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National Collections Program
Developing a Collections Management Policy
Fundamental Documents
A well-managed collection is governed by three fundamental documents:
1. Collections Management Policy
- an approved, written statement that directs the museum in achieving its organizational purposes, objectives, and responsibilities regarding collections
- describes the principles which govern collections activity, practices, and operations
- specifies the delegation of responsibility and authority for collections
- first line of collection protection
- most important of the three fundamental documents
- must be supported by a collection management manual & collecting plan
2. Collections Management Procedure Manual
- directly implements the collections management policy
- set of guidelines, directives and formats for establishing a collections management system
- designed to create and maintain intellectual & physical control over collections
- guides staff members day to day as they administer collections
- unlike policies, are not set in stone and may be revised and updated as needed
3. Collecting Plan or Philosophy
- defines the purpose and goals of collecting
- specifies collecting parameters
- written justification of collections that a museum seeks to acquire, and why
- explains current and planned collecting initiatives
- assists collection staff in working toward defined goals
- accommodates unexpected collecting opportunities and new collecting areas
- balances resource limitations with collecting opportunities
In the long run, these three documents provide a foundation for all collection activities. These three documents guarantee high uniform standards of collections management over long periods of time despite changes in staff and the governing body.
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