Knaut Rhuland House
Lunenburg Heritage Society
Circa 1793
125 Pelham Street
Lunenburg, Nova Scotia
Collection
Policy
2013
Section One: Statement of Purpose
Collections Mission Statement:
The collection will work to foster an understanding and appreciation of the history of the Town
of Lunenburg and surrounding region the focus of which being our founding years 1753-1853.
Through programming and exhibitions, this collection will provide opportunities for visitors to
observe and interact with authentic and reproduction objects.
Nature & Scope of Collection:
The focus of the collection at Knaut Rhuland House will be artifacts and documents that detail
the first 100yrs of the settlement that are used to establish the house as a living history of these
years including domestic artifacts, furniture, clothing, tools, books and decorative work. The
collection will include objects created by the museum for programming, education, and
exhibition purposes, such as reproductions of artifacts.
A teaching collection will be comprised of historical artifacts and reproductions. These items
will be used as part of the museum’s ongoing exhibitions. Objects used for display of skills and
instruction will be handled regularly by volunteers, staff and visitors as a means of connecting
visitors to the history being taught.
Many of the authentic historical artefacts will be used for exhibition only, and will therefore be
part of a separate collection known as the Exhibition Collection. These objects will have stricter
acquisition and deaccessioning policies and procedures to ensure best practices are maintained.
All objects within both of the collections, including authentic and reproduction objects, will be
directly related to regional history, with an emphasis on the Town of Lunenburg.
Ethics:
To achieve the goals set out in the Knaut Rhuland House Mission Statement and Scope of
Collection, the museum is committed to:
1. Abide by the Code of Ethics, as put forth by the International Council of Museums and
the Canadian Museums Association.
2. Act ethically in acquiring, lending, disposing, and creating reproductions of objects.
3. Abide by all relevant local, provincial, national, and international laws in regards to
acquiring, collection, lending, disposing, and producing reproductions of objects.
4. Protect all information and data associated with each object, whether reproduction or
authentic, in both hard-copy and electronic versions.
5. As this institution will be collecting objects related to the history of the Region and Town
of Lunenburg, it is essential that collections staff follow best practices when choosing to
accession objects from different cultural groups.
6. Consult First Nations communities and cultural groups in relation to objects pertaining to
their history.
This institution will not:
1. Accept artefacts with an unknown or questionable provenance.
2. Collect objects which pose a health risk to individuals handling the collection.
3. Collect any objects which contain human remains or are in violation of the North
Americans Grave Protection and Repatriation Act 1990 (NAGPRA).
SECTION II: CARE AND CONTROL OF THE COLLECTION
Documentation and Record Keeping:
Accurate and complete documentation for all objects within the collection will be required.
Included in this documentation it must be stated whether the artifact is original or a reproduction,
and if it is a reproduction or exhibition material, it must be recorded when and by whom it was
produced. Also included in the required documentation will be digital photographs and the
location of each object.
Documentation will be recorded electronically with appropriate collections management
software and backed up to an external hard-drive daily. A permanent hard-copy of each record
will also be required, to be placed in an official Catalogue/Registration book to ensure the safety
of the information.
Access and Security
1. Non-Staff Access
Researchers:
Objects in the collection that are of special significance, rarity, or form, requests can be
made by researchers for access to them. Requests must be made and coordinated through
the museum administrator and access will be granted at the discretion of the administrator
in discussion with the board. Records will be kept of all research access requests and
approvals.
Public and Press:
Access to the collections and the collection storage spaces will be granted to the public or
the press at the discretion of the Curator and the Collections Manager. Safety of the
objects and visitors must be ensured before any request is approved.
2. Staff Access
Exhibitions:
Artifacts within the house will be available for the staff to use in exhibition spaces. The
conservation and suitability of the object for the exhibition and space in question must be
considered. While objects are on display, they are the responsibility of the administrator.
Education:
Objects used for instruction and display of skills, both authentic and reproduction, will be
available for staff to use, at the discretion of the administrator
Collections Management:
The Administrator will have access to all objects at all times. Main responsibility and
access will be to those objects currently in storage; however, they can request and be
granted access to the exhibition or education artefacts at any time.
3. Collections Records Access
All staff will have access to the collections records for the use of research and
development. Researchers, the public, and the press can request access to any of these
records, at the discretion of the administrator. Files marked restricted that contain
personal or confidential information, will not be released.
4. Collections Storage Access
Access to the collections storage areas will be restricted to museum staff and volunteers
under direct supervision. Additional access to the collections storage area by researchers,
the public, or the press will be at the discretion of the Administrator and Board.
Inventory
Every five years (or less) a full inventory of the collection must be completed by the
Administrator and staff to identify lost, stolen, or damaged objects. During this inventory, object
records will be updated as necessary with any pertinent information, including change in location
and damage. If any objects are found to be missing, this must be reported directly to the
Administrator and this information must also be noted in the object’s records.
Insurance
1. In-House Collections
Teaching Collection:
The museum will maintain a full replacement value policy for its exhibition collection,
based on the appraised values of the objects contained within this collection. Combined
with adequate security, storage, and fire protection, this will be used to ensure the safety
and longevity of this valuable collection.
2. Loans
Incoming:
Objects borrowed by the museum will be insured by the museum or insured on the
lender’s policy. Insurance can only be waived by the mutual agreement of both Knaut
Rhuland House/Lunenburg Heritage Society and the lending institution.
Outgoing:
Objects borrowed from the museum by other institutions will covered under Knaut
Rhuland House/Lunenburg Heritage Society’s insurance policy or by the borrower’s
insurance, depending on the circumstances. No items will leave the museum as a loan
until proper insurance has been secured.
Regional historical societies and associations are permitted to take costumes on loan with
the permission of the administrator, the board or an LHS member designated to maintain
the collection. Loans are not permitted to the general public unless the board is consulted
under special circumstances.
Administrative and Personnel Functions
1.Introduction
Responsibility for the collection will be shared among several individuals. It will also
ensure a peer review system that ensures best practices are followed at all times.
2. Curatorial Responsibilities
Exhibits:
The Administrator or Museum Intern will be responsible for planning, developing, and
installing museum exhibits and displays. The objects currently on display in the exhibits
are also the responsibility of the Administrator
.
Research:
The Administrator or Museum Intern will be responsible for conducting research on and
providing interpretation of the collection and its associated materials. The Administrator
or Museum Intern are responsible for the accuracy of the information presented
throughout the museum.
Access:
Permission must be granted by the Administrator for non-staff access to the collection.
Development:
The Administrator or Museum Intern are responsible for guiding the development of the
collection and the museum displays and exhibits within the framework of the collections
policies and the institutions mission statement.
Supervise:
Coordinate the efforts of the Administrator, Museum Intern and volunteers to ensure the
safety of the staff/volunteers and the museum’s collections.
3. Administrator & Museum Intern Responsibilities
General:
The Administrator & Museum Intern is responsible for ensuring that the collections meet
the accepted standards provided in this document. The Administrator & Museum Intern
will also act as an advocate for the collections.
Access:
The Administrator will be consulted by the staff in all non-staff requests for access. The
Administrator & Museum Intern will also have complete access to all objects within the
house as well as all objects in storage.
Integrated Pest Management:
The Administrator will be responsible for the administration and implementation of the
integrated pest management program. This includes, but is not limited to, quarantining
objects upon arrival at the museum, maintaining systems to detect pests in both storage
and exhibition spaces, preventing pest infestations, and treating any infestations that do
occur.
Conservation:
The Administrator & Museum Intern will ensure proper physical storage, handling, and
care of collections in accordance with generally accepted museum standards and best
practice policies and procedures.
4. Programming Responsibilities
General:
The Administrator & Museum Intern will be responsible for planning, researching,
developing, and implementing various educational events and activities to take place at
the museum and in the community.
Access:
The staff will be responsible for notifying the Administrator & Museum Intern to any
substantial damage that occurs to the objects within the collection. Substantial damage is
defined as any damage or breakage which results in the object requiring repair or being
no longer functional.
5. Policy Review and Revision
The Collections Policy will be reviewed by the Administrator on a yearly basis. Any
proposed revisions will be brought before the board for approval. Every five years, the
board will review the Collections Policy, and in consultation with the Administrator will
discuss and revise the document.
SECTION III: ACQUISITIONS AND DEACCESSIONING
Acquisitions
1. Introduction
Acquisitions to the museum will be limited Acquisitions of authentic historical objects
for display purposes will undergo a strict assessment process.
2. Criteria
The museum will add to its collection only those objects that are consistent with the
Mission Statement and Scope of the Collection, as presented in Section I of the
Collections Policy. It will not acquire objects that:
 Do not adhere to the existing subject matter of the collection, unless it is a
truly remarkable opportunity, in which case both the Administator and
Board of Directors must agree with the acquisition.
 We are unable to be provide adequate storage and preservation consistent
with best practice standards of the museum profession.
 Have questionable, inadequate, or unknown provenance.
 Have been acquired in an unethical or illegal manner, including any object
that violates UNESCO Conventions, NAGPRA, and any other local,
provincial, federal, or international laws.
3. Authority
 Acquisitions through donation must be accepted by the Administrator or the Board of
Directors.
 Acquisitions that fall outside of the scope of the collection or have a value exceeding
$5,000 the donation must be presented to the Board for approval.
 Acquisitions of objects created for the museum must be accepted through the joint
approval of the Administrator & the Board of Directors. This will include, but not be
limited to, reproductions of historical artefacts, text panels, interactive activities, and
games.
4. Methods of Acquisition
Donations:
Donations must be accepted by the Administrator. Restricted donations will not be
accepted, except in exceptional circumstances where its acquisition must be approved by
the Administrator and the Board.
Bequest:
The museum is not obligated to accept bequests, and will do so only when the object(s)
fit within the Mission and Scope of the Collection.
Exchanges:
Objects may be traded or exchanged with objects from other cultural institutions that
have similar values and fit within the Mission and Scope of the Collection. An exchange
of an object worth $5,000 or more must be approved by the Board.
Purchases:
Objects will rarely be purchased for the collection. If an object is deemed of great
importance to the collection, the Board must approve the purchase.
Production:
Objects may be produced for exhibition and programming purposes. The Administrator
and the Board must approve all permanent acquisitions of these objects, which may
include but not be limited to, artefact reproductions, text panels, and interactive activities.
5. Records
The Administrator & Museum Intern will ensure that each incoming acquisition is
properly accessioned, including the application of an appropriate accession number, the
creation of a folder that contains the deed of gift, sales contract, and/or any other
documents related to the transaction and the validity of the title.
It is the responsibility of the Administrator & Museum Intern to create and maintain
appropriate registration and catalogue files, both in hard-copy and electronic form, and to
appropriately store the objects in a timely fashion.
For objects that have been created by and for the museum, the objects’ records must
contain a clear notation regarding the objects production history.
Deaccessioning
1. Introduction
Deaccessioning is the process to legally and permanently remove an object from the
museum’s collection. The Exhibition Collection will maintain a strict deaccession
protocol.
2. Criteria
The museum may deaccession an object that meets any of the following criteria:
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The object is no longer relevant to the Mission and Scope of the Collections as outlined
in Section I of the Collections Policy.
The museum is unable to provide adequate care for the object.
The object has deteriorated or been damaged past the point of usefulness.
The object is already represented by other, superior examples within the collection.
The object is inferior or has substandard documentation.
3. Authority and Responsibilities
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The Administrator or Board may propose the deaccessioning of an object.
The Administrator is responsible for verifying the object’s records are free of restrictions
and legal issues, as well as ensuring that the museum holds the object’s title and it can
therefore be legally deaccessioned.
For objects in the Exhibition Collection, the Administrator is responsible for writing a
formal deaccessioning proposal, to be presented to and approved by the Board.
4. Methods of Disposal
All methods of disposal must be in compliance with all relevant local, provincial,
national, and international laws. Objects from the museums collection may not be
transferred to any museum employee, Board member, or close relative to either of these.
Acceptable methods of disposal of objects are:
Return:
The object may be returned to the original donor.
Donation:
Donation is the preferred method of disposal for objects that remain in good
condition. The object may be donated to another educational or research nonprofit institution to ensure that it remains within the public and cultural realm.
Objects may not be donated to individuals or for-profit entities.
Sale:
If all other avenues have been exhausted and an attempt has been made to return
the article to its original donor any sale that does take place must be conducted in
accordance with applicable laws. Any monetary gain obtained through this
method of deaccessioning must be applied to towards the acquisition of new
objects. (This is truly a method of last resort as there is a risk of losing the trust of
donors, members and the community.)
Destruction:
For objects that have deteriorated or have been damaged beyond repair and past
the point of usefulness, destruction is acceptable. Objects within the Collection
will largely be disposed of through this method. The destruction must comply
with relevant local, provincial, national, and international laws and done in the
best judgment of the museum. The destruction of any objects must be witnessed
and attested to in writing by Administrator and verified by the Board.
5. Records
The complete and permanent records for each object must be maintained by the
Administrator for every object that has been deaccessioned. These records must
note the deaccessioned status of the object and the disposal method used.
SECTION IV: LOANS
Loans
1. Introduction
A loan is defined as the grant of temporary custody and use of an object. Loans to or
from the museum shall be considered on a case by case basis.
2. Outgoing Loans
Eligible Borrowers:
The museum will only lend objects to institutions that can provide the acceptable levels
of care and protection while the object is in their custody. Objects may be lent to nonprofit or commercial institutions for use in exhibitions, education, or research.
Fees:
The museum shall not charge fees for the loan of an object. The borrowing institution
will be expected, however, to cover all associated costs of the loan, including but not
limited to, packing, transportation, and insurance.
Insurance:
Insurance will be maintained by the museum on all outgoing loans. Any additional
insurance that is required for the purposes of shipping or transportation must be covered
by the borrowing institution, with the museum named as the assured.
Duration of Loans:
In order to promote appropriate maintenance of off-site collections, loans shall have a
maximum duration assigned at one year. The loan may be renewable an annual basis,
with the borrowing institution being responsible for providing assurance that the object is
accounted for and remains in good condition. Permanent loans or loans for an indefinite
time period will not be allowed.
Loan Conditions:
All loans will be formalized with legal loan agreement form. This document will provide
the details of the loan, including issues of insurance, photography rights, duration, etc.
Objects lent for exhibition purposes must be returned with photographs of the resulting
exhibition. Any research conducted regarding the lent item by the borrowing institution
must be made available to the lending institution.
Authority:
Loans may be presented to and approved by the Administrator. All loans with a value
exceeding $10,000 must be approved in consultation with the Board. Any loans
authorized must be consistent with the museum’s philosophy and keeping with the public
image of the institution. Loans may not damage or endanger the object. The
Administrator or Museum Intern will maintain a central file containing information of all
objects currently on loan and will update the individual object records as to the status of
the object. The Administrator must monitor loans to ensure proper care and that the loan
conditions continue to be met.
3. Incoming Loans
Insurance must be held on all incoming loans. If the lending institution chooses to
maintain insurance for the duration of the loan, the borrowing museum must be provided
proof of insurance.
The Administrator or Museum Intern will maintain appropriate records and
documentation of all incoming loans, both past and present. Incoming loans may be used
for the purposes of:
Exhibition:
This includes loans for the purposes of exhibition as well as for the purpose of replicating
the object for use in exhibitions.
Research:
Loans may be requested by the Administrator or Museum Intern for research purposes.
These objects will not be displayed to the public during their time at the museum, unless
the terms of the loan are modified to include exhibition purposes.
Education:
Loans will be requested and accepted for education programming activities. The lending
institution must be informed of the possibility of rough handling and damage for this type
of loan.
It is the responsibility of the Administrator to ensure that any incoming loan does not
contain issues involving:
Origin:
The museum shall not accept incoming loans that there is reason to believe have been
acquired in an unethical or are of doubtful origin.
Legality:
The museum shall not accept incoming loans of objects whose acquisition violates
UNESCO conventions, wildlife restrictions, or local, provincial, national, or international
law.
Title:
The museum shall not borrow objects where the lender does not hold good title.
3. Abandoned Loans
The loan agreement must state the responsibility for the return of the loan lies with the
lender, and as such it is the lender’s responsibility to keep the borrowing institution
informed of any address or ownership changes. The loan agreement will also state that, if
after making every reasonable attempt to contact the lender, the title of the loan will pass
to the museum after 90 days and in accordance with local, provincial, and national
requirements.