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Collections Management PolicyThis Collections Management Policy sets out the guidelines and professional standards for all activities related to the American Swedish Institute’s (ASI) collections. The policy defines ASI’s obligations as steward of the collections to protect, manage, provide access to and maintain intellectual control over the collections and their associated records. It clarifies who is responsible for managing the collections and illustrates ASI’s commitment to professional practices. The policy will also function to provide guidance to ASI staff in working with permanent collections; provide a foundation for future planning and determining priorities for collections; communicate the standards and scope of collections to users, administrators, and supporters; and to aid in wider cooperation and resource sharing within and outside of ASI.

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Contents: 1. Statement of Purpose/Mission

1.1. Corporate Governance1.2. Ethics1.3 Budget allocations and funding statements

2. Collecting Strategy2.1. Materials Collections

2.1.1. Non-Accessioned Collections2.1.2. Collecting for the Materials Collections

2.2. Library and Archives Collections2.2.1. Special Collections2.2.2. Collecting for the Library2.2.3. Collecting for the Archives2.2.4. Format Statement2.2.5. Resource Sharing

2.3. Buildings and Estate3. Care of Collections

3.1. National Register and Landmark Status4. Roles and Responsibility

4.1. Materials Collections and Library and Archives Collections4.2. Buildings and Estate4.3. Collections Conservation4.4. Emergency Response4.5. Collections Committee

5. Acquisition Policy5.1. Proposed Acquisitions5.2. Acquisition Criteria

5.2.1. Items Acquisitions Criteria5.2.2. Library Acquisitions Criteria5.2.3. Archives Acquisitions Criteria

5.3. Unsolicited Donations5.3.1. Anonymous Donors5.3.2. Known Donors

5.4. Temporary Custody5.5. Items Found in the Collections5.6. Acquisition Approval


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5.7. Appraisals5.8. Non-Collection Acquisitions5.9. Personal Collecting

6. Policy for Loans To/From ASI6.1. Loan Approval6.2. Loan Period and Documentation6.3. Unclaimed Loans6.4. Insuring Loans

7. Deaccession and Disposition Policy7.1. Guidelines for Deaccession

7.1.1. Materials Collections7.1.2. Library Collections7.1.3. Archives Collections

7.2. Approving Deaccession7.3. Disposition7.4. Deaccession Records

8. Items Placed in the Custody of ASI9. Records

9.1. Materials Collections Records9.2. Library Records9.3. Archives Records9.4 Content Management System

10. Insurance11. Inventories

11.1. Non-accessioned Items11.2. Inventory Monitoring and Maintenance

12. Access to the Collections12.1. Physical Access12.2. Intellectual Access12.3. Rights and Reproduction

13. Collections Management Policy maintenanceBibliographyAppendicies


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1. Statement of Purpose/Mission

The American Swedish Institute is a vibrant arts and cultural organization that engages locally and connects globally. All collections related activities are guided by the following:

MISSION

The American Swedish Institute is a gathering place for all people to share experiences around themes of culture, migration, the environment and the arts, informed by enduring links to Sweden.

FIVE-YEAR VISION

The American Swedish Institute will be a leading museum and cultural center of international reputation which invites all people to gather to connect their pasts to their shared future, to understand their heritage in relation to others, and to discover their role as neighbors and global citizens. Vibrant, ongoing ties to Sweden will illuminate and inspire all these endeavors.

CORE VALUES

Stewardship: We embrace the legacy of Stewardship given to us in the Turnblad mansion, our collections and our diverse community.

Hospitality: We invest in our role as a welcoming place for all people and develop authentic relationships with communities local, national and international.

Learning: We create transformational learning experiences by providing a platform for reflection, participation, collaboration and the exchange of ideas.

Innovation: We create beautiful spaces, innovative programs and outstanding services, in the entrepreneurial spirit of Swan J. Turnblad.Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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Sustainability: We incorporate values of social responsibility into our programs, facilities and operations that sustain the well-being of our organization, community and the environment.

2015-2017 ORGANIZATIONAL GOALSOver a three year period, ASI aspires to achieve the following goals:

1. With creative and entrepreneurial energy, ASI will further develop the capacities and resources necessary to assure financial sustainability.

2. ASI will invest in staff, volunteers and board members and the best practices in governance that support all in fulfilling ASI’s mission and vision.

3. ASI will strive to understand, preserve and share its institutional history and Swedish heritage.

4. ASI will nurture stronger links to contemporary Sweden and the Nordic region to promote an exchange of ideas and values that benefit all people.

5. ASI will develop a balanced portfolio of programming that is inviting, welcoming and responsive to current and new audiences.

1.1 Corporate Governance

Management of ASI is vested in a Board of Trustees, which oversees the property, affairs and business of the Institute, convening committees as needed to address specific, single events or wider issues. The Board takes responsibility for adopting and ensuring that management enforces the policies of the organization.

ASI’s President, employed by and reporting to the Board of Trustees, Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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acts also as the Institute’s Chief Executive Officer (CEO). The Executive Board Steering Committee includes the Chief Operating Officer (COO), Chief Financial Officer (CFO), Director of Exhibitions, Collections, and Programs (DECP), and the President/CEO. The American Swedish Institute has been accorded royal patronage by His Majesty, King Carl XVI Gustaf of Sweden.

1.2 Ethics

In order to fulfill its responsibilities to maintain its collections as a public trust, ASI requires its employees and any others working with its collections to strive for best practices in collections management by:

Following the recommendations set forth in the ethical codes agreed by the American Association of State and Local History (AASLH), American Association of Museums (AAM), the American Library Association (ALA) and the Society of American Archivists (SAA), as possible and appropriate;

Acting ethically in collecting, acquiring, managing, lending and deaccesioning of collections;

Abiding by all relevant local, state, national and international laws with regard to collections-related activities;

Providing good stewardship of its collections by discouraging unethical, illegal or destructive practices; protecting personal and sensitive information; and ensuring that care is taken that data and collection records (and their contents) are not distorted, misused or destroyed.

1.3 Budget allocations and funding statements

The budget for all collection’s activities is part of the comprehensive organizational budget and managed by the Director of Exhibitions, Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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Collections, and Programs. Budgets are developed annually, reviewed by ASI’s Finance Committee and approved by the ASI Board of Trustees prior to the beginning of each fiscal year. The ASI budget allocation for collections will include: funding to maintain a collections storage space, staff, computer support and operational supplies, funds for acquisitions and conservation.

It is recommended that ASI pursue a forward planning process that will allow ASI to proactively manage its collections in light of its mission, vision and audience development goals. In turn, it is recommended that ASI reassess its budgeted resources available for collections activities to support activities that will encourage more conservation, acquisition, and engagement with ASIs collections in programs and exhibitions.


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2. Collecting Strategy

Collections ScopeASI manages a materials, archive, library and educational collection representing Swedish art and culture and reflective of the historic and ongoing experiences of Swedish-America.

Collections PrioritiesASI actively manages a collection indicative of the Swedish-American immigrant experience and varied representations of Nordic craft over time.

Why We CollectASI’s primary aim in collecting is to obtain items for exhibit, to preserve artifacts and documents that reflect the cultures of Sweden and Swedish-America, and to provide resources for research in all its areas of focus.

Collections should enable inquiry into Swedish and Swedish-American topics; support the work of ASI, especially program and exhibition staff; preserve the paper records and material culture of the Turnblad family, Turnblad mansion, American Swedish Institute, and ASI clubs and organizations; make available the research materials of the library and archives collections.

Collections should be continually assessed and documented in order for: new acquisitions to be brought into ASI’s holdings; to complement existing collections; to fulfil collecting priorities; to hone and streamline collections deemed inappropriate or redundant.

Specific collecting decisions are made in the context of ASI’s existing collections, its organizational goals, and mission. While the range of material acquired for ASI’s collections is limited, ASI may exhibit items relating to Sweden, Swedish-America and the Nordic cultures that fall outside its collecting parameters.


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How We CollectIn collaboration with the Collections Manager, Museum Curator, the Executive Steering Committee and the Collections Committee, the Director of Exhibits, Collections, and Programs (DECP) makes ultimate collections decisions.

2.1 Materials Collections

The Materials Collections includes paintings, prints, wood carving, textiles (costumes, woven coverlets, runners, clothing, rugs), glass (functional and art glass), immigrant tools and trunks, furniture, and carpet, totaling more than 4000 objects, including special collections such as the 1952 Värmland Gift and generational collections documenting immigration and settlement in America.

The collection is strong in flat plane wood figure carving, Swedish glass, and woven textiles/needle arts. Other collection categories may include significant pieces but do not presently have significant numbers of representative styles, individual artist/craft persons, or representative time periods to be considered primary strength areas of the collection.

2.1.1 Non-accessioned Collections

ASI does currently, and will continue to, acquire items for use in educational programming and display that are maintained and managed separately from the permanent collections. These items are expected to have a limited life span within ASI, and thus are not formally accessioned. In addition, ASI may from time to time acquire items intended for sale, the proceeds of which will benefit the Institute. Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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These items are also not accessioned into ASI’s permanent collections. (See also Section 5.8)

Finally, ASI preserves items original to the estate removed during earlier construction or changes to the buildings, e.g. paneling, plasterwork, doors, and fixtures. These items are collectively referred to as ‘fabric of the building ‘. They are held separate from the material artifact collections and not accessioned. Management of this material is the responsibility of the COO. (See Section 4) Current documentation on the fabric of the building is held in the Materials Collections files. Documentation on the fabric of the building that has passed its current legal relevance is brought into ASI archives collections, as appropriate. (See also Section 9)

2.1.2 Collecting for the Materials Collection

ASI collects items expressing the best of contemporary Swedish culture and material artifacts and artwork that represent the historic and ongoing experiences of Swedish America. The Materials Collection collects items as illustrated in the following areas:

Artwork and objects pertaining to the Turnblad family and the American Swedish Institute;

Fine and Decorative arts, particularly works by Swedish-American or leading Swedish artists;

Objects reflecting the daily lives of Swedish Americans; Objects related to select Swedish American organizations and

businesses. Objects representing all cultural groups in Sweden (eg. Sami, new

arrival/immigrant groups)

2.2 Library and Archives CollectionsRevised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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The American Swedish Institute Library and Archive collection serves scholars and lifelong learners seeking information about Sweden, Swedish culture, and Swedish-America. It supports ASI staff and volunteers in their work as well as ASI members and associated clubs and organizations.

The Library and Archives serve the organization’s mission and strategic plan by illuminating Sweden and Swedish-America for its audience. It does so by:

Encouraging inquiry into Swedish and Swedish-American topics using material in the ASI Library and Archives collection and in other Swedish-American collections;

Supporting the work of ASI, especially program and exhibition staff, and volunteers;

Interpreting items in ASI’s material collections; Preserving the records of the Turnblad family and mansion, the

American Swedish Institute, its clubs and organizations, and the research materials in the Library and Archives collection; and

Acquiring new materials for the Library and Archives collection and deaccessioning out-of-scope materials.

The Library collection contains published books, serials, recorded sound, and moving images, digital/electronic and other information sources. The Archive collection contains unpublished materials such as personal papers, correspondence, diaries, photographs, club and organization records, and the ASI institutional archive. Because the published and unpublished materials have different origins, cataloging rules and legalities, the two are described separately in this policy.

2.2.2 Collecting for the Library


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ASI Library Collection consists of published material on the following subjects:

Sweden and its Provinces and Citieso Works containing geographic and cultural information.

Swedish Life in Americao Including immigration history, with preference given to

materials focusing on the immigrant experience in the Upper Midwest.

Swedish and Swedish-American History Biographies of Swedes and Swedish-Americans

o Swedish artists, performers, business, and political leaders of international stature will be included.

o Religious leaders are not normally included.o Biographies must include narrative and not simply charts

and documents. Swedish Arts & Crafts

o Especially arts and crafts represented in the Turnblad mansion, the ASI material artifact collection, books highlighting Swedish artistic traditions, and recurring themes in ASI programs and exhibits.

Swedish sheet music and songbookso Emphasizing secular music, particularly folk music.o Religious music is not generally collected. Hymnals are

added only for exhibition (object) quality or because of the historical personage associated with the hymnal.

Swedish Cooking and Food.

The ASI Library will collect very selectively in the following subjects:

Swedish Literature Swedish Children’s Books Swedish-American Church Histories

Note: As the majority of the library materials are Swedish publications that predate the last quarter of the 20th century, preference is given to Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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English-language materials published after 1975. In the case that the materials are in Swedish, a strong illustrative component should be present in the work. The quality of the work and relevance to ASI programming and exhibitions will determine the suitability of each item, regardless of language.

New Library and Archive collections that will cost over $1000 to acquire, catalog, store, and preserve will be reviewed by the Chief Operating Officer and the President of ASI.

SerialsSerials are not generally maintained in the library due to electronic availability and presence of many scholarly Swedish-American periodical publications in other academic and special collections. The library actively maintains a full run of ASI’s newsletter, (Bulletin, Happenings, and Posten) which are part of the ASI archival collection.

The library may choose to subscribe to journals or popular magazines for public use in the reading room from time to time as funds allow; these materials should be assessed for their relevance, usefulness, and availability elsewhere before addition to the permanent collections is considered.

2.2.3 Collecting for the Archives

ASI will consider, solicit, and select papers, correspondence, diaries, club records, oral histories, and photographs that pertain to:

The Turnblad family, the mansion, and the Svenska Amerikanska Posten

American Swedish Institute history


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Swedish-American life, with preference given to materials focusing on the immigrant experience in Minnesota.

Swedish-American artists, musicians, and craftspeople, especially those who reflect the material culture collection and the programs and exhibits of the ASI.

Swedish royal visits, with preference given for materials related to Minnesota visits.

ASI clubs and organizations

ASI welcomes the papers of its clubs and organizations if a gift agreement with the group is signed. Those that have a parent organization with an archive may donate papers to the parent organization’s archive. For those that ASI includes in its Library and Archives, the following types of records are most desirable:

Newsletters Identified photos (date, place, event) Minutes Membership rosters By-laws Ephemera such as programs, posters, menus Scrapbooks in good condition Annual financial summaries or reports Correspondence that documents key events in the organization’s

history

For clubs and organizations, ASI will not collect detailed financial records (including receipts and checks), everyday correspondence, and unidentified or redundant photos.

2.2.4 Format Statement

In addition to print holdings, the ASI Library and Archives collects audio/visual research material in many formats. Each of these poses their own preservation challenges, including maintenance of playback Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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devices and deterioration of the medium. The Library and Archives collects audio/visual material selectively based on whether the Library and Archives have the necessary equipment to access the contents. It will maintain that equipment, such as a turntable and amplifier, so that the material can be accessed over time. Should the medium become deteriorated, as in audio and video tape, selected items will be reformatted to new media.

2.2.5 Resource Sharing

ASI will ensure that descriptions of its Material Culture, Library, and Archival holdings are available and serchable on the internet. As time and budget allow, future collections will be digitized for internet accessibility.

When appropriate, the ASI Library and Archives will point to research resources preserved and shared by other collections. Located in the Upper Midwest, ASI has a particularly rich resource base near at hand, most notably the Minnesota Historical Society, Minnesota Swedish Genealogical Society, Hennepin County Public Library, the University of Minnesota, Gustavus Adolphus College, and the Swenson Center for Swedish Immigration Research. In addition, it will point its users to electronic resources on the internet.

2.3 Buildings and Estate

The Turnblad mansion, carriage house and property were donated by Swan Turnblad to ASI at its inception in 1929 and it continues to provide the primary venue for ASI’s activities. Since 1971, the buildings and estate have been listed on the National Register of Historic Places. ASI is still growing and expanding, as exemplified by the 2012 Nelson Cultural Center addition.


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These expansions create modern facilities intended to improve realization of ASI’s mission, taking certain pressure off the historic spaces and enabling greater extension of protected, interpretive areas in the mansion. While this will eventually result in a larger number of historic spaces being given over to public access and may require the acquisition of material artifacts (e.g. furniture) for these spaces, there is currently no active ‘collecting plan’ for ASI’s historic buildings and property.

ASI works to preserve and maintain the existing fabric of the building, from both the estate’s interior and exterior. (See Section 2.5)


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3. Care of Collections

ASI acts in accordance with the ethical codes agreed by the American Association of State and Local History (AASLH), the American Alliance of Museums (AAM), the American Library Association (ALA) and the Society of American Archivists (SAA) regarding the responsibility of an institution towards its collections. The Institute takes responsibility for ensuring that the collections in its custody:

Support ASI’s mission and public trust responsibilities; Are lawfully held, protected, secure, unencumbered, cared for,

and preserved; Are accounted for and documented; and that

o Access to the collections and related information is permitted and regulated (unless donor agreements restrict access);

o Acquisition, disposal, research, access and loan activities are conducted in a manner that respects the protection and preservation of natural and cultural resources and discourages illicit trade in such materials;

o Acquisition, deaccesion, research, access and loan activities conform to ASI’s mission and public trust responsibilities;

o Disposal of collections through sale, trade, or research activities is solely for the advancement of ASI’s mission. Proceeds from the sale of collections, consistent with established standards, will in no event be used for anything other than acquisition or direct care of collections;

o Collections-related activities promote the public good rather than individual financial gain; and

o Competing claims of ownership that may be asserted in connection with items in ASI’s custody will be handled openly, seriously, responsively and with respect for the dignity of all parties involved.


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3.1 National Register and Landmark Status

ASI’s listing in the National Register (1971) provides formal recognition of the property’s historical and architectural significance based on national standards. The Minnesota State Historic Preservation Office (SHPO), part of a network of historic preservation offices in every state that spearhead state preservation initiatives and help carry out the nation's historic preservation program, oversees properties on the National Register.

Listing on the National Register does not interfere with ASI’s right to alter the property if the Institute uses its own money and follows local requirements. Properties listed in the National Register are not exempt from state and local building codes. The SHPO encourages owners of historic properties to work with them so that any changes respect the historic character of a property. Those properties receiving federal money must also allow the federal Advisory Council on Historic Preservation to comment on any project.

In 1974, the City of Minneapolis designated ASI, as the ‘Swan Turnblad House’, a local Individual Landmark. Local designation similarly allows changes to the property while requiring that any exterior changes meet local preservation guidelines, based on the US Secretary of the Interior's Standards. Proposed changes must be approved by the Minneapolis Heritage Preservation Commission (HPC).


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4. Roles and Responsibility

The preservation, safety, conservation, documentation, and management of the collections and the estate are the ultimate responsibility of the Board of Trustees, whether the collections owned by ASI, are on loan, on exhibit or in storage. The Board assigns responsibility for the disposition of the collections and estate to ASI’s President/CEO or their designate, from whom it receives regular reports on the state of the collections.

Through the management chain, the President/CEO delegates oversight of collections management to the Chief Operating Officer (COO), the Chief Financial Officer (CFO) and the Director of Exhibitions, Collections, and Programs (DECP). The Librarian/Archivist directly undertakes all preservation, care, and handling for the library and archives collections and oversees access to and use of these materials under the supervision of the DECP. The Curator undertakes all preservation, care and handling for the material artifact collections, under the supervision of the DECP. The COO delegates management of the fabric of the building and the estate to the CFO and DECP, who act in consultation with the Curator regarding designated historic areas and with the assistance of ASI’s Building Engineers. Specialist contract staff and volunteers assist as appropriate.

4.1 Materials and Library/Archives Collections

The Curator, Librarian/Archivist, and DECP are responsible for ensuring that:

Each item entering the materials, library, or archive collections (whether temporarily or permanently) is appropriately documented;

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in a proper storage environment and that they are adequately protected against fire, theft, vandalism, and natural disaster, as well as harmful light, temperature extremes, humidity and dirt, set to the standards outlined in The New Museum Registration Methods, 5th edition, Edited by Rebecca A. Buck and Jean Allman Gilmore

The collections are regularly inventoried and monitored; The collections storage environment is regularly monitored; and

that All collection activities and monitoring are documented.

The Curator, Librarian/Archivist, and DECP will ensure that all those working directly with the collections are sufficiently trained in appropriate care and handling techniques to ensure the physical wellbeing and ongoing preservation of the collections.

4.2 Buildings and Estate

ASI aims to share the historic Turnblad mansion with a broad audience while still providing excellent stewardship of it. ASI is committed to protecting and maintaining the integrity of the historic interiors, the buildings, and grounds. ASI’s Facilities Use Policy (see appendix 8) sets out the specifics of the Institute’s position and approach.

The Chief Operating Officer and the Director of Exhibitions, Collections and Programs, in consultation with the Curator, will ensure that the Facilities Use Policy contains appropriate usage restrictions, that rules are met, and that staff and volunteers are trained in activities that ensure the protection of the historic property.

The COO is responsible for ensuring, with the assistance of the CFO and DECP, ASI staff, volunteers and outside professionals, that the buildings and estate are:


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Regularly monitored (at least annually); Stabilized for long-term preservation and adequately protected

against fire, theft, vandalism, and natural disaster;o All associated monitoring, care, and preservation activities

are documented; and In compliance with relevant local, state, and federal laws that

affect the management of the estate.

4.3 Collections Conservation

Conservation of ASI’s collections and estate will be assessed, undertaken and/or overseen by the Curator, Librarian/Archivist, and DECP or by trained professionals, as appropriate. Staff and volunteers under their guidance will undertake basic care of the collections and estate (e.g. cleaning, dusting, storage) following appropriate collections care guidelines. The Curator will ensure that appropriate training is given to volunteers working with the materials collections and the Librarian/Archivist will ensure appropriate training for library and archives volunteers. All Institute staff members and volunteers retain a measure of personal responsibility for preserving and protecting the items in ASI’s care.

4.4 Emergency Response

ASI’s first responsibility in the event of an emergency is to ensure the safety of visitors and staff. Once their safety is assured, ASI will make every effort to protect the Institute’s structures and the collections from damage or loss. Such actions require the preparation of an emergency response plan, the installation, monitoring and maintenance of fire detection systems and, where feasible, fire suppression systems.


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The Chief Operating Officer is responsible for overseeing emergency response planning for the Institute: the development and dissemination of an emergency plan, its annual review, and staff training in its application and use. Appropriate emergency response is the responsibility of all ASI staff.

4.5 Collections Committee Charge

Management of the American Swedish Institute is vested in a Board of Trustees, which oversees the property, affairs and business of the Institute, convening committees as needed to address specific single events, or wider issues. The Board takes responsibility for adopting and ensuring that management enforces the policies of the organization.The safety, preservation, conservation, documentation, management and presentation of the collections – whether owned by ASI or on loan to it, on exhibit or in storage – and the estate are the ultimate responsibility of the Board of Trustees. The Board assigns responsibility for the disposition of the collections and estate to ASI’s President/CEO (or designate), from whom it receives regular reports on the state of the collections. While final legal responsibility for collections rests with the Board of Trustees, the Board delegates some of this authority to a duly appointed Collections Committee. The Collections Committee is charged by the Board of Trustees to be the liaison to the President/CEO and through the President/CEO’s office to appropriate collections management staff. The Committee will review matters presented by management staff, approve decisions within its sphere, and report or recommend action to the Board, as informed by the Collections Management Policy.

Structure The chair of the Collections Committee shall be a member of the

Board of Trustees, and the committee shall have at least four Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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members. Members of the Collections Committee and its Chair are

appointed by the Executive Committee of the Board of Trustees, and shall serve a three-year term of service. No member of the Collections Committee shall serve more than one (1) consecutive term. The Executive Committee of the Board of Trustees may also remove a member of the Collections Committee prior to the end of their term of service.

The Committee shall hold regular meetings at least twice a year (suggested quarterly) and special meetings as necessary, and shall report at least annually to the Board of Trustees. The committee will report and present annually on collections activities of the past year.

Duties and Responsibilities Members of the Committee shall encourage the development of

the collection by assisting in the procurement of gifts and donations, in alignment with the collecting focus outlined in the Collections Management Policy and in cooperation with ASI authorized staff; securing funds for acquisitions, conservation, preservation, care, and collections access as guided by development and collections staff; and promoting the collection among the membership and general public as a key function of the American Swedish Institute.

The Collections Committee will understand and be conversant in ASI’s Collections Management Policy and all policies, plans and procedures having to do with the collections.

The Collections Committee shall oversee and provide reports to the Board of Trustees on activities regarding the ASI collections consistent with the Collections Management Policy.

As an individual representing the Museum and its collections, each member of the Collections Committee shall abide by the ASI Conflict of Interest policy, as adopted by the Board of Trustees.

Review and approve the deaccessioning of items from the collections in accordance to the Collections Management Policy

The Committee shall discuss and vote upon outgoing loans of Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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item/s of value over $50,000, as well as potential de-accessions from the collection, as proposed by Director of Exhibitions, Collections and Programs, or other authorized staff. Decisions made by the Committee shall be by simple majority vote of those present.

Collections Committee members shall not solicit or accept items or funds for the collections independent of ASI’s authorized staff.

5. Acquisition Policy

Items enter ASI’s collections primarily via donation, purchase and bequest. ASI may be approached directly by potential donors and sellers or may seek out particular acquisitions. All suggested acquisitions will be reviewed against ASI’s mission and collecting guidelines. (Refer to section 5.3 regarding unsolicited donations.)

5.1 Proposed AcquisitionsThe Curator (Materials Collections) and/or Librarian/Archivist (Library and Archives Collections) will, in consultation with other ASI staff and volunteers, make an initial assessment of all proposed acquisitions, reviewing the items broadly against ASI’s collecting guidelines and mission, and determining whether to accept or decline the donation. If the source of the proposed acquisition is a current or potential significant donor to ASI, the DECP will alert the Director of Development.

If a proposed acquisition passes the initial assessment, acquisition will be approved by the DECP. The Curator or Librarian/Archivist will then gather a visual and documentary description, and a history of the items as is available and initiate the acquisition and accession process. The Curator, Librarian/Archivist, and DECP will also seek evidence of any constraints (e.g. CITES, UNESCO, spoliation, liens [See Appendix 1]) on acquiring the items. This documentation will form the basis of a Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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proposal to acquire the desired items.

5.2 Acquisition Criteria

Acquisition criteria can vary with the nature of the collection. Thus, criteria for the library, archives, and material artifact collections are described separately.

5.2.1 Materials Collections Acquisitions CriteriaBefore any objects are acquired, ASI must be satisfied that:

The items are relevant to the ASI collections and its current collecting plans/policies;

ASI is able and intends to care for the items effectively, that there is sufficient appropriate storage available and that the cost of ongoing care of the items is not prohibitive (an estimate should be provided);

There are no outstanding issues regarding the items’ provenance (e.g. the acquisition source holds legal title to the items or has legal rights to transfer the title; there are no gaps in the item’s provenance or indications of theft or spoliation);

No perpetual restrictions or encumbrances exist or are placed on the acquisition such as restrictions on use or display (e.g. by a donor; by an intellectual property right such as copyright, patent, trademark or trade name; or by an item’s nature such as materials of an obscene, defamatory, or physically hazardous nature);

Funds are designated for any proposed purchase and/or required conservation and a commitment is made to the cost of ongoing care for the items.

If the acquisition is to be by purchase or exchange, an independent Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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appraisal must be obtained (at the seller’s expense) and presented with the acquisition proposal. (See also section 5.7) Where questions of authenticity or concern regarding physical condition arise, ASI must seek outside consultation from an appropriate professional and include this in the acquisition proposal.

Items offered to ASI may be refused because the above criteria are not met. ASI staff may suggest institutions (never individuals) to a potential donor/seller that may be more suitable for the offered materials.

5.2.2 Library Acquisition Criteria

Before library materials are acquired, ASI must consider:

Relevance / Audienceo The published material in question should fall within the

scope of the collection development policy section 2.2.2. Redundancy

o The material should be fully vetted before being accepted to determine that it does not duplicate any other item in the library collection.

o If it does not duplicate a holding already in other local collections. A search should be performed to determine if the holding is present and easily accessible in another local library with the goal of preserving ASI’s space and staff resources if materials are already readily available to local researchers.

Conditiono Newer publications should be in good physical condition.o For older materials, items of poor condition will be assessed

based on current library holdings, needs, and the nature of the publication.


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5.2.3 Archives Acquisition CriteriaBefore archival collections are acquired, ASI must assess the collection and consider:

Relevance / Audienceo The collection in question should fall within the scope of the

collection development policy section 2.2.3. Substance

o Material should be substantial enough to be of value to researchers. This is left to the discretion of the library and archives staff.

Documentationo Materials must be accompanied by sufficient information,

either contained in the collection materials themselves or provided in the form of documentation created by the source, to explain the collection’s origin, context, and story.

Conditiono Materials should be in a condition that does not prohibit use

by researchers. Materials that are in poor condition and are thus prohibitive in their needs for preservation and conservation may be accepted along with a donation of funds for archival preservation and conservation.

Storageo Space should be a consideration in the acquisition of

collections. Very large collections may be referred to larger collecting institutions with the capability to house them.

Legalitieso Source must hold legal title to the donation and must be

willing to donate material along with all legal copyright to the ASI.

o Any restrictions placed on the materials must be declared upon signing of legal deed of gift / transfer of ownership and should only relate to conditions of public access to the collections, if any.


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Cost Implicationso Collections should not be cost prohibitive in terms of

acquisition, cataloging, housing, or preservation. Collections with high associated costs should be assessed according to the criteria associated in Appendix 3 and may be accepted along with a donation of funds to support proper cataloging, care, housing, or preservation of the collection.

5.3 Unsolicited Donations

From time to time ASI has received unsolicited property, left without the appropriate transfer of title documentation. However, as the cost of housing, maintaining, returning or disposing of undesired works places a substantial burden on organizational resources, ASI neither encourages nor will generally accept unsolicited items into its care.

5.3.1 Anonymous Sources

For unsolicited items left anonymously, Minnesota Statute 345.73 (2010) (Minnesota Museums Property Act, Acquiring title to undocumented property), Subd. 3 states that such material can conclusively be presumed to be a gift to the museum if a person does not claim the property within 90 days of its discovery. In such cases, ASI should consider the material using the normal acquisition criteria to decide whether to acquire or dispose of the item(s). Before implementing the provisions of this act, however, museums are advised (by the Minnesota Historical Society) to seek the advice of an attorney. https://www.revisor.mn.gov/statutes/?id=345.73 (See Appendix 6.)


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5.3.2 Known SourcesWhere unsolicited items are left with ASI by a known individual/institution, ASI will review the proposed acquisition against its collecting guidelines and mission, and determine whether to take forward or to decline the acquisition. Efforts will be made to contact the items’ owner and document either a transfer of title (via Deed of Gift or purchase receipt) or instructions on returning or disposing of the items. The risk and cost of transport for returned items will be borne by the owner. Should these items be abandoned by the owner and left in ASI’s possession, the Institute will follow the steps outlined in MN Statute 345.72 (2010) of the Minnesota Museums Property Act, Acquiring title to abandoned property. https://www.revisor.mn.gov/statutes/?id=345.72 (See Appendix 6.)

5.4 Temporary Custody

On invitation, a prospective source may leave items with ASI for consideration for acquisition. The Curator (material artifacts), Librarian/Archivist (library and archives), and DECP are responsible for documenting the temporary transfer of custody with the item’s owner, managing the respective item’s preservation while in ASI’s care, and ensuring the item’s removal (either by return or disposal, as agreed with the owner) should acquisition be declined. (See also section 8.0.)

5.5 Items Found in the Collections

The expression ‘found in the collections’ (FIC) refers to items that lack any significant documentation as to how they were added to the collections (e.g. they have been in ASI’s possession for some amount of time, but have become separated from their documentation). ASI cannot, therefore, prove ownership of materials with certainty.Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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If there is no evidence the found items came in as loans, their continued undisturbed possession by the Institute supports a presumption of initial transfer of title. This means that anyone disputing this presumption must provide better proof of ownership. When FIC items might have come in as loans, however, ASI bears the burden of proving ownership whether it wishes to retain or dispose of the items.

ASI will adhere to Minnesota Museum Property Act, Statute 345.73, Acquiring Title to Undocumented Property when dealing with FIC items. https://www.revisor.mn.gov/statutes/?id=345.73 (See Appendix 6.) ASI will also seek legal advice to determine the appropriate course of action in the event of a claim on an FIC item or when deaccession is proposed. (Refer also to Malaro, A Legal Primer on Managing Museum Collections)

In order to avoid future FIC situations, the Institute will maintain complete and accurate documentation on its collections, keeping up-to-date records on new item intakes (via loan, acquisition, temporary deposit, etc.) and resolving any outstanding queries re: current title to items held by ASI. (See section 9.)

5.6 Acquisition Approval

All formal acquisition proposals will come from the Curator or Librarian/Archivist to the Director of Exhibitions, Collections and Programs (DECP). New acquisitions (whether individual items or collections) that will cost over $1000 to acquire, catalog, store, and preserve, will be reviewed and approved by the Chief Operating Officer (COO) and the President/CEO of ASI. The DECP is solely responsible for deciding (based on the acquisition proposal and appropriate advice) on the acquisition of items for ASI’s collections costing below this figure where the necessary funds have been budgeted and approved. In no Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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case will ASI acquire an item it cannot afford to maintain appropriately.

ASI will keep all documentation and correspondence related to any formal acquisition proposal or donation proposal on file permanently if the item is acquired.

5.7 Appraisals

ASI will strictly adhere to Internal Revenue Service (IRS) regulations regarding acquisitions. IRS regulations prohibit certain parties from providing appraisals for donated property on which a tax deduction is being sought, including the recipient of the donated property. (See Appendix 7 re: IRS Publication 561, Determining the Value of Donated Property.) http://www.irs.gov/publications/p561/index.html This restriction also applies to items offered for donation only after an appraisal has been made.

Thus ASI staff members may only appraise items already in ASI’s collections and only for administrative and insurance purposes. ASI staff members and affiliates may not provide appraisals or written statements of monetary valuation for any other purpose nor may they recommend any specific appraisers. It is the responsibility of the prospective donor/object’s owner to secure both an appraiser and appraisal, and to provide it to the IRS as needed. When individuals request assistance with an appraisal, ASI staff will direct them to an appropriate national appraiser organization, such as:

American Society of Appraisers (ASA) http://www.appraisers.org/ Appraisers Association of America (AAA)

http://www.appraisersassoc.org/ International Society of Appraisers (ISA) http://www.isa-

appraisers.org/


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http://www.isa-appraisers.org/

http://www.isa-appraisers.org/

http://www.appraisersassoc.org/

http://www.appraisers.org/

5.8 Non-Collection Acquisitions

ASI may acquire items for inclusion in the collections, use as educational tools or display props, or for sale to benefit the organization. If an item is being accepted by ASI for reasons other than inclusion in the permanent collection, the proposed use should be a matter of record and must be clearly communicated in writing to the donor/owner. Items accepted for the purposes of sale, education and display props will not be ‘accessioned’, i.e. incorporated into the Institute’s permanent collections. ASI’s formal deaccessioning policy and procedures will therefore not apply to these items.

5.9 Personal Collecting

Conflicts of interest arise whenever an employee personally collects items of a type collected by ASI. Institute Trustees and employees are responsible for familiarizing themselves with ASI’s collecting areas through review of ASI’s Collection Development Policies. When collecting, they must consider the needs of ASI over their personal needs.

Trustees and employees may not use their ASI affiliation to promote either their own or an associate’s collecting activities, nor can they ‘deal’ in objects collected by ASI. Dealing is defined as buying and/or selling for profit.

Trustees and employees who are considering purchasing or, while representing ASI, are offered the gift of a significant item that may fall within ASI’s collecting objectives, must notify the DECP. The DECP will then determine whether they are interested in acquiring the item for ASI at that time. If not, the individual should feel free to acquire the item. If it is not possible to consult with the DECP before the acquisition, the individual should notify the DECP shortly after Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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acquiring the item.

Violation of this policy may result in disciplinary action which, for employees, may include termination of employment. For additional information see the ASI Conflict of Interest Policy and ASI Employee Handbook.


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6. Policy for Loans To/From ASI

A “loan” is the temporary transfer of an artifact between its owner and another individual or institution. “Temporary transfer” means an impermanent arrangement and not transmission of the loaned item’s ownership. ASI adheres to the Minnesota Museum Property Act, Minnesota Statutes 345.70–74 (2004 c 213 s 1-5) in the management of its loan activities. https://www.revisor.mn.gov/statutes/?id=345.70 (See Appendix 6)

Loans can be made for the purposes of exhibition (traveling or not), exchange, research or study, as promised or partial gifts, and as consideration for acquisition. Loans from ASI’s collections will be made only to institutions. Loans will not be made to individual borrowers. Any decision about proposed loans from ASI’s collections will primarily consider the intellectual merit and educational benefits, as well as the protection of the item(s), rather than possible financial gain.

6.1 Loan Approval

Items may be lent to or from ASI’s collections only with written approval from the Curator (material artifacts), Librarian/Archivist (library/archives), and/or DECP (material artifacts and library/archives). The President/CEO, COO and Director of Development will be kept informed of all proposed loans to or from ASI. Loans from ASI’s collections will be made only to institutions (not individuals) capable of maintaining appropriate levels of care, safety, and documentation for the loaned items.

ASI will only borrow or lend items in good, stable physical condition at the time of the loan’s commencement. Items deemed unfit for travel, display, or other activity required by a loan, will be refused for loan. Similarly, ASI will not lend items to venues or into situations deemed Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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unsuitable for the ongoing safety and preservation of its collections.

All items loaned to ASI are subject to the conditions specified on the incoming loan agreement. ASI will exercise the same level of care for all borrowed materials as for its own property. If at any time ASI finds that it can no longer maintain an appropriate level of care for loaned items in its care, the owner will be contacted and the loan returned.

All loans and packaged exhibitions brought into ASI will be reviewed by the Curator and DECP, and approved by the DECP. Exhibitions will be selected based on their support of ASI’s mission and interpretive plan, and will depend on ASI’s ability to meet the lender’s requirements, its ability to appropriately care for the loaned items, and on the availability of funds to cover all exhibition-related costs.

6.2 Loan Period and Documentation

All loans made to and from ASI will be for an agreed, fixed period. ASI will not engage in open-ended lending or borrowing. A maximum loan period of five (5) years will be in effect, at the end of which the loan will be reviewed and new agreements signed or the item returned to its owner. The Curator and DECP will lead an annual review of loans nearing expiration to determine—with input from the Director of Development and President/CEO—which loans to continue and which to close. The date that the Curator (material artifacts) or DECP (library/archives) signs the loan form is the legal initiation date of the loan.

In accordance with Minnesota Statue 345:71 (2010), Loan of Property to a Museum or Archive Repository, ASI will keep accurate records of all property on loan to it, including the name and address of the owner, if known, and the beginning and ending date of the loan period.


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6.3 Unclaimed Loans

ASI will follow Minnesota Statute 345.72, Acquiring Title to Abandoned Property, https://www.revisor.mn.gov/statutes/?id=345.72 (see Appendix 6) regarding the disposition of property loaned to ASI whose loan has expired and where contact between the owner and ASI has been lost. Specific steps for addressing such property are outlined in the statute and in ASI’s Loans In procedure. If title is secured by ASI, the item may be retained or divested from ASI’s holdings as the institution sees fit. ASI’s normal procedures for accessioning property or dispersing non-accessioned items will then apply. (Refer also to section 5.4.)

6.4 Insuring Loans

ASI generally provides insurance coverage for incoming loans under ASI’s insurance policy up to a maximum amount of its rider for loaned items. Where a lender waives insurance, ASI requires a signed waiver absolving ASI of responsibility for loss or damage to loaned items. Such documents will be reviewed by the DECP before being signed. If, on the other hand, a lender requests additional coverage, ASI will arrange and may elect to pay for that additional coverage.

ASI generally requires that borrowers indemnify items lent by the Institute to a mutually agreed amount at the borrower’s expense. In some circumstances, ASI may take responsibility for covering all or part of the insurance coverage related to its lending of items. The DECP is responsible for loan insurance arrangements, with the input of the Curator, CFO and COO. (See section 10)


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7. Deaccession and Disposition Policy

“Deaccession” refers to permanently removing an accessioned item from ASI’s collections. Appropriate disposition follows completion of deaccessioning procedures. Generally deaccession should not be considered, unless the item:

Is no longer relevant or useful to ASI and falls outside the scope of the relevant collecting plan or policy;

Can no longer be preserved by ASI for reasons such as the item has become unstable because of damage, physical deterioration or infestation by destructive organisms and cannot be conserved or preserved within a reasonable time scale or with the use of available resources;

Cannot be accommodated in ASI’s storage space, i.e. the storage space proves inadequate or inappropriate;

Is represented in the collection by duplicate or similar items with greater significance.

ASI’s possession of the item may not be consistent with applicable law, e.g. the item may have been stolen or illegally imported in violation of applicable laws or the item may be subject to other legal claims.

7.1 Guidelines for Deaccession

Due to the relatively recent creation of this Collection Policy in the scope of ASI’s history and collecting activities, many items within the collection are eligible for deaccession. Curator (materials collections) and Librarian/Archivist (library and archives collections) should be considered the first authority in matters of deaccession due to their intimate knowledge of collections holdings, strengths, and weaknesses and awareness of professional standards in their respective fields. In the case that the Curator (materials collections) or Librarian/Archivist Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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(library and archives collections) identifies materials for deaccession and disposition, said staff will make their recommendation to the DECP for final approval of the deaccession, who will then report on deaccession activity to the Collections Committee.

7.2 Approving DeaccessionResponsibility for deaccessioning items from the collections rests with the DECP. The Curator (material artifacts), Librarian/Archivist (library and archives materials) and DECP are charged with determining the suitability of items for disposal according to the guidelines set forth in this Collections Policy.

The Curator or Librarian/Archivist must recommend deaccession to the DECP, explaining why an item should be deaccessioned. The recommendation should include research on prior ownership history, an explanation of expressed donor intent (if any), and a statement of relevance to the existing collections and ASI’s future collecting goals, the proposed disposition method and the eventual destination (as appropriate). Recommendations for deaccessioning from the Curator and Librarian/Archivist will be reviewed and approved or denied by the DECP.

The Librarian/Archivist is formally authorized to dispose routinely and systematically of material which falls into certain categories within the library collections, such as duplicate copies of reference material or periodicals or other materials outlined in section 7.1.2.

7.3 Disposition

Once deaccession has been approved, disposition can begin. Priority Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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will be given to maintaining future public access to the items, thus disposals will be offered first to cultural heritage institutions by exchange, gift or sale. This does not apply to non-accessioned items accepted by ASI for the purpose of sale.

Where an item has been acquired with the aid of external funding or as a gift, reasonable attempts will be made to contact the funder or donor, or their heirs, before the item is disposed of. When a work (with the exception of published works, e.g. library materials) by a living creator is deaccessioned, consideration must be given and reasonable efforts made to notify the creator.

The following methods of disposal are acceptable:

Transfer to or exchange with another cultural institution; Sale; Transfer to ASI’s Education or handling collection; Use as an exhibition prop; or Destruction: Works damaged beyond reasonable repair that are

not of use for study or teaching purposes may be destroyed, notwithstanding a trust or condition prohibiting or restricting the disposal of the item. Materials not educationally useful that have been offered to other institutions and cannot be donated elsewhere are also candidates for destruction.

ASI will neither sell nor give deaccessioned items to ASI Board, staff, volunteers or members, nor to members of their families or representatives.

7.4 Deaccession Records

Record of deaccessioned materials will be kept for archival collections and items from the materials collections, as professional standards dictate. Records for disposition of archival and photograph collections will be included in the information kept with the original deed of gift Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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materials for the collection. These records will be retained permanently in the curator’s or librarian/archivist’s files or, as appropriate, in the ASI’s institutional archives collection. Material artifacts (i.e. not library or archive materials) with incomplete documentation at the point of deaccessioning should be catalogued and photographed. Records for all deaccessions should note the method of disposition. If sold the deaccession record should include contact information from the consignee, contact information for the new owner, sale date and location.


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8. Items Placed in the Custody of ASI

Items may temporarily be left by their owner in ASI’s custody for a variety of reasons including consideration for acquisition or loan/exhibition, research, examination, and identification. Items can only be accepted by the Curator, Librarian/Archivist, or DECP. Given the financial implications for the care and storage of such deposits, ASI will enter into such agreements only after careful consideration.

Each deposit must be accompanied by the appropriate ASI form—a temporary deposit agreement, a prospective donation form or a loan agreement—signed by the item’s owner. All such arrangements will be short-term and require advance approval of the Curator (material artifacts) or Librarian/Archivist (library or archive items). No walk-in deposits of any kind will be accepted.

The Curator (material artifacts) and Librarian/Archivist (library and archives) are responsible for approving the temporary transfer of custody with the item’s owner, managing the respective item’s preservation while in ASI’s care, and ensuring the item’s removal as appropriate, either by return or disposal, as agreed with the owner. Items are left at the owner’s risk.

ASI will follow the guidelines of Minnesota Statute 345:72 (2010), Acquiring Title to Abandoned Property, when a depositor fails to retrieve their property. https://www.revisor.mn.gov/statutes/?id=345.72 (See Appendix 6)


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9. RecordsThe scope of ASI’s stewardship extends to both the physical and intellectual control of its collections. Intellectual control requires the creation and maintenance of information that meets agreed standards as well as enhancing access to and understanding of the collections both by ASI staff and the public.

ASI adheres to the principle that each new acquisition and all activities related to and monitoring the collections must be properly documented. ASI is committed to ensuring its collections records are timely, accurate, accessible, secure, and physically preserved through proper handling and storage methods. The Curator and Librarian/Archivist are responsible for records generation and maintenance for ASI’s material artifacts and library and archives, respectively. The Director of Exhibitions, Collections and Programs is responsibe for maintaining the content management system (CMS) and and related administrative functions for the collections management softward.

9.1 Material Artifacts Records

ASI gathers collections information on material artifacts in two broad categories:

Registrarial Recordso Registrarial records provide the legal documentation of

ownership or custody (such as acquisition, loan, or temporary deposit records), monitor collections activities (movement, conservation, or exhibition records), and the disposition and the status of the collections (condition, deaccession records) while in ASI’s care.

Curatorial Records o Curatorial records provide the background information on


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the collections and their history, placing the collections in their appropriate context.

ASI maintains records about items in the collection on an ongoing basis for permanent reference. Activity files (e.g. loans; exhibitions) are compiled and maintained while the activity itself is current. Once an activity is complete, references regarding specific items will be added to the collections catalog while the actual documents will be moved to archival storage according to ASI’s records retention schedule.

Documenting the physical estate (e.g. history, monitoring, care, and preservation activities) is the primary responsibility of the COO, who may designate a staff member to undertake the documentation. The Curator also captures estate-related information. Estate records are held in the Curator’s working files where their ongoing maintenance is the responsibility of the Curator and DECP.

9.2 Library Records

ASI documents materials in the library collections by creating item-level records in its onsite electronic catalog system complete with a description of the intellectual contents, physical description, condition notes, and other identifying information. All catalog records are maintained in accordance with accepted library standards, including AACR2r cataloging rules and the Library of Congress standards for classification and subject heading assignment. Records are made available to the public either by use of the onsite catalog in the library reading room or remotely via ASI’s online catalog in order to provide public access to collections.

Detailed information about library materials donations and acquisitions, deaccessions, care, cataloging, and so forth are maintained by the Librarian/Archivist in the library and archives files. As projects are completed (e.g. acceptance and ingest of donations, Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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cataloging project completion, etc.), files documenting those projects and processes will be maintained in the library and archives files or in the ASI’s archival collection, as appropriate. Detailed legal and donation information will not be made available to the public or included in public catalog records.

9.3 Archives Records

ASI documents materials in the archives collections by creating collection-level finding aids in both its onsite electronic catalog system and in the form of finding aids served out on the ASI website. These include descriptions of the intellectual contents, context, physical description, organizational system, and other identifying information. Collections are described to the folder level in order to provide an effective level of access to materials while adhering to the principles of MPLP (“More Product, Less Process,” as set forth by Meissner and Greene in The American Archivist, 2006). All catalog records are maintained in accordance with accepted archival standards, including Describing Archives: A Content Standard (DAACS), Encoded Archival Description (EAD), and Library of Congress subject heading assignment. Records are made available to the public either by use of the onsite catalog in the library reading room or remotely via ASI’s online catalog and website in order to provide public access to collections.

Detailed information about library materials donations and acquisitions, deaccessions, care, cataloging, and so forth are maintained by the Librarian/Archivist in the library and archives files. As projects are completed (e.g. acceptance and ingest of donations, cataloging project completion, etc.), files documenting those projects and processes will be maintained in the library and archives files or in the ASI’s archival collection, as appropriate. Detailed legal and donation information will not be made available to the public or included in public catalog records.Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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9.4 Content Management System

ASI uses Past Perfect Software as a content management system (CMS). The Director of Exhibitions, Collections and Programs is responsible for maintaining liscenses for the acting CMS and ensuring collections staff are trained and have access to the CMS as required. The Director will assign staff responsible for respective aspects of the collection to regularily maintain the collections in the CMS and push records on-line when appropriate to ensure ongoing public access.

Past Perfect Software300 N Pottstown Pike Suite 200Exton, PA 19341www.museumsoftware.com800-562-6080support@musuemsoftware.comCustomer#: 30926


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mailto:[email protected]

http://www.museumsoftware.com/

10. Insurance

In fulfilling its duty to care for the collections, ASI manages risks, provides onsite security, and retains insurance on the collections to the limit of its financial capability. A selection of significant items from the material artifacts, library and archive collections are insured up to a fixed amount under ASI’s overarching insurance plan; the buildings and estate are covered at functional value.

The CFO undertakes an annual review of the Institute’s insurance policy and the selection of items covered, with input from the Curator, Librarian/Archivist, and DECP. The insurance provider may be changed at least every three years. With any change in provision, the value (including monetary) of the collection items insured will be reviewed and adjusted by the Curator, Librarian/Archivist, and DECP. Valuations are based on current market value; however the items’ significance is determined by a wider range of criteria, including the following:

Integral to ASIo Whether the item is central to ASI’s mission and interpretive

goals. If there were a loss or damage to the item, ASI would feel an obligation to replace or repair it;

Risk Due to Exposureo The item is exceptionally vulnerable due to location or use;

Responsibility to Stakeholder(s)o The item carries with it an expectation of protection or

display. (Note that this is not a legal obligation on ASI’s part, but rather a question of protecting the relationship with, for example, a donor who has assisted with the purchase of a particular item.);

Valueo Single items of higher monetary value;

Loano Whether the item will be loaned to another institution.


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Items on loan from ASI’s collections are generally covered by ASI’s insurance policy at the borrower’s expense, although ASI may choose to waive insurance costs. Items loaned to ASI are insured as agreed with the lender (via the Loan Agreement) on a case-by-case basis. Such items might be covered under ASI’s general policy, under the borrower’s policy at ASI’s expense, or self-insured by ASI. ASI’s approach to insuring loan items will in part depend on the assessed level of risk involved in a particular loan, e.g. due to transport methods, duration of travel, venue, etc. ASI staff will work to minimize risks faced by the collections on loan and by items in its custody. Note: Items temporarily left in ASI’s custody will generally not be insured by ASI and are left at the owner’s risk.

Insurance expenditures for exhibits and loans must be budgeted and approved in advance during the annual budgeting cycle. The DECP is responsible for agreeing to deviations from ASI’s standard insurance procedures. Where ASI’s loan or exhibition insurance costs would exceed budgeted amounts, the COO must approve the expenditure, with advice from the CFO.

Records will be kept on ASI’s collections insurance as follows:

Insurance policy documents and associated records will be maintained by the CFO.

Insurance valuation for the permanent collections will be generated by the Curator and copies held by the DECP, ASI’s insurance broker, and the insurance provider.

Insurance valuations for loans in and out will be documented in the Loan Agreements. The Curator will keep the original signed forms (filed with loan records) and provide copies to the DECP. The Curator will pass valuation figures to the CFO and, via the CFO, to the insurance broker and provider.


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11. Inventories

Collections management best practice requires an institution to know what it has, where it is, its condition, and if anything is missing from the collections. An accurate inventory provides all this and facilitates planning, decisions on collections care, storage and use, collecting plans, and security. Should items go missing from the collection, timely and diligent efforts to address the situation can protect the institution from charges of mismanagement.

ASI recognizes the value of a complete, up-to-date and accurate collections inventory and is committed to undertaking regular inventories and collections monitoring. It is the responsibility of the Curator (material artifacts) and the Librarian/Archivist (library and archives) to oversee the generation and maintenance of a complete and accurate collections inventory. Each collection item will have a current, recorded home location within ASI’s storage, exhibition, or library/archives stacks areas. As activities require the movement of collection materials, the inventory will be updated in a timely fashion with temporary and/or new home locations in order that the inventory remains at all times a ‘live’ record of the location of ASI’s collections. (See section 11.2) This data will be maintained in electronic form in ASI’s collections information database.

11.1 Non-accessioned Items Non-accessioned items (e.g. handling and educational items; display props; fabric of the building; temporary deposits; a “leave one, take one” book exchange) will be monitored and maintained by the individuals responsible for their use. These items will neither be catalogued nor tracked on ASI’s collections information database in order to maintain clearly the distinction between them and ASI’s permanent collections.Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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11.2 Inventory Monitoring and Maintenance

Once the inventory is in place, all item movements must be recorded within 24 hours of the move. Discrete inventories of sample sections in the collections will be undertaken annually by the Curator to ensure that collection location data is being accurately maintained. The annual inventory cycle will cover all material artifacts in the collection by the end of a five-year cycle, thus a complete collection inventory will have been completed every five (5) years. The librarian/archivist will annually conduct shelf reading with the assistance of volunteers within the library collection and a random survey of 10% of the archival collections in order to monitor collection locations and ensure that locations and physical order are being accurately maintained. Significant losses, particularly in the archival collections or in the vault materials (VM) section of the library should be reported immediately to the DECP; notes of missing materials should be added to the item’s on-site catalog record. If an item is discovered to be missing, the Curator (material artifacts) or Librarian/Archivist (library and archives) will immediately initiate measures to investigate the loss and to recover the item, following agreed ASI procedures. Security procedures, physical stacks access, and volunteer shelving and other training procedures should be reviewed and amended as necessary.


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12. Access to the Collections

As noted regarding collections care (defined in section 3), ASI takes responsibility for ensuring that access to its collections and related information is both permitted and regulated, following applicable restrictions agreed with collections donors. Access to ASI’s material collections is primarily via exhibition, collections storage area and on-line, and to library and archives collections under the supervision of the Librarian/Archivist in the Wallenberg Library and Archives reading room for purposes of research or general inquiry, as well as on-line. In addition, items are lent – e.g. individually or as complete exhibits – to external venues in the United States and abroad.

12.1 Physical Access

Access to the historic house, exhibits and collection displays is available during ASI’s public open hours for the price of admission. Library and archive materials are publicly accessible in the Wallenberg Library and Archives reading room during limited, published hours when staff is present to ensure proper use and security. Access to items held in secure storage by researchers and visitors who are part of an event organized by ASI can be arranged via the Curator. ASI staff, Board of Trustees, volunteers, members, and the general public may neither access secure collections areas nor handle collections material without express permission from the DECP, Curator (material artifacts) or the Librarian/Archivist (library and archives). The Curator and Librarian/Archivist take responsibility for ensuring that all those handling the collections are appropriately trained and monitored, and that health and safety standards are met.

12.2 Intellectual AccessRevised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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ASI has committed to increasing accessibility to its collections information via electronic cataloging and working toward greater online public access to collections databases as resources permit. Projects to achieve a complete electronic catalog able to be published on the Internet were initiated in 2010. However, ASI will not release sensitive data, whether personal (e.g. contact details, donor records) or administrative (e.g. item valuations) where public disclosure might contravene the privacy of an individual or compromise the security of the collections.

12.3 Rights and Reproduction

ASI allows visitors to use hand-held cameras to take photos for personal use of any unrestricted area or object. All other photography, as well as the use of tripods, lights, and other photographic equipment, is not allowed without express written permission. ASI reserves the right to restrict photography in historic areas and of exhibits and objects due to loan agreements, copyright provisions, fragility of environment/item or other circumstances defined by the DECP, Librarian/Archivist, or Curator. (The Facilities Use Policy provides detailed guidelines regarding photography anywhere on ASI property.) Where permission to photograph or film has been granted by ASI, a usage fee will be charged for all purposes other than personal or unpublished scholarly use.

Where use of an existing image in ASI’s archive or reproduction of records is requested, ASI will recover its costs through a structured fee system. The schedule of fees will be published and available on request. ASI will adhere to all copyright and Intellectual Property Right (IPR) requirements/limitations. ASI’s Image Use Policy sets out the specifics for use of images of collections materials held in the permanent collections. The Curator, librarian/archivist and DECP will be responsible for managing ASI rights and reproduction.Revised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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13. Collections Management Policy maintenance

ASI’s Board of Trustees has approved this Collections Management Policy. It is a living document, to be used as a guide for all those working directly with ASI’s collections. The document will be regularly reviewed every three years by ASI’s senior management, including DECP, and will be amended as required. The Board of Trustees must approve all revisions to the document before it can be considered ASI policy. All approved changes will guide ASI’s collections management procedures.


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Bibliography

Author’s Note:The contents of this document are drawn from a wide variety of reference sources, including those listed above. As the document is meant exclusively for in-house reference by ASI, the text has in some cases been drawn directly from these sources and/or tailored to ASI’s specific circumstances. The document is not intended for publication or use outside of ASI.

American Library Association. (1996) Guide for Written Collection Policy Statements. Collection Management and Development Guides, No. 7. Chicago: American Library Association.

Buck, Rebecca A. and Jean Allman Gilmore. (The New Museum Registration Methods, 5th edition, Edited by Rebecca A. Buck and Jean Allman Gilmoreiweb.aam-us.org/Purchase/SearchCatalog.aspx

CITES, the Convention on International Trade in Endangered Species of Wild Fauna and Flora is an international agreement between governments. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival. http://www.cites.org/

"EAD: Encoded Archival Description Version 2002 Official Site (EAD Official Site, Library of Congress)." EAD: Encoded Archival Description Version 2002 Official Site (EAD Official Site, Library of Congress). Library of Congress, n.d. Web. 18 Mar. 2014.

Futas, E. (1995). Collection development policies and procedures. Phoenix, Ariz: Oryx Press.

Greene, M. A., & Meissner, D. E. (January 01, 2005). More product, less process: Revamping traditional archival processing. American


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http://www.cites.org/

http://iweb.aam-us.org/Purchase/SearchCatalog.aspx

Archivist, 68, 2.)

Hoffmann, Frank W. and Richard J. Wood. Library Collection Development Policies: Academic, Public, and Special Libraries. Lanham, MD: Scarecrow Press, 2005.

IRS Publication 561, Determining the Value of Donated Property http://www.irs.gov/publications/p561/index.html

Malaro, M. C. (1998). A legal primer on managing museum collections. Washington, D.C: Smithsonian Institution Press.

Minnesota Museum Property Act, MN Statutes 345.70–74 (2004 c 213 s 1)https://www.revisor.mn.gov/statutes/§ MN Statute 345.71, Loans of Property to a Museum or Archives Repository https://www.revisor.mn.gov/statutes/?id=345.71§ MN Statute 345.72, Acquiring Title to Abandoned Property https://www.revisor.mn.gov/statutes/?id=345.72§ MN Statute 345.73, Acquiring Title to Undocumented Property https://www.revisor.mn.gov/statutes/?id=345.73§ MN Statute 345.74, Conservation of Museum Property https://www.revisor.mn.gov/statutes/?id=345.74

Society of American Archivists., & Hensen, S. L. (2004). Describing archives: A content standard. Chicago: Society of American Archivists.

Spoliation, refer to the Report of the AAMD Task Force on the Spoliation of Art during the Nazi/World War II Era (1933-1945). http://www.aamd.org/papers/guideln.php

UNESCO, Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property – 1970http://portal.unesco.org/culture/en/ev.php-URL_ID=36193&URL_DO=DO_TOPIC&URL_SECTION=201.htmlRevised: 10.2.2016Location: U:\Public\Dept Exhibits Collections Museum\COLLECTIONS\2016\Collections Policy

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http://www.aamd.org/papers/guideln.php

https://www.revisor.mn.gov/statutes/?id=345.74

http://www.irs.gov/publications/p561/index.html


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Appendices

1. CITES, UNESCO, spoliation, liens2. ASI Clubs and Organizations

3. Typical expenses for collection additions 4. Operational plan for ASI Library and Archives

5. Reference Manual 6. MN Statutes 345.70–74, Minnesota Museum Property Act7. IRS Publication 561, Determining the Value of Donated

Property8. Mansion Use Policy9. Collections Management Forms


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