Appendix 6:
COLLECTIONS MANAGEMENT POLICY
Architectural Fragment Collection
University of Mary Washington
1301 College Avenue
Fredericksburg, Virginia 22401
Last Revised 12/08/2013
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TABLE OF CONTENTS
Statement of Purpose ............................................................................. 3
Mission of the Architectural Fragment Collection ................................3
Goal of the Architectural Fragment Collection ..................................... 3
Responsibility and Authority for the Collection ...................................3
Ethical Standards .................................................................................... 3
Scope of Collection ................................................................................ 3
Acquisition Policy .................................................................................. 4
Deaccession Policy .................................................................................4
Inventory Procedures .............................................................................5
Management of Collection Records .......................................................5
Care and Conservation ........................................................................... 5
Environmental Controls .........................................................................5
Access .....................................................................................................5
Staff .........................................................................................................5
Public ......................................................................................................6
Sampling and testing policy ...................................................................6
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Statement of Purpose
The purpose of this policy is to identify how the Architectural Fragment Collection of the
University of Mary Washington will be managed. The policy is intended to serve as a guide to the
development, management, and preservation of the collection to achieve the overall mission of the
collection. This policy will identify the duties and responsibilities of the staff, and others who are
allowed to access the collection.
Mission of the Architectural Fragment Collection
The mission of the architectural fragment collection at the University of Mary Washington is to
provide a hands-on, educational resource for students and those interested in researching historic
building technologies and techniques.
Goals of the Architectural Fragment Collection
Provide examples of historic building technologies and techniques found throughout the
Rappahannock River Valley region, in order to reinforce traditional academic study.
Provide material for both hands-on education and research that includes scientific testing.
Facilitate accessibility to often inaccessible historic materials.
Use the collection to begin to develop building technology and technique chronologies to assist in
dating and site interpretation.
Responsibility and Authority for the Collection
Gary Stanton – Chair of the Department of Historic Preservation
Michael Spencer – Assistant Professor of Historic Preservation
Douglas Sanford – Professor of Historic Preservation
Andrea Smith – Assistant Professor of Historic Preservation
Christina Turdean – Assistant Professor of Historic Preservation
Ethical Standards
Faculty should protect the integrity of objects and thus guarantee that they continue to be reliable
evidence of the past.
Faculty should appraise, select, and maintain objects in their historical, legal, and administrative
context, thus retaining the principle of provenance, preserving, and making evident the original
relationships of documents.
Faculty should protect the authenticity of objects during processing, preservation, and use.
Faculty should ensure the continuing accessibility and intelligibility of objects.
Faculty should record, and be able to justify, their actions on objects.
Faculty should promote the widest possible access to objects and provide an impartial service to all
users.
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Faculty should respect both access and privacy, and act within the boundaries of relevant
legislation.
Faculty should use the special trust given to them in the general interest and avoid using their
position to unfairly benefit themselves or others.
Faculty should pursue professional excellence by systematically and continuously updating their
knowledge, and sharing the results of their research and experience.
Faculty should endeavor to develop their professional understanding and expertise, to contribute to
the body of professional knowledge, and to ensure that those whose training or activities they
supervise are equipped to carry out their tasks in a competent manner.
Faculty should seek to enhance cooperation and avoid conflict with their professional colleagues and
to resolve difficulties by encouraging adherence to collection standards and ethics. Faculty should
cooperate with members of related professions based on mutual respect and understanding.
Scope of Collection
The collection contains examples from a variety of building technologies. Nails, bricks, mortar,
wood shingles, masonry features, doors, windows, tools, and a variety of other objects are part of
the collection. All artifacts are from the Rappahannock River Valley Region and range in date from
the time of settlement to present day. These objects are used for teaching in the classroom both for
examples of building technologies and for learning scientific testing of materials. The objects are
also available for research.
Acquisition Policy
Faculty in the Historic Preservation Department will make all decisions regarding acquisitions to
the collection.
Acquisitions will be made based off the following criteria:
 Provide examples of historic building technologies and practices found in the
Rappahannock River Valley region from the time of settlement to the modern day.
 The object must be in proper condition to convey technology or manufacture or convey
information about a locally or regionally significant structure.
 Objects that are unique to the area or to building technologies will be accepted into the
collection.
 Objects that are part of a donation must be properly documented in order to be accepted
into the collection.
 Elements that require continuous maintenance will not be added to the collection due to
the inability to provide adequate upkeep.
Deaccession Policy
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Faculty in the Historic Preservation Department will make all decisions regarding deaccessions
from the collection.
Deaccessions will be made based off the following criteria:
 Objects will be deaccessioned if they are found to no longer fit the mission of the
collection.
 Objects will be deaccessioned if there is no longer proper storage space for them or if they
are in condition that would require advanced preservation or conservation.
 Objects will be deaccessioned if they are found to be repetitive of other objects,
particularly if the other objects are in better condition for teaching and/or research.
 Objects will be deaccessioned if they are no longer in condition to be used for hands-on
teaching or research.
Procedure for removal:
 The Historic Preservation faculty is in charge of initiating the removal process, however
the entire faculty should be consulted on the removal at department meetings.
 Proper documentation of the removal should be done in order to ensure that the records of
the collection are up to date and correct.
Inventory Procedures
Developing and maintaining an accurate inventory is the responsibility of the Department faculty.
Each object in the collection is given a catalog number and storage location. Storage locations for
each object are maintained in the collection database. The database will be updated as objects are
moved or deaccessioned so that up-to-date information is available at all times. In addition, the
faculty, or authorized personnel, will conduct a wall-to-wall inventory of the collection on a biannual basis.
Management of Collection Records
Collection records will include: legal status of objects (bill of sale, deed of gift, etc.), descriptive
and historical data, condition reports and conservation history, correspondence regarding
acquisition, documents regarding deaccession, photographic documentation, and any other records
of the object’s use and movement using the cataloging database.
Paper records will be stored in a secure cabinet in either the Department Chair’s office or the
Curator’s office. Digital records will be stored in the collection database and backed up to a secure
location on another computer within the department.
Care and Conservation
Conservation will be done by the faculty if necessary. If advanced conservation is needed, it will be
approved by the department chair or curator of collection. A list of all the objects in the collection
and their identification numbers should be kept in a secure location and a backup copy should be
kept off-site in the case of an emergency.
Environmental Controls
If possible, the storage area should be kept locked at all times. Only those who are authorized can
gain access, or those who have been approved by the curator or department chair. If possible,
natural light should be kept at a minimum. Artificial light should be kept at a minimum to avoid
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damaging the artifacts. Humidity and temperature should be monitored to provide the best
conditions for the objects. Flammable objects or chemicals used for testing should be kept in a
secure location in order to prevent damage to objects.
Access
Only those who have been approved by the curator or department chair are allowed access to the
collection and records outside of class. During class, all students are allowed access to the teaching
collection. The study collection is only to be accessed by those who have been given permission by
the faculty, curator, or department chair.
Staff
Gary Stanton – Chair of the Department of Historic Preservation
Michael Spencer – Assistant Professor of Historic Preservation
Douglas Sanford – Professor of Historic Preservation
Andrea Smith – Assistant Professor of Historic Preservation
Christina Turdean – Assistant Professor of Historic Preservation
Public
The public will only be granted access to the collection with permission and approval from the
Curator or the Department Chair. The public must formally request permission for research by
contacting the Department Chair.
Sampling and testing policy
Sampling and testing is the permanent alteration, removal, or destruction of part or all of an object
in the course of research. Sampling and testing are approved as part of classes or for faculty
research. Outside testing as part of research must be approved by the Curator of the collection or
the Department Chair.
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