Museum Property Overview

for

Interagency Committee of Property Managers

Ann Hitchcock, Chief Curator

National Park Service

January 26, 2006

What is museum property?

• Personal property

• Acquired according to rational scheme

• Preserved, studied, interpreted for public benefit.

How is museum property classified?

• Archeology• Art• Ethnography• History• Archives

(documents, excluding official records)

• Botany

• Zoology• Paleontology• Geology• Environmental

samples

Personal or Museum Property?

• Personal and museum property can look the same (e.g., a chair)

• Determination depends on

– Agency mission and authority

– Function of the property

– Long-term preservation goals

Agency Mission and Authority

• Is a museum function identified in authorizing legislation?

• Does a museum function support the agency mission?

• How might an agency establish a museum function where none exists?– Seek authorizing legislation– Add to mission statements and plans

Example of Evolving AuthorityNational Park Service

• 1904 Yosemite establishes first park museum collection

• 1906 Antiquities Act authorizes President to establish national monuments and protect objects of historic or scientific interest

• 1916 NPS Organic Act establishes NPS to conserve scenery and natural and historic objects..therein…and provide for enjoyment of future generations.

Example of Evolving Authority(NPS continued)

• 1935 Historic Sites Act authorizes NPS to establish and maintain museums

• 1955 Museum Act authorizes donations, bequests, exchanges, loans

• 1996 Museum Act amendment authorizes transfer, conveyance, and destruction (but not sale)

Example of Evolving AuthorityDepartment of the Interior

• Bureaus with varying authority– NPS– DOI Museum– Indian Arts and Crafts Board– USGS

• 1990 IG audit of accountability and control over artwork and artifacts

Example of Evolving Authority(DOI continued)

• 1990 DOI asks NPS to lead response to audit

• Interior museum property committee established

• 1993 Departmental Manual established standards for managing museum property

– Planning and reporting

– Documenting acquisitions and disposals, preserving, and protecting

Museum Plans and Reports • Scope of Collection Statement• Collection Management Plan• Housekeeping Plan• Integrated Pest Management Plan• Emergency Operations Plan• Collection Condition Survey• Required Reports

– Collection Management Report– Checklist for Preservation and Protection– Annual Inventory

Acquisition

• Acquisition authority• Scope of Collection Statement• Types of acquisitions

– Gift– Purchase– Field Collection– Exchange– Incoming Loan (custody not title)

Acquisition Documentation

• Accession book/log and accession numbers• Ownership transfer document (signed by

parties)– Deed of Gift– Purchase document– Exchange agreement

• Custody document– Receipt for property (field collection)– Loan agreement

Acquisition Documentation(continued)

• Accession Receiving Report

• Accession folder

• Accession database

• Accession documentation provides data on source, items acquired, type and terms of acquisition

Cataloging• Catalog numbers for all items• Cataloging in lots acceptable for certain

similar items• Catalog record provides

– Identification – Physical data– Historical data

• Catalog database facilitates management and research

Disposal (Deaccessioning)• Deaccessioning authority• Scope of Collection Statement• Types of deaccessions

– Return to rightful owner (legal opinion required)– Loss, theft, damage, involuntary destruction– Outside scope (transfer, exchange, conveyance,

voluntary destruction/abandonment)– Destructive analysis– NAGPRA compliance (repatriation)

Deaccession Documentation

• Deaccession book/log and numbers

• Deaccession form for review and approval

• Catalog records

• Appraisals

• Public notice

• Deaccession database facilitates management

Deaccession Documentation(continued)

• Disposition documents– Receipt for property– Report of survey– Exchange agreement– Transfer of property– Conveyance agreement– Repatriation agreement

Remember!

• Acquire carefully, according to plan.

• Deaccessioning is more difficult and often controversial.

Preservation• Monitor and control the environment

– Temperature– Relative humidity– Light– Pests– Air quality

• Ensure good housekeeping• Assess and document condition of items• Provide conservation treatment for items

Protection

• Secure storage and exhibit spaces

• Control access to museum spaces and museum property

• Establish emergency management plan

• Install and maintain fire detection and suppression systems

Access and Use

• Ensure public benefit

• Provide exhibits and publications

• Offer education programs

• Provide outgoing loans

• Provide access for researchers

• Consider legal issues (copyright, FOIA, reproductions)

Remember!

• Display ideas not things.

• Capitalize on the power of context.

Resources: Guidance and Forms• NPS Director’s Order #24, Collections

Management http://www.nps.gov/policy/DOrders/DOrder24.html

NPS Museum Handbook, Parts I-III http://www.cr.nps.gov/museum/publications/handbook.html

• DOI Museum Property Management Standards and Handbook (Departmental Manual Part 411) http://www.doi.gov/museum/policy.htm

More Guidance on the Web

• NPS Conserve O Gramhttp://www.cr.nps.gov/museum/publications/conserveogram/conserv.html

• NPS Automated collections management system user manualhttp://www.cr.nps.gov/museum/publications/ancs.html

NPS and DOI Museum and Collections Web Sites

• http://www.cr.nps.gov/museum Overview• http://www.museum.nps.gov Web Catalog• http://www.nps.gov/hfc Harpers Ferry Ctr• http://science.nature.nps.gov/research/ac/

ResearchIndex Scientific Permitting and Collecting

• http://www.doi.gov/museum/program.htm Interior Museum Program

NPS Policies and Laws

• Management Policies http://data2.itc.nps.gov/npspolicy/index.cfm

• Laws http://data2.itc.nps.gov/npspolicy/getlaws.cfm

Contact Information

Ann Hitchcock

Chief Curator

National Park Service

1849 C Street, NW (2202)

Washington, DC 20240-0001

202-354-2271 Fax: 202-371-2422

ann_hitchcock@nps.gov

Museum Property is Our Heritage