{"id":753,"date":"2015-10-03T16:50:03","date_gmt":"2015-10-03T16:50:03","guid":{"rendered":"https:\/\/limahistorical.org\/wp\/?page_id=753"},"modified":"2021-06-02T02:59:45","modified_gmt":"2021-06-02T02:59:45","slug":"collection-policy","status":"publish","type":"page","link":"https:\/\/limahistorical.org\/index.php\/collection-policy\/","title":{"rendered":"Artifact Collection Policy"},"content":{"rendered":"
\n
\n

Town of Lima Historical Society<\/p>\n

Statement of Policies Governing Collections<\/p>\n

Collections Statement<\/h1>\n
    \n
  1. The purposes of this Society are to discover, to collect, to preserve, to exhibit, and to interpret materials and objects’ germane to the history of the town of Lima, New York, and to sponsor and encourage public education, publications, and public interest in the history of the town and its historical resources. (Please see Article II of the Lima Historical Society constitution for a more detailed statement of purpose.<\/em>)<\/li>\n
  2. The Society shall collect artifacts, photographs, and archival materials that depict the history and development of the town of Lima and its people, industries, businesses, and events from prehistoric times to the present. In general, the Society shall restrict its collecting to those artifacts of cultural, historical, or technological significance which can either.\n
      \n
    1. contribute to the documentation or interpretation of the history or prehistory of Lima and its residents, or<\/li>\n
    2. be used for research, exhibit, or educational purposes as they relate to the objectives of the Society.<\/li>\n<\/ol>\n<\/li>\n
    3. Only those artifacts and other materials that relate to and are consistent with the purposes of the Lima Historical Society shall be considered for accessioning into the permanent collection. Even if appropriate to the Society’s purposes, however, some objects may not be desirable acquisitions because of their duplication of existing collections, because of their physical condition, because of the expense and space necessary to acquire, conserve, store, and preserve them, and because of other factors that may constrain the Society’s ability to store and preserve objects for posterity.<\/li>\n
    4. Materials should not be accepted or otherwise acquired for the Society’s collections unless the conditions listed below are met.\n
        \n
      1. The artifact is relevant to and consistent with the purposes and activities of the Society.<\/li>\n
      2. The artifact is connected to the Town of Lima in one of these ways:\n
          \n
        1. It was made in Lima.<\/li>\n
        2. It was made by a person from Lima.<\/li>\n
        3. It was owned by a person or organization in Lima.<\/li>\n
        4. It was used by a person or organization in Lima.<\/li>\n
        5. It has a direct and important connection to a major event in Lima history or to an important person from Lima.<\/li>\n
        6. It is about the history of Lima or about one of its residents.<\/li>\n
        7. It is typical or representative of a form or type used in Lima.<\/li>\n<\/ol>\n<\/li>\n
        8. The provenance of the artifact is known and, if possible, documented. As a\u00a0general rule, an artifact whose provenance is well documented is more likely to be\u00a0acquired for the Society than one whose provenance is\u00a0not well known.<\/li>\n
        9. The present owner has clear title to the artifact.<\/li>\n
        10. The physical condition of the artifact is of sufficient quality to warrant its use\u00a0by the Society for instructional or scholarly purposes.<\/li>\n
        11. The Society can provide proper storage, protection and care for the artifact\u00a0under conditions that insure its availability for the Society’s purposes and in\u00a0keeping with professionally accepted standards. Acceptance\u00a0of an object places\u00a0the responsibility or its perpetual maintenance and preservation on the Society.<\/li>\n
        12. The Society will not knowingly accept material of illicit origin or doubtful title into the\u00a0collection. It will not knowingly or willfully accept or acquire any object that was\u00a0illegally imported, or that would support or encourage irresponsible damage to or\u00a0destruction of archaeological and historic: sites, properties, and monuments.<\/li>\n
        13. The Lima Historical Society intends to keep objects\u00a0permanently in its collections as\u00a0long as they retain their physical integrity, authenticity, and usefulness for the Society’s\u00a0purposes.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

           <\/p>\n

          \n

          Acquisition Policies and Procedures<\/h1>\n
            \n
          1. Objects may be added to the collections by means of gifts, bequests, purchases,\u00a0exchanges, or any other transaction by which title to theobjects passes to the Society.\u00a0Before accepting an object, the Society shall make reasonable efforts to ascertain that the\u00a0donor, seller, or trader has legal title to the object.<\/li>\n
          2. Except in extraordinary circumstances, title to all objects acquired for the collections is\u00a0obtained free and clear without restrictions as to use\u00a0or future disposition. Such\u00a0restrictions might include, but are not limited to, guaranteeing that an acquisition will not\u00a0be disposed of, that it will be restored or maintained to\u00a0the satisfaction of the donor, or\u00a0exchanger, or that it will be permanently exhibited. Exceptions to this policy require the\u00a0recommendation of the Acquisition Committee to the Board. A majority of the Board\u00a0must approve this recommendation. if objects are accepted with limitations, the\u00a0conditions will be stated clearly in an instrument of conveyance, will be made\u00a0part of the accession records for the object, and will\u00a0be strictly observed by the Society.<\/li>\n
          3. The Society will not provide appraisals to donors. Additionally, members of the\u00a0Society will not offer individual appraisals in any transaction in which the Society is a\u00a0party. The Society will endeavor, however, to help donors obtain proper and legal\u00a0appraisals of donations. The Society may also establish\u00a0values for its own insurance\u00a0purposes.<\/li>\n
          4. A legal deed of gift, setting forth an adequate description of the object and the precise\u00a0conditions of its transfer, accompanies all gifts and\u00a0purchases and is kept on file by the\u00a0Society. This document is signed by both the donor and an\u00a0authorized representative of\u00a0the Society and becomes part of the records of accession that are kept for all objects\u00a0acquired for the collection.<\/li>\n
          5. Temporary or short-term, (one year or less), loans to\u00a0the collections for specific\u00a0purposes may be authorized. Any and all offers to add to the\u00a0Society’s collections through\u00a0permanent, indefinite, or long-term, (one year or more), loans will be declined to avoid\u00a0renegotiating the terms of the display, care, or return of the loan with heirs.<\/li>\n
          6. The Society will loan collection items to appropriate institutions for approved\u00a0educational purposes. The Society does not normally loan collection items to individuals\u00a0or commercial institutions, unless such institutions are staging exhibitions of notable\u00a0educational value. Primary considerations for the approval\u00a0of a loan are the care and\u00a0security to be provided by the borrowing institution, the condition and value of the items\u00a0requested, and the importance of the items to the educational purposes of the loan\u00a0request. All loan requests must be approved by the Acquisitions Committee chairperson\u00a0and must be accompanied by a loan form, which lists the following information.\n
              \n
            1. The purpose of the loan.<\/li>\n
            2. The date on which the loan period begins.<\/li>\n
            3. The condition of the loaned item at the time it\u00a0leaves\u00a0the Society.<\/li>\n
            4. The date on which the loan period is to end and the object\u00a0is to be returned.<\/li>\n
            5. The condition of the object upon its return.<\/li>\n
            6. One copy of the loan form is given to the borrower.\n
                \n
              1. Another is kept by the Museum.<\/li>\n<\/ol>\n<\/li>\n
              2. Borrowers may request extensions of the loan period by\u00a0contacting the chairperson of the\u00a0Committee.<\/li>\n<\/ol>\n<\/li>\n
              3. Although recommendations may be made, decisions about acquiring objects for the\u00a0Society will be made by its Acquisitions Committee, a\u00a0subcommittee of the Museum\u00a0Committee. In determining whether to accept a gift, transfer, or exchange\u00a0or whether to acquire an object for Society collections, the Committee should try to\u00a0answer these questions:\n
                  \n
                1. What is it?<\/li>\n
                2. For what purposes was it used?<\/li>\n
                3. What is its provenance?<\/li>\n
                4. Who used it?<\/li>\n
                5. Where was it used?<\/li>\n
                6. When was it used?<\/li>\n
                7. Who was its manufacturer\/artist\/publisher?<\/li>\n
                8. Where was it made?<\/li>\n
                9. When was it made?<\/li>\n
                10. What is the object’s condition?<\/li>\n
                11. Is conservation needed?\n
                    \n
                  1. Can the conservation work be done acceptably and safely by the\u00a0Society?<\/li>\n
                  2. If not, can a conservator be recommended?<\/li>\n
                  3. What is the estimated conservation cost? Is the object of sufficient\u00a0significance to warrant the expenditure of Society funds to conserve it?<\/li>\n<\/ol>\n<\/li>\n
                  4. Does the object require special storage conditions?\n
                      \n
                    1. Can the Society care for and store the object properly?<\/li>\n<\/ol>\n<\/li>\n
                    2. Are there similar objects in the collection?<\/li>\n
                    3. Does the donor\/vendor have similar or related materials which help document\u00a0or enrich the object (e.g., photographs, letter, accessories, etc.)?<\/li>\n
                    4. Is the object being given with free and clear title?<\/li>\n
                    5. How does the object enhance the Society’s stated\u00a0purpose?<\/li>\n<\/ol>\n<\/li>\n
                    6. The Committee operates on a consensus basis except where purchases of $250 or\u00a0greater are being recommended. In such instances, the Board of Trustees makes the final\u00a0decision.<\/li>\n
                    7. If a gift is accepted, the Committee chair prepares and forwards a deed of gift and a\u00a0letter of acknowledgments to the donor. The deemor of gift relinquishes and transfers to\u00a0the Society all rights, title, and interest in and to\u00a0the property in question. If the object is\u00a0acquired by the Society through purchase, bequest, or other legal transfer, a copy of the\u00a0bill of sale, will, estate probation, or other legal document shal1 serve as the deed of gift.<\/li>\n
                    8. If a gift is declined, the chair prepares a letter explaining the reasons for refusal within\u00a0a week of the Committee’s decision.<\/li>\n
                    9. The Society will not acquire collection materials\u00a0with the advance of disposing of\u00a0them unless prior written consent of the donor is obtained.<\/li>\n
                    10. Deaccession Policy and Procedures:\n
                        \n
                      1. The Society may, from time to time, deaccession and dispose of objects from\u00a0the collections as deemed necessary by the Accessions\u00a0Committee and, in some\u00a0cases, the full Board. Reasons for deaccessioning include,\u00a0but are not limited to, those\u00a0listed here:\n
                          \n
                        1. The object does not meet the criteria and\/or accession listed in the Lima\u00a0Historical Society Collection Statement, part 4.<\/li>\n
                        2. A better example of the object has made the object\u00a0less useful.<\/li>\n
                        3. The physical condition of the object has deteriorated to the point that it is no\u00a0longer usable by the Society or is beyond the Society’s\u00a0ability to restore or\u00a0maintain.<\/li>\n
                        4. Evidence has arisen that the object did not, in fact, meet the criteria for\u00a0accessioning at the time of accession;<\/li>\n
                        5. Disposal of the object would allow for the acquisition of a superior object that\u00a0has been identified and for which the Society has a valid current option.<\/li>\n
                        6. In the event that an object is recommended for deaccession, the Society will make\u00a0every reasonable effort to ascertain that it is legally free to do so. If restrictions exist, the\u00a0Society will make reasonable efforts to comply with them, seek authority to alter them\u00a0from a court of competent jurisdiction, or notify the don\u00a0or of its intent to deaccession.<\/li>\n
                        7. Objects in the collections are deaccesioned only upon\u00a0the Board of Trustees’ majority\u00a0approval of a written recommendation From the Acquisitions Committee. If the estimated\u00a0or appraised value of the object is $250 or greater, recommendations to deaccession must be unanimously approved by the Acquisitions Committee, the President, and the Board of\u00a0Trustees.<\/li>\n
                        8. In accordance with principles set forth the New York State Association of Museums,\u00a0the Society will every effort to assure that the manner of disposition is in the best\u00a0interests of the Society, the public it serves, the public trust it represents in owning the\u00a0collections, and the scholarly or cultural communities that it represents.\u00a0Whenever possible, the Society will attempt to place the\u00a0object, through gift or exchange,\u00a0or sale, in another tax exempt public institution where it\u00a0may serve the purpose for which\u00a0it was initially acquired by the Society. The Society will consider that institution’s ability\u00a0to care adequately for the object before approving its transfer in this manner.<\/li>\n
                        9. The society supports the principle that objects which represent the historical, cultural,\u00a0or scientific heritage of a region, state or nation\u00a0should remain in the region, state, ornations, respectively.<\/li>\n
                        10. If objects are otherwise offered for sale, preference\u00a0is given for sale at advertised\u00a0public auction or in the Public market place in a manner that will best protect the\u00a0interests, objectives and legal status of the Society.<\/li>\n
                        11. Objects will not be given or sold to members of the Society, its officers, or members of\u00a0its Board.<\/li>\n
                        12. An adequate record of the conditions and circumstances under which objects are\u00a0deaccessioned and disposed of will be made and retained as\u00a0part of the Museum’s\u00a0collection records.<\/li>\n
                        13. Income derived from the sale of deaccessioned objects\u00a0will be used not to defray\u00a0ongoing operating expenses, but to enhance the collections.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n
                          \n

                          <\/h2>\n

                          Click here for printable Collections Forms<\/a><\/h1>\n<\/div>\n<\/div>\n
                          <\/div>\n","protected":false},"excerpt":{"rendered":"

                          Town of Lima Historical Society Statement of Policies Governing Collections Collections Statement The purposes of this Society are to discover, to collect, to preserve, to exhibit, and to interpret materials and objects’ germane to the history of the town of Lima, New York, and to sponsor and encourage public education, publications, and public interest in the history of the town and its historical resources. (Please see Article II of the Lima Historical Society constitution for a more detailed statement of purpose.) The Society shall collect artifacts, photographs, and archival materials that depict the history and development of the town of\u2026<\/p>\n

                          Continue reading<\/i><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-753","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/pages\/753","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/comments?post=753"}],"version-history":[{"count":13,"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/pages\/753\/revisions"}],"predecessor-version":[{"id":3213,"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/pages\/753\/revisions\/3213"}],"wp:attachment":[{"href":"https:\/\/limahistorical.org\/index.php\/wp-json\/wp\/v2\/media?parent=753"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}