Re: Collections Policies

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Don Jensen (dnjkenosha@wi.rr.com)
Thu, 12 Jun 2008 20:52:55 -0500



Message-ID: <001001c8ccf8$32e3e150$0301a8c0@Jensen>
From: "Don Jensen" <dnjkenosha@wi.rr.com>
Subject: Re: Collections Policies
Date: Thu, 12 Jun 2008 20:52:55 -0500

I think the point was missed here. Of course, deaccessioning is a necessary part of maintaining a collection. The ONLY issue was whether is is wise or unwise to auction or sell deaccessioned items locally because of the possible public relations and image problems. I think that has now been thoroughly discussed and the means and sources for obtaining more information have been offered by the professionals in our midst. No one was "jumping on" any institution for its decisions. But if THIS is not the place to discuss serious questions about museumkeeping, what is? It seems to me that we are all big boys and girls and are capable of an adult discussion from which we might all -- including, most assuredly, me -- can learn something.
--Don Jensen

  ----- Original Message -----
  From: Destinee Swanson
  To: localhistory@listserve.uwec.edu
  Sent: Thursday, June 12, 2008 11:50 AM
  Subject: RE: Collections Policies

  Dear All,
  I am the Curator of the Sauk County Historical Society, and, although I have a Master's Degree in History and Museum Studies, I am new to the field and so I usually abstain from offering my greenhorn opinion on the listserve discussions.
  But I have to say that this particular thread (concerning the case of auctioning off surplus items to the public) has gotten a little bit pretentious on some parts. Specifically, I feel bad about the trunk people being so jumped upon when we haven't even asked them their reasoning behind this issue.
  I agree that, in most cases, it sends somewhat of a mixed signal to the public if an institution sells items from their permanent collection--BUT, I also strongly feel that deaccessioning is a vital part of keeping a healthy collection. And as was mentioned, it is not always possible to find another home for your deaccessioned artifacts
(or, as is more likely, it is not time- or money-wise to spend, say, 3 hours making 47 phone calls to find an "appropriate" home for, say, your stack of antique postcards).
  I currently feel (and perhaps my views may change with time) that if an institution is perfectly clear in their reasoning and intentions it is OK to dispose of artifacts by both selling duplicate items or items unrelated to the current mission, and "retiring" items that are no longer viable. (By "retiring" I here delicately refer to discreetly throwing away/disposing of those things that are either hazardous or just beyond any functional use [even educational endeavors].)
  Even the American Association of Museum's 2004 Code of Ethics does not rule out the possibility of non-profits selling deaccessioned items. This Code states that the "disposal of collections through sale, trade, or research activities is solely for the advancement of the museum's mission. Proceeds from the sale of nonliving collections are to be used consistent with the established standards of the museum's discipline, but in no event shall they be used for anything other than acquisition or direct care of collections."
  I would say that the most important things to remember when making the serious decision to sell a deaccessioned item is:
  (1) Check, doublecheck, and re-check that the artifact has no attached restrictions (even from long ago) specifically stating that the institution would NEVER part with it. (In fact, I think I remember from one of my museum classes some recommendation that the institution might want to run an ad in the local papers related to the artifact stating its original donors--if they are known--and asking that if any descendants--who can legally prove their lineage from said donor--are interested in claiming the item before its sale, they may do so within 30 days, or some other stipulated amount of time. This could really cover you later in the event of such a descendant popping up.) AND
  (2) Ensure that the deaccession process has been thoroughly carried out and that they item to be sold is no longer within the institution's permanent collection--this means to careful and methodical track of ALL paperwork associated with the deaccession process.
  I would also encourage the institution to sell the item through a third party, and make sure that any buyers have no connection to your institution (these measures will, to a certain extent, shield your institution from any "conflict of interest" accusations).
  If it is decided to sell the items to the public locally, either through a live auction, online auction, through the newspaper etc., it would seem very wise to stress the reason for the item's deaccession and sale (i.e. the item in no way supports the current mission; the item is one of several similar already held by the organization; the item was specifically donated for the purpose of fundraising; etc.), both in advertising the sale and in the item description (if it is being sold online or through a newspaper, or at the beginning of the public auction, etc). At this time, it should also be stressed that the proceeds will go directly back into caring for the rest of the collection (and I do agree that this is the only thing that such monies should go toward. In fact, I would suggest stating this in your Collections Policy. This will avoid any tendencies or chance that your institution may rely on such sales to cover budget shortfalls, fund flashy projects, etc.).
  Basically, I am not opposed to selling certain artifacts (under the right circumstances) because it is better than the alternative--which is to (1) let them sit unknown, unused, and decaying within your own collection or (2) end up having to secretly dispose of the item some other way just to get rid of it when they are perfectly viable and valuable objects (at least to someone out there).
  Sorry if this message is convoluted and confusing! Writing a persuasive essay on the spot is not my strong suit.
  Thanks for everyone's opinions and viewpoints! It makes me feel a lot better knowing that every other museum/nonprofit has their own issues and concern--and not just ours.
  Destinee K Swanson
  P.S. I feel it necessary to state that my opinion is in no way reflective of the Sauk County Historical Society's Board of Directors, its members, or its other staff.

-------------------------------------------------------------------------

---
    From: dnjkenosha@wi.rr.com
    To: localhistory@listserve.uwec.edu
    Subject: Re: Collections Policies
    Date: Wed, 11 Jun 2008 13:39:35 -0500

Having initiated the discussion regarding how and where an institution should dispose of deaccessioned items, I would, of course, agree that a museum ought to develop and follow written policy covering the entire aspect of building and managing its collection. And the manual referred to is a good start to developing such a written policy.

However, I was quite disappointed in reading through it to note that there is very little in the way of specifics. We are told it is proper and necessary to deaccession items from time to time. But what are acceptable ways to do so? Other than the preferred, but not always possible, route of transferring them to another, more appropriate institution, we are offered no advice at all.

Happily, the manual said monetary appraisals are not considered ethical. That is useful, professional guidance. But that's another matter. The manual is entirely silent on the issue that some of us have been discussing.

Yes, of course, there should be a policy to deaccession items. BUT where is the discussion of HOW to do it. It should be obvious that it is unethical to sell items from the collection to, say, an individual collector. Yet, I know of instances where small institutions with no professionally trained staff have done just that! Our discussion pertained to the wisdom of auctioning deaccessioned items locally, which is not a matter of ethics but of image and public relations. I have noted that our professional staff has advised our board against that.

I am disappointed that other museum professionals who are part of this list have not chimed in on whether they agree or disagree, on whether they see it as good or bad museum practice to auction, raffle, sell or trade deaccessioned items locally. Come on, folks, we non-professionals look to you for sound advice!

Don Jensen BoD, Kenosha History Center ----- Origainal Message ----- From: Seymour, Janet I - WHS To: localhistory@listserve.uwec.edu Sent: Wednesday, June 11, 2008 10:52 AM Subject: Collections Policies

List Serve Members,

Many of you shared comments and ideas regarding the sale of de-accessioned artifacts. I am sure the discussion was helpful to many.

We at WHS encourage local organizations to develop a collections policy to help you manage your collection and to maintain consistent methods for accessioning and deaccessioning artifacts. You can find a helpful workbook at the link below. It covers how to develop a collections policy for historical records, but the basic principles of how the policy should work apply to three dimensional collections as well.

You can contact me directly if you have further questions about collections policies, or if you would like to receive a copy by mail.

Thanks, Janet

http://www.wisconsinhistory.org/libraryarchives/whrab/wclh.pdf

Janet Seymour Field Services Representative - Northern Region Wisconsin Historical Society

c/o Department of History, UW-Eau Claire 105 Garfield Avenue Eau Claire WI 54701 Voice: 715-836-2250 Web: www.wisconsinhistory.org

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