Acquisition

Acquisition. A. Policy for Acquisition: The Governor’s Mansion may acquire objects for the historic collection by donation, bequest, transfer, or purchase. Authority to acquire such objects is vested in the Collections Committee. B. Criteria for Acquisition: The following criteria have been established for the acquisition of objects for the historic collection: 1. Only those objects that are relevant to and consistent with the purposes and activities of the Mansion’s historic section will be accepted. Examples are important and well- documented objects used by Mississippi governors and their families in the Mansion prior to 1909 or appropriate household furnishings and decorative arts objects in the Empire, Rococo Revival, Gothic Revival, or Renaissance Revival styles. If placement cannot be found for these objects in the Mansion’s historic section, the Museum Division director may recommend the objects for possible accession in the Museum Division Historic Objects Collection. Objects acquired for placement in the Mansion’s historic section must be well- documented nineteenth century objects used in domestic or appropriate reproductions. 2. The Mansion must be able to provide proper care and storage for objects comparable to items already in the historic collection. 3. It is intended that objects in the historic collection shall remain in the collection as long as they retain physical integrity, their authenticity, and their relevance and usefulness for the purposes and activities of the Mansion. 4. The Mansion and its staff shall be in full compliance with state, federal, and international laws and regulations governing the acquisition, sale, and transfer of cultural properties. 5. Title to all objects acquired for the historic collection shall be obtained free and clear without restrictions to use or future disposition. 6. The present owner shall have a clear and verifiable title of ownership to the object and shall have obtained the object legally and ethically. 7. The Mansion shall be provided with (or allowed to copy) all documents and information in the present owner’s possession that pertain to the historical significance and provenance of the object. 8. Acceptance of the object will not result in major expense in conservation disproportionate to its usefulness. 9. Funding for the purchase of an object will be at a fair market value affordable to the Friends of the Mansion fund. C. Procedures for Acquisition: All offers of objects to the Mansion whether by donation, bequest, transfer, or purchase should be referred to the Mansion curator. If the object meets the criteria for acquisition, the Collections Committee may approve the acquisition. If the object offered to the Mansion requires temporary deposit in the Mansion’s custody before a decision regarding the acquisition of that object can be made, then a Temporary Custody Receipt should be signed by the object’s owner and either the Mansion curator or the Museum Division director. This receipt outlines the terms of temporary custody, the length of which cannot exceed ninety days. After study and review of the object, the Collections Committee will determine whether or not to acquire the object. If the decision is made not to acquire the object, then the Mansion curator will be responsible for returning the object to the owner, according to the terms of agreement outlined in the Temporary Custody Receipt, and documenting the return. If the decision is made to acquire the object, the Mansion curator will initiate and complete the acquisition of the object in the following manner: 1. If the object is to be donated, a Deed of Gift should be signed by the donor and either the Mansion curator, the Museum Division director, or the Department director. The Deed of Gift formally transfers the ownership of the object to the Governor’s Mansion and shall be legally binding when signed and dated by both parties. A copy of the Deed of Gift shall be provided to the donor, and all Deeds of Gift shall be kept on file by the Mansion curator. 2. If the object is to be bequeathed, a copy of the pertinent section of the will should be provided by the attorney or executor and shall be kept on file by the Mansion curator. 3. If the object is to be transferred from another division of the Department of Archives and History, appropriate written documentation regarding the object should be provided by the appropriate Division director or the director’s designee and shall be kept on file by the Mansion curator. 4. If the object is to be purchased, the Friends of the Mansion fund may be used to purchase the object. A copy of the invoice as approved and authorized by the Museum Division director should be provided and shall be kept on file by the Mansion curator. All purchases over $2,000 must receive Board of Trustees approval. 5. A duplicate copy of records documenting the Mansion’s legal ownership of objects shall be maintained in the Two Mississippi Museums for security. D. Recordkeeping for Acquisition: All objects acquired for the historic collection are cataloged, numbered, and photographed according to professionally accepted standards. Catalog records on the historic collection are maintained by the Mansion curator. Duplicate acquisition and catalog records are maintained in the Two Mississippi Museums for security.