Your operational situation is rather rare and full of potential complications.  I also think you are going to have a difficult time finding another example to compare with; especially since you have a 3-institution "arrangement" without documentation, rather than just two.  I would contact the AAM's legal department and see how they view your situation.  My guess is that the AAM would suggest you establish a written agreement as soon as possible with strictly defined conditions and dated for a limited period of time so that your institution is protected. The greatest dangers are that 1) something will happen to an object that is not yours, but that you are responsible for (theft or damage) and 2) legal problems of ownership since you have no agreement in writing.  Both of these problems are obviously interrelated.  You would want to strictly define which institution owns what objects, how you are required to care for the objects in question, any legal or financial obligations each institution has and who has access under what conditions, to name just a few specifics.  You might also want to separate the three different collections.  Ultimately you would want to extricate your institution from this situation even if you can strictly and legally define your liabilities and responsibilities.  Your access to these collections may have provided some advantage to you in the past, but I'm guessing any advantage is outweighed by your liabilities. Talk to AAM first, and then proceed based on what works for your institution.  And always add a dash of common sense.  If something sounds wrong, it probably is wrong. I know this sounds rather negative, but your institution is at risk and your first obligation is to protect your institution.   



Jeff Tenuth

Natural History Collection Manager

Indiana State Museum







-----Original Message-----

From: Museum discussion list [mailto:[log in to unmask]] On Behalf Of Shannon Lindridge

Sent: Wednesday, November 21, 2012 3:02 PM

To: [log in to unmask]

Subject: [MUSEUM-L] Policies for multiple collections under one roof



Hello All!

I am looking for some examples of collection policies, memorandum of agreement, and/or contracts between institutions where one institution stores and cares for the other institution's collections. 

A little background information: We are presently a collecting institution which cares and stores collections for two other institutions with no written contract between each of the other institutions regarding funding, collections management: accessioning and deaccessioning, etc. So we are basically caring for these collections for free and have little control over donations/deaccessions, however we do have full access and use of these collections for our own programming and exhibitions. One of the institutions exists pretty much in name only and is no longer adding to their collections, but there has been talk of revitalizing it.  

The second is still actively collecting with the 3-d objects stored at our site and the archival items at another location.  This second institution has a collections policy which is very close to our own.  As far as staff, I am a department of one (with a few volunteers/interns) overseeing all the paperwork, care, and movement of all three collections.  

With space and finances in short, or in ever decreasing supply, the time has come to address these 50+ year relationships by developing sound policies which benefit all parties involved.

I would also like to know how AAM accredited museums have had to deal with such arrangements.



Thanks for your help.

 

Shannon Lindridge, Registrar



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