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Musée Vankleek Hill Museum Collections Policy
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Intro/Background to Policy Work
This is our workshop site as we continually develop the Collections Policy for the museum which includes an archives component.
You can click on the sub-titles in the Table of Contents below to move from one section to another; or, just scroll down as you read. The references used to create this document are provided here; just click on References in the Table of Contents. Our parent website is located at: www.vankleek.ca
- The Collections Policy is at the heart of any collecting organization and should reflect the needs of the community in harmony with the possibilities of the available space and the capabilities of local governance.
- The Musée Vankleek Hill Museum opened for its first summer season in 2009! After nearly 10 years of restoration work to the McCuaig, Cheney General Store built in 1834.
- The Vankleek Hill Visitor Centre operated by the Vankleek Hill Merchants Association was located in the Museum from 2009 to 2020 when Covid-19 regulations made having the Visitor Centre in a dfferent location a better option.
- Each summer the Historical Society applies for grants to hire summer students to work on a variety of projects: cataloguing artefacts, preparing exhibits; answering genealogy requests; arranging dsplays; welcoming visitors; conducting walking tours.
- Each year, the work of the summer students and volunteers contributes to the advancement of our education component.
As the consultant in the development of this Collections Policy, I leave notes on the DraftPolicyWorkpage so you will know about any recent additions. In the upper left above the title click on Sidebar to see the links to more pages connected to the policy. Those working with me may send comments directly to me.
Collections Policy, Musée Vankleek Hill Museum
Statement of Purpose
The Musée Vankleek Hill Museum is responsible for preserving the collection and making it accessible to present and future generations. This policy provides standards and consistency for the selection, acquisition, preservation, use, and documentation of artifacts and specimens in the collection, and for disposal if necessary. It recognizes collection management responsibilities, and it considers past and present practice, professional and museological standards, collection management issues, and planning for the future.
The Collections Policy strives to uphold the Canadian Museum Association Ethical Guidelines, with particular attention to its public trust role as defined by the CMA:
- Museums have two fundamental public trust responsibilities: stewardship and public service. The trust of stewardship requires museums to acquire, document and preserve collections in accordance with institutional policies, to be accountable for them, and to pass them on to future generations of the public in good condition.
- The trust of public service requires museums to create and advance not only knowledge, but more importantly, understanding, by making the collections and accurate information about them physically and intellectually available to all the communities served by the museum. To this end, museums seek to be public focal points for learning, discussion and development, and to ensure equality of opportunity for access.
1.0 Legal Authority
The Musée Vankleek Hill Museum, governed by the Vankleek Hill & District Historical Society, acts as trustee for the collection. Ownership of the collection rests with the Vankleek Hill & District Historical Society, an affiliate of the Ontario Historical Society. The Musée Vankleek Hill Museum respects the authority of relevant municipal, provincial, federal, and international legislation and conventions applicable to collection management. The Historical Society Board of Directors provides direction for the museum operations.
2.0 Operational Overview
2.1 Collections Committee
The Collections Committee is responsible for the collection and, through the Directors of the Vankleek Hill & District Historical Society, ensures that collection management policies, guidelines, procedures, and standards are developed and implemented.
2.1.1 Manager of Collections
The Manager of Collections, in managing the use and development of collections, applies policies and procedures to identify and recommend acquisitions of relevance to the Musée Vankleek Hill Museum programmes of research and exhibition. This position is sometimes referred to as the Registrar.
2.1.2 Curator
The Curator of the Musée Vankleek Hill Museum is responsible for the museum collection conservation; exhibit research, design, construction, presentation, and display; and educational program presentation. The Curator should involve the museum in many facets of community life, and is responsible, taking direction from the Historical Society Board of Directors, for fundraising (through grant writing and direct solicitation) to support the museum and its activities.
2.1.3 Acquisitions Committee
The Acquisitions Committee includes the Manager of Collections and Curator as members together with other volunteers appointed from time to time by the Collections Committee.
3.0 Responsibility of Staff and Volunteers
The Manager of Collections, Curator, or designate is responsible for ensuring that anyone who works with the collection is aware of policies and procedures. Staff and volunteers must follow these procedures and standards in a consistent manner throughout the Musée Vankleek Hill Museum.
The development and preservation of the collection is led by the Manager of Collections, Curator, or designate with the Collections Committee of the Museum. Together they have direct and prime responsibility for the acquisition, preservation, and documentation of the collection.
Staff and volunteers will strive to maintain artifacts, specimens, and collection records in an environment conducive to preservation. Standards vary according to the nature of the collection and display or storage conditions. The Manager of Collections, Curator, or designate will ensure that the collection is inspected regularly for evidence of damage or deterioration. Any staff member or volunteer who discovers a preservation problem or damage to an artifact or specimen must document and report it immediately to the Manager of Collections or designate.
All staff and volunteers are responsible for maintaining the security of the collection. This encompasses loss or breaches of security. Staff and volunteers must document and report immediately any confirmed loss or breach of security. In some cases (e.g. firearms), legal considerations may require that the police also be notified.
The Manager of Collections, Curator, or designate will ensure that artifacts or specimens having the potential to be hazardous to the public, museum staff, volunteers, the environment, or the collection will be properly handled and stored. All safety regulations (e.g. Workplace Hazardous Materials Information System -- WHMIS) must be followed.
The Manager of Collections, Curator, or designate will ensure that staff and volunteers who have physical access to the collection are trained in and use appropriate care and handling.
3.1 Ethics
In all activities relating to collection management, an employee must not be in conflict of interest with the purposes of the Musée Vankleek Hill Museum. If a conflict develops, the interests of the Museum will take precedence.
The Vankleek Hill Museum & Archives will be guided by established professional standards and ethics. The Collections Committee of the Musée Vankleek Hill Museum has adopted the Canadian Museums Association’s Ethics Guidelines.
4.0 Collection Development
The Musée Vankleek Hill Museum collection consists of specimens and artifacts that represent the natural history and cultural history of Vankleek Hill and district, as well as non-Vankleek Hill material acquired for comparative study. The Museum collects in three primary areas of local history:
- agricultural history,
- industrial history,
- cultural history, including social, political, economic development and ethnology
The Museum will selectively collect within the areas of natural history and archaeology taking into consideration the Museum's ability to serve the sensitive conservation needs of these materials.
In developing the history collections, the principal objectives are to acquire and preserve artifacts produced in Vankleek Hill; artifacts used in Vankleek Hill but made elsewhere; artifacts not made or used in Vankleek Hill but related to the region, collected for special study, exhibit, and educational use.
Development of the collection will meet both the immediate and long-term objectives of the Museum. Development will build on strengths and address weaknesses of the collection as assessed by appropriate collections and curatorial staff, and will take into account current and future projects and needs. Strategies will include both planned and opportunistic approaches.
The collecting strategies of the Musée Vankleek Hill Museum consider the interests of community, regional, national, and international public institutions.
4.1 Objects of the Vankleek Hill & District Historical Society
More particularly, the Musée Vankleek Hill Museum adopts the Objects of the Vankleek Hill & District Historical Society as set out in the Society's constitution:
The object of the Vankleek Hill & District Historical Society is to collect, preserve, research, exhibit and interpret the works of civilization and nature in the town of Vankleek Hill and thereby stimulate a greater interest in, knowledge of, and enthusiasm for the town of Vankleek Hill among both residents and visitors.
The town of Vankleek Hill is more particularly described in geographical, historical and political terms as a settlement founded in c.1797 situated in the Township of West Hawkesbury, and incorporated in May, 1897. The definition of the geographical, historical and political terms is subject to development and revision by the Vankleek Hill & District Historical Society in keeping with the scope of collections.
To foster this knowledge and enthusiasm, the Vankleek Hill & District Historical Society through the Musée Vankleek Hill Museum will –
a) collect relevant objects and information that reflect Vankleek Hill’s past in term of nature, exploration, settlement, culture, social, economic and technical developments;
b) research events and sites of local character that make the history and heritage of Vankleek Hill distinctive, and present these themes to the community in innovative ways;
c) collect objects and information in geographical terms that coincide with the political boundaries of Vankleek Hill that were in effect when the artifact was made or used;
d) preserve these objects against loss and undue deterioration so that they may be maintained for present and future use;
e) stabilize and/or restore these objects where practical;
f) show the public these objects through permanent and temporary exhibits, and to implement travelling off-site exhibits within the community;
g) interpret these objects through the use of audio-visual materials, photographs, talks, publications, informational services, educational programmes and special events;
h) make available these objects for research purposes;
i) develop through these activities an ongoing dialogue with the public which lead to a greater knowledge of, and sensitivity to our local, provincial, or national heritage, and our part in it.
4.2 Focus of Collections
- The Musée Vankleek Hill Museum has been created to collect, preserve, research, exhibit and interpret objects that best serve to illustrate the founding, settlement and development of the the town of Vankleek Hill and immediate area from 1797 to the present with primary focus on the time period of 1797 to 1920.
- The Musée Vankleek Hill Museum will create an historically accurate General Store theme as a vehicle through which our community's local history can be interpreted;
- The term "collection" as used in this Collections Policy is understood to mean the acquisition of historically significant artifacts that contribute to an understanding of past human behaviour, customs, activities, episodes, institutions and personalities. The artifacts collected must be historically significant to the town of Vankleek Hill and immediate area.
- The collection must be representative of the popular culture from 1797 to the present, and objects must relate to one another. Priority will be given to objects associated with notable events, periods, episodes and personalities in the town of Vankleek Hill and immediate area.
- The objects must be in reasonable condition so that the Museum may fulfill its goal of preservation, with as little alteration to objects as possible.
- The Museum will not collect curiosities and relics that do not contribute to a significant historical awareness for the town of Vankleek Hill and immediate area.
L: B. Day General Store, c.1920 R: Mr. & Mrs. A. Poirier, White Palace, c.1918
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5.0 Acquisition
The Musée Vankleek Hill Museum obtains artifacts and specimens through a variety of methods. Staff must undertake acquisition in accordance with the highest professional standards and ethics. When an acquisition is considered, the Museum must make a serious, diligent, and documented effort to establish ownership. In the case of gifts or bequests, purchases, or exchanges, clear title must be transferred to the Vankleek Hill & District Historical Society. Conditions cannot be attached that would limit the Museum’s use of the material, except with the approval of the Collections Committee. Conditions cannot be illegal.
5.1 Criteria for Acquisition
The Musée Vankleek Hill Museum will strive to acquire artifacts and specimens that generally are complete and in good condition, and for which provenance or locality is well documented. The decision to acquire an artifact or specimen will be based upon the following considerations:
• relevance to the mandate of the Museum and to collection development objectives
• significance, such as association with an event, person, historical period, or geographic area
• representation of themes, processes, activities, and cultural norms with regional significance
• results of primary research in Vankleek Hill
• availability of human and financial resources to acquire, document, preserve, store, and exhibit the artifact or specimen
• opportunities for use, exhibition, research, and other program requirements
• physical condition
• cultural sensitivity
• oral or written documentation to support ownership, authenticity, study, and use
• absence of threats to users or to other elements of the collection
• absence of restrictions on use or disposition
• compliance with applicable legislation and regulations
5.2 Approval Process for Acquisition
Acquisitions are ultimately the responsibility of the Collections Committee; this responsibility is generally delegated to the Manager of Collections, Curator, or designate.
The decision to acquire an artifact or specimen will be made by the Acquisition Committee of at least three people appointed by the Collections Committee, which must include at least one of the following: Manager of Collections, Curator, or designate responsible for the collection. The Collections Committee may appoint other staff as appropriate. The committee will not include any individual offering an artifact or specimen to the Museum.
In some circumstances, acquisitions are taken to the Board of Directors of the Vankleek Hill & District Historical Society for recommendation. These include:
• purchases for which funds are requested from the Board
• purchases that generate charitable tax receipts in excess of $1,000
• donations or purchases of a potentially controversial nature (e.g. cultural sensitivity, negative public scrutiny)
• acquisitions that require a significant outlay of resources, at the time of acceptance or in the future. (e.g. for storage, conservation, etc.)
The prospective donor or vendor must be issued a Receipt for Artifacts and Specimens when artifacts or specimens are received for consideration by the Museum.
A Gift Agreement or invoice must be signed to prove the transfer of ownership if the artifact or specimen is accepted. If the artifact or specimen is rejected, the owner will be notified and given 90 days to retrieve the object. If the owner does not retrieve the object within 90 days, it will be disposed of in accordance with the Museum’s guidelines and procedures, treated as abandoned property.
5.3 Methods of Acquisition
Artifacts and specimens are acquired through field collecting, gift or bequest, purchase, exchange, and transfer; some are also acquired in-house, and found in the collection.
a) Field Collecting
Specimens or artifacts may be collected by museum staff, or by others acting on behalf of the Museum, directly from their context in the field. Items of archaeological and paleontological material should be verified with the Museum of Civilization, or Museum of Nature or similar authority. The Museum may retain only those artifacts and specimens that are deemed to be significant and legal.
b) Gift or Bequest
A gift or bequest may be accepted from any source, including a staff member.
c) Purchase
Artifacts or specimens may be purchased from any sources. However, purchase from a member of the Board of Directors, Collections Committee, staff, volunteer, or research associate of the Museum, their family members or friends, or an organization in which the individual has an interest, requires the approval of the Collections Committee. In such cases the Collections Committee will establish a purchase price that reflects fair market value, with adherence to ethical guidelines.
d) Exchange
The exchange of specimens or artifacts between institutions is an established and useful means of developing and improving a collection. Exchanges may be arranged by the Manager of Collections or Curator with the approval of the Accessions Committee. Exchanges may be made provided that:
• both parties are in full agreement with the terms and conditions
• both the acquisition and the disposal of artifacts or specimens are documented for the permanent records
• the removal of the object would not impair the collection in any functional way
• the removal will be approved through the de-accessioning process (see section 11).
e) Transfer
The Musée Vankleek Hill Museum may acquire artifacts or specimens from other like-minded memory organizations or agencies. The transfer must be supported by documentation.
f) In-house
Objects created or used within the Museum may be subsequently accessioned into the collection.
g) Found in the Collection
Un-accessioned objects that have been treated as artifacts or specimens over time but for which acquisition documentation cannot be found are designated ‘found in the collection.’ These objects will be accessioned if approved through the acquisition process.
5.4 Income Tax Receipts and Appraisals
Income tax receipts for artifacts or specimens, including those in a working collection, are available to all donors, including staff members. The receipt will reflect fair market value at the time of acquisition, determined by appraisal.
The Musée Vankleek Hill Museum, through the Vankleek Hill & District Historical Society, will not issue a tax receipt before a Gift Agreement is signed. It is preferable that an appraisal not be undertaken before a Gift Agreement is signed as this action may ultimately reflect upon the reputation of the Museum. All tax receipts must be signed by the person authorized by the Vankleek Hill & District Historical Society, who must keep a copy of the tax receipt in perpetuity.
An appraisal for a gift with a fair market value of $1,000 or less can be provided by a qualified staff member. When the value exceeds that amount, a qualified staff member can appraise it if there is difficulty finding an independent appraiser, or if it involves unreasonable expense. (Canada Customs and Revenue Agency, Gifts and Income Tax, P113(e), revised 2000) Whenever possible, it is recommended that an appraisal for a gift with a value of more than $1,000 be undertaken by an appraiser acting at arm’s length from the Museum and the donor. Such gifts that generate tax receipts in excess of $1000 first go before the Collections Committee.
The cost of an outside appraisal for income tax purposes will generally be negotiated with the potential donor.
The Musée Vankleek Hill Museum does not undertake paid or unpaid third-party appraisals. Museum staff will not recommend to the public a specific dealer, appraiser, or auctioneer, but may provide a list of such people with the understanding that this does not constitute an endorsement.
Application for certification as Cultural Property for income tax purposes may be made for artifacts and specimens that appear to be of outstanding significance and national importance. The process is initiated by the Manager of Collections, Curator, or designate. All applications and correspondence will be submitted to the Canadian Cultural Property Export Review Board by the person authorized by the Collections Committee. Costs related to this procedure will be negotiated with the donor.
6.0 Documentation
The Musée Vankleek Hill Museum must accurately and thoroughly document the collection to realize its value and significance, and to fulfill the institution’s stewardship role. Documentation is essential for collection development, research, preservation, and interpretation. Documentation is the responsibility of the Acquisitions Committee, Manager of Collections, or Curator, and other staff as appropriate.
Documentation will include information, in written, electronic, audio visual, or graphic form, pertaining to the identity, locality, provenance, and transfer of legal title of artifacts and specimens in the collection, and other related information regarding significance, function, description, condition, and usage after acquisition.
When being integrated into the collection, each artifact and specimen must be described in sufficient detail to enable the detection of any deterioration. Any change in condition or treatment to an artifact or specimen will also be documented.
Temporary or permanent change in the status of an artifact or specimen, such as an outgoing loan, deaccessioning, or transfer to a working collection, must be thoroughly documented.
The Museum will use accepted and consistent standards, methods, and procedures to document the collection. Documentation must be maintained in perpetuity. Normally, documentation itself is not considered part of the collection. Legal documents dealing with acquisitions must be kept in hard-copy form, with a duplicate set stored in an off-site location. Copies of electronic records stored on the Museum Information Management System must be maintained and stored off-site. Documentation should be maintained in a secure and stable environment.
While some documentation may be subject to restrictions, the Museum should ensure that research information about the collection is easily accessible to the public.
An outline of the artefact entry process is provided: Museum Documentation
6.1 Classification System
The Musée Vankleek Hill Museum will adopt the use of the Canadian Parks Service Classification System for Historical Collections and its accompanying Thesauraus. This system is open to having additional terms added should artifacts, previously undescribed, enter the collection. It is recognized as a standard tool for managing historical collections in many museums, museum associations, and special interest groups at a local, regional, provincial and federal level.
7.0 Conservation
The conservation goals of the Musée Vankleek Hill Museum are presented on our Collection Policy page available here: Conservation Policy
8.0 Preservation
The Musée Vankleek Hill Museum has a responsibility to preserve its collection in perpetuity, with the exception of artifacts and specimens designated as ‘working collection.’ Preservation responsibility includes artifacts and specimens in storage, on exhibit, used in programs and research, on loan, and in transit. The preservation of the collection is the direct responsibility of the Collections Committee, Manager of Collections, Curator, or designate, and other staff as appropriate. However, all staff and volunteers must share the responsibility.
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9.0 Use
The Musée Vankleek Hill Museum is committed to the long-term preservation of artifacts and specimens in the collection. However, a balance must be struck between the preservation of the collection and its use for research, exhibition, educational, promotional, and commercial purposes.
The Museum acknowledges that access to and use of the collection, by staff and the public, increases risk to artifacts and specimens and requires appropriate controls.
Access to the collection is provided through exhibitions, programs, events, publications, collection records, research files, visual resources, and consultation with curatorial staff. Canada's Freedom of Information and Protection of Privacy legislation restricts access to some information, including sensitive archival information about living persons and that related to the location of vulnerable cultural history or natural history sites.
Access to and use of archaeological and ethnological artifacts must consider cultural sensitivities.
Access to and handling of firearms is restricted under federal legislation.
The collection must be organized and managed in such a way that it is readily accessible for all purposes consistent with the goals of the Museum.
9.1 Staff Access to the Collection
The level of staff access to the collection is determined by the Collections Committee, Manager of Collections, Curator, or designate. Staff and volunteers who handle artifacts and specimens must be appropriately trained and supervised.
9.2 Public Use of the Collection
The Musée Vankleek Hill Museum allows limited use of its collection by the public for commercial and non-commercial purposes. This may involve physical or intellectual access to the collection.
Physical access to artifacts and specimens is provided through exhibitions, programs, events, and tours. Other requests for physical access will be considered individually (e.g. loans, individual requests, and fee-for-use situations).
Intellectual access to the collection through records, images, and other information may be requested for publication, research, web sites, electronic media, display, promotional materials, personal use, media, films, and advertising.
Access to and use of the collection is at the discretion of the Collections Committee, Manager of Collections, Curator, or designate, and is generally provided to any person who can demonstrate a need. Determining factors include:
• condition of the artifact or specimen
• risk to the artifact or specimen
• location
• security
• health and safety risks
• copyright
• artist’s rights
• intended use
• expertise of the enquirer
• human and financial resources available
Access and fee structure for use of the collection for commercial purposes are governed by specific policies and fee schedules.
In keeping with its educational mandate, the Musée Vankleek Hill Museum supports use for non-commercial purposes.
Any agreement involving use of the collection must be documented in writing, signed by both parties, and approved by the Manager of Collections, Curator, or designate. The Musée Vankleek Hill Museum must be credited for any use of its collection.
9.3 Working Collection
The Musée Vankleek Hill Museum recognizes the value of using artifacts and specimens in public and school programs. These programs require objects that can be operated or handled by staff, volunteers, and the public, and that, ultimately, may be expendable. To fulfill this need the Museum has established a working collection. Collection staff will advise on the appropriate use of these artifacts and specimens.
The curatorial decision that leads to a designation of ‘working collection’ also may result in a reduced level of care, documentation, conservation, and restoration.
9.3.1 Designation of a working artifact or specimen
Artifacts and specimens may be acquired specifically for the working collection or may be transferred from the permanent collection to the working collection. The decision to designate an artifact or specimen as part of the working collection will be made by the Acquisition Committee. The transfer of an artifact or specimen from the permanent collection must be approved by the Collections Committee.
Artifacts or specimens designated as part of a working collection must:
• fulfill a program need
• be appropriate to the program
• be demonstrated to be expendable (e.g. a duplicate with no defined purpose, over-representation in the collection)
• be safe to use
• not contravene legislation (e.g. firearms)
Artifacts or specimens donated specifically for use in the working collection will be identified as such on the Gift Agreement. When an artifact or specimen is transferred to the working collection, the reasons for the change in status must be documented. All artifacts and specimens acquired for the working collection must be registered and catalogued in accordance with museum standards. Artifacts or specimens in the working collection must be clearly labeled as working collection, and the collection record will indicate the status of the objects as working collection.
9.3.2 De-accessioning an artifact or specimen from a working collection
When an artifact or specimen in the ‘working collection’ is no longer needed or useful, it must be de-accessioned in accordance with section 11.0 of this policy, or returned to the permanent collection if that was its origin.
9.4 Other Materials
Material may be acquired for educational programs, exhibits, props, spare parts, or for purposes such as training or analysis. The material is not considered part of the collection.
9.5 Change in Location
Artifacts and specimens may change location from time to time for a variety of reasons. Some of these relocations are short term and others are long term. When an artifact or specimen is moved for a short period, any documentation, including the accession or catalogue file, remains at the original site. A change of location must be recorded in the artifact record. When an artifact or specimen is moved for a long period, the copy of the accession or catalogue file goes to the destination site; the site of origin will maintain the original of the file for audit purposes.
10.0 Loans
10.1 Loans to the Museum
The Musée Vankleek Hill Museum borrows artifacts and specimens for exhibition, study, or other purposes consistent with the mandate of the Museum and for a specified time period.
Loans are made to the Musée Vankleek Hill Museum by institutions and individuals. Before a loan transaction is completed the Museum must make a serious, diligent, and documented effort to confirm ownership. The lender retains legal ownership of the artifact or specimen. A "Loan agreement", specifying intended use, must be completed for such material and the transaction must be approved by the Collections Committee, or Accessions Committee, together with the Manager of Collections, Curator or designate approved by the Collections Committee.
All loans for travelling exhibitions must use the same approval process.
The Museum will provide the same standard of care and security for the artifacts and specimens on loan to the Museum as it does for those in its collection. Treatment will not be undertaken on borrowed artifacts and specimens without prior written consent from the owner. Any treatments must be documented. In the unusual event that a borrowed object cannot be returned to the lender after a serious, diligent, and documented effort has been made, it should be treated as abandoned property.
When the Museum borrows material and exhibits from another institution, it will follow the procedures prescribed by the lending institution.
When the Museum borrows material from individuals, or from institutions with no lending procedures or forms, it will follow the mandated procedures of the Museum.
Incoming loans must be fully documented. The documentation will include one copy of the signed loan form and information relating to value and condition. These records must be retained in perpetuity.
Establishing the value of the item for insurance purposes is the responsibility of the lender.
Artifacts and specimens moved within the Museum, either short term or long term, are not considered loans.
10.2 Loans from the Museum
The Musée Vankleek Hill Museum normally lends artifacts and specimens to institutions. Loans are not normally made to individuals. The purpose of the loan must be consistent with the interests of the Museum, and not pose undue risk to the artifact or specimen. Loans are made for a specified time period.
The Manager of Collections, Curator, or designate is responsible for ensuring that those who borrow or otherwise use material for any purpose are able to provide necessary care. Individuals within both the borrowing and lending institutions taking responsibility for the transaction must be authorized to do so. All loans from the Museum must be approved by the Collections Committee or designate.
Natural History type Specimens normally will not be loaned.
Outgoing loans must be fully documented. The documentation will include one copy of the signed loan form and information relating to value and condition. These records must be retained in perpetuity.
The Musée Vankleek Hill Museum reserves the right not to lend artifacts or specimens.
11.0 Insurance
The Musée Vankleek Hill Museum provides, when appropriate and when resources permit, insurance for its collection and for loans to and from the Museum. The Museum, when appropriate and when resources permit, will carry several types of insurance, including blanket property, fine arts, marine, and liability. Additional insurance may be required under certain circumstances. The Collections Committee or designates are responsible for obtaining insurance for the collection at fair market value, acquiring additional coverage when necessary, and obtaining valuations for insurance purposes.
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12.0 De-accessioning
In the Musée Vankleek Hill Museum there is a strong presumption against removing accessioned objects from the collection. However, the Museum recognizes that there are circumstances when de-accessioning can refine the quality and improve the relevance of a museum’s collection.
De-accessioning must be undertaken in accordance with the highest professional standards and ethics, and must not be influenced by arbitrary taste or individual preference. Reasons must be ethical, defensible, and objective.
De-accessioning must be undertaken with great scrutiny, and requires institutional review and final approval from the Board of Directors of the Vankleek Hill & District Historical Society to ensure a system of checks and balances.
The de-accessioned artifacts or specimens must be thoroughly documented along with the reasons for their de-accession and the processes involved. These records must be retained by the Museum.
Any disposal of artifacts or specimens will be in accordance with the general principles of cultural property as set out by the International Council of Museums (UNESCO), and the current guidelines of the Canadian Museum Association.
A concerted and documented effort must be made to keep de-accessioned objects in the public trust.
12.1 Criteria for De-accessioning
The Manager of Collections, Curator, or designate initiating a proposal must be able to demonstrate clearly the need for de-accessioning, in accordance with one or more of the following criteria:
• a specimen or artifact constitutes a physical hazard or health risk to staff or the public
• a specimen or artifact does not fall within the Musée Vankleek Hill Museum mandate and written collection development objectives
• the Musée Vankleek Hill Museum is incapable of providing the conditions necessary for minimum curatorial care
• a specimen or artifact has deteriorated or is damaged to a point where it does not serve a useful purpose; or poses a preservation threat to other elements of the collection or museum structures
• a specimen or artifact is a duplicate having no definable purpose; provenance and other documentation must be taken into account when determining duplicate status
• a specimen or artifact is over-representative of a particular type in the collection; provenance and other documentation must be taken into account when determining a specimen or artifact is over-represented
• a specimen or artifact has a fraudulent, unethical, or illegal provenance
• a specimen or artifact has been misidentified, or is found to be a fake, forgery, or copy with no definable purpose
• the potential for gaining knowledge by destructive analysis of the object justifies its loss from the collection
The Musée Vankleek Hill Museum will not de-accession an artifact or specimen at the request of the donor or seller.
An artifact or specimen may be removed from the collection as a result of a request for repatriation.
12.2 Conditions for De-accessioning
When de-accessioning is initiated, the Musée Vankleek Hill Museum must ensure that:
• it has clear title to the object or, in the case of poorly or undocumented material, be able to demonstrate that it has made a serious, diligent, and documented investigation to determine ownership
• there are no legal or legislative restrictions that prohibit de-accessioning the artifact or specimen
• the object has been offered as an artifact or specimen to other museums within the region
• an object for which a request for repatriation reasonably could be expected to arise in the future is not to be considered for de-accessioning for other reasons
• the reasons for the removal of any artifact or specimen from the collection must be thoroughly documented in accordance with the highest professional standards, and the documentation retained, so that the reasons for such action can be known in the future
• if an artifact or specimen is undocumented, the Museum must make a serious, diligent, and documented effort to learn more about it before considering de-accessioning
12.3 Process for De-accessioning
The process of de-accessioning must be initiated with a written proposal supported by appropriate documentation and a recommended means of disposition. This proposal must be developed in consultation with the Manager of Collections, Curator, or designate responsible for the collection. The proposal must be approved by the Acquisitions Committee, Collections Committee, and the Board of Directors of the Vankleek Hill & District Historical Society.
12.4 Methods of Disposition
A demonstrated effort must be made to keep a de-accessioned artifact or specimen in the public trust by offering it to other museums, universities, or public institutions (as a gift or for exchange or sale) before offering it for sale to others including the original donor.
Primary consideration should be given to retaining the artifact or specimen in the community, within the Vankleek Hill, Glengarry-Prescott-Russell region, within the Province of Ontario, and then Canada, according to where it is most relevant. A member of the Board of Directors, the staff, or volunteer of the Museum, including directly and locally managed sites, their family members or business associates, and organizations associated with financial or in-kind support may not acquire, through any means, any artifact or specimen de-accessioned by the Musée Vankleek Hill Museum.
When the Museum chooses to de-accession an artifact or specimen, staff may consider, as a courtesy, notifying the original donor in keeping with the Canadian Museum Association Ethical Guidelines that state:
*Museums may not dispose of collections by returning them to the original donors as a gift, (whether or not the donor received any tax benefit at the time of the donation); however, museums may allow the original donor to purchase the material at current fair market value once attempts to keep the item in the public trust are exhausted.
The following methods may be considered for the disposition of an artifact or specimen:
a) Internal Transfer
within the Musée Vankleek Hill Museum for non-collection use (e.g. destructive analysis, props, training, etc.)
b) Gift
to another museum, university, or public institution
c) Exchange
with another museum, university, or public institution
d) Sale
The Museum may sell de-accessioned material, and should attempt, where possible, to establish a sale price based on fair market value. Disposition by sale, in order of preference, includes:
*i) a museum, university, or public institution.
*ii) the highest bidder at a publicly advertised auction sale, or by tender
*iii) reputable and established dealers
*iv) sale for scrap value
To ensure that the transaction is public and fair, arrangements for public sale of Musée Vankleek Hill Museum objects will be in accordance with the principles of cultural property as set out by the International Council of Museums (UNESCO) and current guidelines of the Canadian Museums Association.
In the spirit of remaining at arm’s length, no public sale of de-accessioned artifacts will take place on any historical or business premises directly associated with the Vankleek Hill & District Historical Society.
e) Destruction
Disposition of an artifact by destruction will be permitted if
• the object is hazardous or poses a danger to staff, public, or the collection
• the object has deteriorated or is damaged to a point where it does not serve a definable purpose
• all reasonable efforts have been made to dispose of the object through other methods
Two witnesses must be present to observe the destruction.
f ) Return
According to the Canada Customs and Revenue Agency (see Bulletin IT-110R3 Gifts and Official Donation Receipts, section 3), the Musée Vankleek Hill Museum cannot return an artifact or specimen to the original donor when a tax receipt was issued. “The tax credit is a non-refundable and non-transferable federal tax credit deductible against Part I tax payable.”
An artifact or specimen may be returned to the rightful owner if it is determined that the Museum does not have legitimate ownership, or as a result of a repatriation process.
12.5 Communication Plan for De-accessioning
The Musée Vankleek Hill Museum must create a public communication plan when an artifact or specimen has been recommended for de-accessioning. The plan must address the intent and circumstances of the decision to de-accession the artifact or specimen. The Museum staff that recommends de-accessioning is responsible for creating the plan and presenting it to the Collections Committee for approval.
13.0 Repatriation
The Musée Vankleek Hill Museum may repatriate artifacts or specimens in accordance with the principles and guidelines stated in the Canadian Museums Association’s Ethics Guidelines, and in the Canadian Archaeological Association’s Statement of Principles for Ethical Conduct Pertaining to Aboriginal Peoples.
All requests for repatriation must be approached with respect and sensitivity.
The Museum recognizes that requests for repatriation can only be resolved on a case-by-case basis.
14.0 Cooperation with other institutions
The Musée Vankleek Hill Museum encourages the development of public collections in other institutions, to the extent practicable, by offering advice, by identifying and authenticating artifacts and specimens, and by cooperating with the collecting activities of other institutions.
15.0 Policy Review
This Collection Management Policy will be formally reviewed by the Musée Vankleek Hill Museum every five years. Amendments may be required at other times and must be approved by the Board of Directors of the Vankleek Hill & District Historical Society and the Collections Committee with input by the Manager of Collections, Curator, or designated staff.
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Musée Vankleek Hill Museum
Draft Archives Acquisition Policy
16.0 Archives Acquisition
Throughout the policy for the Archives portion of the Musée Vankleek Hill Museum Collections Policy, it is understood that the Vankleek Hill & District Historical Society will be guided by the restrictions and directives contained in the Canada Copyright Act, the Access to Information and Protection of Privacy Act, the Canada Revenue Agency, and other municipal, provincial, and federal legal requirements that may come into force.
Archives refers to the records of enduring value to an organization, as well as the building used to house these records. Archives may consist of recorded information in any format: electronic, micrographic, textual, cartographic, photographic, audio/visual, etc.
The Archives acquires material of archival and/or informational value. Material acquired by the Archives is classified as either "archival" or "reference” (non-archival) material.
Material is defined as any kind of recorded information, regardless of physical form or characteristics. "Material" is an umbrella term that includes, but is not limited to, documents, records, photographs, films, machine readable magnetic and optic media, published and unpublished manuscripts, maps, plans, and sound recordings.
17.0 Archives Scope
The Musée Vankleek Hill Museum is primarily interested in acquiring records in the form of archival fonds, that can be described as material created, or received and accumulated, by a person, family or organization in the course of their normal conduct of affairs, and preserved because of their continuing value as they relate to Vankleek Hill. These records provide evidence of the activities of their creator in carrying out his/her/its everyday affairs.
The Musée Vankleek Hill Museum also acquires collections, that is, artificial accumulations of records acquired for a specific purpose or use from a variety of sources; single items, that may be items where the rest of the records from the same source may no longer exist; and discrete items, where the provenance and creator of the item may not be known, but where the actual intrinsic or historical value of the record as they relate to Vankleek Hill is great enough to merit its long-term preservation.
Not all records offered to the Musée Vankleek Hill Museum will be accepted. Such factors as authenticity, age, rarity, condition, relationship to other records already held in the Archives, and undue restrictions relating to access, use and copyright may also be taken into account when the Musée Vankleek Hill Museum is considering acquisitions from donors.
Some offers may be referred to federal, provincial or regional archives, other heritage institutions, or repositories best suited for the preservation and continued historicity of the particular records. There will be no offer of guarantee that these other repositories will agree to accept the records.
18.0 Purposes of Archives
18.1 In-House Archives
The fundamental purpose of the Archives portion of the Musée Vankleek Hill Museum is to serve as an In-House Archives that will appraise, collect, organize, describe, preserve and make available in a timely fashion for research purposes the historical memory, through selected records and manuscripts, of the Vankleek Hill & District Historical Society.
• Vankleek Hill & District Historical Society documents eligible for Archives appraisal include official records made, received and accumulated by Historical Society officials and the various governing bodies of the Museum & the Archives in the process of furthering the mandate of the governing organization. These documents include correspondence, reports, minutes, directives, announcements, publications, architectural and building plans, and any other material produced by the Historical Society of enduring value.
• Eligible for Archives appraisal are records and papers that significantly reflect the life of the Historical Society; publications that are related to some aspect of the life of the Historical Society. Materials in other formats, i.e. microfilm, film, tape recordings, machine readable data, photographs, etc. relating to the Historical Society will be eligible for Archives appraisal.
• Memorabilia i.e. artifacts or other objects identified as commemorating significant events in the history of the Vankleek Hill & District Historical Society, or as having permanent interest because of their association with events, persons, or groups notable in the development of the Historical Society and the various governing bodies of the Museum & the Archives will be eligible for Archives appraisal.
Records: Personnel and operational records of the Historical Society will be retained in the working office of the Historical Society in keeping with legal requirements of the Access to Information and Protection of Privacy Act and the Canada Revenue Agency. Records are eligible for final disposition when their scheduled active and semi-active retention periods have expired. Scheduled final disposition may consist of destruction, full or selective retention by the Musée Vankleek Hill Museum.
18.2 Collecting Archives
The historical purpose of the Vankleek Hill Archives extends to service as a Collecting Archives for the broader community represented by the Vankleek Hill & District Historical Society as described in its constitution, and as stated in Item 4.0 Collection Development of the Musée Vankleek Hill Museum Collections Policy. To meet this purpose, the Archives will appraise, collect, organize, describe, make available and preserve records/manuscripts of historical, legal, fiscal and/or administrative value to the broader community of Vankleek Hill that it serves, and
*provide adequate facilities for the retention and preservation of such records;
*provide archival reference services that will assist the operation of the Archives;
*promote knowledge and understanding of the origins, aims, programs and goals of the Archives;
*serve research and education.
Some examples of holdings that represent individuals and families, arts and community organizations, clubs and local businesses and selected local government are:
• letters, manuscripts, diaries
• notes or recordings of interviews
• photographs, sketches and paintings
• birth, death and marriage records
• unique land registries, titles to property, and maps,
• court records
• architectural plans and engineering drawings
• audio, video and film records
• meeting minutes, memoranda, and correspondence of associations, political parties, and other formal groups.
19.0 Governance of Archives
The Archives portion of the Musée Vankleek Hill Museum will be governed in keeping with items 1 through 14 of this Collections Policy.
20.0 Archival Description
The Rules of Archival Description (RAD) provides the archival profession with a comprehensive set of rules for describing archival material at all levels, and in all media. RAD provides a consistent and common foundation for the description of archival material within a fonds based on traditional archival principles. The Vankleek Hill Archives will be guided by the RAD principles of description.
21.0 Reference Material
The archives will maintain a small working reference collection pertaining to the history of Vankleek Hill, and the administration of the Musée Vankleek Hill Museum.
The term "reference material" refers to non-archival material collected or created artificially on the basis of some common characteristic (e.g., a particular subject) for the purpose of research and preservation. This material does not provide primary evidence of the activities of a creator in his/her/its normal conduct of affairs, and therefore cannot be said to have archival value. However, material of this sort may have substantial informational value in that it could provide both a source of historical information for researchers and a historical context for the archival records in the holdings.
Glossary
Certain words or phrases used in this policy have developed specific meaning through museum and archives usage:
Accession
An accession is an item, a fonds or a collection acquired at oen time from a single course. A fonds may be acquired in several accessions. One accession may include several collections or fonds.
Accessioning
The act of formally including the item in the permanent collection and recording it in the inventory of the permanent collection commonly known as the accession registry. Accessioning is a formal process that documents the transfer of legal title of the artefact or archival materials to the museum & archives. In addition to conveying clear title from the owner(s) to the repository, accessioning also details restrictions on access, copying and citations, and informs the owner of de-accessioning policies.
Acquisition
The act of taking legal possession and ownership of an artifact or specimen to develop a collection.
Archives
Archives are the records created and accumulated by a person or an organization in the course of routine business and kept due to their continuing or enduring value. These will be records no longer needed in day-to-day decisions, but recognized as being important for historical or legal purposes. While libraries carry published books and journals or secondary sources that are usually widely available, archives hold original records or primary sources. Archives are mainly made up of ‘primary sources’. These are original records created at the time of the event. They are generally unpublished. Archives are not necessarily old. A public archives might also receive recent papers from individual donors.
Artefact
An object showing human workmanship or modification, as distinguished from a natural object (specimen); may include contemporary and period images (photographs, drawings, charts, plans, maps, etc.), books, oral history recordings, theme- related or site-specific archival materials.
Catalogue
(1) a file comprised of document/s for each object in the Permanent Collection; (2)a publication listing and describing objects in the Permanent Collection or in a special exhibition; (3) the act of classifying objects methodically, and usually with descriptive detail; often a responsibility of the Registrar or Curator.
Collection Management
The actions taken or coordinated toward the acquisition, documentation, preservation, use, and disposition of a museum collection in order to meet the museums goals. These actions include maintaining registration records, accessioning, cataloguing, ensuring proper storage, taking regular inventory, and monitoring the condition of artifacts and specimens in the collection.
Conservation
The application of science to the examination, maintenance, and treatment of artifacts or specimens. Its principal aim is to stabilize artifacts or specimens in their present state. It encompasses both preventive conservation and conservation treatments.
Conservation Treatment
An intervention causing changes in the physical properties or structure of an artifact or specimen.
Curator
A person who has responsibility for the care, research, exhibition, and increase or improvement of the collections.
De-accession
The permanent removal of an artifact or specimen from the collection, following stringent guidelines and detailed procedures.
Disposition
The method of removing an artifact or specimen from the collection, after it has been de-accessioned.
Duplicate
Two things exactly alike and usually produced at the same time.
Fonds
An accession is an item, a fonds or a collection, acquired at one time from a single source. A fonds may be acquired in several accessions. One accession may include several collections or fonds.
Historical Significance
"An historically significant object contributes to a clearer understanding or interpretation of some former custom, activity, episode, or personality. The extent of this contribution depends upon 1) its documented individual history; 2) its physical character and condition; 3) the nature of the historic period or episode with which it is associated." (Guthe, Carl E., The Management of Small History Museums, p.27)
Interpretation
A communication process designed to reveal meanings and relationships (of cultural and natural heritage) to visitors, through first-hand experience with objects, artifacts, landscapes, and sites. An educational activity that aims to reveal meanings and relationships (of cultural and natural heritage) through the use of original objects, first-hand experience, and illustrative media, rather than simply to communicate factual information.
Local History Museum
History museums have concern over the knowledge of history and its relevance to the present and future. History museums tend to cover specialized aspects of history at the local or provincial level; some are more general.
Locally Managed Museum
A municipally-owned site, operated in partnership by a community-based, incorporated, non-profit society. Operational funding, operating guidelines, support, and liaison in the case of the Musée Vankleek Hill Museum are provided through the Vankleek Hill & District Historical Society.
Material Evidence
Any artifact or specimen that serves as a source of information about cultural history or natural history.
Museum
Museums enable people to explore collections for inspiration, learning and enjoyment. They are institutions that collect, safeguard and make accessible artefacts and specimens, which they hold in trust for society.
Museum Standards
Standards acknowledge the public accountability of museums and their responsibility to make collections available and meaningful to that public and to do so in an honest, unbiased manner. Standards contribute to fulfilling the obligations of public trust by creating reference points for standard practice which museums can work towards in their planning.
Preservation
The effect of all actions performed to maintain and stabilize the condition of the objects in the collection, in order to pass them along to future generations. It includes conservation treatments and preventive conservation. It also includes actions that have a direct effect on the physical well-being of the collection, such as the use of safe and proper storage, handling, and exhibition techniques.
Preventive Conservation
Non-intrusive actions taken to slow or stop deterioration and to prevent damage to artifacts or specimens.
Provenance
The history of the artifact or specimen, its origin or source. The more common term for anthropological collections is ‘provenience,’ which defines an object in terms of the specific geographic location of origin. In scientific collections, the term ‘locality’ is used, meaning specific geographic point of origin.
In archival theory, the principle of provenance requires that the archives of an agency or person not be mixed or combined with the archives of another, ie the archives are retaiined and documented in their functional and/or organisational context. ["Keeping Archives," Australian Society of Archivists]
Public Institution
An institution that is publicly owned, that is operated for the benefit of the public and not for the benefit of a private person, that is established for educational and cultural purposes, that preserves artifacts or specimens, and that exhibits or otherwise makes them available to the public.
Public Trust
The public trust is the guiding principle of all public museums regardless of their size, type or operating budget. The museum’s community is the public it serves and can be geographic, identity or interest based. The museum relies on its community to visit, to donate and to volunteer. There is a generally held expectation that a museum will be a lasting institution. Developing a collections management policy that is based on the notion of public trust is a necessity. A policy ensures a high quality collection and helps the museum make informed legal and ethical decisions about the collections.
Registrar
An individual with broad responsibilities inthe development and enforcement of policies and procedures pertaining to the acquisition, management, and disposition of collections. Records pertaining to the objects for which the institution has assumed responsibility are maintained by the registrar. Usually the registrar is involved in accessions, loans, storage, and insurance as it relates to museum materials.
Registration
The process of developing and maintaining an immediate, brief, and permanent means of identifying an object for which the institution has permanently or temporarily assumed responsibility.
Respect des fonds
Respect for the principle of provenance that the archives of an agency or person are not mixed or combined with those of other agencies or people. ["Keeping Archives", Australian Society of Archivists]
Restoration
The removal or modification of existing material, or the addition of new material, in order to reinstate earlier known aesthetic, historical, or scientific values.
Specimen
A natural object, including rock, mineral, fossil, animal, or plant material, as distinguished from an object made or modified by human actions (artefact).
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References
Museums Associations:
- British Columbia Museums Association
- Canada Museum Association (CMA)
- International Council of Museums (ICOM)
- Museums Association of Saskatchewan
- Museums Association (United Kingdom)
- Ontario Museum Association(OMA)
Archives Associations
- Archives Association of British Columbia
- Archives Association of Ontario
- Canadian Council of Archives
Government Agencies
- Archives of Ontario
- Department of Canadian Heritage
- Library and Archives Canada
- Ontario Ministry of Culture
- Ottawa City Archives
- Parks Canada, National Historic Sites
Memory Organizations
- Brockville Museum
- Burnaby Museum
- Canadian Ski Museum
- Canadian War Museum
- Centre for Newfoundland Studies Archives
- Lennox and Addington County Museum
- Nepean Museum
- Nova Scotia Museum
- Peterborough Museum & Archives
- Revelstoke Museum and Archives
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