Quinte Educational Museum & Archives

Policy - Conservation


Preamble         The Quinte Educational Museum and Archives (QEMA) exists to
	             collect and preserve archival materials which illustrate the growth     
	             and development of education in the County of Prince Edward and	
	             related material from the Province of Ontario, with a focus from the 
 	             earliest days to the transition from the one room school to the central 
	             schools. The purpose of the collections policy is to establish QEMA’s  
	             guidelines for: 
                      *    The methods of acquiring for accession objects including artifacts, 
                           works of art, documents, photographs, books, and any other 
                           materials (hereafter collectively referred to as objects) or the 
                      *    The care of collections.
                      *    The establishment and maintenance of a comprehensive, accessible 
                           system of record-keeping for all objects places in the custody of 
                      *    The deaccessioning of objects.
                      *    The lending of objects to or borrowing of objects from other 
                           museums, institutions, and private sources. 

                      Although, QEMA may accept loans or donations of non-accessioned 
                      objects for purposes of research, teaching, and public programming and 
                      every effort will be made to maintain the same level of safeguards as for 
                      accessioned objects, the following policy applies only to objects that 
                      have been accessioned. 

Policy	            QEMA will actively establish, maintain, and expand the accessioned  
	            collections according to three tiers of priority: Core areas, Intermediate 
	            areas, and Peripheral areas. These tiers are meant to be fluid in that 
	            collections may move from one tier to another as new opportunities for 
	            significant acquisitions or curatorial research arises. Collection 
	            development and setting of priorities will be guided by the specialized 
	            knowledge and research expertise of qualified professional staff.

Core Areas	   QEMA’s core collections are those of local or provincial significance	
	            supported by locally or provincially recognized programs of curatorial 
	            research. These core areas are central to QEMA’s mandate and QEMA 
	            is committed to them on a long-term basis. The following collections are 
	            currently considered core areas:
                     *     Art composed by (in order of priority) local, provincial, national or 
                           international artists, with an international priority on the United 
                           Kingdom and the United States.
                     *     Books or documents that are related to education or the history of 
                     *     Books or documents that were used by students, teachers, 
                           administration and/or government relating to education and the 
                           history of education in Ontario and Prince Edward County. 
                     *     Artifacts and documents relating to prohibition in Ontario
                     *     Artifacts and documents relating to the World Wars and how this 
                           affected life and education in Ontario
                     *     Any historical artifacts or material culture that would have been used 
                           or part of the school system in Ontario or Prince Edward County.

Intermediate	  Collections of local or provincial importance for which QEMA has some 
Areas	           relevant curatorial expertise are considered “intermediate”. These		
	           collections have the potential to become core areas through significant 
	           acquisitions of objects and development of curatorial research.

Peripheral	  Some areas of interest are not represented in QEMA collections. Other 
Areas	           areas have only small collections, with limited potential at present for 
	           research and public programming, and with few or no opportunities for 
	           growth. Such areas are considered “peripheral”.

Conditions	  Objects will be accessioned into QEMA’s collections only under the of 
Acquisition	  following conditions:
                    *      The objects must be consistent with and relevant to QEMA’s 
                    *      QEMA must be able to provide proper care and storage for the 
                           objects. No object should be considered for acquisition if its physical 
                           condition exceeds QEMA’s financial ability for its proper care and 
                    *      The objects must be accompanied by warranties of good legal title.
                    *      The objects must be accompanied by a good record of provenance 
                           and must be authenticated. Exceptions will be reviews on a case-by-
                           case basis.
                    *      The objects should be accompanied by valuations, where 
                    *      Objects can be accessioned into a collection only by a curator who 
                           has expertise in the area.
                    *      Donations must be free and clear of conditions and restrictions 
                           imposed by the donors regarding QEMA’s use of the objects.
                    *      All donations to QEMA’s collections are irrevocable upon the 
                           formal transfer of title to QEMA. 
                    *      QEMA will acquire all economic rights necessary to permit 
                           anticipated exhibition and reproduction uses. QEMA will respect the 
                           creator’s right to the integrity of the work. Where reasonable, 
                           QEMA will respect the creator’s right to be associated with the work 
                           as its named creator.
                    *      QEMA is satisfied that any object to be acquired whether by 
                           donation, exchange, or purchase, is not stolen or otherwise illegally 
                           acquired or collected. The acquisition of cultural property which has 
                           been in foreign countries will comply with the Cultural Property 
                           Export and Import Act, which incorporates the principles and 
                           provisions of the UNESCO Convention on the Means of Prohibiting 
                           and Preventing the Illicit Import, Export and Transfer of Ownership 
                           of Cultural Property (1970) into Canadian law. 

Care of	          QEMA will allocate an annual budget for funding the continuing care 
Collections	 and preservation of objects in its collections. Proper storage and 
	          exhibition facilities along with adequate environmental-control systems 
	          must be top priorities for QEMA at all times.
	          QEMA will ensure that the collections are adequately protected against 
	          fire, flood, pests, theft, vandalism, and natural disaster. These issues are 
	          addressed further in the Emergency & Disaster Planning Policie.

	          QEMA will establish and maintain a comprehensive system of records 
	          that will include the following information:
                   *       Documentation pertaining to the provenance and legal title of an 
                   *       All correspondence, documents, and other materials pertaining to an 
                           accessioned object.
                   *       Accessioning and cataloguing data.
                   *       Condition and conservation history.
                   *       Insurance records.
                   *       Current location and loan records.
                   *       Deaccessioning information. 

                   Duplicate copies of all essential records pertaining to QEMA’s 
                   collections will be made and stored off Museum premises in a secure 
                   and appropriate location.

Deaccessioning	 QEMA reserves the right to deaccession any object under any of the 
	          following criteria:
                   *       An object is no longer relevant within the collection, exhibition, or 
                           research programs of QEMA.
                   *       An object was acquired illegally or unethically.
                   *       An object has failed to retain its physical integrity or authenticity and 
                           cannot be properly preserved, stored, and used. 
                   *       For the purpose of upgrading QEMA’s collections and their care. 

                   The public relations impact must be carefully assessed prior to the 
                   approval of any deaccession.

                   Registration will continue to maintain all records pertaining to 
                   deaccessioned objects.

Disposals	          Disposal of deaccessioned objects will be made by one of the following 
      	          means (listed in order of preference):
                   *       Exchange with another museum or charitable institution.
                   *       Donation to another museum or charitable institution.
                   *       Sale to another museum or charitable institution. 
                   *       Sale at public auction outside QEMA’s immediate location without 
                           listing of QEMA’s name or accession number. 

                   Insofar as possible, deaccessioned objects should be disposed of in a 
                   manner that keeps them in the public domain. A deaccessioned object 
                   may be destroyed it is not salvageable or no longer of interest to any 

                   No member of the Board of Trustees, employee or volunteer, or their 
                   representative or immediate families may be given, sold or otherwise 
                   knowingly obtain deaccessioned objects. Deaccessioned objects may not 
                   be directly sold to private individuals and corporations.

                   All monies realized from the sale of any object or collection will be used 
                   by QEMA only to upgrade QEMA’s collections and their care, 
                   preferably in the curatorial department from which the sold objects were 

Loans	          QEMA may borrow objects from other museums, galleries, and private 
	          sources for the purposes of exhibition, research, or public programming 
	          and education. QEMA may also lend objects from its collections to 
	          responsible institutions for the purposes of exhibition, research, or public 
	          programming and education. 
                   *       All loans are subject to a formal written agreement between the 
                           lender and the borrower, which ensures appropriate coverage of all 
                           insurance obligations. The borrower will comply with all restrictions 
                           and conditions imposed on borrowed objects.
                   *       Loan agreements will specify the purpose and time period of the 
                   *       Loan agreements will address copyright and reproduction rights.

Date               August 15, 2008
Amended            August 16, 2008

Policy Review
Method             Internal Report
Responsibility     QEMA’s Board of Trustees
Minimum Frequency  Every three years
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İ 2013 Quinte Educational Museum and Archives, Inc.