D University Collections Advisory Committee Wednesday 29th May 2019 Collections Management Policy (CMP) 2020 – 2030 Description of paper 1. The existing policy on governance of University Collections – Collections Management Policy (CMP) 2015 – 2020 - is due for update and renewal. The CMP framework has been in operation at the University of Edinburgh since 2015 and complies with the Arts Council England (ACE) Museums Accreditation Scheme 2011 standard and Archives Accreditation Standard for collections management policies. 2. The Committee is asked to comment on and approve the CMP 2020-2030. Recommendation 3. The Committee is asked approve the CMP 2020-2030 Background and context 4. The previous CMP 2015-2020 can be found here: https://www.ed.ac.uk/information-services/library-museum- gallery/crc/about/collections-policies/collections-management-policy This documentation has been reviewed in accordance with best practice, as stipulated by the Museum Accreditation Scheme and Archives Accreditation Scheme. The CMP presents in one place the policies of The University of Edinburgh which relate to the management of the collections listed that are owned or cared for by the University of Edinburgh. The CMP governs all University Collections including museum collections, archives, rare books and manuscripts. This properly reflects the converged nature of the management of University Collections and the development of a service-wide approach to collections management and access, stewardship, engagement programmes, staff training and service delivery. Discussion 5. Summary of main changes from CMP 2015-2020 to CMP 2020-2030 - General update to reflect organisational changes since 2015 - Update to governance route to reflect delegated authority NB awaiting clarification from GASP/Court Services - Update of section 1.5 to reflect University’s Equality, Diversity & Inclusion strategies (page 7) - Addition of Collections Security Policy (as approved by UCAC x/x/19) (page 26) - Update to external context: legal constraints, ethical codes and professional standards used as reference (1.4, page 6) - Collections Development Policy – new paragraph 1.4 to reflect Equality, Diversity & Inclusion in acquiring collections (page 29) - Updates to all collection ADP statements (Appendices A –G, page 44) 1 D - Updates to the Environmental Sustainability Policy to reflect introduction of Zero 2040 – a commitment to become zero carbon by 2040 (page 24) - Minor updates to the Collections Care and Conservation Policy (2.0, page 11) - Minor updates to the Collections Access and Loans Policy (3.0, page 17) Commissioning Guidelines (Paper C) will also be added if approved by UCAC. Resource implications 6. Costs involved in implementing the CMP are contained within the relevant Planning Units. Capital projects which support the CMP (eg collections stores, exhibition spaces) are funded within individual project budgets on a case-by-case basis. Additional funding required to acquire items and deliver exhibitions and outreach programmes is secured through endowments, external funding activity or income generation. Additional funding to deliver collections-based projects is secured through grants, sponsorship and partnership working. Compliance with CMP 2015-2020 was the subject of an Internal Audit conducted on ISG Museums, Geology Collection and Natural History Collection March-April 2019 (report pending). Risk Management 7. Failure to approve, implement and resource implementation of the revised CMP will resulted in failure to retain the Museums Accreditation standard or Archives Accreditation standard. This will result in reputational risk to the University, withdrawal of Museums, Galleries & Collections funding from the Scottish Funding Council, loss of Recognised Status for the Musical Instrument Collection, ineligibility to apply for Recognised Status for the Art Collection, ineligibility to apply for particular funding streams especially Museums Galleries Scotland and Lottery. Equality & Diversity 8. The existing Equality Impact Assessment (EqIA) will be updated after UCAC approval. Next steps/implications 9. The CMP will be presented at KSC or appropriate committee (awaiting clarification from GASP/Court Services). The approved CMP will be published on the Library & University Collections website. Consultation 10. The CMP has been updated in accordance with best practice and in order to meet the requirements of both the Museums Accreditation Scheme and the Archives Accreditation Scheme. This work has been led by Anna Hawkins, Museum Collections Manager with support from Jacky MacBeath, Head of Museums and Rachel Hosker, Archives Manager, and additional input from curatorial staff based in the Centre for Research Collections and Museums. Additional information has been 2 D supplied by academic members of the Committee of Curators of University Collections (CCUC), a UCAC sub-committee, and by academic members of UCAC. Further information 11. Author Presenter Head of Museums Jacky MacBeath, Head of Museums Input from staff across Centre for Research Collections and Museums Freedom of Information 12. Open. 3 D THE UNIVERSITY OF EDINBURGH UNIVERSITY COLLECTIONS 2020-2030 ___________________________________________________________________ The Mission of the University of Edinburgh The Mission of The University of Edinburgh is the creation, dissemination and curation of knowledge. Vision for Library & University Collections A library and university collection that is at the heart of education, research and engagement at Edinburgh, with an international reputation for innovation, quality and excellence. Statement of Purpose of University Collections Preserving, promoting and providing access to the University’s historic and cultural collections. To achieve this mission and statement of purpose, the University is committed to expanding, maintaining and enhancing its collections in order to make the best possible use of them not only for scholarly research and teaching, but also as a source of knowledge exchange between the University and the wider community at local, national and international levels. The Collections Management Policy Governing Body: The University of Edinburgh Court 1.0 Introduction to the Collections Management Policy The purpose of this document is to bring together in one place the policies of The University of Edinburgh which relate to the management of the collections that are owned or cared for by the University of Edinburgh and that are currently held at the locations listed below and also in store at the University Collections Facility. Collections are displayed at the same locations, the Talbot Rice Gallery and in the Main Library Exhibition Gallery. 1.1 Collections Management Policy Contents This policy statement (Section 1 – Collections Management Policy) serves as an introduction to the following discrete policy areas Policy 1 – Collections Information Policy page 8 Policy 2 – Collections Care and Conservation Policy page 11 Policy 3 – Collections Access and Loans Policy page 17 4 D Policy 4 – Environmental Sustainability Policy page 24 Policy 5 – Collections Security Policy page 26 Policy 6 – Collections Development Policy page 29 Appendices A to G – Collections Development Policy Statements page 44 Appendix H - Guidelines for deciding on requests for the repatriation of items from the University Collections page 90 1.2 Scope of the CMP The collections covered: Rare Books and Manuscripts (Centre for Research Collections) • Printed named special collections • Pre-1900 printed books • Western medieval manuscripts • Oriental manuscripts Archives and Manuscripts (Centre for Research Collections): • Archives of the University of Edinburgh • Private papers and manuscripts created by individuals or organisations out with the UoE • Archives of predecessor, associated or affiliated bodies or organisations • Archives of research projects or research strengths of the UoE • Lothian Health Services Archive • Archives of the School of Scottish Studies • Archives of New College Museum collections (Information Services) • Musical Instrument Museums Edinburgh (MIMEd), (Centre for Research Collections, St Cecilia’s Hall, Reid Concert Hall) • Art Collection (CRC, Talbot Rice Gallery, Edinburgh College of Art, University Collections Facility) • Museum Heritage Collection (CRC and distributed) Museum collections (Colleges) • Geology Collections (Cockburn Museum of Geology, Grant Institute) • Natural History Collections (Ashworth Laboratories) 5 D • Anatomical Collections (Old Medical School) • School of Chemistry Collection (Joseph Black Building) • Classics Teaching Collection (50 George Square) • Polish School of Medicine Historical Collection (Chancellor’s Building) 1.3 The University of Edinburgh Vision To recruit and develop the world’s most promising students and most outstanding staff and be a truly global University benefitting society as a whole. The Mission of the University of Edinburgh The Mission of The University of Edinburgh is the creation, dissemination and curation of knowledge. Vision for Library & University Collections A library and university collection that is at the heart of education, research and engagement at Edinburgh, with an international reputation for innovation, quality and excellence. Statement of Purpose of University Collections Preserving, promoting and providing access to the University’s historic and cultural collections. To achieve this mission and statement of purpose, the University is committed to expanding,