Protecting Your Treasures: Introduction to Collections Management

Ohio Local History AllianceZone 8 MeetingMarch 23, 2013Protecting Your Treasures:Introduction to Collections Management

Aleia BrownCurator National Afro-American Museum and Cultural CenterNational Afro-American Museum and Cultural Center-Wilberforce, Ohio-Founded 1988-The first African American museum to focus on the national African American experience-Closed in 2011 for mold remediation and HVAC repairs-Reopened Jan. 26, 2013 (mold free!)

At one time, had the largest African American 3 dimensional and archival collections.

The majority of my experience in collections management is seen through the lens of working at Afro-Am. I was involved in mold remediation, the first inventory in 15 years, and rebuilding our reputation with the community and donors. 3Your decisions impact, or the way you manage your collections, impacts many different aspects of your institution. Collections ManagementProtecting Your Treasures: Collections PolicyHaving a strong COLLECTIONS POLICY is the first step to protecting your collection.

Collecting institutions are charged with being good stewards of history and culture. A collection policy that aligns with AAM standards, consistently enforced and accessible is absolutely necessary.

The collections policy offers an institution guidance, instructions, and protection. Whats In the Collections Policy?PurposeScopeAccessioningDeaccessioningConservationIncoming/Outgoing LoansAccess and SecurityMaintenanceFormsDisaster PlansData ManagementTake a look at some collections policies online. Also, consider the benefits of putting a copy of your collections policy online. What Happens If You Place Your Collections Policy on Your Website?It will make your institution more accountable

It makes your policy more accessible No one is in the dark about what you collection and how you take care of it

Donors often appreciate openness and honestyResidents in your community have many treasures, but they will not give them to your institutions if they dont know or trust your object handlingProtecting Your Treasures: StorageGeneral RequirementsSpaceCleanCan accommodate objects sizesFew exterior wallsConcrete floorsTemperature64-68FRelative Humidity45-55%, but always below 65%LightLED or UV filtered lightMaterials (Storage and packing)Acid Free paperMuslinBubble wrapMylarPolyethyleneTyvekConducting a consistent inventory will ensure that you have complete intellectual control over the collection

Inventories can occur once every 5 years, with small collections being spotted tested during those years.

Cataloguing is valuable because it often gives the object meaning.Protecting Your Treasures: InventoryCatalog the Quilt!Object DescriptionArt quiltTitleMichelle and BarackArtistCarolyn CrumpMaterials100% cotton, beadsOtherIncluded in the Barack Obama Journey of Hope exhibitAccession Number2009.91.1ConditionGoodDonationArtists donated the quilt to show her gratitude for being represented in the Journey of Hope show in 2009.LocationFolk ArtCabinet A, Row 3Apply the Accession NumberBe sure to assign each object with an accession number. It provides you with a great deal of information and helps you keep track of artifacts. There are many different methods for applying the accession number. Some using a tag, others involve writing directly on the object. Use a pencil and B-72 solution if you must write on the object. Collections Management SoftwareMost popular and user-friendly- PastPerfect

As soon as the bugs are fixed, the entire Ohio Historical Society will use CuadraStar. Until then, we are using an access database. We also have a paper copy of our inventory. Always keep a paper copy!Final WordsCaring for collections is an ongoing project- it never ends.

The key to successful collections management is vigilance.

Use your resources:NPS Conserve-o-gramsAmerican Alliance for Museums LinkedIn groupColleagues Aleia Brownabrown@ohiohistory.org937.376.4944, ext. 2110Thank You