Documentation of Collections

Documentation of Collections. A. Policy for Documentation: The Mansion will maintain adequate documentation both on the objects it owns and the objects that are placed in its custody. The Mansion curator is responsible for maintaining adequate documentation on the historic collection. Such documentation will include but not be limited to: the previously used accession record book, documentation files (which contain the Deed of Gift Form or other documentation of the Mansion’s legal title to the object, any correspondence, and research related to the object, the object’s catalog record sheet, condition report, and any conservation treatment record), photographs, and loan records. All records pertaining to the collections will be properly maintained and securely housed using acid-free folders and other archivally safe materials in the Mansion curator’s office. Duplicate copies of the following records are maintained in the Two Mississippi Museums for security: 1. Accession record book 2. Records documenting the Mansion’s legal ownership of objects (e.g., copies of Deeds of Gifts or other documents such as invoices) 3. Catalog record sheets 4. Loan records for active incoming and outgoing loans, if applicable. B. Procedures for Documentation: Specific procedures to be followed for the documentation of collections are outlined in the various sections of this collections policy and in the collections management manual maintained by the Mansion curator. C. Objects Found in Collection: Objects designated as Found in Collections (that is objects which lack significant documentation as to how they were added to the collections) are subject to the same treatment and care as documented objects in the collections. Objects Found in Collections are subject to removal from the historic collection if they meet at least one of the removal criteria stated in the collections policy. Any removal and disposition of Objects Found in Collections shall follow the removal from the historic collection procedures listed in the collections policy except that Objects Found in Collections will not be sold. Objects Found in Collections may be destroyed if deemed hazardous. The Mansion shall maintain custody of Objects Found in Collections until a claimant fulfills all of the following: 1. presents to the Mansion a clear explanation why the claimant believes he/she holds title, with supporting evidence, and 2. presents a notarized statement from the claimant that he/she is either the sole party at interest or he/she is authorized to represent all parties at interest and presents supporting proof. The Mansion shall not immediately relinquish custody of the object to the claimant who appears to have the right to make the demand. The Mansion shall exercise its right to review the documents carefully to see if the Mansion has evidence that may counter the claimant’s demand. The Mansion shall defend its custody of the object claimed if any of the following apply: 1. Evidence that the claimant knew, or should have known, that the Mansion thought it owned the object and that the claimant delayed in bringing his/her action to the detriment of the Mansion. 2. Evidence that the claimant “slept on his rights,” that is he/she failed to use due diligence in seeking out his/her property. 3. Evidence that the Mansion has publicly displayed the object as its own or otherwise publicized it as such. In cases where the Mansion cannot defend its custody of the Object Found in Collections, the Mansion shall make an effort to obtain ownership by suggesting to the claimant the possibility of formally donating the object to the Mansion.