Bailey-Matthews Shell Museum
Collection Management Policy
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TABLE OF CONTENTS
Introduction……………………………………………………………………………………………………………………. 3 - 4
Mission………………………………………………………………………………………………………………………… 3
History…………………………………………………………………………………………………………………………. 3
Statement of Authority…………………………………………………………………………………………….. 3-4
Code of Ethics………………………………………………………………………………………………………………………. 5
Collections………………………………………………………………………………………………………………………. 5 - 7
History of Collections…………………………………………………………………………………………………… 5
What is Collected…………………………………………………………………………………………………………. 5
Use……………………………………………………………………………………………………………………………. 5-6
Collections Categories………………………………………………………………………………………………. 6-7
Collections Committee…………………………………………………………………………………………………. 7
Acquisitions and Accessions…………………………………………………………………………………………… 7 - 10
Acquisitions………………………………………………………………………………………………………………….. 7
Collecting in the Field…………………………………………………………………………………………………… 8
Purchases…………………………………………………………………………………………………………………. 8-9
Donations……………………………………………………………………………………………………………………… 9
Exchanges……………………………………………………………………………………………………………………. 9
Acquisitions Committee…………………………………………………………………………………………… 9-10
Accession Procedures………………………………………………………………………………………………… 10
Disposals and Deaccessions…………………………………………………………………………………………. 10 - 12
Object Disposal …………………………………………………………………………………………………….. 10-11
Object Transfer…………………………………………………………………………………………………………… 11
Sale of Objects……………………………………………………………………………………………………………. 11
Process of Deaccessioning……………………………………………………………………………………… 11-12
Loans…………………………………………………………………………………………………………………………… 12 - 13
Incoming Loans……………………………………………………………………………………………………… 12-13
Outgoing Loans……………………………………………………………………………………………………… 12-13
Loan Fee…………………………………………………………………………………………………………………….. 13
Restricted Loans…………………………………………………………………………………………………………. 13
Documentation…………………………………………………………………………………………………………… 13
Documentation……………………………………………………………………………………………………………. 13 - 15
Overview………………………………………………………………………………………………………………. 13-14
Back-up Systems……………………………………………………………………………………………………. 14-15
Care and Maintenance…………………………………………………………………………………………………. 15 - 16
Handling……..…………………………………………………………………………………………………………. 15-16
Storage………………………………………………………………………………………………………………………. 16
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Conservation………………………………………………………………………………………………………………. 16
Inventory……………………………………………………………………………………………………………………. 16
Risk Management………………………………………………………………………………………………………… 16 - 17
Insurance……………………………………………………………………………………………………………………. 16
Integrated Pest Management ……………………………………………………………………………….. 16-17
Disaster Planning………………………………………………………………………………………………………… 17
Access…………………………………………………………………………………………………………………………. 17 - 18
Public Access………………………………………………………………………………………………………………. 17
Researcher Access and Use……………………………………………………………………………………. 17-18
Database Information…………………………………………………………………………………………………. 18
Usage and Updating…………………………………………………………………………………………………….. 18 - 19
Monitoring…………………………………………………………………………………………………………………. 18
Revisions…………………………………………………………………………………………………………………….. 18
Compliance……………………………………………………………………………………………………………. 18-19
Glossary………………………………………………………………………………………………………………………. 19 - 21
References…………………………………………………………………………………………………………………………. 21
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INTRODUCTION
Mission Statement:
The mission of the Bailey-Matthews Shell Museum is:
o To educate about shells and mollusks, the shell-makers, through exhibits,
educational programs, library service and publications;
o To further awareness of nature and the natural environment;
o To promote collection-based research on shells and mollusks with emphasis on
Southwest Florida and the Gulf of Mexico
(The Bailey-Matthews Shell Museum, 2011)
Museum History:
The project to create a shell museum began in 1984 when a bequest of $10,000 was given to a
local Sanibel shell collector. In 1985, members of the Sanibel-Captiva Shell Club were selected
to design a shell museum. This Founding Committee evolved into The Shell Museum and
Research Foundation in 1986 and was officially recognized as a 501(c)(3) non-profit
organization that same year. The Museum began its first membership campaign in 1988, and in
July of that year, the City of Sanibel declared the Museum an educational institution.
In 1990, Francis, Samuel, and John Bailey, donated a gift of eight acres of land in memory of
their parents, Frank P. Bailey and Annie Mead Matthew. The Museum was renamed the BaileyMatthews Shell Museum in their honor. The Museum opened its building to the public in June
1995, with an official opening on November 18, 1995. The Museum serves as an information
and reference center for national and international scientists, students, and shell enthusiasts
who are interested in marine, freshwater, and terrestrial mollusks of the Gulf of Mexico and
Florida. In 2004, the Museum received the Conservation Assessment Program grant from IMLS
to assess the Museum’s collection and research departments. The Museum is currently
undergoing the accreditation process for the American Alliance of Museum.
(Baily-Matthews Shell Museum, 2011)
Statement of Authority:
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The Bailey-Matthews Shell Museum has a core staff ten of individuals. The executive director,
curator and director of education, finance director, marketing and events manager, collections
manager, marine naturalist, membership coordinator and executive assistant, retail manager,
and two admissions specialists. There are also two collection associates and a store associate.
The Board of Trustees has the most authority over the Museum. This means that the Board of
Trustees makes the final decisions on collections and building upgrades, financial decisions, and
can overrule any acquisition or deaccession, with just cause. Certain decisions, such as
accepting new specimens and disposal and deaccession of items, are the responsibility of the
Acquisitions Committee. The collections manager, curator and director of education, executive
assistant, and a collections associate make up this committee. The purpose of which is
explained under the appropriate title in this policy.
The Collections Staff, the collections manager, curator and director of education, and collection
associates, “are responsible for the documentation, care, management, and disposal of
collection items.” (Charlotte Museum of History, 2011) These individuals make up the
collections committee. The acquisition committee decides what items are accepted into the
collection and which ones will be removed, or deaccession, from the collection. This is different
from the collections committee because the collections committee is responsible for caring for
the collections and properly disposing of items that are deaccessioned.
The Museum has a strong relationship with the Sanibel-Captiva Shell Club. Many of the
Museum’s volunteers are members of the club and bring in numerous specimens to the
expanding collection. They also volunteer to help run education programs and help in the
collections. This is a group of individuals who are passionate about shells and the coastal waters
of Sanibel and Captiva Islands. They are generous donors and support the Museum and have
provided the foundation for the Museum to exist.
CODE OF ETHICS
“In all circumstance, this policy and those responsible for the collections adhere to current
ethical standards and best practices as promulgated by organizations such as the American
(Alliance) of Museums and the International Committee on Museums, and to all applicable laws
and regulations.” (The Charlotte Museum of History, 2011) The Bailey-Matthews Shell Museum
complies with the standards set out in the American Alliance of Museum’s Code of Ethics for
Museums and Code of Ethics for Registrars. The Museum also follows the policies of the
Association of Zoos and Aquariums for the living collection. The Museum abides by all State and
local laws and regulations; this is further discussed in the Acquisitions section of this document.
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COLLECTIONS
History of the Collections:
Sanibel Island, and surrounding areas, is known for is abundant variety of marine, freshwater,
and terrestrial shells and collecting shells has become a past time of many who live and visit
here. Shelling has existed long before the Bailey-Matthews Shell Museum has existed and was
important to the Native American cultures before European immigrants cultivated the land. The
collection encompasses more than 125,000 lots, or collections of specimens (The BaileyMatthews Shell Museum, 2011), that have been donated by local and visiting shell enthusiasts.
A majority of the collection is made up of local and surrounding area shells but also
encompasses shells from around the world. The collection also has shell artwork, such as
sailors’ valentines, and shell-made items, such as buttons and tableware.
What is Collected:
As the collection expands, there is a “focus on mollusks from the coast of southwest Florida, its
barrier islands, and the Gulf of Mexico.” (The Bailey-Matthews Shell Museum, 2011) Individuals
actively collect from these areas every day, and the Museum frequently receives donations
from the local shell-collecting public. The Museum also accepts items and artwork made from
local mollusk species, as well as shells from all over the world. These kinds of donations are rare
but add to the collection.
When specimens are given to the Museum, information and documentation associated with
specimens, such as journals that people have kept, are valuable resources. Transaction papers
with materials that are bought or sold over time also are added to the collection. The archival
collection includes newspaper clippings of events through the years concerning Museum
events, shelling discoveries, sales and trades, and expedition logs.
Use:
The collection of the Bailey-Matthews Shell Museum has multiple uses, education and research
being the most important. The shells in the collections are used for educational outreach to
local, and distant, schools to teach about the ecology and environment of the Gulf of Florida.
The collection also serves a learning tool to teach local communities how to protect and
conserve the marine environments of Sanibel and the Gulf of Mexico.
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Researchers from all over the world come to study the mollusks in the Museum’s collection to
learn about the changing environments and the effects that humans and other factors have on
the local ecology. The Museum has one of the largest collections of Gulf mollusks, and it
provides scientists a look into how mollusks have evolved and survived in the changing Florida
coastal waters. Researchers have also used the collections as a foundation for the observation
of new species and studying the relationships among these aquatic animals.
Collections Categories:
The Bailey-Matthews Shell Museum has four categories of collections: the permanent
collection, education collection, living collection, and archival collection. Each collection has its
own set of collections management guidelines and restrictions.
Permanent collection: this collection makes up the bulk of the Museum’s collections. This
collection is mainly used for research by visiting researchers and scientists. It is the
responsibility of the collections manager to monitor this collection with the best care possible
to ensure its lasting presence. Access to this collection is also controlled by the collections
manager. Any acceptance or disposal of objects into the permanent collection must be
processed through the Acquisitions committee, as outlined in this document (see Acquisitions
and Accessions and Disposals and Deaccessions). All objects within the permanent collection
are accessioned by the Acquisitions Committee.
Education collection: this collection is cared for the by the collections manager but is used by
the curator and director of education. The purpose of the education collection is to be sent to
schools all over Florida as well as across the globe. It teaches students the importance of
conservation and the impact that living mollusks have on the environments of Sanibel Island
and Gulf of Mexico. This collection is meant to be handled and shown, so damage to this
collection is higher than the permanent and living collections.
A majority of the specimens go into the education kits can be easily replaced so they are not
formally accessioned. A list of what is in each education kit is kept by the curator and director of
education. Each kit is examined when it is returned and broken and missing shells are replaced.
This is easy to do because the shells in the kits are common Florida species and the Museum
has a large number of them on hand for that purpose.
Any question about the education collection should contact the curator and director of
education or see the Education Policy.
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Living collection: this collection is the only collection in the Museum that is living. The Museum
holds no more than a dozen living shells and half a dozen small fish to teach visitors about the
ecology of Sanibel Island. This collection is mainly cared for by the curator and director of
education and volunteers. The Acquisitions Committee determines if an animal will become
part of this collection or be returned to the water. The Museum has a permit to house and care
for these animals and each individual working with them is properly trained on caring for and
handling each specimen.
Archival collection: this collection is made up journals, photographs, expedition logs,
newspaper clippings, publications using the Museum’s collections, and all other paper material.
This material is generally associated with specific specimens location in the collection and have
the same accession number as the associated specimen. This collection provides the historical
background associated with specimens. Preservation of this collection is useful for researchers
looking for specific information where a specimen was found and what the environment was
like when it was collected.
Collections Committee:
The Collections Committee is responsible for caring and managing the Museum’s collections.
The committee is made up of the collections manager, curator and director of education, and
collections associates. They decide what is best for the collections, such as providing adequate
storage, protecting the information associated with all specimens, and proposing new items to
be accepted in to the collection and what specimens should be removed.
ACQUISITIONS AND ACCESSIONS
Acquisitions:
There are many ways in which a museum can acquire objects, such as active collecting in the
field, purchases, gifts, and exchanges with other institutions. A majority of objects are obtained
through gifts and by staff collecting. Acquisitions from outside sources can be given directly to
the Bailey-Matthews Shell Museum for consideration.
All acquisitions that are accepted into the museum must be consistent the Museum’s mission
statement. The donor must also have title of ownership in order to gift the item.
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Collecting in the Field:
Staff who actively collect in the field must abide by local and federal laws. All collecting staff
must have “a valid commercial saltwater fishing license in order to harvest a sea shell
containing a living organism, even when harvesting from shore” (Florida Fish and Wildlife
Conservation Commission). They must adhere to local collecting restrictions and restricted
areas. Staff must also be familiar with prohibited species and bag limits for marine species.
“Permits for collecting specimens in foreign countries specify which of the specimens belong to
the Museum and which must remain in, or be returned to, an institution or agency in the
country of origin.” (Florida Museum of Natural History, 2007) All permits are made out to the
Museum with the original filed at the Museum and copies are given to each full-time staff
member when needed.
For any empty shell, staff is required to donate anything they find during Museum sponsored
events, such as research expeditions, shelling trips, and field conservation. If they choose to do
leisure collecting outside of Museum hours, they must document all that they collect. Staff
must also offer specimens for the Museum to purchase. If the Museum cannot afford the price,
or does not want the specimen, the individual may keep it for their own personal collection.
Staff will not accept gifts to their personal collections from contacts that they have made
through the museum nor will they take advantage of these contacts for their own personal
gain.
Members of the Sanibel-Captiva Shell Club may also collect on behalf of the Bailey-Matthews
Shell Museum as long as they adhere to the laws of the Florida Fish and Wildlife Conservation
Commission.
Purchases:
There is no purchase of live specimens unless the seller has a valid commercial saltwater
products license (Florida Fish and Wildlife Conservation Commission). The Museum will only
purchase a live specimen in order to exhibit it in the Museum’s touch tank. This tank is used for
educational purposes so it is imperative that the animal be healthy. The Museum does not take
part in rehabilitation.
For a non-living specimen, all purchases must be made from a reputable dealer. “The dealer (is)
required to demonstrate, in writing, that they are in possession of full and unencumbered title
to the specimen(s), and that acquisition of the specimen(s) by the dealer was in full compliance
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with all local, state, Federal, and international laws, including those of the country of origin.”
(American Museum of Natural History, 2006)
Donations:
Gifts are the most common form of acquisition for the Bailey-Matthews Shell Museum. The
donor must hold the title of ownership for the item before an object can be subject to
consideration by the Museum. For each donation, the donor must fill out a Deed of Gift. A Deed
of Gift form covers information such as contact information, a description of what is being
gifted, and historical information associated with it. It is best to receive a gift with no restriction
or future obligations. Not all gifts are accepted into the collections.
Bequests, gifts left to the Museum after a person has passed, are sometimes given to the
Museum. If bequests are arranged in advance the Museum’s acquisition committee determines
if the item is appropriate and fits within the Museum’s mission before the item is given. If a
bequest is not arranged in advance the Museum, the acquisitions committee will still decide if
the item will be accepted. If the object is not accepted, the committee may recommend
another institution who would like the object. Not all bequests are accepted into the Museum’s
collections.
It should also be noted that staff members are not allowed to appraise any item brought to the
Museum.
Exchanges:
Exchanges are only allowed to take place between reputable institutions. No exchanges will be
made with private dealers. An exchange may be in order if a museum is looking for a home for
an item or if the Bailey-Matthews Shell Museum is looking to dispose of something. In order to
exchange items the Museum’s Acquisitions Committee must approve to have an item
deaccession and accept the proposed acquisition for the exchanged item.
Acquisitions Committee:
The acquisitions committee makes the final decisions on accepting or disposing items. They
review each case individually making sure that the item fits with the Bailey-Matthew Shell
Museum’s mission and determine if the item is well represented in the collection. If an item is
to enter into the collections the Deed of Gift is signed by the collections manager and director
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of the Museum. Any further questions about the acceptance or removal of items please contact
the collections manager.
Accession Procedures:
In order for a specimen or collection to be accepted into the permanent collection of the BaileyMatthew’s Shell Museum the following accession steps must be taken:
1. An Accession Request From must be submitted to the acquisitions committee
2. All supporting documentations associated with the item or collection should be
requested
3. The object is then either accepted or denied. If denied the object is returned to the
donor, if accepted the steps below are followed.
4. Once all documentation is accounted for, the donor must fill out a Deed of Gift for
specifying that they are giving the Museum the rights to their object
5. After all paperwork is completed the Collections Manager will sign off on the agreement
and a copy is given to the donor
6. The specimen or collection will be given an accession number and catalogued into the
Bailey-Matthews Shell Museum collections
DISPOSALS AND DEACCESSIONS
Object Disposal:
There are several ways in which an object may be disposed. An object may be transferred from
the permanent collection to the education collection for use by the Museum’s director of
education and the education volunteers. The object could then be used in the Museum’s inhouse educational programs or be added to the Museum’s School Kits program to be sent
around the world. The collections manager may also offer the object to local schools to see if
they have any interest in using it for teaching purposes.
An object may also be transferred to another institution with an exchange for another item or
sold, if appropriate. The last option would be to completely discard or destroy the item after it
has been offered to the director of education. “Such objects for disposal shall have all
identifying marks and numbers removed from them and the disposal shall be noted in the
appropriate research collections records by the Collections Manager” (Florida Museum of
Natural History, 2007).
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An object may be deaccessioned if the item is dangerous to handlers or contains hazardous
materials, overly represented in the collection, or is badly damaged or broken. This is a case by
case basis and depends on the conditions of each individual item. The education collection is
not made up of accessioned items so it is up to the discretion of the curator and director of
education to determine if a specimen needs to be replaced. Living specimens will remain within
the collection until the animal passes away. There is no deaccessioning of living specimens.
No object may be given or sold to a Museum employee.
Object Transfer:
“Exchanges are generally carried out to improve the collections by replacing duplicate or nolonger-needed specimens with specimens that enhance the value of the collections....almost
any specimen can be traded; however, specimens that are type specimens, are on display, are
one of a kind, or are covered by a gift restriction will not normally be considered and must be
justified in the trade record.” (American Museum of Natural History, 2006) It is the
responsibility of the Acquisitions Committee to determine if an object will be transferred. Once
an agreed transferred has been arranged with another institution, the Museum will deaccession
the item that is being transferred and accession the item that is received.
Sale of Objects:
Sale of specimens is not a common procedure because very few of the specimens have a
substantial monetary value. “Such sales will be limited to items that do not meet the
collection’s priorities for acquisitions, lack scientific value, and whose sale does not represent
an ethical compromise” (Florida Museum of Natural History, 2007). It is the responsibility of the
Acquisitions Committee to determine if an item will be sold or not, and on what grounds.
According the American Alliance of Museum standards, “proceeds from the sale of nonliving
collections are to be used consistent with the established standards of the museum’s discipline,
but in no event shall they be used for anything other than acquisition or direct care of
collections” (AAM Code of Ethics for Museums, 2000).
No object may be sold to a Museum employee, nor shall any sale take place at the Museum
itself.
Process of Deaccessioning:
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1. After the Acquisitions Committee has agreed to dispose of the item, a deaccession form
must be filled out
2. The collections manager is responsible for researching each object to see if there are
any restrictions or criteria that may prevent the object from being deaccession.
3. If there are restrictions, the collections manager contacts the donor to get permission to
deaccession or transfer the item. If the donor is not living the next of kin is contacted.
4. The collections manager and director of the Museum will then sign off on the
deaccession form with a copy being kept on file in the collection records
5. The item will then be transferred or disposed of properly
LOANS
Incoming Loans:
Incoming loans will only be accepted for research and exhibition purposes. While in the hands
of the Bailey-Matthews Shell Museum “they will be handled, conserved, stored, and exhibited
as required by the lending institution or otherwise accord(ing) to the same professional care as
if they were part of the Museum’s collections” (Florida Museum of Natural History, 2007). Live
specimens will not be accepted on a loan, if they are brought into the Museum the individual
will be asked to return the animal to the wild where it was found. The Museum accepts loans
from both private owners and other educational institutions. The only collections that do not
accept any form of loan is the education and living collections.
Any object that is taken into the museum’s custody must have a written loan agreement. The
loan agreement will outline acceptable uses for the object(s), any restrictions, as well as
provide guidelines on installing and exhibiting the object(s). The agreement will also cover who
is insuring the item in transit and throughout the duration of the items loan (The Charlotte
Museum of History, 2011). The Bailey-Matthews Shell Museum will notify the lender if the item
is lost or damaged and will return the item in the same state at which the item arrived. “The
Museum will make no attempt to clean, repair, or restore any borrowed object except by
expressed permission of the lender” (The Charlotte Museum of History, 2011). The loan
agreement is signed by the collections manager and the curator and director of education.
Outgoing Loans:
The Bailey-Matthews Shell Museum will lend objects to qualified and reputable institutions for
research and exhibition purposes. The specimens in the traveling school kits qualifications can
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be seen in the Education Policy. For any object requested by an undergraduate or graduate
student they must have written faculty or institutional support. The care of the object will be
the responsibility of that supporter. Objects that are loaned will not be loaned for destructive
analysis.
Loans shall not be transferred by the Museum to any other institution or individual without
prior written approval of the loaning institution or individuals (Florida Museum of Natural
History, 2007). Each location must hold a copy of the loan agreement that can be referred to
when questions are raised as to how the specimen may be used. Any questions regarding
outgoing loan policies can be directed to the collections manager or the curator and director of
education.
Loan Fee:
There is currently no loan fee for the Bailey-Matthews Shell Museum but that may be subject to
change in the future.
Restricted Loans:
The Bailey-Matthew Shell Museum avoids accepting restricted loans. Any decisions regarding
restricted loans taken into the collections will be the decision of the Acquisitions Committee.
The collections manager will then be responsible to comply with the restrictions laid out in the
loan agreement.
Documentation:
All documentation associated with all outgoing and incoming loans will be kept on file for the
duration of the loan. When the loan is returned all documentation associated with the item
while on loan will be kept on file, and along with any alterations made to the specimen, will be
noted in the collection database.
DOCUMENTATION
Overview:
Documentation is the information that a museum has about its objects. Information such as the
date when it was collected, who it was collected by, where it was found, a description, and any
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photographs associated with the item. If this information is lost or never collected, the
specimen is useless to the scientific community and educators alike. Below is a description of
the kinds of documentation that the Museum uses. All documentation is copied and kept on file
with the collection manager and entered into the Museum’s database system (See Back-up
Systems).
Loans, Accession and Deaccession Forms, Deed of Gifts, and Receipts of Gifts are kept in
separate files from the collection records. These are kept in the collections manager’s office.
Loan information is kept until 10 years after the termination of the loan. Accession and
Deaccession Forms, Deed of Gifts, and Receipts of Gifts are kept indefinitely as proof later if
needed. Collections records are documents specific to the artifacts and specimens located in
the collection (see below).
Collections Records: There are several ways to keep collections records. These include condition
reports, specimen labels, card catalogue, and a secure database. These records hold all the
information associated with each specimen in the Museum’s collection. It is important for all
records to have duplicates in case of emergency.
Condition Reports: Condition reports are an in-depth description of an item at a specific
moment in time. They are performed as soon as an object comes into the Museum, as well as
with any outgoing loans. Reports records information such as the objects dimensions, any sort
of abnormalities, chips, breaks, cracks etc. These reports aid the collection manager in caring
for each specimen properly and helps identify which items may be in need of conservation. The
reports are also helpful when loaned items arrive at the Museum which helps the collections
manager know how to care for and protect the object. See attached for a copy of the BaileyMatthew Shell Museum Condition Report.
Specimen Labels: Each specimen has its own individual label that is kept with the specimen in
storage. These labels state the basic information regarding the specimens such as its scientific
name, where it was found, the date it was found, who found it, and any other information that
is helpful to have immediately at hand. Specimen labels also have the accession number and
catalog number in order to locate the item in the database. Each specimen, or lot, will have a
unique catalog number that identifies it. This number should be written on either a tag
attached to the specimen or written in an inconspicuous location on the item.
Back-up Systems:
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All documentation associated with an item is entered into the Museum’s database. This
database is controlled by the collections manager. Data entry and editing is restricted to the
collections manager, collections associates, and curator and director of education. Trained
volunteers may also partake in data entry. This database has an external back-up hard drive
that is kept by the executive director of the Museum as well as a second external back-up hard
drive located off the Museum premises.
The external hard drive that is kept by the executive director is updated every two weeks while
the hard drive located off premise is updated once a month. It is important to keep these hard
drives updated in case of any emergency. The Museum cannot afford to lose the information
associated with its collections.
CARE AND MAINTENANCE
Handling:
Handling of the specimens in the permanent collection is necessary for research and inventory.
When a specimen is removed from storage it must remain with its storage container and label.
A specimen is never to be carried on its own; it should be carried within its container to a table
located in the collections space. If a specimen is misplaced the collections manager must be
notified immediately. Nitrile Gloves are not necessary for handling specimens but are available
upon request.
For students handling specimens the collections manager will retrieve the specimen(s) from the
storage space. Students may not go into the permanent collection storage unsupervised (See
Access for more information). Students will be given instructions on how to handle the
specimens properly by the collections manager or the collections associates. Volunteers in the
collection areas will also be trained on handling specimens properly. It is assumed that
researchers know how to properly handle specimens. Any questions about handling should be
directed to the collections staff.
The education collection is heavily handled. When specimens are broken or misplaced they are
easily replaced with a different specimen of the same species. Living collections are only
handled by trained museum education staff. Staff may show visitors how to properly hold the
animals while being supervised.
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For more information and detailed handling procedures please see the Collections
Management Procedures Manual.
Storage:
The collections storage space has a central air-conditioning system to control the temperature.
Temperature is kept between 70 F (+/- 2F) with relative humidity between 40 – 50% in the
storage areas. Specimens are kept in both lockable and non-locking cabinets. If items are too
large for the storage cabinets they are placed on the open shelving units that are covered in
plastic tarps to protect them from light damage.
Conservation:
“Since the museum has no staff conservation, the collections manager and museum associates
shall perform only minimally invasive cleaning procedures on objects in the collections.”
(Charlotte Museum of History, 2011) If an object needs to be conserved it will be sent to a
contracted conservator.
Inventory:
It is vital for the collections manager to know where each item is located within the BaileyMatthews Shell Museum. Each item is inventoried when it comes into the collection. The
inventory lists what the item is as well as where it is located in the Museum’s collections or
exhibitions. Just like the above documentation, there are duplicate copies of the inventory in
case of emergency. The collections manager is responsible for doing spot inventories with the
aid of the collections associates. Every four years the collections manager performs a full
inventory.
RISK MANAGEMENT
Insurance:
This policy does not require a fair market value for the Museum’s entire collections. Instead,
the Museum is insured for the maximum probable loss as determined by the collections staff
(Charlotte Museum of History).
Integrated Pest Management:
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Preventative measures are taken in the collections area to avoid an infestation of pests. No
food or drink is allowed in the collections or in collections staff offices. In order to monitor
pests, sticky traps are set in possible locations of entry and collected/observed every morning.
If there is evidence of pests in the collections the collections manger is responsible to identify
the problem and best possible solution to fix it. Fumigation of the collections is a last resort. It is
the responsibility of the collections manager to oversee the procedures outlined in the
Integrated Pest Management Plan. For more information on integrated pest management
contact the collections manager or see the Integrated Pest Management Plan.
Disaster planning:
The Bailey-Matthews Shell Museum maintains an up to date disaster plan. This plan includes
instructions for reporting, responding to, and recovering from emergencies. It has detailed fire,
hurricane, and flood procedures. For more details please see the Museum’s Disaster Plan.
ACCESS
Public Access:
The public may only have access to the collections with permission from the collections
manager and will be supervised at all times. They must set up an appointment with a statement
as to what they are interested in looking at and why. No copies or photographs of the
collections may be gathered while in the collections. The collections manager may approve or
disapprove any submitted request with a written statement as to why the person is or is not
allowed access to the collections. Any questions regarding collections access should be directed
to the collections manager.
Researcher Access and Use:
The collections are important to researchers and educators. If a visiting research is coming from
out of town they will need to send a request to the collections manager about why they want
to visit the collections, what specific specimens they would like to look at, what information
they will need to gather, and how much time they will need with the specimens. These are
either approved or disapproved by the collections manager with a response to the submitted
request.
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The visiting researcher or faculty will need to sign an agreement form regarding the use of
photographs and documentation of each specimen. The collections manager will pull the
specimens that they have requested. If there are other specimens that the researcher would
like to look at while onsite it will be at the discretion of the collections manager to provide
access to them.
If the visitor is a student, they will need a written sponsor letter from their faculty advisor or
the institution approving the research. They are then responsible for any actions that the
students take while working in the collections. If the student would like to view specimens not
listed on their request form they will need to resubmit the request with the approval of their
institution. The student is also not allowed in the collections storage by themselves. Either the
collections manager or a volunteer must be in the room with them.
Database Information:
The collections manager has sole access to the collections database. If permission is given to
use the database, visitors will be given limited access depending on what they are using it for.
Researchers and students may only view the database, meaning they cannot change or edit any
information. Volunteers are given limited access in that they can add information but cannot
delete or change information already in the database.
USAGE AND UPDATING
Monitoring:
Within the collections space the collections manager is responsible for monitoring any and all
activity and making sure that individuals in the space are following the procedures outlines in
this policy.
Revising:
Every five years the director of the Bailey-Matthews Shell Museum, curator and director of
education, collections manager, and collections associate will review the current Collections
Management Policy and make any revisions required to care for the collections properly into
the future.
Compliance:
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Each staff member and visitor is required to abide by the rules set out in the collection policy
upon entering the collections. Any individual who is not compliant will be reported to the
collections manager on the first offense where it will be explained what happened and how to
prevent the indiscretion a second time. If a policy is not followed for a second time the person
is reported to the director of the Museum where it will be the director’s decision what will
happen.
GLOSSARY
Accession: (1) an object acquired by a museum as part of its permanent collections; (2) the act
of recording/processing an addition to the permanent collection. [Naunert] (3) One or more
objects acquired at one time from one source constituting a single transaction between the
museum and a source, or the transaction itself. [Burcaw](4) Accessioning is the formal
processed used to accept and record an item as a collection object. [Malaro] (Buck and
Gilmore)
Accession Number: A control number, unique to an object, the purpose of which is
identification, not description. [Naunert] (Buck and Gilmore)
Accredited Scientific Institution: Any public museum, public zoological park, accredited
institution of higher education, accredited member of the American Zoo and Aquarium
Association, accredited member of the American (Alliance) of Systematic Collections, or any
State or Federal government agency that conducts biological or medical research. (Buck and
Gilmore)
Acquisition: Refers to something obtained by a museum (Simmons)
Bequests: A disposition in a will (Simmons)
Catalog Number: A number assigned to a particular object or specimen to provide a unique
identification of the object or specimen. Synonyms for catalog number include object number
and registration number. (Simmons)
Code of Ethics: a policy that addresses the circumstances and issues a museum face, and
required adherence from staff, volunteers, and all members of the governing authority
(Simmons)
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Collections Management: everything that is done to take care of collections, develop the
collections, and make the collections available for use. (Simmons)
Collections Management Policy: a set of policies that address various aspects of collections
management, including acquisitions, accession, registration, cataloging, control, security, and
storage, as well as the museum’s other collections-related activities. Together, these policies
clarify who is responsible for managing the collections. (Simmons)
Conservation: Maximizing the endurance or minimizing the deterioration of an object through
time, with as little change in the object as possible. [Lord and Lord] (Buck and Gilmore)
Conservator: Trained professional who treats objects to repair damage, maximize endurance,
and minimize deterioration. (Buck and Gilmore)
Deaccession: (1) An object that has been removed permanently from the museum’s collection.
(2) Formal removal of accessioned objects from the museum’s permanent collection. Objects
removed from unaccessioned collections of the museum are not considered deaccessions but
need to go through a formal removal process. See also Disposal. (Buck and Gilmore)
Disaster Plan: emergency preparedness for such events as flood, fire, tornado, earthquake,
explosion, riot, and other foreseeable forces of nature or people. Involves advanced planning,
assignment of responsibility, coordination with other organizations, education, and vigilance.
(Malaro and DeAngelis)
Disposal: The act of physically removing an object or objects from a museum collection. See
also Deaccession. (Buck and Gilmore)
Integrated Pest Management Plan: The selection, integration, and implementation of pest
management methods based on predicted economic, ecological, and sociological
consequences. A decision-making process which helps one decide if a treatment is necessary
and appropriate, where the treatment should be administered, when treatment should be
applied, and what strategies should be integrated for immediate and long-term results.
[National Park Service] (Buck and Gilmore)
Preservation: to keep up, maintain; to keep safe from harm or injury, protect (Dictionary.com)
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Rehabilitation: to restore to a condition of good health, ability to work, or the like
(Dictionary.com)
Restricted Gifts: oblige the institution to comply with certain requirements that govern the
gift’s use, attribution, display or future disposition. (Simmons)
Restricted Loans: similar to restricted gifts, oblige the institution to comply with certain
requirement that govern the loan’s use, attribution, and display. (Simmons)
REFERENCES
1. "The Bailey-Matthews Shell Museum." The Bailey-Matthews Shell Museum. The BaileyMatthews Shell Museum, 2008. Web. 29 Apr. 2014.
2. Buck, Rebecca A., and Jean Allman Gilmore. MRM5: Museum Registration Methods. 5th
ed. Washington, DC: AAM, American Association of Museums, 2010. Print.
3. "The Charlotte Museum of History Collections Policy." The Charlotte Museum of History.
The Charlotte Museum of History, n.d. Web. 29 Apr. 2014.
4. "Code of Ethics for Museums." American Alliance of Museums. American Alliance of
Museum, 2013. Web. 29 Apr. 2014.
5. "Collections Policy." :: Florida Museum of Natural History. Florida Museum of Natural
History, University of Florida, 1995. Web. 29 Apr. 2014.
6. "Developing a CMP." American Alliance of Museums. American Alliance of Museum,
2013. Web.
7. Dictionary.com. Dictionary.com, 2014. Web. 27 Apr. 2014.
8. Malaro, Marie C., and Ildiko P. DeAngelis. A Legal Primer on Managing Museum
Collections. Washington, D.C.: Smithsonian Institution, 2012. Print.
9. "Recreational Sea Shell Collecting." Florida Fish and Wildlife Conservation Commission.
State of Florida, 1999. Web. 29 Apr. 2014.
10. Simmons, John E. Things Great and Small: Collections Management Policies.
Washington, DC: American Association of Museums, 2006. Print.