The John Wesley Powell River History Museum
COLLECTION POLICY
CONTENTS
MISSION STATEMENT …………………………………………………………………… 3 PURPOSE AND SCOPE OF THE COLLECTIONS POLICY ……………………………. 3 WHAT THE MUSEUM WILL COLLECT ………………………………………………… 4 HOW THE MUSEUM WILL COLLECT ………………………………………………….. 6 LEGAL AND ETHICAL OBLIGATIONS ………………………………………………… 10 DEACCESSION AND DISPOSAL PROCEDURES …………………………………….... 12 LOANS ……………………………………………………………………………………… 16 ORAL HISTORY POLICY ………………………………………………………………… 19 ACCESS ……………………………………………………………………………………... 19 REVIEW ……………………………………………………………………………………. 20
Page | 2
MISSION STATEMENT
Connecting people and communities to the significance of river history by celebrating the cultures and landscapes of the Colorado Plateau.
PURPOSE AND SCOPE OF THE COLLECTION POLICY
This collection policy serves as a detailed guide for the collecting efforts and procedures of the John Wesley Powell River History Museum. Motivated by the enthusiasm behind our mission and the reality of our most current available resources, this document will direct the actions of the museum’s collections staff in building and managing the collections.
The collection policy is a living document outlining the policies, procedures, and legal and ethical responsibilities of the museum with regards to the permanent collection, including archival and research items, and the education collection. The museum has two types of collections:
Objects accepted into the permanent collection possess significant historic value and are relevant to the museum’s mission. Objects in this collection are used for exhibits, research, loans to other institutions, and select programming. A significant portion of the permanent collection is held for historical research purposes, and not necessarily for exhibition or permanent display. This section of the permanent collection consists primarily of archival materials, and reflects the types of resources that are most often associated with historical and genealogical research.
Objects in the education collection may not meet the requirements for the museum’s permanent collection, but they still maintain a high level of educational value and relevance to the museum’s mission. The collection includes duplicates from the permanent collection; objects rejected from the permanent collection; donated or purchased items specifically sought out for the education collection; and reproductions of period objects. Items may be transferred from the permanent collection to the education collection with the approval of the Collections Manager and the Education and Programs Manager. They are touchable with various degrees of supervision.
The museum’s collections are held in the public trust and the collections policy exists to hold the museum accountable for the future growth, development, preservation, and public access to the collections.
Page | 3
WHAT THE MUSEUM WILL COLLECT
The John Wesley Powell River History Museum is guided by the following themes and categories:
KEY THEMES
The museum values the history of river running, boatmen, boating technology, and access to the rivers on the Colorado Plateau, and the objects it collects will reflect that history. The museum seeks to interpret the history of exploration on the Colorado Plateau. We seek objects that help tell the individual and collective stories of people like John Wesley Powell, Nathaniel Galloway, Emery and Ellsworth Kolb, and others. The museum serves as the primary repository for objects and archival materials that relate to the history of Green River, both the city and the place that surrounds it, and we seek to retain objects that help interpret the local history of the town, and its place in the larger narrative of Colorado Plateau history. The museum seeks objects that highlight important and interesting individual stories, lifestyles, and histories that relate to the citizens of the town of Green River and the Gunnison Valley. Native communities and other minority communities from the Colorado Plateau provide an important voice in the history of the region, and the museum seeks to collect objects that help tell their story. The museum places a high value on objects that relate to the significance of river history in the region. The museum is committed to expanding access to the history of minorities or often under- represented communities on the Colorado Plateau, and seeks to add objects to the permanent collection that will help tell these stories.
TIME PERIOD
The museum seeks prehistoric objects, specifically those that relate to communities and cultures who existed in the region before the arrival of Europeans to North America and the Colorado Plateau. The museum seeks objects from the historic era following arrival of Europeans to North America, particularly those that highlight nineteenth, twentieth and twenty-first century history as they reflect the mission of the organization.
Page | 4
GEOGRAPHIC REGION
The museum collects objects that help to explore the history of the Colorado Plateau. The museum places a high value on objects that relate to human interaction with watersheds and rivers in the region, with an emphasis on the major rivers of the Colorado Plateau, i.e. the Green, Colorado, and San Juan rivers. The museum also places high value on objects that highlight the local history of the town of Green River, and the Gunnison Valley.
PHYSICAL ITEMS TO BE COLLECTED
The museum collects archival materials (i.e. photos, papers, books, and digital assets), three dimensional objects, boats of serious and obvious historic value, oral histories, natural history specimens, as well as rock specimens and geology samples as they contribute to the interpretation of the museum’s mission.
Objects that come from archeological or paleontological digs, Native American communities or sites relating to Native American communities, endangered species, and natural history objects in general may be accepted. These types of objects must have been collected during scientific research and may only be accepted if all accompanying legal permits from appropriate agencies are present, and all project reports that were derived from the research are provided.
ACCESS
Access to the collection will be broadly available to the general public through permanent and temporary exhibitions in the John Wesley Powell River History Museum. Objects that are not on exhibition will be available by appointment or invitation only, and only for research or official museum business.
Qualified researchers will have access to portions of the collections that are not on exhibition via the museum’s research center by appointment, under supervision by museum staff. Qualified researchers are defined as a person or group that is conducting an organized and systematic investigation into a topic or event. The collections staff is responsible for scheduling the research room and protecting the integrity of the collections as they are being used for research.
Objects in the collections will be designated for external research, while others will not.
Page | 5
An education collection will provide access to schools, education groups, museum programming, and partners for educational purposes as resources allow.
INSURANCE
The City of Green River insures the museum and everything inside the building through the city’s insurance policy. This includes objects in the collections, as well as exhibition furniture, office supplies, computers, gift shop inventory, etc…
The museum director should work with the city to review the insurance policy annually and guarantee that the museum is adequately insured on all of its liabilities and assets.
HOW THE MUSEUM WILL COLLECT
Acquisition of objects to the permanent collection will adhere to the following guidelines.
ACQUISITION COMMITTEE
An acquisition committee will make all decisions on the addition of any objects to the museum’s permanent collection. The acquisition committee will consist of the director of the museum, collections manager or curator, one member of the board of directors, and two committee members at large. All recommendations made by the committee will be retained by the museum and meeting minutes will be collected.
METHOD OF ACQUISITION
Objects shall be acquired for the permanent collection through gifts, donations, transfers, exchanges, bequest, and purchase. The John Wesley Powell River History Museum is committed to the long-term care of its collections, thus the museum will not accept conditional donations or objects with conditions attached. In order to achieve modern museum standards for collections care, the JWPHRM cannot accept objects in which it does not have complete ownership and control over methods of preservation management. For example, the museum will not accept an item from a donor who requires that the item be on permanent exhibition as this would not allow the museum to adequately limit exposure to the object.
Page | 6
The education collection will fall under the same criteria as the permanent collection, with some additional guidelines. Objects for the education collection may be gifted, bequeathed, exchanged, purchased, created, or transferred. Education staff will keep an inventory record of objects in the education collection.
Guidelines for Temporary Custody The museum will hold any object that may be added to the permanent collection in temporary custody until the acquisitions committee has made a decision on whether or not it meets the qualifications for acquisition. Museum staff may not store an object in temporary custody without first filling out a Temporary Custody Receipt form, verifying that all paperwork necessary for acquisition is attached, and agreeing upon a return or pickup date with the owner. The museum should not hold an object in temporary custody in excess of 120 days.
Gifts & Donations Objects offered as gifts or donations will be accepted only after the owner has made contact with the museum director, curator, or other member of the acquisition committee. Potential gifts will be temporarily stored in a designated space, separate from the permanent collection, until the Acquisition Committee makes a decision on its value to the permanent collection.
Transfers Objects may be transferred from the education collection to the permanent collection, and vice versa. In cases where objects are transferred from the education collection to the permanent collection, the acquisition committee will follow the regular process for adding items to the permanent collection. In the event that an object will be moved from the permanent collection to the education collection, the museum director and curator will follow the deaccession procedure.
Exchanges The museum director may make a recommendation for the exchange of items in the collection with another museum, library, or historical society. Such organization must be able to properly care for the items. The recommendation must also provide proof that the museum fully and legally owns the proposed items. Such items must meet the criteria for deaccession, and will be approved via the museum’s deaccession process.
Items to be acquired through exchange with another organization must be approved by the acquisitions committee through the regular acquisition process.
Page | 7
Bequest The museum can acquire objects for the permanent collection and education collection through bequest. The Acquisitions committee must approve these acquisitions, like any other, and the museum staff must follow the Guidelines for Temporary Custody when accepting these objects for temporary custody.
The museum director will be responsible for negotiations with executors and representative law firms prior to accepting objects for temporary custody.
Purchase Before any object is purchased, the purchaser must get approval from the museum director or curator, and the acquisition committee of intent to purchase. Once the object is purchased, it will follow the regular procedures for acquisition that are outlined in this document.
Available funding must be identified and approved in the budget before any museum funds are used to purchase an object for the permanent collection. Depending on where funds are being derived, the board of directors or city council will need to approve and allocate funds for purchasing objects before they are acquired.
Research Materials Archival items donated, gifted, or purchased for the purpose of research in the museum’s research center can be acquired by the curator and/or collection manager but they must be placed in temporary custody and the Acquisitions Committee must approve their addition to the permanent collection. Items that are collected for the principal purpose of historical research should be designated as such, and managed in a way that partitions them from the rest of the permanent collection.
ACQUISITION CRITERIA
The Acquisition Committee will consider acquisitions to the permanent collection based on the following criteria.
Relevance The museum only collects objects that relate to its mission and key themes contained within the scope of collections.
Page | 8
Significance Priority is given to objects that are historically and thematically significant to the museum’s mission. The historic significance and value should be weighed heavily in the acquisition of new objects to the permanent collection.
Provenance and Documentation The document history of an object is highly desirable, and priority should be given to objects that have associated documentation and support material available. Objects that do not have a good provenance should be scrutinized for value and significance before a decision is made on their acquisition. Some objects may be better suited for our education collection, and museum staff should make donors aware of the distinction between the two collections prior to any donation.
Condition and Integrity The condition of an object will be considered during the acquisition process. Objects that are badly damaged, in disrepair, or in a condition requiring care beyond the available resources of the museum should not normally be accepted into the collection. The Acquisitions Committee is authorized to make exceptions only in situations of extreme historic or cultural significance.
Interpretive Potential Objects that improve the interpretation activities of the museum, or objects that fill a gap in achieving the mission of the museum will be given high priority.
Rarity Objects that are rare, or that offer rare opportunities for interpretive material, may be given priority.
Duplications Objects that duplicate items already in the collection will not be accepted unless they are of superior condition or historic value. In such a case the duplicate may be considered for deaccessioning or transfer to the education collection. An exception for duplicate materials should be considered if they will provide a significant benefit to the education collection.
Legal Requirements The museum will only accept object where the donor has legal and ethical title to the object. The museum will not accept objects that may put the organization at legal risk.
Page | 9
EDUCATION COLLECTION
If an object does not fit the criteria for the permanent collection, the Education and Collections staff will evaluate an object in the following additional areas to determine if an object is appropriate for the education collection:
Relevance An object will be considered for the education collection if it is relevant to the museum's mission and education goals. The question must be asked: How will the object add value to the stories told by education programming?
Usability The usefulness of an object will be considered for the education collection when the object contributes to the methods and goals of the education staff. How can the object be used in current or future educational programming? Can it be handled safely (both from a preservation and human safety standpoint)? Does handling require instruction or is it self-explanatory?
Condition and Capacity An object’s condition and capacity for use will be considered during acquisition. Objects that are badly damaged, in disrepair, or in a condition requiring care beyond the available resources of the museum should not normally be accepted into the collection.
LEGAL AND ETHICAL OBLIGATIONS
The organization will follow the ethical and legal standards that have been established by the American Alliance of Museums as they relate to the legal and ethical management of the museum’s collections. Furthermore, management of the collections follows the guidelines and standards that are outlined in the Utah Division of Arts and Museum’s State Performance Goals.
PERMANENT & EDUCATION COLLECTIONS ETHICS
Museum collections support the Museum’s mission and public trust responsibilities. Museum collections are lawfully held, protected, secure, unencumbered, cared for and preserved. Museum collections are accounted for and documented. Access to the collections and related information is permitted and regulated. Collections shall not be made available to any individual on any basis for any reason other than research and within the guidelines adopted in this collections policy.
Page | 10
Acquisition, disposal, and loan activities are conducted in a manner that conforms with the mission and public trust responsibilities. Disposal of collections will follow the museum’s deaccession procedures and will be conducted solely for the advancement of the museum's mission. If an item from the collections is determined appropriately to be sold, the proceeds will be used consistent with the established standards of the museum profession, but in no event shall they be used for anything other than acquisitions or direct care of collections. The unique and special nature of human remains and funerary and sacred objects is recognized as the basis of all decisions concerning the care, management, and interpretation of such collections. Collections-related activities promote the public good rather than individual financial gain. Competing claims of ownership that may be asserted in connection with objects in the museum’s custody should be handled openly, seriously, responsively and with respect for the dignity of all parties involved. Objects that come from archeological or paleontological digs, Native American communities or sites relating to Native American communities, endangered species, and natural history objects in general should conform to all laws and ethical professional standards that have been established within the museum community.
STORAGE AND CONSERVATION
The museum will adhere to the following guidelines when storing and caring for objects in the permanent and education collections.
Permanent Collection Objects in the permanent collection will be stored in a way that ensures the long term preservation of the collection and prevents deterioration of the condition and integrity of the collection. Management and storage of the collection should be informed by the following strategies of Preventative Conservation:
Regulated and monitored temperature, relative humidity, and potential pollutants. Controlled visible and ultraviolet light levels on light-sensitive items. Secure environment with protocols in place for controlled access. Pest management monitored and regularly addressed. Safe handling and transport of collections. Only trained staff may move, clean, or treat objects in the permanent collection. Use of archival storage and packaging materials that provide a buffer between collections and the environment. Routine preventive maintenance, including cleaning and building inspections.
Page | 11
Disaster preparedness and planning. Objects should not be stored on the floor.
Education Collection The museum has a responsibility to care for the objects in a way that prolongs their usefulness. The education collection should be:
Stored in a clean, secure, temperature controlled area Stored on shelves (not on the floor) in archival quality materials, when possible Stored separately from the permanent collection and clearly labeled, so there are no mix-ups Inspected for damage, deterioration, pests, or other problems on a regular basis Handled with care. Although visitors are able to handle the objects, museum staff should use the opportunity to not only teach about history, but also the value and fragility of historic resources to encourage visitors to become advocates for the preservation of these resources.
EXHIBITION AND DISPLAY
Objects on exhibition or display will be done so in a way that ensures the long term preservation of the collection and prevents deterioration of the condition and integrity of the objects.
Appropriate supports, materials and techniques will be used for collection items on display. Archival-quality materials will be used for exhibit mounts and supports where possible and appropriate. Use of any exhibit construction material that is not of archival quality will require a stable barrier material to be placed between it and collections material. Display conditions and duration will be governed by the conservation needs of individual items.
Community Sourced or Collaborative Exhibitions Exhibitions that include objects that have been obtained from the local community or the public at large should be executed with professional museum standards in mind and the objects should be managed as loaned items, with accompanying condition reports, photographs, and inventory records associated with each object.. Temporary or collaborative exhibitions will require the involvement and approval of the museum director or curator and follow the guidelines laid out in this policy. If a plan for the proper storage, tracking, care, and management of any objects associated with a temporary or collaborative exhibition cannot be presented, the exhibition should not be approved.
Page | 12
DEACCESSION AND DISPOSAL PROCEDURES
There may be instances in which objects in the permanent and education collections are found to be unsuitable for continued care and management by the museum. Items that are badly deteriorated or damaged, duplicated, or don’t fit the museum’s mission and goals are subject to deaccession. Deaccessioning is the process by which items in the permanent collection are officially removed from the collection and disposed of according to ethical standards in the museum field.
The following guidelines are to be followed in order to properly deaccession and remove the objects from the museum’s possession. This process is intentionally designed to be slow and deliberate to ensure that objects are carefully thought over before they are deaccessioned and that all ethical standards are met. The process will not be looked upon as a means to provide extra income to the City, or to any individual within the City government. All deaccession policies and procedures will comply with commonly known professional museum practices.
Non-collection items such as exhibit props or educational materials do not meet the requirements to be accessioned into the permanent collection and therefore do not fall under the guidelines of these deaccession and disposal procedures. However, standard museum ethics and disposal practices should be followed in the removal of any objects of these types, i.e. keeping a record of disposed objects, disposal methods, reason for disposal, etc…
DEACCESSION CRITERIA
Objects must be free from donor-imposed restrictions and meet at least one of the following criteria.
Objects are outside the scope of the statement of purpose of the Museum and its acquisition policy. Duplicates not otherwise needed for research, exhibit purposes or for the circulation of educational traveling exhibits and which are in fact duplicates, may be disposed according to the guidelines in this document. First right of disposal will be given to other museums and then educational institutions. Objects have deteriorated beyond usefulness, or have failed to retain their identity or authenticity. Objects pose a physical hazard or are dangerous to the health of Museum personnel. Objects are the subject of irreversible deterioration or infestation, and may imperil the condition of other artifacts in collections and or in an exhibition.
Page | 13
Objects are determined to be frauds or fakes or not proper representatives of their class of items. The museum is not capable of preserving the objects properly, or do not have the foreseeable resources to care for objects long term. Objects that are to be repatriated to Native Americans under Public Law 101-601, The Native Americans Graves Protection and Repatriation Act. Objects have been acquired contrary to the Collections Management Policy after the effective date of such policy. Objects determined to be lost or stolen from collections, documented by annual inventories for more than seven years.
DEACCESSION PROCEDURE
An object must be legally owned by the museum, and have accompanying paperwork that proves ownership, before it can be removed from the museum’s collection. If the museum cannot prove ownership of an object, it should follow the legal steps outlined by Utah’s Preserve Our Heritage Act or any other applicable laws at the time of deaccession.
If the museum can prove ownership, it should follow the following procedures when deaccessioning an object from the permanent collection:
The museum director, curator, or collections manager will apply the deaccession criteria and recommend deaccessioning any objects in the museum’s care that they determine are not appropriate for the museum’s collection. All recommendations for deaccessioning will be taken to the acquisitions committee for approval. The committee will then make a decision on whether or not to deaccession or retain the object. All recommendations will include: fullest documentation on the object, reason for deaccessioning, copy of the recent appraisal (if it exists), and recommended means of disposal. Museum staff will carry out the means of disposal and maintain all records documenting deaccessions. All records associated with deaccessioned objects will be retained in the museum’s archive for a minimum of ten years.
Page | 14
METHODS OF DISPOSAL
Deaccessioned objects should be disposed of in one of the following methods. The preferred method of disposal is donation. If the objects cannot be donated they should then be exchanged, sold at auction, or destroyed.
Donation Objects may be donated to another public library, historical society or museum if they benefit the collection of another institution. The receiving institution must have the ability to properly care for the objects they are receiving.
The museum does not permit the gift or sale of deaccessioned objects to its employees, city employees and officials, officers, trustees, or foundation associates. The museum also does not permit donations of deaccessioned objects to organizations that pose a possible conflict of interest unless approved by the museum’s board of trustees.
Exchange Objects may be exchanged with another institution if the objects will benefit the collection of the receiving organization. Objects that are being received by the John Wesley Powell River History Museum as part of an exchange must be approved by the Acquisitions Committee and comply with the guidelines that are outlined in this policy.
Sale Only in rare instances should the museum be compelled to sell objects from its permanent collection, and in those cases the institution is bound by the following guidelines:
The museum will secure an outside appraisal for all objects to be sold after deaccession. The museum does not sanction the sale of deaccessioned objects to its employees, officers, trustees, or representatives as well as city officials, employees or foundation associates. Funds received through the sale of deaccessioned objects will be used only to benefit the collections care and management. Proceeds may not be used for general operating expenses. Objects must be sold at public auction, administered by the City of Green River or another outside party.
Destruction Objects which are worn, infested with deleterious chemical substances, vermin, dermestids, or are hazardous and dangerous to the health of museum personnel may be destroyed in an appropriate manner. The director, curator, or staff member tasked with destroying a deaccessioned object should re-examine ownership paperwork, and if applicable, notify the original donor prior to destruction.
Page | 15
LOANS
Loans are temporary transfers of objects from one institution to another in which there is no transfer of ownership.
The museum considers loans on a case-by-case basis and only when there is evidence of sufficient available resources to ensure the proper care for both incoming and outgoing loans. Loans should be considered for the purpose of special exhibits or research, and only after careful consideration regarding the stability of the loaned objects, and the ability of the borrowing organization to provide proper care, environment, and security.
The museum actively seeks short-term loans, and will consider long-term loans on a case by case basis. Only the museum director, curator, or collections manager may secure or offer short-term loans; no other staff member, representative, or trustee may do so. If a loan exceeds more than one year, it is considered a long term loan and will need to be approved by the Acquisitions Committee. At all times during the loan process, the preservation of museum objects must take highest priority over all other considerations.
INCOMING LOANS
The museum will initiate and accept incoming loans on a case-by-case basis from individuals or institutions for the purposes of exhibition or research. Indefinite or long-term (over one year) loans shall not be routinely accepted. The museum does not regularly store or maintain objects that it does not have ownership of. The museum director may authorize rare exceptions in the case of objects with unique historic or cultural value that will provide an otherwise unavailable and necessary benefit to the mission of the museum.
Incoming loans will adhere to the following guidelines and procedures:
Incoming Loan Guidelines
The person or organization providing the items for loan must be willing to declare in writing that they believe themselves to be the legal owner of the items. The duration of the loan shall be for a specified period of time and must be reviewed at the time of expiration of the loan. Loans may be renewed by agreement of both parties. If it is deemed that the museum cannot properly care for a loaned item it must be returned. The loan may be terminated by either party 60 days after the other party is notified. The lender is responsible for notifying the museum of any change of address.
Page | 16
Insurance coverage for loaned objects, based on appraisal figures supplied by the lender, are the responsibility of the museum unless otherwise stipulated on the loan agreement form. All loans will receive the same care as collections belonging to the museum, except for cleaning, repair or alteration, and rematting or remounting, unless authorized to do so in writing by the lender. No conservation work will be done on a loaned object except in emergency situations in which the object requires immediate treatment to prevent further damage or complete destruction. In these cases, museum staff will make every effort to obtain verbal permission before treatment, and only trained staff will be permitted to handle the object. The museum will return loaned objects to the lender in the same packaging and casing that it was received.
Incoming Loan Procedures
Packaging and transportation to and from the museum shall be negotiated by the museum and the lender. The museum director or curator may initiate a loan from a private individual, museum, historical society or library under the special circumstances as described above. Written agreements and loan paperwork will accompany every incoming loan. The museum director or curator will oversee all incoming loans. Museum staff will be responsible for the loan transaction including transportation and insurance and will maintain all records including an inventory list and a written condition report upon receiving the loan and before returning the object. Photographs of each object are to be taken upon arrival and return. Condition reports, with accompanying photographs, will be performed every time a loaned item is exhibited, moved, or renewed.
OUTGOING LOANS
The museum does not regularly loan objects or materials to outside institutions. The museum does not loan to individuals under any circumstances.
The museum director and curator may designate pieces of the permanent collection as objects that are not eligible for outgoing loan due to their fragility, significance, or value to the mission of the organization or use in existing exhibits.
Exceptions to the policy on outgoing loans are made on a case-by-case basis only to qualified institutions which meet the following criteria.
Page | 17
Outgoing Loan Guidelines
JWP Museum staff will create a condition report, with accompanying photographs, on any object prior to transferring it to the lending institution. Condition reports will be performed and provided from the borrowing institution every time a loaned item is exhibited, moved, handled, or renewed. The borrowing institution must provide a certificate of insurance for the loaned objects. The coverage must be in effect for the duration of the loan including transit to and from the borrowing institution and while in the borrower’s possession. The borrowing institution must have the ability to properly care for the loaned objects, including suitable climate control, theft, proof of insurance, and fire protection. Any damage, breakage or loss shall be reported immediately to JWPRHM staff. No cleaning or repair work shall be done on any loaned objects without permission from the JWPRHM staff. In case of an emergency, if objects require immediate conservation treatment to prevent further damage or complete destruction, the borrowing institution should do everything in their power to treat the object and inform the JWPRHM staff of the object’s condition. Loaned objects placed on exhibit include “Courtesy of the John Wesley Powell River History Museum, Green River, UT.” in all appropriate labels and for press releases. Transportation will be handled by JWPRHM staff unless otherwise arranged. The borrowing institution will defray packing and transportation costs unless otherwise arranged. Objects that are currently on exhibition or those that have recently come off exhibition for conservation purposes will not be made available for outgoing loan. Loaned objects will not be photographed or reproduced in any form without the written permission of the John Wesley Powell River History Museum. Loans will be made for the duration of one year or less. If extensions to this initial period are granted, they must be reviewed annually by the JWPRHM director and written documentation of the extension provided. The John Wesley Powell River History Museum reserves the right to terminate a loan 60 days after notifying the borrowing institution, and should make that known at the time of loan. Loaned objects should not be used for any commercial purpose. Loaned object shall not be re-loaned by the borrowing institution. Packing for return shipping must be in the same manner and means as the original shipping. Only persons approved by the JWPRHM will be permitted to handle, move, or pack loaned objects. The JWPRHM reserves the right to inspect the loaned objects on the premises of the borrowing institution during regular hours.
Page | 18
Outgoing Loan Procedures
Written request for the loan of any objects must be submitted to the JWPRHM director or curator. The JWPRHM director or curator will initiate dialogue with the borrowing institution to determine if the institution will be able to meet the loan criteria. Museum staff will examine the objects and determine whether the objects are suitable for outgoing loan. The objects will be evaluated as to their composition, condition, and ability to withstand the inevitable stresses incurred during a loan. The JWPRHM director or curator will grant the final approval for all loans. A condition report must be performed and photographs taken before the loan goes out. Only trained JWPRHM staff will be responsible for the loan transaction including packaging and transportation, and will maintain all records.
ORAL HISTORY POLICY
The museum will engage in the active collection and storage of oral histories for general research purposes as long as there are sufficient resources to properly store and manage the collection. Oral histories can be initiated and performed by trained oral history professionals, and should be retained as items in the permanent collection. Oral histories are exempt from approval by the acquisition committee. However the committee should be notified in a report by the collections manager or curator of any additions to the oral history collection. In the event that the oral history becomes a burden on the museum’s ability to care for and manage its permanent collection, the acquisitions committee may begin to require approval for any additions to the oral history collection or changes to the practices and methods used by the museum to collect oral histories.
No oral history will be performed or collected without first obtaining proper release forms and unless the proper ethical standards are followed during the collection process.
The museum follows the Oral History Association’s Principles and Best Practices for Oral History.
ACCESS
In addition to being on display and utilized in educational programming, the collections are accessible to the public for research and education purposes. The collections manager is responsible for granting access to the permanent collection. The education and programs
Page | 19 manager grants access to the education collection. Access won’t be unreasonably denied and will only occur if the probability of deterioration or damage is high or if archived documents are still in a period of restriction. Members of the public who would like to access the collections will fill out a Request for Research form and agree to the reading room rules.
Permission to Publish Permission to publish from unpublished manuscripts or published works under copyright must first be obtained from the holder of the copyright. It is the researcher’s responsibility to secure that permission. For original manuscript materials, the permission of the John Wesley Powell River History Museum as owner of the originals should also be obtained. In most instances, the museum does not hold this copyright.
In exchange for permission to publish, the JWPRHM requests copies of any publications that result from research conducted in our institution for future access and research.
Citations In citing materials from manuscript collections located in the museum, the form should be as follows (after identification of item and/or title of collection): John Wesley Powell River History Museum, Green River, UT.
REVIEW
The museum board and acquisitions committee will review and analyze the details of this policy every three years following the review of the organization’s strategic plan. It is the role of the museum director to ensure the collection policy is reviewed. Changes to this policy will be submitted to the museum board of directors for approval.
Page | 20
ENDORSEMENT
______President, Board of Directors Date
______Mayor, City of Green River Date
______Museum Executive Director Date
Page | 21