Minnetonka Historical Society: Collections Management Policy & Procedures

This project provided the Minnetonka Historical Society (MHS) with two essential tools needed for a collecting institution. First, the policy outlined a set of procedures to monitor collections related activities and a reference guide for staff and volunteers, providing uniformity and consistency even as volunteers and board members change. Second, it will assist MHS in maintaining its collections records. The policy and procedures formalize MHS's collecting efforts, and assures future donors and the public that there is a plan in place to care for their collections in perpetuity.

The Minnetonka Historical Society's (MHS) goal for the collections management project was to develop a comprehensive Collections Management Policy. Museology created a specific, realistic, and usable Collections Management Policy and Procedures (CMP) that will influence the day-to-day handling of MHS's collections. This tool establishes responsibility for collections management on both the policy-making level and daily implementation level, museum ethics and legal aspects of collecting, acquisition and accessioning, deaccessioning and disposal, basic collections care and preservation, intellectual control of the collections, inventory procedure, risk management and security, access to and use of collections, incoming and outgoing loans, and intellectual property rights.

The policy adheres to the American Alliance of Museums Code of Ethics and the American Association of State and Local History Statement of Professional Standards and Ethics. The CMP also includes useful worksheets and forms for managing collections. Forms include a temporary custody receipt, deed of gift, incoming and outgoing loans, accession and loan ledgers, condition report, inventory and catalog worksheets, and deaccessioning documentation.

This project produced the expected results, and will provide a launchpad for other collections-based activities. For example, MHS plans to apply for funding for an inventory gain intellectual control of its collection, as well as the purchase of PastPerfect software and related hardware. Future goals include an inventory of the entire collection and upgrades to collections storage that meets museum standards through purchase of shelving, boxes, folders, and other supplies. These projects will fulfill two of the long-term goals of the project.

This project was considered successfully complete after the consultant submitted to MHS a clear, written Collections Management Policy and Procedures and provided training to MHS volunteers and board members.The project was evaluated through qualitative analysis, using factors such as compliance with applicable standards, developing appropriate policy and procedures for the MHS collection, ability to complete the project on time and on budget, and anecdotal evidence of understanding among participants in training.