Documentation of Collections

Documentation of Collections. A. Policy: The Museum Division will maintain adequate documentation both on the objects it owns and the objects that are placed in its custody. This responsibility is shared by the director of curatorial services, the director of collections, and the collections staff. Such documentation will include, but not be limited to the following: 1. Accession files containing the Deed of Gift or other documentation of the Museum Division's legal title to the object and other information pertinent to the acquisition of the object, 2. Re:Discovery Proficio collections management database, 3. Temporary Custody Receipt file, 4. Incoming Loan Agreement file, 5. Outgoing Loan Agreement file, 6. Deaccession file, 7. Accession register or list (tripartite decimal system used) All information generated on the computer or within the collections management software is backed up daily on the state server by the MDAH Information Systems staff. All records pertaining to the collections will be properly maintained and securely housed using acid-free folders and other archival materials in the collections office. On an annual basis, duplicate copies of the following records are maintained in the William F. Winter Archives and History Building for security: 1. Records documenting the Museum's legal ownership of objects (e.g., copies of Deed of Gift or other documents) 2. Loan records for active incoming and outgoing loans B. Procedures: Specific procedures to be followed for the documentation of collections are outlined in the various sections of this collections policy and further described in the comprehensive collections management manual maintained by the director of collections. C. Objects Found in Collections: Objects designated as “Found in Collections” (that is objects which lack significant documentation as to how they are in the custody of the museum) are subject to the same treatment and care as documented objects in the collections. Objects Found in Collection will receive a tripartite number with the second part being “00” (e.g. 2008.00.1) to document the artifact until further research is conducted on the object. If accessioned, the artifact will follow the guidelines set forth in “Acquisition” section of this document. Objects Found in Collections are subject to deaccessioning if they meet at least one of the deaccession criteria stated in the collections policy. Any deaccessioning and disposition of Objects Found in Collections shall follow the deaccession and disposal procedures listed in the collections policy except that Objects Found in Collections will not be sold or destroyed. If the Museum Division is contacted by a person claiming to own an Object Found in Collections, the Museum Division shall maintain custody of Objects Found in Collections until a claimant fulfills all of the following: 1. Presents to the Museum Division a clear explanation why the claimant believes they hold title, with supporting evidence, and 2. Presents a notarized statement from the claimant that they are either the sole party at interest or they are authorized to represent all parties at interest and present supporting proof. The Museum Division shall not immediately relinquish custody of the object(s) to the claimant who appears to have the right to make the demand. The Museum Division shall exercise its right to review the documents carefully to see if the Museum Division has evidence that may counter the claimant's demand. The Museum Division shall defend its custody of the object(s) claimed if any of the following apply: 1. Evidence that the claimant knew, or should have known, that the Museum Division thought it owned the object(s), and that the claimant delayed in bringing their action to the detriment of the Museum Division. 2. Evidence that the claimant "slept on his rights," that is they failed to use due diligence in seeking out their property. 3. Evidence that the Museum Division has publicly displayed the object as its own or otherwise publicized it as such. In cases where the Museum Division cannot defend its custody of the Object(s) Found in Collections, the Museum Division shall make an effort to obtain ownership by suggesting to the claimant the possibility of formally donating the object(s) to the Museum Division.