4.1 Principles of Collection Development and Acquisition

Collection development and acquisition are crucial aspects of museum and library management. These processes shape an institution's identity and impact its ability to serve the public effectively.

A well-crafted collection policy guides decisions on what to acquire and how. It ensures new additions align with the institution's mission, complement existing holdings, and can be properly cared for. Various acquisition methods, from purchases to donations, each have unique considerations.

Collection Development Policy

Key Elements and Purpose

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• A collection development policy is a formal document that outlines the scope, priorities, and guidelines for building and maintaining a museum or library collection
• The policy serves as a roadmap for acquisition decisions, ensuring that new objects align with the institution's mission, complement existing holdings, and can be properly cared for and utilized
• The policy is typically developed by curators, collections managers, and other key stakeholders, and is reviewed and updated periodically to reflect changes in the institution's priorities or the broader cultural landscape

Components of a Collection Development Policy

• The mission statement defines the purpose and goals of the institution, which inform the direction and focus of the collection
• The collection scope outlines the specific areas, themes, or types of objects that the institution collects, as well as any geographical, chronological, or cultural boundaries
• Acquisition criteria provide a framework for evaluating potential acquisitions based on factors such as relevance, quality, condition, and provenance
• Deaccessioning guidelines establish the circumstances and procedures for removing objects from the collection, such as when they no longer align with the institution's mission or are damaged beyond repair
• Resource allocation addresses the financial, spatial, and staffing considerations for acquiring, storing, and caring for the collection

Acquisition Methods

Purchases

• Purchases involve the institution using its acquisition funds to buy objects from dealers, auction houses, or private individuals
• Purchases allow the institution to actively seek out and acquire specific objects that align with its collection development policy
• The acquisition budget and market prices for desired objects are key factors in determining the feasibility of purchases

Donations and Bequests

• Donations are gifts of objects from individuals or organizations to the institution, often with the intention of supporting its mission and enhancing its collection
• Donations can range from single items to entire collections and may be motivated by various factors, such as a desire to share the objects with the public, receive tax benefits, or honor a loved one
• Bequests are donations made through a donor's will, often as part of their estate planning
• Bequests can provide significant additions to a collection, but may also come with challenges such as a lack of prior communication with the donor or the need to allocate resources for processing and storage
• Institutions should carefully evaluate potential donations and bequests based on their relevance, condition, and any associated costs or restrictions before accepting them

Other Acquisition Methods

• Field collection involves curators or researchers actively collecting objects from their original contexts
• Transfers from other institutions or government agencies can also be a source of acquisitions
• Institutions should consider the legal, ethical, and logistical implications of these acquisition methods and ensure they align with the collection development policy

Acquisition Evaluation

Relevance to Mission and Collection Scope

• Relevance to the institution's mission is a primary consideration, as acquisitions should support and enhance the institution's purpose and areas of focus
• Curators and collections managers should assess how the object relates to the mission statement and contributes to the overall narrative or themes of the collection
• Alignment with the collection scope is another key factor, as acquisitions should fit within the defined parameters of what the institution collects (subject areas, time periods, geographic regions, or object types)
• Acquisitions that expand or complement existing holdings in meaningful ways are often prioritized, while those that duplicate existing objects or deviate from the scope may be less desirable

Resource Considerations

• Resource considerations, including space, staffing, and conservation needs, must be evaluated when assessing potential acquisitions
• The institution should have adequate storage facilities and environmental controls to properly house and preserve the object over the long term
• Staff expertise and availability for cataloging, researching, and interpreting the object should be considered, as well as any ongoing conservation or maintenance requirements
• The financial costs of acquisition, including purchase price, shipping, insurance, and any necessary conservation work, must be weighed against the institution's acquisition budget and overall financial sustainability

Legal and Ethical Considerations

Provenance Research

• Provenance research involves investigating the history of ownership and use of an object, from its creation to its current status
• This research helps establish the legal title and authenticity of the object, as well as any potential red flags such as looting, theft, or unauthorized export
• Provenance research may involve examining sales records, exhibition catalogs, correspondence, and other historical documents, as well as consulting with experts and conducting scientific analyses
• Institutions should establish clear policies and procedures for provenance research, including due diligence standards and documentation requirements

Cultural Property Issues

• Cultural property issues arise when objects have significant cultural, historical, or spiritual value to specific communities or nations, and may be subject to legal or ethical claims for repatriation or restitution
• The UNESCO Convention (1970) and the UNIDROIT Convention (1995) provide international frameworks for addressing these issues
• Institutions should be aware of and comply with relevant national and international laws and treaties governing the acquisition and transfer of cultural property
• Consultation and collaboration with source communities, indigenous groups, and other stakeholders is essential for navigating cultural property issues in a respectful and mutually beneficial manner

Ethical Considerations

• Ethical considerations in the acquisition process include assessing the potential impact of acquisitions on the communities or contexts from which the objects originate
• Institutions should consider the social, cultural, and economic implications of removing objects from their original contexts, and strive to balance the benefits of preservation and access with the potential risks of exploitation or cultural appropriation
• Transparency and public communication about acquisition policies, practices, and decisions are important for maintaining trust and accountability with stakeholders and the general public