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National Collections Program
Developing a Collections Management Policy
Drafting Process
Begins with a clear understanding of the nature and objectives of the document to be produced.
First "Timers"
- start from scratch
- develop a holistic approach that ensures that all the major issues are addressed that they complement and supplement each other
- may review board or committee minutes for collection actions and consistency in decisions
Museums revising an existing policy:
- should review the entire document, instead of selectively adding new sections
- should anticipate to rewrite major sections to make the policy effective and consistent
Policies should be developed first at the broadest institutional level possible before more specific
discipline-oriented policies can be logically completed. (e.g. Discipline-based departments of a natural
history museum or academic departments of a university museum)
Supplementary policies must not contradict or supersede institutional policies.
Form and content:
- rests with the individual museum and should be tailored to needs of the museum.
- depends on the size and complexity of the museum's collection and activities.
At minimum: outlines policies for acquisition, deaccessioning, loans and preservation.
Large museum:
- Committee: representing the differing perspectives of staff (curators, collections managers, registrars, administrators, conservators, even public programming)
- Mixture of those responsible for the policy with those who implement it.
Smaller Museum:
- Collections Committee (subset of Board) and Director or professional staff
- May wish to hire a qualified consultant to assist in drafting process.
May serve useful to collect and examine existing policies from similar type museums
(available from AAM Technical Services and AAM Registrars Committee Clearinghouse).
But under no circumstances should borrowed samples be adopted verbatim.
The process of reviewing and coming to terms with certain issues is a beneficial
and educational experience for staff. Staff emerge with a greater appreciation of
their respective roles and responsibilities and with a firmer grasp of important
basic principles regarding the management of museum collections. Each and every
museum must and should go through this soul-searching process.
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