Monica, 



I had the same issue while I was a Curator at a small museum. After consulting with colleagues, I sent new deeds to the donors with a letter explaining what happened. Honesty is the best policy, of course, and I think the donors really appreciated that. I think the donors were really happy that the museum was trying to turn itself around. 



I also followed up the letters/deeds with phone calls to the donors. Some returned the deeds, some came back as return to sender, and some even returned with monetary donations. If I didn’t receive a reply, I put a note in their accession file with the date that I sent a letter and a brief description of the issue. For some donors, my letters were the first time anyone had engaged with them since their donation! 



Jeremy



Jeremy Underwood | Account Executive

BUILDING FOUR FABRICATION

3555 Broad Street, Chamblee, GA 30341 

direct | 404-551-4288 main | 404-551-4450

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On 2/27/18, 12:08 PM, "Museum discussion list on behalf of Monica Drake" <[log in to unmask] on behalf of [log in to unmask]> wrote:



    Hello Museum L Community,

    

    Can anyone tell me if it is a a good and transparent policy to contact past donors, who are still on this mortal coil, and ask them to sign a deed of gift for items that they have donated (per our PastPerfect System) but for which I cannot locate a deed of gift or any other paperwork legally transferring title?

    

    How do Museum's usually handle this? I am in a new position where I noticed a lot of deed paperwork is missing, but many donors still live in the area. I am balancing the transparency of admitting "hey, in the past we were wrong and somewhat unprofessional to not get this paperwork" with "perfect title" which is, of course, what everyone wants. 

    Suggestions are appreciated. 

    

    Monica

    Registrar

    Ponce Inlet Lighthouse Museum

    

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