Collection Management Policy

1. Purpose of Collections

   The purpose of this collections policy is to provide guidelines for the collection related activities of the Museum insuring that these activities meet high professional standards. The collection policy of the Museum is a public statement of the commitment to care for and manage its collections properly by the Lower Merion Historical Society.

2. Statement of Purpose/Mission Statement

   The Museum of the Lower Merion Historical Society, Inc., is dedicated to procuring and preserving objects, artifacts, paintings, and photographs which can serve as a resource for the study and interpretation of the people and culture of the Township of Lower Merion and the Borough of Narberth. The Museum is located at the Society’s headquarters at the Ashbridge House, Airdale Road at Montgomery Avenue in Rosemont, Pennsylvania, 19010.

3. What the Society Collects

   Objects, artifacts, photographs, or art in the Museum collections of the Society shall meet one or all of the following criteria:

   1. They must be documented as having been made or used in Lower Merion. Township or the Borough of Narberth.
   2. They must significantly document or illustrate the history of the Township of Lower Merion or the Borough of Narberth.
   3. All objects accepted into the Museum collections must be in sufficiently good and original condition to permit their use for research or exhibition purposes and be sufficiently important to warrant the cost of conservation. The Museum Committee will limit collecting to objects which the Society can reasonably preserve, care for, and store.
4. How the Society Collects

   In accordance with the objectives outlined above, the Lower Merion Historical Society seeks to enrich its collection of the material culture of Lower Merion and Narberth. The museum takes responsibility for three-dimensional objects, paintings, drawings, works on paper, and photographs.

   Procedures for receiving objects into the collections are as follows:

   1. An object offered to the Society as a gift or for sale is considered for its merit by the Museum Committee and is registered as a temporary loan.
   2. At a regularly scheduled meeting, the Museum Committee reviews the object with supporting documentation making a recommendation to accept or reject. A simple majority is needed to accept the object into the collection. If denied, the object is returned to the owner or considered as a possibility for educational study.
   3. If a decision must be reached prior to the next meeting, the Chair will poll Committee members by mail or other means, encouraging them to examine the object(s) in question.
   4. A gift so accepted becomes the property of the Lower Merion Historical Society. A gift agreement sent to the donor is signed by the donor (or his/her duly authorized representative) and the President and Museum Chair.
   5. The Society gives serious consideration to all objects offered and expects, in good faith, to retain all objects it accessions. However, the Society reserves the right to deaccession from the collections (see Section 3).
   6. The Society does not accept restricted gifts, except for agreements made before (date of acceptance of this policy) and the affirmative vote of the Executive Board. Restricted gifts might compromise the Society’s ability to act in the best interests of the organization in the future.
   7. Bequest agreements resulting from oral statements between Executive Board members and living donors that might have a binding requirement on future Executive Board will not be accepted. A formal, written agreement, keeping the collection goals in mind, is required for these gifts to be considered.
   8. Gifts given to the Museum collections before the issuance of gift agreements, November 5, 1997, are considered permanent collection objects and receive the same status as those of later periods.
   9. At their discretion, the Society President, or the Museum Chair may spend up to $250.00 in the Museum acquisition funds for the purchase of museum objects without first consulting the Museum Committee. At the next meeting of the Committee, the Chair will present these objects for consideration and approval. If the Committee declines to accept the object(s) in the collection, the object(s) must be sold or returned and the proceeds replaced in the Museum acquisition fund.
   10. The board members of the Society do not appraise gifts to the collection. The Museum does not capitalize its collections.

1. Loans from the Historical Society (Outgoing)
   1. Exhibition Loans

      Loans to museums and other educational organizations must receive the approval of the Museum Committee. In making its decision, the Committee will take into consideration the purpose of a loan request, the type of security system installed in the building, the condition of the objects(s), and the safety and security of the object(s) in transit and at its designation. The borrower must insure the object(s) at the stated insurance value through the shipping process and until it is on display at their location. (see 8.3.4)

   2. Long Term Loans

      Loans for longer periods than scheduled exhibitions will receive the same consideration as above but the Museum Committee must additionally consider wear and possible damage to collections as a factor of such a loan. These loans are subject to regular review.

   3. All outgoing loans will be subject to recall by the Museum Chair upon reasonable written request and shall be subject to immediate recall in the event that any of the Society’s conditions are not fulfilled.
2. Loans to the Lower Merion Historical Society, Inc.
   1. The Lower Merion Historical Society, Inc. will exercise the same care and respect in regard to objects loaned to it as it does in the safekeeping of its own collections. No objects will be changed, altered, or photographed without the express consent of the owner.
   2. Exhibition Loans

      It is the intention of the Society to borrow objects mainly for public display. Upon removal from exhibition, objects are to be returned to their owners in a timely manner.

   3. Long Term Loans

      The Lower Merion Historical Society, Inc. does not actively seek loans for long term but has accepted them in the past to supplement permanent holdings. The object(s) borrowed will be insured by the owner and treated with care while in the Society’s trust. It is the intent of the Society to turn these loans into permanent gifts, especially those considered significant to the Society’s mission.

   4. Custodial Loans

      Items left in the Society’s custody for research attribution, identification and study, or consideration as a gift will be insured by the Lower Merion Historical Society, Inc. and will be cared for in a similar fashion to the manner in which the Society cares for its own collection.

Removal of objects from the Society’s collection for any reasons has ethical, legal, and financial consequences which must be considered by the Museum Committee and the Board Of Directors. The deaccessioning of an object must be considered on a object-by-object basis. The Society adheres to the ethics policies of the American Society of Museums and the American Society for State and Local History concerning the use of funds raised by deaccessioning.

1. Criteria for Removal of Objects from Collections

   Any or all of the criteria below will be sufficient for an object to be considered for deaccession.

   1. The object is not relevant and useful to the purposes and activities of the museum.
   2. The museum is not able to preserve or conserve the object properly.
   3. The object has deteriorated beyond usefulness for exhibition dr study.
   4. The object is duplicated m the collections.
   5. Insufficient documentation about an object is available, and it is deemed to have no significance to Lower Merion Township or the Borough of Narberth.
2. Policy for Removal of Objects from the Collections
   1. Accessioned material to be removed from the Museum collections shall be recommended for deaccession to the Museum Committee by the Museum Chair. Discussion shall occur about the deaccession of objects at two Museum Committee meetings. A quorum majority vote of Museum Committee members is required to approve the recommendation for deaccession. The Chair of the Museum Committee shall then place the Committee’s recommendation and decision on the agenda for the next meeting of the Board of Directors. The Board must approve the action by a majority vote before the deaccession is final.
   2. Previously unaccessioned material of possible interest or value shall be brought before the Museum Committee for consideration for either accessioning or disposal. If the Museum Committee votes for disposal, the object may be disposed as outlined in Section 3.4 of this policy.
   3. As a courtesy, the Museum Committee will attempt to notify the donor or his/her immediate heirs when a donated object is to be deaccessioned.
3. Previous Agreements
   1. As a general rule, the Society does not accept restricted gifts into the Museum collections. The Museum will, however, abide by previously accepted restricted gifts. The Museum can be relieved from such restrictions only by appropriate policy procedure.
   2. Express or specific restrictions imposed by the donor of an object may not be violated by deaccession unless it can be clearly shown that adherence to such restrictions is impossible or substantially detrimental to the Society. Before any restricted object may be deaccessioned, the Society will make its best effort to notify the donor, his/her legal heirs, or the legal representative of the heirs.
4. Methods of Disposal
   1. The Board of Directors must approve the methods of disposal of museum objects. Financial, ethical and moral considerations should influence this decision.
   2. Deaccessioned museum objects should be disposed of at public auction sale, by exchange or transfer to another educational organization, or by sale to another nonprofit institution. Objects beyond repair or useful purpose may be discarded. An outside conservator or consultant should concur that the object has no salvageable historic value if there is any question.
   3. No trading or private sales of deaccessioned objects may occur between the Society and its Board of Directors or Museum Committee members.
   4. The Society’s Board of Directors, or members of the Museum Committee may purchase deaccessioned objects offered for sale at public auction. Written notice to the Museum Committee of intention to purchase is encouraged and ethical.
5. Use of Funds Raised from the Sale of Museum Objects

   Funds raised by the sale of objects deaccessioned from the Museum collection must be returned to the benefit of the Museum collection for acquisition or conservation treatment. Such funds shall not be applied to operational expenses of the Society.

The Society will care for its objects using approved museum standards and provide conservation treatment for them if deemed necessary by the Museum Committee.

1. The Museum Fund is a restricted fund which is used solely for the purpose of acquisition or conservation treatment of Museum objects. The Museum Fund shall not be used for the general operations of the Lower Merion Historical Society, Inc..
2. Any expenditure of the Museum Fund must be authorized by a quorum majority of the Museum Committee. It is the responsibility of the Museum Chair to carry out and monitor the Museum Fund expenses authorized by the Committee.
3. Income for the Museum Fund comes from several sources.
   1. Sale of deaccessioned objects from the Museum collection.
   2. Sales of donated objects not accessioned into the Museum collection.
   3. Cash donations whose use has been restricted to Museum collection purchases or conservation treatment by the donor.
   4. Royalties collected for photographic reproductions or those collected from firms reproducing objects from the Museum collection.
   5. Sales of reproductions based on copies of the Museum collections.
   6. Direct donations to the Museum Fund.
   7. Allotment from the Board of Directors.

This Museum Collection Management Policy may be revised as necessary. The Board of Directors shall review the policy at least once every five years. Revision might also occur at times when revisions of the long range plans of the Society affect the Museum Collection Management Policy. The Museum Committee may recommend revisions of the policy to the Board of Directors at any time.

1. Trade or Sale of Deaccessioned Objects from the Collections
   1. No deaccessioned object may be transferred, traded, given or sold to anyone associated with the Society, unless it is purchased at public auction, or is in compliance with the conditions as specified in paragraph 3.4.
   2. Clause 7.1.1 is a museum ethics issue addressed by the American Association of Museums.
2. Use of Funds Derived from Sale of Deaccessioned Objects
   1. Funds raised from the sale of deaccessioned objects from the Museum collections may be used only for the acquisition of new objects or the conservation treatment of accessioned objects. (see 3.5)
   2. Clause 7.2.1 is in accordance with the ethics policies of the American Association of Museums and the American Association for State and Local History.
3. Collecting by Members of the Board of Trustees or Committees
   1. Knowledge of potential new collection objects should be brought to the attention of the Society.

1. Purpose of the Conservation Policy

   The purpose of this policy shall be to coordinate the conservation and preservation activities of the Museum. Objects under the care of the Museum of the Lower Merion Historical Society, Inc. are to be preserved for the public so they might be studied and interpreted for the history of Lower Merion Township and the Borough of Narberth.

2. Care of the Collections
   1. The care of the collections is the direct responsibility of the Museum Committee. All professional conservation standards and preservation techniques should be adhered to when displaying, storing, handling or moving objects in. the collection.
   2. The collections will be housed in storage areas that are the very best that the Society can provide. Environmental conditions will be carefully monitored and regulated.
   3. Objects needing professional conservation treatment will be placed on a Conservation Treatment Priority Plan. Objects and art will be sent only to conservators who subscribe to the NIC Code of Ethics and who attempt at all times to use reversible treatments.
3. Use of the Collections
   1. The collections shall not be used by members for personal use without prior approval by the Board of Directors.
   2. Commercial use of the collections shall be approved by the Board of Directors. An appropriate fee shall be charged for their usage; fees will be determined on an individual basis, and a contract drawn up between the parties. The condition of the object is the first determinate for this consideration.
   3. Fees generated from the use or reproduction of collection objects shall be placed in the Museum Fund and used exclusively for the acquisition of new objects or the conservation treatment of the collections.
   4. All objects in the collection requested for exhibition must be cared for by the borrowing institution under the same conditions as at the Lower Merion Historical Society, Inc.. Fine art shippers or hand carrying is required for transportation; the borrower is expected to bear the cost of transportation. The Museum Committee will make the decision concerning lending objects. Condition of the requested object or work shall be foremost as a condition of the loan request.
4. Prioritizing Treatment of the Collections
   1. Objects requiring conservation treatment will be placed on a Conservation Treatment Priority Plan considering the following:
      1. Historic significance of the object.
      2. Condition of the object.
      3. Recommendations of the conservator.
      4. Technical feasibility of the treatment.
      5. Requests for exhibition or research.
      6. Financial resources available.
      7. Impact on public visibility.
5. The priority of treatment will rest with the Museum Committee and conservation consultants. A long range conservation plan will be established to determine the needs of the collections and priorities of the Society.
6. Policies, Manuals and Plans

   The Museum Collection Management Policy determines the priority of collection care for the Museum. It should be reviewed and updated every five years by the Museum Committee and the Board of Directors.

1. The Lower Merion Historical Society will create and maintain a system for preservation of data associated with its artifact collections. Information about objects is integral to the purpose of collecting the objects themselves; thus, gathering, maintaining, and controlling this information is an essential feature of the management of the collection.
2. Records will be kept that are associated with registration functions such as those that document the legal status of the object within the museum. Additionally, records will be maintained that document the location, movement, and care of the object. The Museum will also undertake systematic and periodic inventories of artifact collections and maintain that information.
3. Records associated with curatorial functions such as descriptive catalogue and research information will also be created and maintained.
4. For security purposes, additional backup computer disks and copies of certain accession record information will be duplicated and stored in a separate building away from the main storage of accession records and the collection itself.

Accessioning The formal process of accepting and recording an object or group of objects for the permanent collection for which the Museum has legal title.

Accession Number A three-part number assigned to an individual object during accessioning to identify and distinguish that object from all other objects.

Acquisition The formal process of discovering, evaluating, negotiating for, taking custody of, and documenting title to an object or group of objects.

Artifacts Objects showing human workmanship.

Cataloging The formal process of classifying objects according to the Chenhall nomenclature system and fully documenting objects with complete descriptive detail.

Chenhall nomenclature system A system of naming and classifying objects into major categories and sub-categories according to their function (Chenhall, Robert G., Nomenclature for Museum Cataloging; A System for Classifying Man-Made Objects. Nashville: American Association for State and Local History, 1978).

Deaccession The formal process of removing an object or group of objects from accessioned status in the permanent collection.

Conservation Treatment Priority Plan A prioritized written list of the conservation needs of objects in a collection based on each individual object’s condition, need for preservation, possible loan status, or display requirements of the Museum or the Society.

Disposal or Disposition The formal process of disposing of a deaccessioned object or group of objects.