Becca,

I would keep your overall collections policy the same but add a
category such as "functional artifacts" with a seperate policy for
use. I would suggest limiting the use and maintenance of these
functional artifacts being at the express approval of the curator or
collections manager. That way there is no permission in perpetuity nor
is there some lasting "condition" that goes along with the donation -
it is obvious that the responisble museum staff personel control the
collection. It is the museum that determines what is used and by whom
- no one else.

I would be a little leary of the donors being so invovled - but as
long as it is crystal clear that the museum has full ownership and
also sets the limits and policies for use then that should minimize
conflicts.

If the artifact is damaged while being used as a part of museum
activities then the museum, as owner, is repsonisble. If there is an
act of outright negligence or intented destruction then the party
responsible should be liable. The donors and others who will be using
these objects should be presented with a policy and standards for the
safe and responsible use of the collection and sign off on that. And
no one who is not affiliated as either a volunteer or staff should be
allowed to use them.

There is also the very serious subject of liability in the use of any
farm equipment, let alone 100 year old functioning artifacts. If there
is an unclear or confusing muddle of ownership, if the donor "owns" it
in part, and uses it, and either the operator or someone from the
public gets hurt, then that could be a really complex situation. It is
in the interest of the museum to own the collection and to set
policies and oversight for their safe use in demonstrations.

I can think of one instance where, at the living history museum where
I worked at many years ago, that a craft interpreter handed a sharp
tool to a member of the public to try, as they had done hundreds of
times, and the visitor sliced themselves so seriously as for it to
require surgery. Accidents DO happen and you need to anticipate that
and try to reduce and eliminate the potential for them and the ensuing
liabilities.

As a conservator I tend to dislike old objects and tools being used
but I have sometimes dealt with functional objects and realize that
while they are used they should not be seen as being "disposable" -
that there is a significant interest in the museum doing its best to
care and preserve these objects and that may place limits and some
restrictions on the use.

Cheers!
Dave

David Harvey
Conservator, Los Angeles CA


On 8/19/07, Becca Hiller <[log in to unmask]> wrote:
>
>
>
>
> Listserv members,
>
>
>
> Our organization is exploring the possibility of a "working agricultural"
> collection.  The artifacts that would be part of this would be treated with
> care while being used on a semi regular basis. Essentially the items would
> be living history artifacts but with a major difference—the original owners
> would most likely be the ones who would take them out for demonstrations and
> parades—not museum employees or volunteers.  The driving force behind this
> is a successful annual Tired Iron show which we have every year combined
> with a new "Agricultural and Automobile" addition being built.  There is a
> distinct
>
>
>
> Already a number of people have approached us about 'donating' artifacts but
> they want to have access to them . . . which goes firmly against our
> permanent collections policy.  Despite the clear guidelines in our policy
> the reality is that this will likely be allowed to happen so . . . to
> approach this from a positive stance the staff has discussed creating a
> working collection which would allow the artifacts to be used and still have
> policies that do apply to their specific circumstances and would guide the
> staff's care of them.
>
>
>
> With this background in mind what I would like to know is do any of your
> institutions have policies which cover artifacts that can still be used by
> the donors?  If so would you be willing to share them with us?  We are also
> interested in policies from living history organizations that discuss how
> items are to be cared for and how does the organization address issues
> regarding disposal if the artifacts are damaged beyond repair and are not
> suitable (or needed) in the permanent collection. In our case the items
> would be tractors, threshers, automobiles, horse drawn implements etc.
>
>
>
> Also, we are interested in suggestions anyone might have for us. This is new
> territory and we welcome advice.
>
>
>
> To give you an idea of just a few of the questions running through our heads
> . . .
>
>
>
> What if the donor passes on, what is the disposition of the artifact? Do we
> allow descendents to use the artifacts in perpetuity? Does the artifact move
> to the permanent collection? What if we do not want the artifact in the
> permanent collection?
>
>
>
> What if repairs are needed that are more expensive then we can afford or are
> willing to pay?  Whose truly responsible?
>
>
>
> What if the artifact is damaged while being used?  Is the person using it
> responsible when it was donated to us with the understanding that it would
> be used? (lets assume the person is the donor)
>
>
>
> I could go on and on with the questions that have occurred to us. But I am
> sure you get the point from the ones I have listed.
>
>
>
> Any help you can give is appreciated.
>
>
> Becca Hiller
>
> Curator/Archivist
>
> Santa Fe Trail Center
>
> www.santafetrailcenter.org
>
>
>
>
>
>
>   =========================================================
> Important Subscriber Information:
>
>  The Museum-L FAQ file is located at
> http://www.finalchapter.com/museum-l-faq/ . You may obtain
> detailed information about the listserv commands by sending a one line
> e-mail message to [log in to unmask] . The body of the message
> should read "help" (without the quotes).
>
>  If you decide to leave Museum-L, please send a one line e-mail message to
> [log in to unmask] . The body of the message should read "Signoff
> Museum-L" (without the quotes).
>
>

=========================================================
Important Subscriber Information:

The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes).

If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . The body of the message should read "Signoff Museum-L" (without the quotes).