HomeMy WebLinkAboutCollections Management Policy - Fairhope Museum of History - Gabriel Gold-Vukson, Director - December 2022Collections Management Policy
FAIRHOPE MUSEUM OF HISTORY
Gabriel Gold-Vukson
DIRECTOR, FAIRHOPE MUSEUM OF HISTORY I DECEMBER 2022
Table of Contents
Purpose of the Collections Management Policy ......................................................................... 2
Mission and Vision ..................................................................................................................... 2
History of the Museum ............................................................................................................... 2
Types of Collections ................................................................................................................... 3
Scope of the Permanent Collection ............................................................................................. 3
Delegation of Responsibility for the Implementation of the Collections Management Policy .. 4
Acquisitions ................................................................................................................................ 4
Acquisition Procedures ............................................................................................................... 5
Acquisition Record Keeping ....................................................................................................... 5
Deaccession ................................................................................................................................. 6
Methods of Disposal ................................................................................................................... 7
Use of Proceeds Derived from Deaccession / Disposal.. ............................................................ 7
Deaccession Record Keeping ..................................................................................................... 7
Incoming Loans .......................................................................................................................... 7
Incoming Loan Procedures ......................................................................................................... 8
Objects in Temporary Custody as Distinguished from Loans .................................................... 8
Outgoing Loans ........................................................................................................................... 9
Outgoing Loan Procedures ......................................................................................................... 9
Objects Found in Collections .................................................................................................... 10
Access to and Use of Collections and Co llections Records ..................................................... 10
Procedures for Access to and Use of Co llections and Collections Records ............................. 11
Risk Management ..................................................................................................................... 11
Photography of Collections ....................................................................................................... 11
Care of Collections ................................................................................................................... 12
Ethics ......................................................................................................................................... 13
Appraisals ................................................................................................................................. 13
1
Purpose of the Collections Management Policy
This document establishes proper and uniform procedures for the care and management of the
Fairhope Museum of History (also referred to within this document simply as Museum)
collections. The Collections Management Policy is a public statement of the Museum 's
commitment to the care and management of its collections as well as the primary resource for
Museum staff and volunteers for guidelines concerning collections standards and best practices.
Mission and Vision
The Fairhope Museum of History provides impactful experiences to its' guests through the
collection, curation, and exhibition of Fairhope artifacts , and through engaging programming.
The museum is a lso an active participant in the cultivation of community.
The Fairhope Museum of History will acquire , protect, preserve, and value the historical objects
that illustrate the history of Fairhope. The museum will create and promote displays , exhibits,
programs, and events that create beneficial impacts on its' audience members and the community
it serves.
History of the Museum
The City of Fairhope has had some form of public museum containing historical items since at
least the late 1920s . The first museum was housed in , and considered part of, the Fairhope Public
Library, located at 10 North Summit Street. At one time the full name of the library was , in fact,
The Fairhope Library and Museum Association. It should be noted that the Fairhope Public
Library was, at this time, funded and operated by a combination of local volunteers and the
Fairhope Single Tax Corporation. According to a page 1 article from January 31 , 1929 , of the
Fairhope Courier, the museum opened on January 24 , 1929 , with a collection consisting of
"prehistoric Indian relics ... a collection of fans , Mexican and Guatemalan articles , two shelves of
colonial relics , three old quilted bedspreads, a woven coverlet and Brioche shawl.. .a shelf of
coins, paper money, and medals , and a case containing a natural history exhibit."
On May 1, 1964 , the Fairhope Public Library came under the control of the City of Fairhope
(also referred to within this document simply as City) and shortly afterward, due to a lack of
space in the library, the museum's artifacts were mo v ed to the museum at Fort Morgan, where
they were to be stored temporarily. However, over the several decades it took before a new
museum was established in Fairhope, the items were gradually lost. In early 2020, efforts were
made by the staff at Fort Morgan to locate objects belonging to the Fairhope collection, however,
so far only two ceramic pots , seemingly of mid-20th century origin and made by members of the
Penobscot Nation of Maine , have been located.
In 1992 , local citizens founded the Fairhope Historical Museum in downtown Fairhope on the
campus of the nearby School of Organic Education. In 2002, the original Fairhope City Hall
building was vacated, as newer and larger facilities had been built to accommodate City services,
and in 2006 renovation and construction began on the building to prepare it for use as the new
Fairhope Museum of History. The museum was officially opened on April 5, 2008. The new ,
City-owned, Fairhope Museum of History absorbed the collections of the Fairhope Historical
Museum , and that organization was dissolved. The Old City Hall building, which is now used for
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the Fairhope Museum of History, was first constructed in 1928 by 0. Forster and Sons in the
Spanish Mission Revival Style. The building originally housed the mayor's office, jail,
"chemical and hose truck," Council Chamber and space for public gatherings.
Types of Collections
1. Permanent Collection
The Fairhope Museum of History's permanent collection is comprised of the historical
objects I that directly relate to the Museum's mission and vision.
2 . Educational Collection
The Museum's Educational Collection is comprised of those objects that contribute to the
educational programs of the Museum and are made available directly to the public for
examination. Objects in the Educational Collection may be historical objects but are also
readily available or are duplicate objects. Objects in the Educational Collection are not
accessioned into the Permanent Collection.
3. Prop Collection
The Museum's prop collection is comprised of non-historical objects that serve to assist
in the sensory and educational impact of displays, exhibits, programs, and events (e.g.,
replicas, costumes, sign boards, etc.). Objects in the prop collection are not accessioned
into the permanent collection.
Scope of the Permanent Collection
The scope of the permanent collection of the Fairhope Museum of History shall be objects that
directly relate to any of the following:
1. The founding of Fairhope , the Fairhope Colony, and/or the Fairhope Single Tax
Corporation (formerly the Fairhope Industrial Association)
2. The City of Fairhope
3 . Indigenous people who formerly inhabited the area now occupied by the City of Fairhope
4 . People of color who formerly inhabited the area now occupied by the City of Fairhope
5. Notable inhabitants of the Fairhope Colony or the City of Fairhope2
6. Past technology, art, or personal artifacts that demonstrates the culture, occupation,
pastimes, or way of life of any group of people who inhabited the area now occupied by
the City of Fairhope but is also illustrative of a distinct era3
1 "Historical objects" shall refer to objects that demonstrate, illustrate, or otherwise further the interpretation and
understanding of history or history and culture .
2 "Notable inhabitants" shall refer to residents of either the Fairhope Colony or the City of Fairhope who were
involved in the founding of Fairhope (here meaning between the years of 1894 and 1908) or individuals who were
residents of either the Fairhope Colony or the City of Fairhope who were recognized for professional or social
achievements by their peers .
3 Care must be taken in interpreting this category because it allows for objects not directly related to Fairhope to be
collected . The purpose of this category is to allow for the collection of objects such as gramophones, early styles of
cameras, or indigenous art which may not have been directly related to Fairhope or even owned by a Fairhope
resident , but still "demonstrate the culture, occupation, pastimes , or way of life of any group of people who
inhabited the area ." These objects can be valuable additions to displays with large gaps of objects and can add new
depths of understanding for museum guests . However, this category requires the most future planning of any
category here, due to its broadness, and is intended to be removed in future revisions of this document. At the
time of this writing, though, there is a scarcity of objects which fit within the other categories . When accessioning
objects in this category do not accession duplicates, make accessions purposeful , and make sure the objects are
illus trative of a distinct era.
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Delegation of Responsibility for the Implementation of the Collections Management
Policy
The Director of the Fairhope Museum of History4 is responsible for supervising the proper
implementation of the Collections Management Policy under the supervision of the Director of
Community Affairs. The Director is also responsible for overseeing the day-to-day care and
management of the collections as well as granting access to the collections. The Director may
use their discretion to grant these responsibilities to the Museum Assistant, in addition to
themselves , but the ultimate welfare of the collections will always remain the Director's
responsibility . The Director of Community Affairs will be given a list of ac uisitions loans etc .
on a uarterly basis.
Acquisitions
The Fairhope Museum of History may acquire objects through donation, bequest, purchase, or
transfer. Authority for the recommendation to acquire objects for the permanent collection is
held by the Director unless additionally granted to the Museum Assistant by the Director.
Purchase approval must follow additional City of Fairhope guidelines.
The following criteria have been established for the acquisition of objects :
1. Objects must be relev ant to , and consistent with the Fairhope Museum of History's
mission and activities : chiefly research , preservation, exhibition, and/or interpretation.
2. The Fairhope Museum of History must be able to provide proper care and storage for
objects in keeping with professionally accepted s tandards .
3. It is intended that objects in the permanent collection shall remain in the collection as
long as they retain their physical integrity, their authenticity , and their relevance and
usefulness for the purposes and activities of the Fairhope Museum of History.
4 . The Fairhope Museum of History shall be in full compliance with county, state , and
federal , laws and regulations governing the acquisition, sale , and transfer of cultural
property.
5 . Title to all objects acquired for the permanent collection shall be obtained free and clear
without restrictions to use or future disposition.
6 . The present owner shall have a clear and verifiable title of ownership to the object and
shall have obtained the object legally and ethically.
7. The Fairhope Museum of History shall be prov ided with (or allowed to copy) all
documents and information in the present ow ner's possession that pertain to the historical
significance and prov enance of the object.
8 . Acceptance of the object will not result in major expense in conservation disproportionate
to its usefulness .
4 Officia ll y, to standardi ze departmental hierarchy and j ob descri ptio ns, th e C ity of Fairhope employs a Fairhope
M useum of Hi sto ry Building M anager, not a Direc tor. However, because th is titl e is not standard wi thin the mu seum
in du stry (give n th e job 's de sc ription ), within thi s docum ent the Mu seum 's Building M anager is referred to as
Dir ec tor.
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Ac q u isit ion Procedures
All offers of objects to the Fairhope Museum of History whether by donation, bequest, purchase,
or transfer will be referred to the Director unless authority is additionally granted to the Museum
Assistant by the Director. If the object offered to the Fairhope Museum of History requires
temporary deposit in the Museum 's custody before a decision regarding the acquisition of the
object can be made, then a Temporary Custody Receipt will be signed by the object's owner and
the staff person receiving the object. This receipt outlines the terms of temporary custody, the
length of which cannot exceed ninety calendar days. After study and review of the object, an
authorized staff member will determine whether to acquire the object. If the decision is made not
to acquire the object, the staff will be responsible for returning the object to the owner, according
to the terms of agreement outlined in the Temporary Custody Receipt. If the decision is made to
acquire an object, an authorized staff member will initiate and complete the acquisition of the
object in the following manner:
1. If the object is to be donated, an Accession Form (currently titled FMH Standard
Accession Form) will be signed by the donor and an authorized staff member. The
Accession Form formally transfers the complete ownership of the object to the History
Center and shall be legally binding when signed and dated by both parties. A copy of the
Accession Form shall be provided to the donor, and the original shall be retained by staff.
2 . If the object is to be bequeathed, a copy of the pertinent section of the Will shall be
provided by the attorney or executor and shall be retained in file by staff.
3. If the object is to be purchased, a copy of the invoice as approved and authorized by an
authorized staff member will be provided and shall be retained in file by staff.
4. If the object is to be transferred from another department, appropriate written
documentation regarding the object will be provided by the department's Director or the
Director's designee and shall be retained in file.
5 . If the object is to be transferred from the Educational Collection to the Permanent
Collection, appropriate written documentation regarding the object will be completed and
shall be retained in file .
For further information on how an Accession Form should be completed, refer to the document
Accessioning Standards (2020).
Acqu isition Record Keeping
1. Permanent Collection
All objects acquired for the Permanent Collection will be accessioned, catalogued
according to the Chenhall Nomenclature System, numbered, and photographed according
to professionally accepted standards. Hard copies of the Accession records on the
Permanent Collection are maintained in the Accessions binders kept in the Museum's
main office. Computerized records are maintained in PastPerfect Museum Software and
back-up records are maintained by IT on City cloud servers.
2. Educational Collection
Objects acquired for the Educational Collection are not accessioned, catalogued,
numbered, or photographed. These objects may be upgraded to Permanent Collection
status upon determination of the Director. A list of objects in the Educational Collection
is maintained in the Museum office.
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3. Prop Collection
Objects acquired for the Prop Collection are not accessioned, catalogued, numbered, or
photographed. A list of objects in the Prop Collection is maintained in the Museum
office.
Deaccession
The Fairhope Museum of History has the right, carefully and judiciously, to deaccession and
dispose of objects from its collection in a manner consistent with professionally accepted
standards. A written deaccession request listing the reason(s) for deaccessioning and
recommended means of disposal must be maintained by the Director5 .
An object recommended for deaccession must meet at least one of the following criteria:
1. The object has ceased to have relevance and consistency with the Museum's purposes
and activities.
2. The object has deteriorated beyond usefulness .
3. The object is made of hazardous materials or is actively decomposing in a manner that
directly affects the condition of other objects and/or the health and safety of staff and/or
visitors.
4. The Museum is unable to continue to provide care and/or storage for the object in
keeping with professionally accepted standards.
5. The object's care and/or storage is far more expensive than the value of the object as it
relates to the Museum's purposes and activities .
6. The object has failed to retain its identity or authenticity.
7. The object has been lost or stolen and remains so a minimum of ten years.
8. The object may be replaced with a similar object of greater significance, quality, and
better condition.
The Director may recommend deaccessioning an object if, in their opinion, and based upon the
criteria set forth in the deaccession policy, the deaccessioning of the object is beneficial to proper
collection management. A Deaccession Request Form identifying the object, its condition, the
reason(s) for deaccessioning, recommended means of disposal, and any other pertinent
information necessary for evaluation of the object must be completed by the Director.
Deaccession Request Forms shall be reviewed, and deaccessioning shall be approved, by a panel
consisting of the Director and City Council, unless the City Council authorizes a Museum
Advisory Board to complete this work in place of, or in addition to, themselves.
As a rule, no object is to be deaccessioned unless the Museum has clear and unrestricted legal
title, and should any questions arise regarding the title, the City's legal counsel will be consulted.
As a courtesy, the Director shall attempt to notify the donor if the object was accessioned within
the last ten years . This procedure should not be misconstrued as a request for the permission to
deaccession. If a deaccessioned object is to be sold, an appraisal of the objects' fair market value
5 While authority to accession may be granted to the Museum Assistant by the Director, authority to Deaccession
remains with the Director alone and may not be granted to anyone else. If a period occurs where the Museum has no
Director, an Acting Director may deaccession , if they are granted the same authority of a Director by the director of
their department, the City Council, or the mayor. Assuming that any period without a Director is expected to be
temporary, it is advised that no deaccessioning occurs, even by an Acting Director, unless absolutely necessary .
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will be completed by a qualified, objective appraiser. Deaccessioned objects will not be sold or
given, publicly or privately, to any Museum employee .
Methods of Disposal
A deaccessioned object may be disposed of in one of the following methods:
1. Transfer to another more appropriate site in the City of Fairhope or other County owned
and operated facility.
2. Placement in the Educational or Prop Collection of the Museum, if appropriate.
3 . Donation to an appropriate non-profit museum or scholarly or cultural institution or
organization preferably within the state of Alabama, especially if the object is from the
state.
4. Sale at an advertised public auction or in the public marketplace in a manner that
complies with City policy and state law and best protects the interests , objectives , and
legal status of the Museum.
5. Return to the donor (only if this was stipulated by the donor on the Accession Form or
form previously used by the Museum or its representatives).
6. Destruction of the object ( only if the object has deteriorated beyond usefulness or no
other method of disposal is appropriate). Destruction of the object will be accomplished
in a manner appropriate to the object.
Use of Proceeds Derived from Deaccession / Disposal
Any funds derived from the sale of deaccessioned objects will be used solely for collection
acquisitions or conservation and will be earmarked in the City's general fund for future use.
Deaccession Record Keeping
All records of deaccessioned objects will be clearly marked "Deaccessioned." A "Deaccessioned
Objects" file containing a complete record of deaccessioned objects and their subsequent
disposition will be maintained in the Museum office. Object catalogue entries in Past Perfect will
be deaccessioned according to the standard methods for that program.
Incoming Loans
The Fairhope Museum of Hi story may borrow objects from other institutions and individuals for
specific purposes such as exhibition and/or research . Loans of objects from individuals are
limited to a time of five years or less . Loans of objects from institutions are usually limited to a
time of five years or less . Loans under special circumstances may be arranged for a time period
of five years or more at the recommendation of the Director. Loans of objects from both
individuals and institutions are subject to written renewal on an annual basis during the entire
period of the loan .
Authority for incoming loans rests with the Director. If the Museum wishes to borrow an
object(s) from an institution for a specified time of fi v e years or more , then the Director will
prov ide a written justification for the loan request that considers the following criteria:
1. The object is of unique quality and relevant to a specific exhibition purpose.
2. Care and custody of the object will not exceed or burden the Museum 's resources .
3 . The extended loan of the object may lead to ev entual donation of the object.
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Objects on loan are provided with the same professional level of care afforded objects owned by
the City. The Museum will not knowingly accept an object on loan if the physical condition is
such that the object will not be able to withstand travel to and from the Museum and/or
exhibition. Lenders to the Museum shall have obtained the object lega lly and ethically and have
a clear and verifiable title of ownership to the object. Complete records on all incoming loans are
maintained in the Museum office .
Incoming Loan Procedures
For objects on loan from individuals or institutions for a period of five years or less, Incoming
Loan Agreements must be renewed no fewer than 90 days before the Loan Agreement is set to
expire by the Lender and an authorized staff member (Director or designee authorized by
Director). For objects on long-term loan from institutions or individuals for a period of over five
years , an Incoming Loan Agreement must be signed by the Lender and Director with the
additional instruction of renewal prior to the fifth anniversary of the Agreement.
The Incoming Loan Agreement outlines the specific terms of the loan purpose , time period,
insurance coverage, and the responsibilities of both the Borrower (Fairhope Museum of History)
and Lender. A copy of the Incoming Loan Agreement will be provided to the Lender; Incoming
Loan Agreements will be retained in file. The Lender or Director will provide a photograph of
the borrowed object(s) for record keeping and security purposes. Staff will be responsible for the
packing, shipping , and/or transportation, and agreed upon insurance coverage for borrowed
objects . Staff will monitor all incoming loans , document the safe return of borrowed objects to
lenders, and maintain complete , up-to -date records on incoming loans filed by calendar year in
which the loan was accepted.
The Museum wi ll make all reasonable efforts to return borrowed objects in accordance with the
terms outlined in the Incoming Loan Agreement. Howev er, after making all reasonable efforts
and through no fault of its own, if the Museum is unable to return the object(s) within ninety
days of the termination of the loan, then the Museum will have the right to begin loan
termination procedures and the object(s) shall be deemed an unrestricted gift to the Fairhope
Museum of History.
Objects in Temporary Custody as Distinguished from Loans
The Fairhope Museum of History distinguishes between objects loaned to the Museum for
exhibition and/or research and objects deposited in the temporary custody of the Museum for
purposes such as identification, examination (including copying and/or photocopying), or
proposed acquisition consideration. If temporary custody of an object is desired, a Temporary
Custody Receipt for a maximum ninety-day period will be signed and dated by the owner and the
Director.
The Temporary Custody Receipt will list the purpose of the deposit, specified time period of the
deposit , method of return, and terms of custody including provision that insurance of the
object(s) is the responsibility of the depositor unless otherwise specified. Staff will be
responsible for returning the object(s) to the owner according to the terms of the custody
agreement. Staff will monitor all temporary custody objects and document the safe return of such
objects to owners , unless the object(s) was a proposed acquisition and was subsequently accepted
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and accessioned into the collection, and maintain complete , up-to-date records on temporary
custody objects filed by calendar year of receipt.
If the object(s) are to be returned by mail or another carrier, the Owner will be sent an Outgoing
Receipt detailing instructions for disposition. Failure to sign and return said receipt within thirty
days of shipment shall release the Fairhope Museum of History from any further liability for the
deposited property.
Should the Owner fail to collect the object, or delivery cannot be effected , in the agreed upon
manner, the Fairhope Museum of History will mail a notice to remove to the Owner's address of
record. The Fairhope Museum of History assumes no responsibility to search for an Owner not
presently located at the address of record. One year after the removal date , if the property has not
been claimed, then, and in consideration for storage and safekeeping, the object(s) shall be
deemed an unrestricted gift to the Fairhope Museum of History and documented accordingly.
Outgoing Loans
The History Center may lend objects to qualified educational institutions for specific purposes
such as exhibition and/or research for a specified time period if such institutions meet
professional standards of collections care and management. The Fairhope Museum of History
will not under any circumstances lend objects to individuals. Outgoing loans to qualified
institutions are permitted for a period of five years or less with an option for renewal if agreeable
to both parties . No object will be loaned if the physical condition is such that the object will not
be able to withstand travel and/or exhibition. The Museum will not lend objects that are currently
being used for exhibition and/or research purposes. Authority for outgoing loans rests with the
Director. Complete records on all outgoing loans are maintained in the Museum offices.
Outgoing Loan Procedures
Qualified institutions seeking to borrow an object(s) must make a written request to the Director
of the Fairhope Museum of History stating the specific object(s) use , purpose , time period, and
guaranteeing payment of all costs associated with the loan including packing, shipping,
transportation, and insurance. A Standard Facilities Report will be supplied to the proposed
borrower which will be completed and returned to the Director. The Director will review the
written loan request and the Standard Facilities Report to determine if the proposed borrower
meets professional standards .
If professional standards are not met by the proposed borrower, the Director will notify the
requestor.
If professional standards are met by the proposed borrower and if the loan of the object(s) will
not endanger its physical condition or interfere with the Museum 's own exhibition and/or
research needs the loan may be approved. An Outgoing Loan Agreement must be signed by the
authorized representative of the borrowing institution and the Director.
The Outgoing Loan Agreement outlines the terms of the loan specifying the loan purpose , time
period, insurance coverage, required credit line , photography restrictions , stipulations against any
repair or alteration of the object without written permission of the Fairhope Museum of History ,
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and other terms agreed. The Outgoing Loan Agreement will be retained in file by the staff and a
copy of the Agreement will be provided to the borrowing institution .
The borrower will provide a Certificate of Insurance as evidence that the object(s) is adequately
insured. A Condition Report on the object(s) to be loaned will be prepared by staff and a copy of
the report will be provided to and signed by the borrower. The object will be photographed prior
to its loan if suitable photographs documenting its condition do not exist. The borrower will be
responsible for packing, shipping, and/or transportation and insurance co verage for loaned
objects. Staff will monitor all outgoing loans , document the safe return of object(s), and maintain
complete, updated records on loans filed by loan calendar year.
Objects Found in Collections
Objects designated as Found in Collections (objects that lack documentation as to how they were
added to the collection) are subject to the same treatment and care as documented objects in the
collections. Objects Found in Collections are subject to deaccessioning if they meet
deaccessioning criteria. Any deaccessioning and disposition of objects Found in Collections shall
follow the deaccession and disposal procedures except that objects Found in Collections will not
be sold or destroyed 6 .
The Fairhope Museum of History shall maintain custody of objects Found in Collections until a
claimant fulfills the following:
1. Presents the Fairhope Museum of History a clear explanation why the claimant believes
they hold title , with supporting evidence,
2. Presents a notarized statement from the claimant that they are either the sole party of
interest or they are authorized to represent all parties of interest and present supporting
proof,
3. Evidence that the Fairhope Museum of History has publicly displayed or publicized the
object indicating ownership by claimant.
In cases where the Fairhope Museum of History cannot defend its custody of the object(s) Found
in Collections , it shall make an effort to obtain ownership by suggesting the formal donation of
the object(s).
Access to and Use of Collections and Collections Records
The Fairhope Museum of History will strive to make its collections and collection records
available for study and examination by individuals for scholarly research and legitimate
purposes . The Museum will allow access to , and use of, its collections and records in a
controlled professional manner that protects the ph ys ical and intellectual integrity of the
collections and records . Acce ss to the collections and collections records cannot be unreasonably
denied . However, acknowledging its responsibility to safeguard the collections and records, the
Museum reserves the right to control access to prevent the following:
1. Deterioration, mutilation, loss , or dislocation of objects and/or collections records .
6 Thi s specific polic y will not tak e effect until aft er a compl ete overhaul of th e Collection s occurs in 2023 . During
th e overhaul , obj ect s Found in Coll ec tion s may be des troyed as part of th e deacces sioning process .
2. Undue interference with administrative, professional , and technical operations of the
Museum.
3. Undue impact on the furnishing of services to other Museum users . Access to and use of
the collections and records is determined by the Director (unless additional authority is
granted to the Museum Assistant by the Director).
Procedures for Access to and Use of Collections and Co llections Records
A written request specifying the objects and records to be examined , the purpose and proposed
date of the examination, researcher's current address and daytime phone number, will be
submitted to the Director. When the request meets the established access policy, staff will
schedule an appointment and provide supervised access to the specified objects and records.
Access to the collections and records may be limited both by the reasonable availability of staff
time to provide adequate supervision and potential damage to particularly fragile objects from
mov ement and handling .
Objects available for access will have a status of "OK" in the digital catalogue. Objects with any
other status are unavailable for access unless the individual making the access request has
specialized and/or professional experience handling objects with those restrictions. In that case ,
access is at the discretion of the Director, following the guidelines of this policy document. If
access to restricted objects is being requested, the individual making the request should list their
specialized and/or professional experience in the written request.
All copying and photography costs shall be the responsibility of the researcher. The researcher
shall give the Museum copies of any papers or publications which result from their study relative
to collections or records. Normally, examination of collections and records will take place in the
Museum under supervision of staff. Should the size and/or fragility of an object not permit the
object to be safely and easily removed from the collections storage room , then staff may allow
the researcher strictly supervised access to the storage room to examine the specific object, fully
documenting such access to the storage room . Unsupervised access to collection storage rooms
by persons not on the staff is prohibited .
Risk Management
The Fairhope Museum of History reserves all rights for the reproduction of objects in the
collections . No commercial reproduction is permitted without a written agreement authorized by
the Director. In general , non-educational or commercial reproduction of objects is prohibited.
The Museum reserves the right to collect royalties , initiate fees , or otherwise control the use of
its collections .
Photography of Collections
1. No publication or commercial use of photographs taken in the Museum 's exhibition areas
is permitted without written authorization of the Director.
2. Photography in the Museum 's exhibition areas for personal use is permitted during
regular hours of public visitation unless posted .
3. The use of flash units , strobe lights , or other potentially damaging artificial light sources
by visitors to photograph the Museum's exhibition areas is normally prohibited.
4. In interest of public safety, the staff may limit or prevent the use of tripods.
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5. Requests for obtaining photographs of objects in the collections will be submitted in
writing to the Director.
6. The Museum will establish and adjust as necessary a fee schedule for all photographic
and other copy work.
7 . Due to limited staff resources and time , the Museum may be unable to fulfill a specific
photographic request.
8. Researchers wishing to photograph objects with their photographic equipment may do so
only with prior authorization.
9. Researchers wishing to hire a photograph service to photograph objects may do so only
with authorization. The researcher must make direct arrangements with the vendor for
payment of vendor services.
10 . To receive permission to publish a photograph of an object or records , a Permission to
Publish form must be completed. Permission will be granted upon authorization by the
Director.
11 . Purchase of copyrighted photographic prints of objects does not convey copyrights to the
purchaser. Certain works of art as well as photographs may be protected by copyright,
trademark, or related interests not owned by the Fairhope Museum of History. The
responsibility for ascertaining whether any such rights exist and obtaining all necessary
permissions remains with the purchaser.
12 . The Fairhope Museum of History reserves the right to levy fees for the use of its
copyright materials , photographs, and reproductions.
13 . The Fairhope Museum of History reserves the right to deny a request for photography of
collections if fulfilling the request would lead to one or more of the following conditions :
a . Endanger the physical security of the collections
b . Undermine the intellectual integrity of the collections
c . Pose an excessive administrative burden
d . Violate terms of a loan
e . Infringe on copyrighted material
f. Involve use for illegal or unethical purposes
g. Violate privacy, publicity, or other personal rights of any party
h . Libel, slander, or cause undue ridicule or embarrassment to any person or
organization
1. Imply an institutional endorsement of any product, company, or enterprise .
Care of Collections
Museum staff are responsible for maintaining an updated location record for objects owned by
the Museum as well as those objects borrowed by the Museum. Staff will complete a
comprehensive inventory of the collections every year and will complete a spot check inventory
on an annual basis. Inventories will be conducted according to specific procedures outlined in the
Accessioning Standards document maintained by staff and located in the Director's office.
The permanent collection is to be handled in a manner that enhances its preservation. Objects in
the collection are to be handled by trained staff members or, on occasion, by trained volunteers.
Staff are responsible for training and supervising v olunteers. Written guidelines for handling
objects are included in the Procedures for Archive Assistants maintained by staff and located in
the Director's office.
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The Fairhope Museum of History holds and cares for its collection as a public trust and is
committed to the standards of collection care and conservation established by the American
Institute for Conservation and the National Institute for the Cons ervation of Cultural Property.
The Museum recognizes the importance of preventative maintenance and environmental
monitoring and control in enhancing the preservation of collections .
The Museum will contract with professional conservators on an as needed basis for professional
conservation treatment of objects in the collection. All conservation treatments will be properly
executed and documented. The authority for conservation treatment of objects rests with the
Director. The Director is responsible for preparing the strategic plan on an annual basis. Written
guidelines for staff conservation procedures to be followed in case of an emergency are located
in the Disaster Preparedness Manual maintained by staff and located in the Curator 's office.
Ethics
The Fairhope Museum of History and all staff members will adhere to the current Code of Ethics
for Museums adopted by the American Alliance of Museums. Museum members and staff must
refrain from any private or public activity that might be in conflict with, or appear to be in
conflict with, the mission and interests of the Museum. No individual may use his or her position
for personal gain or to benefit another at the expense of the Museum, its mission, its reputation,
and the public it serves.
No staff or member will use their position to obtain personal use and benefit from items falling
within the collecting realm of the Museum. The Museum agrees with the prevalent thinking that
it is unethical to engage in the buying and selling of archaeological artifacts obtained illegally.
Staff who are involved in collections acquisition are prohibited from using their professional
position to acquire personal collections of the same nature as the Museum 's collections. Staff
will not compete with the Museum in acquiring items for their collections. Staff are responsible
for maintaining full documentation on items in their personal collections including
documentation as to provenance of each item. This policy excludes readily available books and
materials relating to Fairhope history .
Appraisals
Staff will not, in their official or unofficial capacities, provide monetary appraisals of objects for
donors , potential donors , staff, Historical Commission members , or for the general public. The
Museum may provide the names of appraisers but shall not provide an endorsement. The
Museum may provide identification and authentication assistance for professional and/or
educational purposes only. Appraisal of objects owned by the Museum may be made for internal
use such as insurance coverage. The Museum will contract with objective, qualified appraisers as
needed.
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