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SUBJECT: COLLECTION MANAGEMENT POLICY No: 201318 Date: November 18, 2013, Review Date: November 2016 Page: 1 of 6 PURPOSE The purpose of the Collection Management Policy is to guide Staff in making

How to fill out collection management policy

How to fill out a collection management policy?

1. Understand the purpose: Before starting to fill out a collection management policy, it is essential to understand its purpose. A collection management policy outlines guidelines and procedures for managing collections, ensuring their preservation, accessibility, and ethical treatment.
2. Define the scope: Determine the scope of your collection management policy. Will it cover all types of collections or specific ones? Consider factors such as the size of the collection, its diversity, and any unique requirements or considerations.
3. Establish goals: Identify the goals and objectives of your collection management policy. For example, ensuring the long-term preservation of artifacts, enhancing public access to the collection, or developing education programs based on the collection.
4. Conduct a thorough assessment: Assess your existing collection management practices, including acquisition, documentation, storage, preservation, access, and deaccessioning procedures. Identify areas that need improvement or development.
5. Develop policies and procedures: Based on your assessment, develop clear and comprehensive policies and procedures related to collection management. Include guidelines for acquisition, loans, exhibitions, inventory, condition assessment, conservation, storage, accessibility, and rights management.
6. Seek professional advice: If you are unsure about specific aspects of collection management, seek advice or consultation from professionals in the field, such as museum curators, archivists, or librarians. They can provide guidance and expertise to ensure your policy aligns with best practices.
7. Engage stakeholders: Involve relevant stakeholders in the development of your collection management policy. This may include museum staff, board members, researchers, community representatives, or legal advisors. Their input can provide valuable insights and help tailor the policy to meet the needs of different stakeholders.
8. Document the policy: Once all the necessary components are in place, document the collection management policy in a clear and accessible format. Include an introduction, objectives, definitions, policies, and procedures. Use a consistent structure and language to enhance readability.
9. Communicate and implement: Share the collection management policy with relevant stakeholders, ensuring it is easily accessible. Provide training and guidance on its implementation to staff members involved in collection management. Regularly review and update the policy as needed to reflect changes or advancements in the field.

Who needs a collection management policy?

1. Museums and galleries: Museums and galleries that house collections of artworks, artifacts, historical objects, or natural specimens need a collection management policy to guide their operations, ensure proper care of collections, and facilitate their use for educational or research purposes.
2. Libraries and archives: Libraries and archives that hold rare books, manuscripts, photographs, maps, or other materials require a collection management policy to govern the acquisition, preservation, and access to these items, ensuring their long-term availability and protection.
3. Cultural heritage institutions: Institutions dedicated to preserving and showcasing cultural heritage, such as cultural centers, historical societies, or archaeological sites, should have a collection management policy in place to safeguard cultural artifacts and maintain their cultural and historical significance.
4. Educational institutions: Universities, colleges, or schools with specialized collections, such as scientific specimens, archaeological findings, or art collections, can benefit from a collection management policy to guide their usage, preservation, and potential collaboration with external researchers or institutions.
5. Government agencies: Government agencies that handle collections as part of their cultural or historical preservation responsibilities, such as national museums or heritage departments, should establish a collection management policy to ensure responsible stewardship and public access to these collections.

Remember, a collection management policy is crucial for organizations responsible for the safekeeping, organization, and accessibility of collections. It provides a framework to guide decision-making and ensure the long-term preservation and utilization of cultural, historical, or scientific artifacts.

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What is collection management policy?

A collection management policy is a document that outlines an organization's approach to acquiring, preserving, and deaccessioning collection items.

Who is required to file collection management policy?

Any organization or institution that has a collection of items, such as museums, libraries, or archives, may be required to file a collection management policy.

How to fill out collection management policy?

To fill out a collection management policy, organizations should include information on their collection development goals, acquisition criteria, preservation techniques, and deaccessioning procedures.

What is the purpose of collection management policy?

The purpose of a collection management policy is to provide guidance and transparency on how an organization manages its collection, ensuring that items are properly cared for and used.

What information must be reported on collection management policy?

Collection management policies typically include information on the organization's mission, scope of the collection, criteria for acquiring items, procedures for cataloging and storing items, and guidelines for deaccessioning.