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 QEMAs 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 collections. * The care of collections. * The establishment and maintenance of a comprehensive, accessible system of record-keeping for all objects places in the custody of QEMA. * 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 QEMAs 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 QEMAs 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 education * 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 QEMAs collections only under the of Acquisition following conditions: * The objects must be consistent with and relevant to QEMAs mission. * 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 QEMAs financial ability for its proper care and preservation. * 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 appropriate. * 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 QEMAs use of the objects. * All donations to QEMAs 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 creators right to the integrity of the work. Where reasonable, QEMA will respect the creators 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 object. * 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 QEMAs 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 QEMAs 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 QEMAs immediate location without listing of QEMAs 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 party. 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 QEMAs collections and their care, preferably in the curatorial department from which the sold objects were deaccessioned. 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. * Loan agreements will address copyright and reproduction rights. Date August 15, 2008 Approved Amended August 16, 2008 Policy Review Method Internal Report Responsibility QEMAs Board of Trustees Minimum Frequency Every three years
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