collections management. • Develop a pilot project on defining significance. A Museums Strategy for Wales p.26.3 This approach to defining significance has been developed to meet the aims and objectives of A Museums Strategy for Wales.

3A Museums Strategy for Wales 2010-2015. Welsh Government. http://wales.gov.uk/topics/cultureandsport/museumsarchiveslibraries/cymal/museums/strategy/?skip=1&lang=en

8 5. Professional standards 5.2 PAS 197: 2009 Code Professional standards documents guide of practice for cultural institutions in effective and appropriate collecting and set standards for museums collections management and galleries seeking to achieve and Publically Available Specification (PAS) 197 maintain Accreditation. A brief guide to refers to significance assessments in Section some of the more applicable standards is 4: Collections Development. The PAS 197 provided below along with information acknowledges that significance assessments on how significance assessments can help can be useful tools in managing collections organisations to meet those requirements. growth effectively. 5.1 The UK Accreditation 5.3 SPECTRUM 4.0: Scheme The Museum The Accreditation Standard is the national Documentation Standard standard for museums in the UK. Museum Accreditation demonstrates a museum’s SPECTRUM 4.0 is the base document achievements in the areas of museum for museums undertaking collections management, collection care and public management activity. SPECTRUM’s primary service. In order to achieve Accredited procedures are a central part of the status a museum must meet particular Accreditation standard. SPECTRUM supports requirements for standards of care the delivery of the PAS197 by providing and provide relevant documents that users with detailed guidance on how to demonstrate the institution’s commitment deliver effective collections management.6 to museum management. The process of assigning significance will The provision of a development policy is a help institutions to ‘develop the extensive requirement of achieving and maintaining records’7 desirable for a significant complex Accredited status and this must include an object. SPECTRUM 4.0 recognises that status overview of collections. and significance can change with time and therefore use of an object may have to be A significance assessment would aid the re-evaluated to reflect that change. creation of a comprehensive collections overview and would enable the museum to ‘identify the areas of strength and significance as well as the unique nature of the museum’. (ACE; Guidance for Collections: Pg7).4 For further guidance on the requirements of Accreditation see the Arts Council England (ACE) published documents.5

4 2011: Accreditation Scheme for Museums and Galleries in the United Kingdom. Arts Council England. Section 2: Collections Guidance. P.7 5www.artscouncil.org.uk/what-we-do/supporting-museums/accreditation-scheme/ 01/06/2012 6British Standards Institute (BSI). 2009. Publically Available Specification (PAS) 197:2009 Code of practice for cultural collections management) 7SPECTRUM, 2005: 75

9 ‘An object may change its status (may • recognise the interests of people who be recognised, for example, as unique), made, used, owned, collected or gave or may be able to be operated carefully items in the collections; for a limited time without suffering. We therefore suggest a more sophisticated • research, share and interpret information approach based on regular assessment of related to collections, reflecting diverse each objects importance. What matters is views, and; that each museum should adopt and stick to • review performance to innovate and 8 a clear policy’ (SPECTRUM, 2005; 38) . improve collections11. In dealing with de-accessioning and disposal Assigning significance to objects and SPECTRUM 4.0 requires institutions to collections can help institutions fulfil the evaluate the cultural, historic and scientific ethical requirements by collating the worth of the object and requires a review of evidence base which justifies the complex the context of existing collections in making and occasionally challenging decision 9 the case for disposal. A full significance making regarding collections. assessment enables institutions to carry out this requirement thoroughly and effectively. 5.5 The definition of 5.4 Museums Association significance in European Code of Ethics standards All collecting organisations have a responsibility to collect ethically and in line The European Committee for with their acquisitions policy. The collection Standardization (CEN) has published should be retained in the location that a standard on the main general terms provides the best balance of care, context and definitions. This document contains and access10. definitions on both significance and value. The inclusion of these definitions in the Museums are expected to develop standard represents the importance placed collections over the long term and regularly on recognising the significance of objects review their policies. and collections in the context of the 12 Society expects museums to: conservation of cultural property. • hold collections in trust on behalf of society; • acquire items honestly and responsibly; • safeguard the long-term public interest in the collections;

8SPECTRUM, 2005; 38 from Museums &Galleries Commission Standards in the Museum Care of Larger and Working objects: Social and Industrial History Collections.1994 9SPECTRUM 4.0, 2010; 90. De-accessioning and Disposal. 10Museums Association Code of Ethics. 2007. Pg 10 11Museums Association Code of Ethics. 2007. Pg 9 12CEN. 2011. Conservation of cultural property- Main general terms and definitions

10 Part 2: The process 6. The significance This document explains the concept of assessment criteria significance and provides you with a foundation for exploring and defining the Our culture is ever changing. The different significance of your collections further. groups that make up our society will assign The process and template has been designed a wide range of values to objects held in for general use and you may need to adapt collections. Some values will be shared it slightly to deal with collections such as across groups; however some will be natural history and geology. different and specific to particular objects and groups. The questions associated with the template are a GUIDE ONLY. They are suggestions There are many different types of cultural about what you may need to consider to values that can be assigned to collections; help keep your observations as objective as however the four values listed express how possible. You can only fill the template in or why a collection or item is significant as far as your knowledge and experience and are considered the most relevant when allows and you are encouraged to draw on assessing the significance of collections and the knowledge of others. objects. Remember, a statement of significance When carrying out an assessment, all the collates a body of information for long key values should be considered initially term use and enables you to articulate the although not all may be relevant. These key values assigned to objects and collections. values will be cross referenced with four This document is your guide for identifying comparative criteria, which support the the type and extent of information you assignment of the degree of significance. need to gather to provide you with the The four key values and four comparative clearest picture possible of the object’s criteria apply to both the significance matrix context. and the full significance assessment.

11 6.1 The four key values 6.2 The four comparative 1. Historic. Associated with a person, place criteria or event in the past and key in telling a story about a theme, process or pattern of life. The four comparative criteria are: It should contribute to an understanding of 1. Provenance. The purpose of provenance the past. is to source the origin. To be able to assign 2. Artistic or Aesthetic. The concept of good provenance to an object there should beauty that the object expresses. The object be an evidence base documenting who may be remarkably beautiful or hideously created, made, owned or used the item ugly but is important for what it represents; or collection. The provenance needs to be a school of design, artistic movement or reliable and should automatically form part innovation and originality. It may show of the research in the assessment process. a high level of craftsmanship and skill 2. Rarity or Representativeness. Items can be in its execution. This value can be highly both rare and representative. The object or subjective and the concept can change with collection needs to be considered as being time and place. unusual, or a good example of its type, as 3. Scientific or Technological. The object being singular, unique or endangered. or collection may have scientific or 3. Condition or Completeness (Completeness technological value. in its natural state i.e. pair of shoes, teapot 4. Social. The collection or object may have with lid). An item in original condition will a demonstrated contemporary attachment be more significant than one which has to an identified group of people. The group been restored. The object or collections should be consulted about the degree condition should be considered, if it is intact of significance. The object or collection or incomplete. Any evidence of repairs and may also represent a belief, idea, custom, alterations, evidence of the way it was used tradition or practice that is important for and if it still has the capacity to work should that particular group of people. be documented. As stated at the beginning of section 2, this 4. Interpretive capacity. The object or document deals with collections in general collection may help provide interpretation and certain collections will require special for aspects of place or context. It may consideration. relate to other collections and items and be relevant in their interpretation. For example, in natural history collections the biological significance of the specimens These comparative criteria should be used to is key. Therefore you will need to consider clarify the degree of significance. slightly different criteria. The criteria for defining the significance of collections such as natural history and geology should be outlined before you start your significance assessment, to ensure that the same criteria are applied objectively to all specimens or collections.

12 6.3 Degree of significance 7. Methods of assessing The degree of significance will be defined significance based on all the evidence gathered. This document outlines two different The options for defining significance are: levels of significance assessment. The levels differ in terms of the depth of research • International they require and the uses that collated • National – This applies to Wales and the information can be applied to. The same UK, state if the item is either: criteria and values identified in section 6 apply to both the matrix and the full • National: Wales assessment. • National: UK 1. The significance matrix is useful in • Regional providing an overview of the status of the collection. • Local 2. The full significance assessment collates It is important to note that a collection that an evidence base which fully supports a is locally significant does not necessarily definition of significance and creates a hold less value than a collection that is useable body of information that can be nationally significant, as the collection may communicated to users. be hugely relevant for local users. The significance assessment criteria guide 7.1 Significance matrix you in producing your output which is: For collections, all institutions should A clear definition of the local, regional, start by undertaking a matrix assessment. national or international significance of Collections and objects that are held in an object or collection that is based on an store may not merit a full significance objective assessment of the criteria. assessment or have the information readily available enabling one to be carried out without a considerable time investment. The matrix assessment enables a relatively quick assessment to be carried out which will provide information for in-house use. Application of the matrix should produce an overview of the collection enabling you to be more objective when making collection management decisions. The matrix is presented in section 8. A matrix assessment provides an overview of the significance of collections and objects and will help to highlight objects and collections that require a more in depth significance assessment.

13 7.2 Full significance 8. The significance matrix assessment in detail The full significance assessment will create an evidence base that expresses clearly and 8.1 What can I use it for? concisely the cultural values associated with an object, enabling you to communicate The significance matrix should be applied them effectively in a variety of contexts, to ALL objects and collections. The results for example in preparing funding bids can be used to help identify objects or or preparing exhibitions for a particular collections that should be progressed to a audience. The process and template is full significance assessment. provided in section 11. In particular the matrix assessment would be beneficial for: • Larger collections and backlogs • Objects that have limited or no documentation The matrix can: • help establish the degree of significance for objects / collections with limited documentation; • provide an overview of the status of the collection; • help establish where further research is required, and • help prioritise future research. You will need to refer back to the definitions of the main criteria, to help you establish the degree of significance in the matrix.

14 8.2 Who can carry out a 8.3 Using the matrix matrix assessment? The matrix is presented as a table. Carefully consider the object or the collection with A good working knowledge of the regard to the matrix assessment, referring collection will be needed to undertake to the key values and comparative criteria. the assessment. Anyone working with collections who holds this knowledge can If, after the matrix assessment is carried out, undertake an assessment of significance. you consider any item to be internationally or nationally important, serious consideration must be given to carrying out the full significance assessment as you may need an evidence base to support this claim. If objects are identified for disposal through the matrix you may also want to consider undertaking a full significance assessment. Even if the research potential and documentation is limited for objects identified for disposal, the process of looking in depth into the object will possibly generate new information and ensure that you have a sound, clear and concise evidence base justifying your decision to dispose. If you identify any item or collection for disposal after carrying out any level of significance assessment, you should refer to the Museums Association Disposal Toolkit for guidance on procedure.13

13Museums Association www.museumsassociation.org/collections/disposal-toolkit-and-training

15 8.4 Significance matrix 8.5 Combinations of main steps significance The table below provides a framework for To carry out the matrix assessment: identifying the level of significance based on the evidence that has been collated. 1. Establish if your object / collection is It ranges from 1A as the highest level of in the core or support group (see the significance to 7D, the lowest. definitions) A blank copy of the matrix grid colour 2. Consider the significance of your item coded with the letter number combinations against the 4 Key values and comparative is provided on pages 34 & 35. This copy can criteria. be printed out for reference. 3. Consider the condition of your item Column 2A-D can refer to a UK or Wales (establish how you define the condition: see nationally important object. It may be page 23 / 24 for guidance) necessary to make this clear on the label or 4. Compare the x axis against the y axis in the documentation. in the table to establish a letter / number As an example: combination • 2A – Wales 5. Record this combination on your documentation to refer back to it for future • 2D – UK in-house use.

National Set International Wales or Regional Local Handling Replicas dressing UK

Good 1A 2A 3A 4A 5A 6A 7A

Fair 1B 2B 3B 4B 5B 6B 7B

Poor 1C 2C 3C 4C 5C 6C 7C

Very poor 1D 2D 3D 4D 5D 6D 7D

Core collection Support collection

16 8.6 Definitions Core collection The institution’s core collection will be defined by the collecting policy. Items will be accessioned and have a minimum standard of care applied to them. (N.B Replicas: Commissioned pieces over a set value may form part of the core collection) Support collections Education / handling collections: Items used in handling collections or for educational purposes. Some objects may be accessioned Replicas: Objects from a collection that have been reproduced, possibly using traditional materials or methods to aid in the interpretation of a theme or to aid understanding. Set dressing: Non accessioned items, often modern, used for dressing displays. Low value and easily replaced.

17 1 2 UK or Wales 3 4 5 6 7

Internationally Nationally Regionally Locally Replicas Education Set dressing Important: Important: Important: Important: / handling importance • Aesthetically • Aesthetically • Aesthetically • Aesthetically • Artistically • Artistically • Artistically • Artistically • Historically • Historically • Historically • Historically • Scientifically • Scientifically • Scientifically • Scientifically • Socially • Socially • Socially • Socially

Security: medium Security: medium Refer to handling Refer to handling Condition: Security: high Security: high Security: high Security: high guidelines for guidelines for A Security: low good Access controlled Access controlled Access controlled Access controlled access access Conservation Conservation priority: low priority: low

Security: medium Security: medium Security: high Security: high Security: high Security: high Refer to handling Refer to handling Condition: Access controlled Access controlled Access controlled Access controlled guidelines for guidelines for B Security: low fair access access Conservation Conservation Conservation Conservation priority: high priority: high priority: high priority: high Conservation Conservation priority: low priority: low

Stabilise with Stabilise with Security: high Security: high preventive preventive Condition: Access controlled Access controlled conservation conservation C Dispose? Dispose? Dispose? poor methods methods Conservation Conservation priority: high priority: high Conservation Conservation priority: medium priority: medium

Stabilise with Stabilise with Security: high Security: high preventive preventive Condition: Access controlled Access controlled conservation conservation D Dispose? Dispose? Dispose? very poor methods methods Conservation Conservation priority: high priority: high Conservation Conservation priority: medium priority: medium

Core collection Core collection Core collection Core collection Support Support Support

18 1 2 UK or Wales 3 4 5 6 7 Key

Internationally Nationally Regionally Locally Replicas Education Set dressing Important: Important: Important: Important: / handling Undertake a importance full significance • Aesthetically • Aesthetically • Aesthetically • Aesthetically assessment to support the • Artistically • Artistically • Artistically • Artistically claim • Historically • Historically • Historically • Historically • Scientifically • Scientifically • Scientifically • Scientifically Undertake a full significance • Socially • Socially • Socially • Socially assessment when there is a need i.e. for funding Security: medium Security: medium bid, collection Refer to handling Refer to handling review, disposal Condition: Security: high Security: high Security: high Security: high guidelines for guidelines for etc A Security: low good Access controlled Access controlled Access controlled Access controlled access access Undertake a Conservation Conservation full significance priority: low priority: low assessment to collate evidence for disposal Security: medium Security: medium Security: high Security: high Security: high Security: high Refer to handling Refer to handling No assessment Condition: Access controlled Access controlled Access controlled Access controlled guidelines for guidelines for B Security: low likely to be fair access access Conservation Conservation Conservation Conservation required unless priority: high priority: high priority: high priority: high Conservation Conservation circumstances priority: low priority: low change

Core collection Core collection Core collection Core collection Support Support Support

19 9. The full significance This was used to produce a shortlist of process and template the most significant objects requiring The aim of the full significance assessment work. A secondary use of the survey is to aid institutions with effective collecting was to correct the attributions of a and collection management and to help number of pieces for research purposes assess, understand and articulate the full as well as suggesting possible options significance of collections. for future display. A standard process has been developed for museums, archives and library special collections. The objectives are: • to produce a clear, concise and well evidenced statement of significance; • to support collection management decisions; • to justify the decision for accession and disposal, and • to support funding bids.

Case studies © Cyfarthfa Castle Museum & Art Gallery, Merthyr Tydfil Merthyr Tydfil Museums Service Ceramics Collection Carmarthenshire County Museum Merthyr Tydfil Museums Service used John Francis Lloyd photograph collection the significance toolkit with a ceramics conservator primarily to identify the Carmarthenshire County Museum importance of its ceramics collections used the significance tool to assess its at Cyfarthfa Castle Museum and collection of over 700 glass negatives Joseph Parry’s Cottage set against their by the local photographer John Francis conditions to provide priorities for Lloyd. The collection was assessed conservation. to evaluate its significance as both a record of Carmarthenshire’s past and also its artistic significance.

20 9.2 What can be assessed? As a result, following the scanning of all This model can be applied to both glass negatives, 100 of those assessed collections and individual objects where of greatest importance were researched there is a need for more extensive research and placed on the Peoples Collection to define the significance. Wales website. The process will also assist in the selection of photographs for a future exhibition. 9.3 Backlogs A backlog is defined as an accumulation of unprocessed collections. Backlogs (some objects and larger collections) may not have the documentation or information available to carry out the thorough investigation required to fully support a statement of significance. This does not imply that an object or collection is insignificant to the collecting organisation. It may have significant value in other contexts. Backlogs will be dealt with and classified in the context of the collecting organisation using the Matrix model. Application of the matrix process will identify where additional research is necessary.

9.4 Who can carry out the assessment? The assessment should be carried out by the © Carmarthenshire County Museum people who have the best understanding of the collection or artefact. Anyone working with collections should be able to undertake 9.1 Where should the an assessment of significance. It is important that a consistent approach information be stored? is taken within the institution. This can The statements should be included on be encouraged by organising training for accessioning forms so the justification for all those involved, and by having regular accessioning is clear. The information should discussions between anyone involved be stored on the electronic documentation in writing statements of significance. system and easily accessible to relevant You should consider holding cross sector members of staff. discussions with the local museums, archives and libraries in your area that you know have carried out this process.

21 Institutions could consider entering into research partnerships with local interest groups, which could bring new research and information to light. Some aspects of significance assessment; like condition assessing may seem daunting and specialist, but significance is based on the information and knowledge available to you, the process is fluid and if new information comes to light, classifications can be altered. If you do not feel that you have the knowledge to confidently assess a key value or comparative criteria it may be preferable to seek expert advice, for example from either a conservator or specialist curator.

22 10. Main steps for the full • What is the size of the collection? What are the dimensions of the object; significance assessment height, weight, width & length? These are the recommended steps that will • How was it made? guide the creation of a clear, concise and • What are the object or collection’s key detailed statement of significance. characteristics? The questions are for guidance and all may not be relevant in the assessment. They are included to ensure that all possible aspects 10.2 Condition assessment of relevance have been considered and that A condition assessment should be provided the assessment is thorough and as objective including details of wear, repair, changes as possible. You will only be able to answer and adaptations. This assessment can reveal as far as your knowledge, documentation much about the history of use of an object or research limitations allow. Add all the or collection. information you can as this is the evidence base which forms and supports your It should be remembered that condition statement of significance. is notoriously subjective; therefore it is important you outline your definitions of good / fair / poor / very poor before 10.1 Analyse the object starting the assessment process, use them consistently and make them available to any / collection: detailed interested party. This will enable others to description understand your classification. The purpose of the detailed description is to The condition assessment is part of ensure that the assessor is familiar with the the comparative criteria assessment. tangible aspects of the object or collection. The condition assessment comes first as it The detailed description provides the is important that you are familiar with the foundation for addressing the key values condition of your object or collection before and comparative criteria. you propose a use. You may need to make objects a priority for conservation or apply The assessor will be looking at the object / stringent guidelines for access and handling collection in detail. A full description of based on the evidence gathered from the the item including any important features, assessment. design and style needs to be given. 15 A detailed description will ensure that any CONSIDER the following questions: particular features are noted. • Do you consider the item’s condition Information about a collection or object to be: may be intrinsic (it forms part of the • Good. Stable and robust. Structurally object), or it may be associated and has to sound, no evidence of damage or be obtained from other sources (the wider deterioration. Useable for any context). purpose. 14 CONSIDER the following questions: • Fair. Stable. May be disfigured or • What is it made of? damaged. Minor problems, minimal remedial conservation work required. • What does it look like? Can be used with care and attention.

14&15Reed, C, 2012: Reviewing Significance 2.0: Significance Assessment Grid questions

23 • Poor. Signs of deterioration and as natural history and geology should be damage are obvious. Use could cause outlined before you start your significance further damage. assessment and should be used consistently. • Very poor. Unstable material. It is The research and background assessment completely unsuitable for use. investigates the key values and some of Damage is certain if handled. comparative criteria in more detail. • Is there damage? CONSIDER the following questions:16 • How did this damage occur? History • Has it been altered? What do the • Who previously owned it? alterations tell us about the history of use? • Where was it made? • Has it previously been conserved / restored • Who made it? (this is not a consideration for some • What was its function? specimen collections such as botanical ones)? • When was it acquired by the institution? • Is it complete (as in obvious loss, missing • Why was it collected? lid, handles etc)? • How was it acquired? Donation or purchase? 10.3 Research and • Does it have a direct connection to a background historical event, person, group etc? This evidence base should include • Does it represent a particular theme or documentary research. The previous owners process or pattern of life? (if known) and individuals associated with • How does it relate to the history, the item or collection should be consulted if geography or environment of the place possible. The full context should be explored where it was created or used? and links to places, websites, and literature should be included in the evidence base. Artistic / Aesthetic Provenance and acquisition should be included and consideration should be given • Is / Was the design influential or as to how the object / collection relates innovative? to wider themes, patterns, movements, • Is the design / construction of high developments or industry. quality? For industrial or heavy machinery objects • Does it represent a style, type, school or and collections, it is important to state design? here if the object or collection is a working collection, if it has moving parts and if it is used for demonstrations. For natural history collections, the biological significance of the specimens is key. Therefore you will need to consider slightly different criteria. Any criteria chosen for defining the significance of collections such

16Reed, C, 2012: Reviewing Significance 2.0. Significance Assessment Grid questions

24 Social 10.4 Compare: related • Does it represent relationships? places and items • Does it symbolise beliefs, ideas or Related places and items should be cultures? identified and colleagues in other • Does it have a particular and organisations should be consulted in an demonstrable meaning to a specific attempt to find similar examples. group in the community, or for the whole Use the internet and reference books for community? comparison and speak with specialist groups and societies. • How is this meaning and attachment demonstrated? Comparing related places and items addresses the remaining comparative • Is it iconic within the collection? An image criteria in more detail. / object that is presented and has 17 memorial status. CONSIDER the following questions: Scientific / TechnologicalIs it in working Provenance order (moving parts i.e. machinery, this may • Is it related to a particular place / not be relevant for everything)? collection / object? • Does the object / collection have Rarity / Representativeness demonstrated relevance to science or technology? • Does it have meaning to a place / community / individual? Provenance • Are there any other examples in museums • Is there good documentation for the locally, regionally or nationally? object / collection? • How does it relate to these other • Is it a primary source? examples? • Can you provide the evidence for the links • Is it one of a kind? to people, places ect that the object or collection claims to have? Interpretive capacity 10.5 Assign significance • Is the object or collection currently used against the criteria for research / learning or outreach? Considering all the collated evidence, assess • Does it have potential for contributing to the object or collection against the key research, learning or outreach? values and establish which of the key values are supported by a strong evidence base. • Does it support or raise profiles on local, Make a note of the strongest evidenced regional, national or international scales? values, more than one can apply. • Is the object or collection often requested • Historic for loan? Why? • Artistic or aesthetic • Scientific or research potential • Social

17Reed, C, 2012: Reviewing Significance 2.0. Significance Assessment Grid questions

25 And determine the degree of significance by considering the evidence in support of the comparative criteria: • Provenance; • Rarity or Representativeness; • Condition or Completeness; • Interpretive capacity. Your evidence base will make it clear if the significance is of an importance which is: • Local, relating to a specific area (people and places within it): a town, village or neighbourhood. • How does it associate with local values and culture? • Regional, relating to a region defined by its characteristics or boundaries: a city, county or larger area. • How does it associate with regional values and culture? • National, relating to or be characteristic of the nation. It will have a common appeal. • Specify if the significance is UK national or Wales national. • How does it associate with Welsh national values and culture? • How does it associate with UK national values and culture? • International, relating to the culture of more than one nation (outside of the British Isles). • How does it associate with international values and culture?

26 Part 3: The Template 11. Writing your management decisions. The statement should be easily communicated to key statement of significance stakeholders and aid understanding of the relevance of the object / collection. This is the point where you gather together all your evidence, collate your information An Excel spread sheet containing the fields and create your clear, concise statement of the template is available to download of significance. It summarises your from the CyMAL website. The spread sheet understanding of the object / collection can be used for both the matrix and full in your care and justifies your collection significance assessments.

Museum name:

Name of the assessor:

Date of the assessment:

Object / collection / batch name:

Object Accession No: Or collection sequence:

Current location:

Brief description of object / collection: i.e military costume:

Materials:

Size:

Machinery, science and industry

Does it have moveable parts?

Is it still in use?

Photograph or drawing

27 Detailed description:

Condition (technical) assessment: Delete as appropriate: very poor / poor / fair / good

Research and background

Compare: related places and items

28 After considering all the evidence and looking at the main criteria I have decided that the object has the greatest significance in the following context (more than one can apply):

Scientific, Aesthetic or Other Historic Social Research or Artistic (Please specify) Technical

Comparative criteria: Use the comparative If required, replicate the comparative criteria to SUPPORT AND CLARIFY the criteria box for the different object types degree of significance. This box is a making up a collection. checklist; it helps to ensure that all of the required information has been gathered. You may have expanded on the information gathered in the above section.

Is the provenance good or bad? Good / Bad

Is the object / collection rare? Yes / No

What is the object / collection representative of? Name an institution that holds a comparable collection / object?

Is the object / collection complete? As an object or a series i.e pair of shoes, teapot with the lid, complete set of medals. If you are not sure leave this section blank

Is there potential for interpretive capacity? What does it aid the interpretation of?

Free text box for additional notes

29 Based on the evidence gathered, we think our item or collection is the most significant:

Degree of significance Tick relevant box

Internationally

Nationally, Wales or UK

Regionally

Locally

30 Statement of significance Using the evidence base as collated above, define how and why the object / collection is significant and what this means for the object / collection? Summarise the key points in the box below. This is the text you will be using to justify your claim that your object / collection is significant in a particular context. This is the text you will be communicating to trustees, funders and stakeholders. Sign and date the assessment: List references: List and acknowledge contributors:

Statement of significance:

31 12. What next? Workshops The collecting institution needs to consider Holding a significance workshop within your where the information will be stored in the organisation, or with other organisations, long-term and the uses that the information could be an opportunity for people to will have during the lifetime of the present case studies of their successes in collection. using the significance process. It would be an opportunity to discuss and troubleshoot Storage issues with the process. Once all the data has been collected the Networks evidence should be stored in a secure database with other records related to the Smaller organisations with limited numbers items or collection. The matrix assessment of professional staff may need access to a generates a letter and number combination professional network of conservators and which should be included on store room curators to aid them in their assessments. labels for quick reference. Mentors Use of the information Developing a relationship with a specialist The information can then be used as in a specific area that relates to collections required to aid collection management could provide an opportunity to learn decisions. about your collection while accessing the information required to complete an The collated evidence will support: assessment. • Accessioning; If you would like to get involved with a network or workshop, please contact • De-accessioning; CyMAL who can offer further advice. • Resource management; • Collection reviews; 13. References Arts Council England (ACE). 2011. • Developing exhibitions; Accreditation Scheme for Museums and • Prioritising work; Galleries in the United Kingdom. • Conservation project planning; British Standards Institute (BSI). 2009. Publically Available Specification (PAS) • Salvage priorities, and 197:2009 Code of practice for cultural • Making funding bids. collections management The statement of significance should be Collections Council of Australia (CCA). 2009. added to the accessioning form to make Significance 2.0: a guide to assessing the clear the justification for accessioning an significance of collections. object to the collection. Museums Association Code of Ethics. 2007 Museums Documentation Association (MDA). 2005. SPECTRUM: The UK Museum Documentation Standard.

32 Collections Trust (MDA). 2011. Piazza, R.V. 2007. Introduction: An object SPECTRUM 4.0. The UK Museum and its context. In: ICCROM Sharing Documentation Standard. Conservation Decisions. OGRARO: Rome, Italy. 82-83 Museums & Galleries Commission. 1994. Standards in the Museum Care of Larger Reed, C et al, 2010: Reviewing Significance. and Working Objects: Social and Industrial Renaissance East Midlands. History Collections. Reed, C, 2012: Reviewing Significance 2.0. Reed, C et al, 2010: Reviewing Significance. Caroline Reed Consulting. Renaissance East Midlands. Welsh Government: CyMAL: Museums Reed, C, 2012: Reviewing Significance 2.0. Archives and Libraries Wales. 2010. Caroline Reed Consulting. A Museums Strategy for Wales 2010-2015. Welsh Government: CyMAL: Museums Archives and Libraries Wales. 2010. 15. Websites A Museums Strategy for Wales 2010-2015. Collections Council of Australia Significance 2.0 (11/2010) 14. Bibliography Significance International Arts Council England (ACE). 2011. Accreditation Scheme for Museums and www.significanceinternational.com/ Galleries in the United Kingdom. Collections Australia Network British Standards Institute (BSI). 2009. www.collectionsaustralia.net/search. Publically Available Specification (PAS) php?search=significance 197:2009 Code of practice for cultural collections management Renaissance East Midlands (11/2010) CEN. 2011: Conservation of cultural property Assessing Significance Network (19/01/11) – Main general terms and definitions. www.collectionslink.org.uk/programmes/ Collections Council of Australia (CCA). 2009. reviewing-significance/671-collections- Significance 2.0: a guide to assessing the reviewing-significance-framework significance of collections. People’s Collection Wales Museums Association Code of Ethics. 2007 www.peoplescollectionwales.co.uk Museums Documentation Association Collections Link (14/05/12) (MDA). 2005. SPECTRUM: The UK Museum Documentation Standard. www.collectionslink.org.uk/programmes/ reviewing-significance/671-collections- Collections Trust (MDA). 2011. reviewing-significance-framework SPECTRUM 4.0. The UK Museum Documentation Standard. Museums & Galleries Commission. 1994. Standards in the Museum Care of Larger and Working Objects: Social and Industrial History Collections.

33 Matrix Grid

1 2 UK or Wales 3 4 5 6 7

Condition: A 1A 2A 3A 4A 5A 6A 7A good

Condition: B 1B 2B 3B 4B 5B 6B 7B fair

Condition: C 1C 2C 3C 4C 5C 6C 7C poor

Condition: D 1D 2D 3D 4D 5D 6D 7D very poor

Core collection Core collection Core collection Core collection Support Support Support

34 1 2 UK or Wales 3 4 5 6 7

Condition: A 1A 2A 3A 4A 5A 6A 7A good

Condition: B 1B 2B 3B 4B 5B 6B 7B fair

Condition: C 1C 2C 3C 4C 5C 6C 7C poor

Condition: D 1D 2D 3D 4D 5D 6D 7D very poor

Core collection Core collection Core collection Core collection Support Support Support

35 Appendix i Appendix ii Significance 2.0 Renaissance East Midlands. Reviewing Significance: a framework for assessing In 2001, the Collections Council of Australia museum collections’ significance, published Significance: a guide to assessing management and use September 2010 the significance of cultural heritage objects and collections. A new edition was “In November 2009 Renaissance East published in 2009. Midlands (REM) commissioned consultants Caroline Reed, Jayne Dunn, Subhadra Significance 2.0 was written by Roslyn Das and Emma Passmore to develop a Russell and Kylie Winkworth. The project regional framework to establish criteria manager was Veronica Bullock. In July and offer a methodology for reviewing the 2010, CyMAL arranged a meeting with significance of key museum objects and of Veronica Bullock at Cardiff University. whole and part museum collections across Other interested parties were invited to this the region. The project was managed for event. It opened up interesting debate and REM by consultant Stuart Davies and led by helped to form the approach that CyMAL Jonathan Wallis, Assistant Head of Derby has taken with the toolkit. Museums. Significance International was launched The aim is to enable East Midlands museums in 2010 to ’provide local, national and to take a lead in tackling the issue of international services in the areas of assessing collections’ significance in a significance and preservation assessments structured way that can be used to inform of collections, as well as more general their strategic planning for collections collections and strategic planning guidance’. management, use and interpretation. A key Significance International principals are objective for the project was to develop Veronica Bullock and Roslyn Russell – a regional approach to assessment that respectively the project manager and highlights the importance of collections to co-author of Significance 2.0 – a guide for small, specific or local communities as much assessing the significance of collections as to regional, national and international (2009), Collections Council of Australia. audiences.“ For more information see: (Wording referenced from Reed. C. 2010. Renaissance East Midlands. Reveiwing www.significanceinternational.com Significance Framework. P. 3). For more information see: www.collectionslink.org.uk/programmes/ reviewing-significance/671-collections- reviewing-significance-framework

36 Appendix iii Amgueddfa Cymru – National Museum Wales (AC-NMW): Significance Assessment Grid and Levels of Accessioning Matrix AC-NMW levels of accessioning group developed a framework specifically for them to apply to their collections. AC-NMW holds over 5 million objects in trust for Wales. A considerable number of objects in the collection have been held in a backlog and AC-NMW identified the need to create a clear and easy to use tool to deal with large collections and backlogs. AC-NMW explored various models including the Hampshire Grading Matrix to develop a process that was suitable for their needs. AC-NMW has played a big part in helping shape this document and we are extremely grateful for their input.