for the Nova Scotia Museum

Tourism and Culture

CollectionManagement Policy

02OCTOBER

for the Nova Scotia Museum

CollectionManagement Policy

02OCTOBER

Copies available fromHeritage Division, Nova Scotia MuseumDepartment of Tourism and CultureAttention: NSM Books1747 Summer StreetHalifax, Nova ScotiaB3H 3A6Canada

Also available online athttp://museum.gov.ns.ca

Project TeamChris LavergneHeritage Resource Services, Nova Scotia Museum

Michelle LelièvreMuseum of Industry

Valerie LenethenHeritage Resource Services, Nova Scotia Museum

Debra McNabb (chair)Museum of Industry

Marven MooreMaritime Museum of the Atlantic

Deborah ScottHistory Section, Nova Scotia Museum

Alex WilsonMuseum of Natural History

With assistance fromDavid ChristiansonHistory Section, Nova Scotia Museum

Bob OgilvieHeritage Resource Services, Nova Scotia Museum

Stephen PowellHistory Section, Nova Scotia Museum

Scott RobsonHistory Section, Nova Scotia Museum

Miles RussellRoss Farm Museum

1.0 INTRODUCTION 61.1 Legal Authority 6

2.0 NOVA SCOTIA MUSEUM OPERATIONAL OVERVIEW 7

3.0 RESPONSIBILITY OF STAFF AND VOLUNTEERS 73.1 Ethics 7

4.0 COLLECTION DEVELOPMENT 8

5.0 ACQUISITION 95.1 Criteria for Acquisition 95.2 Approval Process for Acquisition 95.3 Methods of Acquisition 105.4 Income Tax Receipts and Appraisals 11

6.0 DOCUMENTATION 12

7.0 PRESERVATION 13

8.0 USE 138.1 Staff Access to the Collection 138.2 Public Use of the Collection 138.3 Working Collection 158.4 Other Materials 158.5 Change in Location 15

9.0 LOANS 159.1 Loans to the Nova Scotia Museum 159.2 Loans from the Nova Scotia Museum 16

10.0 INSURANCE 16

11.0 DEACCESSIONING 1711.1 Criteria for Deaccessioning 1711.2 Conditions for Deaccessioning 1711.3 Process for Deaccessioning 1811.4 Methods of Disposition 1811.5 Communication Plan for Deaccessioning 19

12.0 REPATRIATION 19

13.0 COOPERATION WITH INSTITUTIONS 20

14.0 POLICY REVIEW 20

GLOSSARY 21

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TThe Nova Scotia Museum (NSM) is a corporate body that operates a provinciallyowned, decentralized museum system. It

provides Nova Scotians and visitors to the provincewith opportunities to experience and learn about the natural and cultural heritage of Nova Scotia.

Material evidence of the province’s cultural historyand natural history is the primary resource used bythe NSM. The NSM acquires and preserves artifactsand specimens for study, reference, and presentationto the public, together with information aboutthem. The collection is displayed and stored inpurpose-built and historic buildings in communitiesthroughout the province. (It should be noted thathistoric buildings and structures are not consideredpart of the collection.) The NSM is responsible forpreserving the collection and making it accessible topresent and future generations.

This policy provides standards and consistency forthe selection, acquisition, preservation, use, anddocumentation of artifacts and specimens in thecollection, and for disposal if necessary. It recognizesthe decentralized nature of the collection and ofcollection management responsibilities, and itconsiders past and present practice, professionaland museological standards, collection managementissues, and planning for the future.

This policy provides the framework for guidelinesand procedures. These are contained in the CollectionsManagement Policy, Procedures and GuidelinesManual related to this policy, and must be used inconjunction with other Nova Scotia Museum policies.

1.1 Legal Authority The Nova Scotia Museum, governed by the NovaScotia Museum Act (Chapter 315 Revised Statutes,1989), acts as trustee for the collection. Ownershipof the collection rests with Her Majesty the Queenin right of the Province of Nova Scotia. The NovaScotia Museum also acts as the principal repositoryfor artifacts and specimens collected or seized underthe authority of the province’s Special PlacesProtection Act.

The Nova Scotia Museum respects the authority ofrelevant municipal, provincial, federal, and interna-tional legislation and conventions applicable tocollection management.

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1.0 INTRODUCTION

TThe Nova Scotia Museum is led by anExecutive Director who oversees fiveoperational units: Heritage Resource

Services, History Section, Maritime Museum of theAtlantic, Museum of Industry, and Museum ofNatural History. Each has a director. All units havecollection-related responsibilities. Heritage ResourceServices provides advice and support in the area ofcollection management, including registration,conservation, and information management. TheHistory Section manages artifacts associated with theprovince’s cultural heritage, including artifacts locatedat 23 sites, and ethnology and archaeology collections.The Maritime Museum of the Atlantic managesartifacts that represent the province’s marine history,while the Museum of Industry focuses on artifactsthat represent the industrial development of theprovince. The Museum of Natural History isresponsible for botany, zoology, and geology collections.In some instances, overlaps and exceptions in theseareas of responsibility occur.

TThe Executive Director is ultimatelyresponsible for the collection and, throughunit Directors, ensures that collection

management policies, guidelines, procedures, andstandards are developed and implemented. TheDirector, Manager of Collections, Curator, ordesignate is responsible for ensuring that anyonewho works with the collection is aware of policiesand procedures. Staff and volunteers must followthese procedures and standards in a consistentmanner throughout the Nova Scotia Museum.

The Code of Conduct for Civil Service in Nova Scotiaprescribes standards for the ethical behaviour of civilservant staff.

Each unit Director normally delegates responsibility forthe development and preservation of the collection tothe Manager of Collections, Curator, or designate.The collection management sections of the Nova ScotiaMuseum have direct and prime responsibility for theacquisition, preservation, and documentation of thecollection.

The development, management, and preservation ofthe collection at the Nova Scotia Museum’s locallymanaged sites are the responsibility of staff in theHistory Section. Where locally managed museumshave designated collection staff, a greater degree ofresponsibility for the collection is delegated.Collection-related responsibilities for both the LocalManagement Group and the Nova Scotia Museumare described in Site Operating Guidelines.

Staff and volunteers will strive to maintain artifacts,specimens, and collection records in an environmentconducive to preservation. Standards vary accordingto the nature of the collection and display or storageconditions; these will be described in the NSM’sCollections Management Policy, Procedures andGuidelines Manual related to this policy. TheManager of Collections, Curator, or designate willensure that the collection is inspected regularly forevidence of damage or deterioration. Any staff memberor volunteer who discovers a preservation problem or

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2.0 NOVA SCOTIA MUSEUMOPERATIONAL OVERVIEW

3.0 RESPONSIBILITY OF STAFF AND VOLUNTEERS

damage to an artifact or specimen must documentand report it immediately to the Manager ofCollections or designate.

All staff and volunteers are responsible for maintainingthe security of the collection. This encompasses lossor breaches of security. Staff and volunteers musdocument and report immediately any confirmedloss or breach of security through the unit Directorto the Executive Director. In some cases (e.g. firearms),legal considerations may require that the police alsobe notified.

The Manager of Collections, Curator, or designatewill ensure that artifacts or specimens having thepotential to be hazardous to the public, museum staff,volunteers, the environment, or the collection willbe properly handled and stored. All safety regulations(e.g. OHS, WHMIS) must be followed.

The Manager of Collections, Curator, or designatewill ensure that staff and volunteers who have physicalaccess to the collection are trained in and use appropriate care and handling.

3.1 Ethics In all activities relating to collection management, anemployee must not be in conflict of interest with thepurposes of the Nova Scotia Museum. If a conflictdevelops, the interests of the NSM will take precedence.

The Nova Scotia Museum will be guided by establishedprofessional standards and ethics. The Board ofGovernors of the Nova Scotia Museum has adoptedthe Canadian Museums Association’s Ethics Guidelines(1999). The current version of this document is partof the Collections Management Policy, Procedures andGuidelines Manual related to this policy.

Nova Scotia provincial legislation takes precedenceover Nova Scotia Museum policies, and Nova ScotiaMuseum policies take precedence over professionalethical guidelines.

TThe Nova Scotia Museum collection consistsof specimens and artifacts that represent thenatural history and cultural history of

Nova Scotia, as well as non-Nova Scotian materialacquired for comparative study. The collection doesnot include historic buildings. The Nova ScotiaMuseum collects in four distinct areas: natural history,marine history, industrial history, and cultural history,including ethnology and archaeology.

Development of the collection will meet both theimmediate and long-term objectives of the NSM.Development will build on strengths and addressweaknesses of the collection as assessed by appropriatecuratorial staff, and will take into account currentand future projects and needs. Strategies will includeboth planned and opportunistic approaches.

In developing the natural history collections, theprincipal objectives are to acquire and preserve

� specimens of animals, plants, rocks, minerals, fossils,and associated materials that occur in Nova Scotia

� specimens that do not occur in Nova Scotia but thatare related to Nova Scotian material, for specialstudy, exhibit, and educational use

In developing the cultural history collections, theprincipal objectives are to acquire and preserve

� artifacts produced in Nova Scotia

� artifacts used in Nova Scotia but made elsewhere

� artifacts not made or used in Nova Scotia but related to the province, collected for special study,exhibit, and educational use

The collecting strategies of the Nova Scotia Museumconsider the interests of community, regional,national, and international public institutions.

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4.0 COLLECTION DEVELOPMENT

TThe Nova Scotia Museum obtains artifactsand specimens through a variety of methods.Staff must undertake acquisition in

accordance with the highest professional standardsand ethics. When an acquisition is considered theNSM must make a serious, diligent, and documentedeffort to establish ownership. In the case of gifts orbequests, purchases, or exchanges, clear title must betransferred to the NSM. Conditions can not beattached that would limit the NSM’s use of the material,except with the approval of the unit Director.Conditions can not be illegal.

The Nova Scotia Museum does not acquire buildingsfor the provincial collection.

5.1 Criteria for Acquisition The Nova Scotia Museum will strive to acquireartifacts and specimens that generally are completeand in good condition, and for which provenance orlocality is well documented. The decision to acquirean artifact or specimen will be based upon thefollowing considerations:

� relevance to the mandate of the Nova ScotiaMuseum and to collection development objectives

� significance, such as association with an event, person, historical period, or geographic area

� representation of themes, processes, activities, and cultural norms with provincial significance

� results of primary research in Nova Scotia, such asvoucher specimens and samples

� availability of human and financial resources toacquire, document, preserve, store, and exhibit theartifact or specimen

� opportunities for use, exhibition, research, andother program requirements

� physical condition

� cultural sensitivity

� oral or written documentation to support ownership,authenticity, study, and use

� absence of threats to users or to other elements ofthe collection

� absence of restrictions on use or disposition

� compliance with legislated responsibilities definedunder the Special Places Protection Act (1980)

� compliance with other applicable legislationand regulations

5.2 Approval Process for AcquisitionAcquisitions are ultimately the responsibility of theunit Director; this responsibility is generally delegatedto the Manager of Collections, Curator, or designate.The decision to acquire an artifact or specimen willbe made by an acquisition committee of at least twopeople appointed by the unit Director, which mustinclude at least one of the following: the appropriateManager of Collections, Curator, or designateresponsible for the collection. The Director mayappoint other staff as appropriate. The committeewill not include any individual offering an artifact orspecimen to the NSM.

In some circumstances, acquisitions are taken to theBoard of Governors for recommendation. These include:

� purchases for which funds are requested from theBoards Endowment Fund

� purchases in excess of $25,000

� donations or purchases of a potentially controversialnature (e.g. cultural sensitivity, negative public scrutiny)

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5.0 ACQUISITION

� acquisitions that require a significant outlay ofresources, at the time of acceptance or in the future.(e.g. for storage, conservation, etc.)

The prospective donor or vendor must be issued aReceipt for Artifacts and Specimens when artifacts or specimens are received by the NSM.

A Gift Agreement or invoice must be signed to provethe transfer of ownership if the artifact or specimenis accepted. If the artifact or specimen is rejected, theowner will be notified and given 90 days to retrievethe object. If the owner does not retrieve the objectwithin 90 days, it will be disposed of in accordancewith the NSM’s guidelines and procedures, treated asabandoned property in accordance with Section 3.3of the Public Trustees Act.

5.3 Methods of Acquisition Artifacts and specimens are acquired through fieldcollecting, gift or bequest, purchase, exchange, andtransfer; some are also acquired in-house, and foundin the collection.

a) Field CollectingSpecimens or artifacts may be collected by museumstaff, or by others acting on behalf of the NSM,directly from their context in the field.

b) Field Collecting, Special PlacesThe Special Places Protection Act legislates theNova Scotia Museum as the legal repository for allarchaeological and paleontological material recoveredin Nova Scotia since 1980. A Heritage ResearchPermit, issued by the Nova Scotia Museum, is requiredfor recovery of this material.

The NSM also has the legal right to archaeologicaland paleontological material recovered in the field byunauthorized individuals.

The NSM may retain only those artifacts andspecimens that are deemed to be significant.

Individuals may legally own archaeological andpaleontological material collected in Nova Scotiaprior to 1980. Consequently, this material is acquiredin similar fashion to any other artifact or specimen.

c) Gift or BequestA gift or bequest may be accepted from any source,including a staff member.

d) PurchaseArtifacts or specimens may be purchased from anysources. However, purchase from a member of theBoard of Governors, staff, volunteer, or researchassociate of the Nova Scotia Museum, includingdirectly and locally managed sites, their family membersor friends, or an organization in which the individualhas an interest, requires the approval of the unitDirector and/or the Executive Director. In such casesthe Nova Scotia Museum will establish a purchaseprice that reflects fair market value, with adherenceto ethical guidelines.

e) ExchangeThe exchange of specimens or artifacts betweeninstitutions is an established and useful means ofdeveloping and improving a collection. Exchangesmay be arranged by the Manager of Collections orCurator responsible for that part of the collection,with the approval of the unit Director. Exchangesmay be made provided that

� both parties are in full agreement with the termsand conditions

� both the acquisition and the disposal of artifactsor specimens are documented for the permanentrecords

� the removal of the object would not impair thecollection in any functional way

� the removal will be approved through the deaccessioning process (see section 11)

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f ) TransferThe Nova Scotia Museum may acquire artifacts orspecimens from other Nova Scotia governmentdepartments or agencies. The transfer must besupported by documentation. Transfer includes objectsclassified as treasure under the Province’s TreasureTrove Act (R.S.N.S 1967, c. 314). A representativesample of any treasure is selected as royalty anddelivered to the Nova Scotia Museum to be maintainedon behalf of the people of Nova Scotia.

g) In-houseObjects created or used within the Nova Scotia Museummay be subsequently accessioned into the collection.

h) Found in the CollectionUnaccessioned objects that have been treated as artifactsor specimens over time but for which acquisitiondocumentation can not be found are designated ‘foundin the collection.’ These objects will be accessioned ifapproved through the acquisition process.

5.4 Income Tax Receipts and AppraisalsIncome tax receipts for artifacts or specimens, includingthose in a working collection, are available to alldonors, including staff members. The receipt willreflect fair market value at the time of acquisition,determined by appraisal.

The Nova Scotia Museum will not issue a tax receiptbefore a Gift Agreement is signed. It is preferable thatan appraisal not be undertaken before a GiftAgreement is signed as this action may ultimatelyreflect upon the reputation of the NSM.

All tax receipts must be signed by the ExecutiveDirector, who must keep a copy of the tax receipt inperpetuity.

An appraisal for a gift with a fair market value of$1,000 or less can be provided by a qualified staffmember. When the value exceeds that amount, a

qualified staff member can appraise it if there isdifficulty finding an independent appraiser, or if itinvolves unreasonable expense. (Canada Customs andRevenue Agency, Gifts and Income Tax, P113(e),revised 2000) Whenever possible, it is recommendedthat an appraisal for a gift with a value of more than$1,000 be undertaken by an appraiser acting at arm’slength from the NSM and the donor.

The cost of an outside appraisal for income tax purposeswill generally be borne by the institution as financialresources permit. Otherwise the NSM will negotiatewith the potential donor.

The Nova Scotia Museum does not undertake paidor unpaid third-party appraisals. Museum staff willnot recommend to the public a specific dealer,appraiser, or auctioneer, but may provide a list ofsuch people with the understanding that this doesnot constitute an endorsement.

Application for certification as Cultural Property forincome tax purposes may be made for artifacts andspecimens that appear to be of outstanding significanceand national importance. The process is initiated bythe Manager of Collections, Curator, or designate.All applications and correspondence will be submittedto the Canadian Cultural Property Export ReviewBoard by the Executive Director.

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TThe NSM must accurately and thoroughlydocument the collection to realize its valueand significance, and to fulfill the institution’s

stewardship role. Documentation is essential forcollection development, research, preservation, andinterpretation. Documentation is the responsibilityof the unit Director, Manager of Collections, orCurator, and other staff as appropriate.

Documentation will include information, in written,electronic*, audio visual, or graphic form, pertainingto the identity, locality, provenance, and transfer oflegal title of artifacts and specimens in the collection,and other related information regarding significance,function, description, condition, and usage afteracquisition. (* The Museum Information ManagementSystem (MIMS) stores electronic records for thecollection of artifacts and specimens.)

When being integrated into the collection, eachartifact and specimen must be described in sufficientdetail to enable the detection of any deterioration.Any change in condition or treatment to an artifactor specimen will also be documented.

Temporary or permanent change in the status of anartifact or specimen, such as an outgoing loan,deaccessioning, or transfer to a working collection,must be thoroughly documented.

The NSM will use accepted and consistent standards,methods, and procedures to document the collection.Documentation must be maintained in perpetuity.Normally, documentation itself is not considered partof the collection.

Legal documents dealing with acquisitions must bekept in hard-copy form, with a duplicate set storedin an off-site location. Copies of electronic recordsstored on the Museum Information ManagementSystem (MIMS) must be maintained and storedoff-site. Documentation should be maintained in asecure and stable environment.

While some documentation may be subject torestrictions, under the Province’s Freedom ofInformation and Protection of Privacy Act (FOIPOP),the NSM should ensure that information about thecollection is easily accessible to the public.

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6.0 DOCUMENTATION

TThe NSM has a responsibility to preserveits collection in perpetuity, with the exceptionof artifacts and specimens designated as

‘working collection.’ This includes artifacts andspecimens in storage, on exhibit, used in programsand research, on loan, and in transit. In all of theseactivities, the NSM will comply with the CollectionConservation Policy for the Nova Scotia Museum, 1997.

The preservation of the collection is the directresponsibility of the unit Director, Manager ofCollections, Curator, or designate, and other staff asappropriate. However, all staff and volunteers mustshare the responsibility.

TThe Nova Scotia Museum is committed tothe long-term preservation of artifacts andspecimens in the collection. However, a

balance must be struck between the preservation ofthe collection and its use for research, exhibition,educational, promotional, and commercial purposes.The Nova Scotia Museum acknowledges that accessto and use of the collection, by staff and the public,increases risk to artifacts and specimens and requiresappropriate controls.

Access to the collection is provided through exhibitions,programs, events, publications, collection records,research files, visual resources, and consultation withcuratorial staff. The Freedom of Information andProtection of Privacy legislation restricts access tosome information, including that related to the locationof vulnerable cultural history or natural history sites.

Access to and use of archaeological and ethnologicalartifacts must consider cultural sensitivities.

Access to and handling of firearms is restricted underfederal legislation.

The collection must be organized and managed insuch a way that it is readily accessible for all purposesconsistent with the goals of the NSM.

8.1 Staff Access to the Collection The level of staff access to the collection is determinedby the appropriate unit Director, Manager ofCollections, Curator, or designate. Staff and volunteerswho handle artifacts and specimens must beappropriately trained and supervised.

8.2 Public Use of the Collection The Nova Scotia Museum allows limited use of itscollection by the public for commercial and non-commercial purposes. This may involve physical orintellectual access to the collection.

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7.0 PRESERVATION 8.0 USE

Physical access to artifacts and specimens is providedthrough exhibitions, programs, events, and tours.Other requests for physical access will be consideredindividually (e.g. loans, individual requests, andfee-for-use situations).

Intellectual access to the collection through records,images, and other information may be requested forpublication, research, web sites, electronic media,display, promotional materials, personal use, media,films, and advertising.

Access to and use of the collection is at the discretionof the unit Director, Manager of Collections, Curator,or designate, and is generally provided to any personwho can demonstrate a need. Determining factorsinclude:

� condition of the artifact or specimen� risk to the artifact or specimen� location� security� health and safety risks� copyright� artist’s rights� intended use� expertise of the enquirer� human and financial resources available

Access and fee structure for use of the collection forcommercial purposes are governed by specific policiesand fee schedules.

In keeping with its educational mandate, the NovaScotia Museum supports use for non-commercialpurposes with a discounted fee structure.

Any agreement involving use of the collection mustbe documented in writing, signed by both parties,and approved by the Manager of Collections,Curator, or designate. The Nova Scotia Museummust be credited for any use of its collection.

8.3 Working Collection The Nova Scotia Museum recognizes the value ofusing artifacts and specimens in public and schoolprograms. These programs require objects that can be operated or handled by staff, volunteers, and thepublic, and that, ultimately, may be expendable. Tofulfil this need the NSM has established a workingcollection. Collection staff will advise on the appropriateuse of these artifacts and specimens.

The curatorial decision that leads to a designation of‘working collection’ also may result in a reducedlevel of care, documentation, conservation, andrestoration.

8.3.1 Designation of a working artifactor specimen Artifacts and specimens may be acquired specificallyfor the working collection or may be transferred fromthe permanent collection to the working collection.

The decision to designate an artifact or specimen aspart of the working collection will be made by areview committee of at least two people appointedby the unit Director. This committee will include atleast one of the following: Manager of Collections,Curator, or designate responsible for the collectionand other appropriate staff. The transfer of an artifactor specimen from the permanent collection must beapproved by the unit Director.

Artifacts or specimens designated as part of a workingcollection must

� fulfil a program need� be appropriate to the program� be demonstrated to be expendable (e.g. a duplicate

with no defined purpose, over representation in thecollection)

� be safe to use� not contravene legislation (e.g. firearms)

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Artifacts or specimens donated specifically for use inthe working collection will be identified as such onthe Gift Agreement. When an artifact or specimen istransferred to the working collection, the reasons forthe change in status must be documented. All artifactsand specimens acquired for the working collectionmust be registered and catalogued in accordance withmuseum standards. Artifacts or specimens in theworking collection must be clearly labeled as workingcollection, and the collection record will indicate thestatus of the objects as working collection.

8.3.2 Deaccessioning an artifact orspecimen from a working collection When an artifact or specimen in the ‘working collection’is no longer needed or useful, it must be deaccessionedin accordance with section 11.0 of this policy orreturned to the permanent collection.

8.4 Other Materials Material may be acquired for educational programs,exhibits, props, spare parts, or for purposes such astraining or analysis. The material is not consideredpart of the collection.

8.5 Change in Location Artifacts and specimens are moved among Nova ScotiaMuseum sites for a variety of reasons. Some of theserelocations are short term and others are long term.

When an artifact or specimen is moved for a shortperiod, any documentation, including the accessionor catalogue file, remains at the original site, a changeof location must be recorded in the artifact record.

When an artifact or specimen is moved for a longperiod, the accession or catalogue file goes to thedestination site; the site of origin will maintain acopy of the file for audit purposes.

9.1 Loans to the Museum

TThe Nova Scotia Museum borrows artifactsand specimens for exhibition, study, or otherpurposes consistent with the mandate of

the NSM and for a specified time period.

Loans are made to the Nova Scotia Museum byinstitutions and individuals. Before a loan transactionis completed the NSM must make a serious, diligent,and documented effort to establish ownership. Thelender retains legal ownership of the artifact orspecimen. A loan agreement, specifying intendeduse, must be completed for such material and thetransaction must be approved by the unit Director,Manager of Collections, or designate approved bythe unit Director. All loans for traveling exhibitionsmust also be approved by the unit Director.

The Nova Scotia Museum will provide the samestandard of care and security for the artifacts andspecimens on loan to the NSM as it does for thosein its collection. Treatment will not be undertaken onborrowed artifacts and specimens without prior writtenconsent from the owner. Any treatments must bedocumented. In the unusual event that a borrowedobject can not be returned to the lender after a serious,diligent, and documented effort has been made, itshould be treated as abandoned property in accordancewith Section 3.3 of the Public Trustees Act.

When the Nova Scotia Museum borrows materialand exhibits from another institution, it will followthe procedures prescribed by the lending institution.When the Nova Scotia Museum borrows materialfrom individuals, or from institutions with no lendingprocedures or forms, it will follow the procedures ofthe Nova Scotia Museum.

Incoming loans must be fully documented. Thedocumentation will include one copy of the signedloan form and information relating to value andcondition. These records must be retained in perpetuity.

Establishing the value of the item for insurancepurposes is the responsibility of the lender.

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9.0 LOANS

Artifacts and specimens moved within the NovaScotia Museum, either short term or long term, are notconsidered loans (see section 8.5).

9.2 Loans from the Museum The Nova Scotia Museum normally lends artifactsand specimens to institutions. Loans are not normallymade to individuals. The purpose of the loan must beconsistent with the interests of the NSM, and notpose undue risk to the artifact or specimen. Loansare made for a specified time period.

The Manager of Collections, Curator, or designateis responsible for ensuring that those who borrow orotherwise use material for any purpose are able toprovide necessary care. Individuals within both theborrowing and lending institutions taking responsibilityfor the transaction must be authorized to do so. Allloans from the Nova Scotia Museum must be approvedby the unit Director or designate.

Natural history Type Specimens normally will notbe loaned.

Outgoing loans must be fully documented. Thedocumentation will include one copy of the signedloan form and information relating to value and condition. These records must be retained in perpetuity.

The Nova Scotia Museum reserves the right not tolend artifacts or specimens.

TThe Nova Scotia Museum provides insurancefor its collection and for loans to and fromthe NSM. The NSM carries several types

of insurance, including blanket property, fine arts,marine, and liability. Additional insurance may berequired under certain circumstances. Unit Directorsor designates are responsible for insuring the collectionat fair market value, acquiring additional coveragewhen necessary, and providing valuations forinsurance purposes.

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10.0 INSURANCE

IIn the Nova Scotia Museum there is a strongpresumption against removing accessionedobjects from the collection. However, the NSM

recognizes that there are circumstances when deaccessioning can refine the quality and improvethe relevance of a museum’s collection.

Deaccessioning must be undertaken in accordancewith the highest professional standards and ethics, andmust not be influenced by arbitrary taste or individualpreference. Reasons must be ethical, defensible, andobjective. Deaccessioning must be undertaken withgreat scrutiny, and requires institutional review andapproval from the Board of Governors, to ensure asystem of checks and balances.

The deaccessioned artifacts or specimens must bethoroughly documented along with the reasons fortheir deaccession and the processes involved. Theserecords must be retained by the NSM.

Any disposal of artifacts or specimens will be inaccordance with the Surplus Crown Assets DisposalAct and its regulations.

A concerted and documented effort must be madeto keep deaccessioned objects in the public domain.

11.1 Criteria for Deaccessioning The Manager of Collections, Curator, or designateinitiating a proposal must be able to demonstrateclearly the need for deaccessioning, in accordancewith one or more of the following criteria:

� a specimen or artifact constitutes a physical hazardor health risk to staff or the public

� a specimen or artifact does not fall within theNova Scotia Museum mandate and written collectiondevelopment objectives

� the Nova Scotia Museum is incapable of providingthe conditions necessary for minimum curatorial care

� a specimen or artifact has deteriorated or is damagedto a point where it does not serve a useful purposeor poses a preservation threat to other elements ofthe collection or museum structures

� a specimen or artifact is a duplicate having nodefinable purpose; provenance and other documetation must be taken into account whendetermining duplicate status

� a specimen or artifact is over-representative of aparticular type in the collection; provenance and otherdocumentation must be taken into account whendetermining a specimen or artifact is over-represented

� a specimen or artifact has a fraudulent, unethical,or illegal provenance

� a specimen or artifact has been misidentified, or isfound to be a fake, forgery, or copy with nodefinable purpose

� the potential for gaining knowledge by destructiveanalysis of the object justifies its loss from thecollection

The NSM will not deaccession an artifact or specimenat the request of the donor or seller.

An artifact or specimen may be removed from thecollection as a result of a request for repatriation.

11.2 Conditions for Deaccessioning When deaccessioning is initiated, the NSM must ensure that

� it has clear title to the object or, in the case of poorlyor undocumented material, be able to demonstratethat it has made a serious, diligent, and documentedinvestigation to determine ownership

� there are no legal or legislative restrictions thatprohibit deaccessioning the artifact or specimen

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11.0 DEACCESSIONING

� the object has been offered as an artifact or specimento other museums within the Nova Scotia Museum

� an object for which a request for repatriationreasonably could be expected to arise in the futureis not to be considered for deaccessioning forother reasons

� the reasons for the removal of any artifact orspecimen from the collection must be thoroughlydocumented in accordance with the highestprofessional standards, and the documentationretained, so that the reasons for such action can beknown in the future

� if an artifact or specimen is undocumented, theNSM must make a serious, diligent, and documentedeffort to learn more about it before consideringdeaccessioning

11.3 Process for Deaccessioning The process of deaccessioning must be initiatedwith a written proposal supported by appropriate documentation and a recommended means of disposition. This proposal must be developed inconsultation with the Manager of Collections, Curator,or designate responsible for the collection. Theproposal must be approved by the unit Director,Executive Director, and the Board of Governors.

11.4 Methods of Disposition A demonstrated effort must be made to keep adeaccessioned artifact or specimen in the publicdomain by offering it to other museums, universities,or public institutions (as a gift or for exchange or sale)before sale to others. Consideration should be givento retaining the artifact or specimen in the communi-ty, within Nova Scotia, and then Canada, accordingto where it is most relevant. A member of the Boardof Governors, staff, or volunteer of the Nova ScotiaMuseum, including directly and locally managed sites, their family members or business associates, andorganizations associated with financial or in-kind

support may not acquire, through any means, anyartifact or specimen deaccessioned by the NovaScotia Museum.

When the NSM chooses to deaccession an artifact orspecimen, staff may consider, as a courtesy, notifyingthe original donor.

The following methods may be considered for thedisposition of an artifact or specimen:

a) Internal Transferwithin the Nova Scotia Museum for non-collectionuse (e.g. destructive analysis, props, training, etc.)

b) Giftto another museum, university, or public institution

c) Exchangewith another museum, university, or public institution

d) SaleThe NSM may sell deaccessioned material, andshould attempt, where possible, to establish a saleprice based on fair market value. Disposition by sale,in order of preference, includes:

i) a museum, university, or public institution.ii) the highest bidder at a publicly advertised auction

sale, or by tenderiii) reputable and established dealersiv) sale for scrap value

To ensure that the transaction is public and fair,arrangements for public sale of NSM objects will bein accordance with the Surplus Crown AssetsDisposal Act and its regulations.

e) DestructionDisposition of an artifact by destruction will be permitted if

� the object is hazardous or poses a danger to staff,public, or the collection

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� the object has deteriorated or is damaged to apoint where it does not serve a definable purpose

� all reasonable efforts have been made to dispose ofthe object through other methods

Two witnesses must be present to observe the destruction.

f ) ReturnAccording to the Canada Customs and RevenueAgency (see Bulletin IT-110R3 Gifts and OfficialDonation Receipts, section 3), the Nova ScotiaMuseum cannot return an artifact or specimen tothe original donor, whether or not a tax receipt wasissued. An artifact or specimen may be returned tothe rightful owner if it is determined that the NSMdoes not have legitimate ownership, or as a result ofa repatriation process.

11.5 Communication Plan for Deaccessioning The NSM must create a public communication planwhen an artifact or specimen has been recommendedfor deaccessioning. The plan must address the intentand circumstances of the decision to deaccession theartifact or specimen. The NSM unit that recommendsdeaccessioning is responsible for creating the plan andpresenting it to the Executive Director for approval.

TThe Nova Scotia Museum may repatriateartifacts or specimens in accordance withthe principles and guidelines stated in the

Canadian Museums Association’s Ethics Guidelines,and in the Canadian Archaeological Association’sStatement of Principles for Ethical Conduct Pertaining toAboriginal Peoples.

All requests for repatriation must be approachedwith respect and sensitivity.

The NSM recognizes that requests for repatriationcan only be resolved on a case-by-case basis.

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12.0 REPATRIATION

TThe Nova Scotia Museum encourages thedevelopment of public collections in otherinstitutions, to the extent practicable, by

offering advice, by identifying and authenticatingartifacts and specimens, and by cooperating with the collecting activities of other institutions.

TThis Collection Management Policy will be formally reviewed by the Nova ScotiaMuseum every five years. Amendments

may be required at other times and must be approvedby the Board of Governors, Nova Scotia Museum.

14.0 POLICY REVIEW

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13.0 COOPERATIONWITH INSTITUTIONS

Signature:

Date:

for the NSM Board of Governors for the Nova Scotia Museum

Certain words or phrases used in this policy havedeveloped specific meaning through museum usage:

AccessioningThe act of recording an addition to a collection.

AcquisitionThe act of taking legal possession and ownership ofan artifact or specimen to develop a collection.

ArtifactAn object showing human workmanship or modifi-cation, as distinguished from a natural object(specimen); may include contemporary and periodimages (photographs, drawings, charts, plans, maps,etc.), books, oral history recordings, theme- relatedor site-specific archival materials.

Collection ManagementThe actions taken or co-ordinated toward theacquisition, documentation, preservation, use, anddisposition of a museum collection in order to meetthe museums goals. These actions include maintainingregistration records, accessioning, cataloguing,ensuring proper storage, taking regular inventory, andmonitoring the condition of artifacts and specimensin the collection.

ConservationThe application of science to the examination,maintenance, and treatment of artifacts or specimens.Its principal aim is to stabilize artifacts or specimensin their present state. It encompasses both preventiveconservation and conservation treatments.

Conservation TreatmentAn intervention causing changes in the physicalproperties or structure of an artifact or specimen.

DeaccessioningThe permanent removal of an artifact or specimenfrom the collection, following stringent guidelinesand detailed procedures.

DesignateA person delegated to undertake specific activities bythe responsible Nova Scotia Museum authority.

Directly Managed Museum A provincially owned site, operated by the HistorySection of the Nova Scotia Museum.The 8 directly managed museums are:Balmoral Grist Mill Museum, Fisherman’s LifeMuseum, Haliburton House Museum, LawrenceHouse Museum, Prescott House Museum, ShandHouse Museum, Sutherland Steam Mill Museum,Uniacke Estate Museum Park.

DispositionThe method of removing an artifact or specimenfrom the collection, after it has been deaccessioned.

DuplicateEither of two things exactly alike and usually producedat the same time.

InterpretationA communication process designed to reveal meaningsand relationships (of cultural and natural heritage) tovisitors, through first-hand experience with objects,artifacts, landscapes, and sites. (John Veverka)An educational activity that aims to reveal meanings andrelationships (of cultural and natural heritage) throughthe use of original objects, first-hand experience, andillustrative media, rather than simply to communicatefactual information. (Freeman Tilden, 1957)

Locally Managed MuseumA provincially owned site, operated by a community-based, incorporated, non-profit society in partnershipwith the Nova Scotia Museum. Operational funding, operating guidelines, support,and liaison are provided through the History Sectionof the Nova Scotia Museum.

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GLOSSARY

The 15 locally managed museums are:Barrington Woolen Mill Museum, Cossit HouseMuseum, Dory Shop Museum, Firefighters’Museum of Nova Scotia, Fundy Geological Museum;McCulloch House Museum, North Hills Museum,Nova Scotia Highland Village, Old Meeting HouseMuseum, Perkins House Museum, Ross FarmMuseum, Ross-Thomson House Museum,Sherbrooke Village, Wile Carding Mill Museum,and, Fisheries Museum of the Atlantic.

Material EvidenceAny artifact or specimen that serves as a source ofinformation about cultural history or natural history.

PreservationThe effect of all actions performed to maintain andstabilize the condition of the objects in the collection,in order to pass them along to future generations. Itincludes conservation treatments and preventiveconservation. It also includes actions that have a directeffect on the physical well-being of the collection,such as the use of safe and proper storage, handling,and exhibition techniques.

Preventive ConservationNon-intrusive actions taken to slow or stop deterio-ration and to prevent damage to artifacts or specimens.

ProvenanceThe history of the artifact or specimen, its origin orsource. The more common term for anthropologicalcollections is ‘provenience,’ which defines an objectin terms of the specific geographic location of origin.In scientific collections, the term ‘locality’ is used,meaning specific geographic point of origin.

Public InstitutionAn institution that is publically owned, that is operatedfor the benefit of the public and not for the benefitof a private person, that is established for educationaland cultural purposes, that preserves artifacts orspecimens, and that exhibits or otherwise makesthem available to the public.

RestorationThe removal or modification of existing material, orthe addition of new material, in order to reinstateearlier known aesthetic, historical, or scientific values.

SpecimenA natural object, including rock, mineral, fossil, animal,or plant material, as distinguished from an objectmade or modified by human actions (artifact).

Type SpecimenThe specimen upon which the original description ofa new taxonomic group (genus, species, etc.) is based.The term is applied to fossils and minerals as well asliving organisms. (see the McGraw-Hill Encyclopediaof Science and Technology for a detailed description ofthe various categories of type specimens)

UnitOne of five administrative divisions of the NovaScotia Museum. They are: Heritage ResourceServices, History Section, Maritime Museum of theAtlantic, Museum of Natural History, Museum ofIndustry. Each unit has its own Director.

Voucher SpecimenA scientific specimen preserved and deposited into aresearch collection to support the results of a particularpiece of research or analysis.

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