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. Digital ISBN: 978-0-7504-8021-5 © Crown Copyright 2013 WG16268 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