Collections Management Policy

1. Collections Management Policy University Of Iowa Museum Of Natural History Insert picture of museum Shawn Thompson Josh Terronez

2. Mission • The mission of the University Of Iowa Museum Of Natural History is to inspire in visitors of all ages, understanding and a sense of wonder, discovery, respect and responsibility for our natural and cultural worlds through exhibits, programs and collections, as well as through links with UI research and activities.

3. Scope of the Collection. • Birds • Mounted specimens • Research specimens • Egg

4. Scope of Collection (cont…) • Mammals • Study skins • Bones

5. Scope of Collection (cont…) • Ethnographic materials • Stone tools from Tama County, Iowa • North America • Philippines • Entomology • Marine • Shells • Sea Fans • Coral • And others

6. Acquisition Policy • Acquisitions shall be relevant to the museum mission statement. • Acquired objects or specimens will be accessioned in to the collection ASAP. • Approved criteria for Acquisitions • Purchase • Gifts or donations • Bequest • Field collecting • Salvage

7. Accession • No object or specimen will be accession unless the museum is satisfied that: • The object or specimen has not been stolen • The object or specimen was acquired legally • The object or specimen was exported or imported legally • The recovery of the object or specimen did not involve any unscientific or intentional destruction of the natural area or archeological site were it was found. • All paper work will be filled out and kept on file permanently.

8. Deaccession Policy • Objects and specimens must meet one or more of the following criteria to be deaccessioned. • Authenticity • Condition • Cost of care • Documentation • Mission • Program strength • Request for return of objects or specimens • Restitution and repatriations • Scope of collections • Use

9. Deaccession Procedures • Acceptable means of disposal. • Transfer to another university department for hands-on educational use • Return to original donor or donor’s heir • Public sale • Placement to another institution • Deliberate destruction

10. Registration • Objects are to be promptly registered in accordance with professional standards and an AAM approved system • Currently use FileMaker Pro • Looking to convert to new system – Past Perfect or Specify • We have written records and computer generated records • Acquistions/accessions, deaccessions, catalog, loan agreements, insurance, deeds of gift, etc. • Collections manager is responsible for all forms and contracts

11. Registration (cont…) • Records house in secure locations with restricted access • Collections Manager • Collections Technicians • Research and Interns • All records are duplicated and kept in off-site location • University IT holds master back-up of computer generated records • Duplicates also held in one of two other Pentacrest Museums

12. Registration (cont…) • Records /Databases will be routinely maintained • Monthly computer back-up • Annual inventory (spot-check) • Catalog methods and databases will keep in concert with current and new methods

13. Loans • The terms of the museums loan agreement are as followed: • Loan must only be used for scholarly or educational purpose. Loans periods shall be for a specified duration as agreed upon by the museum and the borrowing institution. • The borrower must accept full responsibility for the safety of the loaned object or specimen, including any restrictions on use, security, storage, etc. • The borrowing institution must produce facilities for the loan museum to determine if the borrowing institution has the appropriate resources to care for and exhibit the loan.

14. Loans (cont…) • Only qualified members of the borrower’s staff are to pack, unpack, or otherwise handle the loan object. Plus borrower is to make every effort to prevent loss or damage to loaned objects or specimens. • Shipment of loaned objects or specimens will be made by either insured U.S. Mail or by reputable insured parcel services. • Compliance with any legal restrictions (e.g. endangered species, CITIES regulations, etc.) pertinent to objects and specimens must be confirmed by the curator before loans are approved. • All borrowed objects and specimen shall be returned to the museum in the same fashion as it was when it was borrowed.

15. Object Movement • Each curator or collections manager is responsible for overseeing of packing and shipping of objects • No object shall leave its assigned repository unless all proper written documentation has been recorded • In – house loan forms shall be used for object movement between museum departments

16. Object Movement (cont…) • Due to high volume and variety of objects housed at the museum, packing and shipping methods will be followed according to National Park Service methods • National Park Service Museum Handbook Chapter 6 – Handling, Packing, and Shipping • http://www.nps.gov/museum/publications/MHI/CHAP6.pdf

17. Storage and Control • 65 Degree F / 18 degrees C • RH 50%

18. Security • Only authorized staff • Researchers, volunteers, interns, others - with staff approval and signature of agreement to handling procedures

19. Risk Management Plan • Potential risks for museum collections and staff • Security- related • Arson • Terrorism • Theft • Vandalism • Natural Disasters • Fire • Flood • Heavy snowfall • High Wind • Tornado

20. Risk Management (cont…) • Infrastructure risks • Failure of HVAC system • Loss of power • Pests • Structural deficiencies • Water leaks

21. Thank You • Josh Terronez and Shawn Thompson