Ratified by Waitaki District Council 12 June 2007
version 2 July 2010
North Otago Museum Collection Management Policy
1. Definitions
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“Collection scope” defines the Museum's primary emphasis for collecting.
“Collection objectives” define the Museum's primary purpose for collecting.
“Collection” refers to the totality of items or groups of items either owned or
entrusted to the care of the North Otago Museum.
“Human remains, koiwi tangata” means any part of the human body which is
in an unmodified natural state since death and also includes mokomokai
(preserved tattooed heads).
“Type specimen” refers to paratype or holotype specimens, which are the
first example of a species identified and described from which all future
specimens are identified.
“Deaccessioning” is the policy and process of removing items permanently
from the Collection.
“Repatriation” is the return of cultural property in response to a claim by
original owners or descendants of original owners in recognition of the
property’s significance to the claimants’ cultural and societal heritage.
“Waitaki District” or “North Otago” are used interchangeably to mean the
area that the Waitaki District Council governs as defined geographically by
the Local Government Amalgamation Act 1989. See map, appendix 1.
2. Legislative Requirements and Statutory Obligations
The Museum acquires and manages items in accordance with The Treaty of
Waitangi (1840) and the following legislative requirements and statutory
obligations:
 Conservation Act 1994
 Copyright Act 1994
 Fisheries Act 1983, 1996
 Health and Safety In Employment Act 1992
 Historic Places Act 1993
 Local Government Act 2002
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Marine Mammals Protection Act 1978
Privacy Act 1993
Protected Objects Act 1975, 2006
Public Records Act 2005
Resource Management Act 1991
Trade in Endangered Species Act 1989
Wildlife Act 1953
ICOM Convention
Mataatua Declaration of Rights of Indigenous Peoples 1993
UNESCO Convention on the International Trade in Endangered Species
UNESCO Convention on the Means of Prohibiting and Preventing the Illicit
Import, Export and Transfer of Ownership of Cultural Property 1972
UNESCO Convention for the Safeguarding of the Intangible Cultural
Heritage 2003
UNIDROIT Convention on Stolen or Illegally Exported Cultural Objects
And all the amendments to the above.
3. Collection Objectives and Scope
3.1
Collection Objectives
The Museum’s primary collection objective is to encourage an
appreciation and understanding of the Waitaki District’s cultural and
natural heritage. The Museum will assemble collections that fulfil this
aim i.e. artefacts and archives that relate to North Otago’s geology,
fossil and natural history, its people and their activities.
3.2
Collection Scope
In 2007 the North Otago Museum Collection comprises of some 15,000
objects, 6,000 maps and plans, over 500,000 photographic images
metres of archival records.
The important features of the current Museum Collection include:
 Waitaki Taoka – national significance
 Timaru and Temuka Pottery – national significance
 North Otago local body archives including Waitaki District,
Borough, Waihemo County, Waitaki County and Palmerston
Councils records
 North Otago archives documenting the regions pioneering past
 Early European Settlement
 Local Historical Photographs
 Textile & Costume
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and 963
Oamaru
Borough
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The North Otago Museum also holds diverse collections in such areas as geology,
coins, medals and toys.
These collections are made up of - objects, documents, books, plans, maps,
paintings, sketches, photographs, sound and motion picture recordings,
specimens, and any other artefacts or antiquities.
4. Roles and Responsibilities
4.1. Introduction
The Waitaki District Council owns the Collection of the North Otago Museum.
Responsibility for management of the Collection is delegated to the Director.
4.2. Acquisitions Committee
The Acquisitions Committee is to comprise the Museum’s Director, Curator, and a
Museum Advisory Group representative. A representative of the appropriate
rūnaka will be consulted when taoka Māori are offered to the Collection.
The Acquisitions Committee is to meet as required to assess all offers to the
Collection from the preceding period and to make recommendations to the
Director on additions to the Collection.
This Committee will also be responsible for Collection deaccessioning as outlined
in this document.
5. Acquisition Criteria
5.1. Collection Definitions
5.1.a. Permanent Collection
 Items that are permanently in the care of the Museum or will be acquired
according to acquisitions criteria.
 These may be obtained through gift, exchange, bequest or purchase.
 They are owned by the Waitaki District Council and responsibility of care is
with the North Otago Museum Director.
5.1.b. Active Collecting
 Pro-active collecting by gift, exchange, bequest or purchase whereby the
Museum sets out to acquire a specific item for a specified purpose.
5.1.c. Passive Collecting
 Opportunist collecting by gift or bequest whereby the Museum accepts items
that are offered to it according to acquisitions criteria.
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5.1.d. Tactile Collection
 Items available for supervised and unsupervised handling through the
Museum’s programmes e.g. exhibition and related events, education,
research services.
 These may be donated or purchased or allocated on the recommendation of
the Acquisition Committee: accessioned material, de-accessioned material,
reproductions, items specifically acquired for Tactile Collection.
 Items in the Permanent Collection may be available for supervised access at
the discretion of the Director and Curator of Collections & Exhibitions.
5.1.e. Loan Collection
 Items that have been lent to the Museum. As the result of previous practice
there are a number of church and school bodies who have placed their
records into the Museum’s archive for ease of public access. Current
practice would ensure only items gifted without ownership restriction would
be collected.
5.2. Collection Summary
Archive & Documentary Collection
The Archive absorbs the Waitaki District
Council Archive when the documents change from current to archive status. This
means the Archive Collection is added to substantially every year from this
source alone. The Museum Archive actively acquires community records from
societies, clubs, schools and businesses to prevent loss and destruction and to
enable public access.
Photographic
A collection of images that includes negatives, proof sheets,
glass plate negatives, framed images, slides and positive images. Approximately
9,000 images are accessible through the Collection database. Photographs of
merit are scanned and stored in digital format for the database. The originals
are stored to prevent deterioration. Current practice allows for photographs
where the owner does not want to gift the original, to be scanned and entered
into the database with the owners consent for use. This Collection is actively
added to.
Textile
The North Otago Museums Textile Collection is a combination of
donated and purchased items. Approximately 400 items have no provenance
and there is a great deal of duplication. The method of storage is not best
practice and requires resources to be invested so that the costume collection in
particular does not deteriorate. The Collection is added to passively.
Social History
A collection was initiated in 1882 with the establishment of
the Oamaru Museum. The remnants of the Collection moved to the North Otago
Pioneer Gallery when it was established in 1953. The entire Pioneer Gallery
Collection was absorbed into the new North Otago Museum in 1977, a
department of the Oamaru Borough Council. Like many small museums the
Collection was considered encyclopaedic and everything of general interest was
collected until the establishment of Collection Guidelines in 1979. Prior to this
documentation of details relating to artefacts was not always consistent. Apart
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from the Oamaru souvenir-ware which are actively sought the remainder of the
Collection is added to passively.
Natural History
Geology focus, with a small collection of mounted animals
both endemic and introduced. This collection area is lacking, and requires
development, particularly in the areas of local flora and fauna. Collected
actively.
Taoka Māori
Protocols concerning collecting, storage, access and display
of taoka need to be established with Te Rūnaka ō Moeraki and Waitaha Whānui.
Currently the Collection is made up of the Willetts’ Collection of Waitaha Taoka,
some items that have not been identified and attributed to iwi, and some casts.
Most items are functional, there are a small number of taoka tuku iho including
Hinematakura, a fine ceremonial tōki and a number of pounamu tōki.
Tactile Collection
These are items available for supervised and unsupervised
handling through the Museum’s programmes – exhibition and related events,
education and research services. This Collection is kept separate from the
permanent Collections.
This Collection is acquired through donation or purchased or allocated on the
recommendation of the Acquisition Committee: accessioned material, deaccessioned material, reproductions, items specifically acquired for tactile
Collection.
5.2.a Archive and Documentary Collections & Criteria for Collecting
History and Scope
The Archive Collection consists of local and national directories, maps and plans,
photographs, photographic negatives of celluloid and glass plate, newspapers
some on microfilm, family papers consisting of documents and manuscripts,
records of clubs and institutions, books, journals, oral histories, works of art of
an historical nature comprising paintings, drawings and prints, ephemera
comprising posters, programmes, brochures, tickets, cards and other material
unconnected to discrete archive Collections. Numerous genealogists’ research
tools are also housed here including the BDM Index, NZ Cemetery Index as well
as many indices generated by local genealogists. The archive also holds records
created by the Museum itself.
A reference library contains selective book acquisitions and functions as an
information and reference source. This is not viewed as a permanent Museum
Collection.
The North Otago Museum is a designated repository for Waitaki District Council
records and as such is required to ensure public access to these records.
Significance
The strength of the Collection is as an accumulation of North Otago material. It
contains artefacts of national and international significance and recognition, as
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well as the everyday items that become unique when collected into a cohesive
body. This Collection is referred to as a community archive.
The Museum archives often relate directly to and enhance the knowledge value
of the wider Museum Collection.
5.2.a(i) Maps
Current Focus: The current Collection comprises approximately 5000 maps of
different formats (survey, cadastral etc). Most are printed but about 5% are
hand-drawn. The Collection has no specific focus, covering the local area, New
Zealand and the world and regional survey maps.
Future Criteria: Passive collection related entirely to Waitaki District
5.2.a(ii) Plans
Current Focus: The current Collection comprises approximately 1000 plans,
mostly architectural and building.
Significant Collections are from local
businesses, Forrester and Lemon architectural plans and specifications and
James Johnston building plans and specifications.
There is a range of
architectural plans of buildings in the North Otago region, both public and
private, from other sources. There are a significant number of Waitaki District
Council utility working plans.
Future Criteria: Passive collection. Future collecting should continue to focus on
local architectural and building plans to provide a continuity of original source
material in relation to the physical development of the region. Approaches to old
established businesses will probably bear fruit but should be made only when the
extant collections are processed.
5.2.a(iii) Photographs
Current Focus: The Collection comprises approximately 500,000 images, and
approximately 150 photograph albums. The images are mostly original prints,
negatives, glass plate negatives, carte de visite, postcards, framed photographs
and slides. Since 1996 a system of digitising images for research and
reproduction has meant many photographs offered to the Museum are scanned
and then returned to the owners. After a discussion with Rowan we decided the
best approach to clarifying the Museum’s status with regard to ownership and
copyright of scanned and returned images is to get the loaner to sign a Deed of
Gift form. This means the loaner is happy for the Museum to own and use the
scanned image as the Museum sees fit – Ian wards 26-9-08
Future Criteria: Passive collection of images related entirely to the Waitaki
District.
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5.2.a(iv) Moving Images
Current Focus: This small Collection comprises film on a variety of formats, from
Super 8 film through to DVD. They range from family movies to documentaries
of local interest. Items of significance are sent to the New Zealand Film Archive
where there is optimum storage, and digital copies are made and returned to us
for our use.
Future Criteria: Local interest
5.2.a(v) Newspapers
Current Focus: The Collection comprises bound volumes of newspapers, mostly
of the Oamaru Times and Waitaki Reporter, the Oamaru Mail 1876 – 2002 and
the North Otago Times 1864 - 1932, and numerous loose local newspapers,
volumes of clippings, magazines, periodicals and journals.
Future Criteria: Active collection pending storage accommodation, this Collection
could continue to expand when volumes of The Oamaru Mail will be donated
every five years.
5.2.a(vi) Family Papers
Current Focus: The Museum holds a large and unique collection of material
relating to North Otago, mostly from European settler families. It includes
diaries, albums, letters, personal ephemera (post cards, memorials etc), financial
records, land ownership information and published works.
Future Criteria: Continue to passively collect all family papers of former and
current residents of the Waitaki District.
5.2.a(vii) Records of Clubs and Societies
Current Focus: The Museum holds a large body of records from clubs and
societies operating in the North Otago Region. Material dates from the 1860s to
current times. Of significance are the records of women’s groups (including
WDFF, CWI and Plunket), sports clubs (Oamaru Golf Club, football and cricket
clubs), Lodges (including Masons, Druids, Foresters and Oddfellows) and social
institutions such as the North Otago Agricultural and Pastoral Association.
Future Criteria: Continue passive collection of all clubs and society records from
the Waitaki District.
5.2.a(viii) Books
Current Focus: The Museum holds a collection of 1500 books. These are
differentiated from the Museum Reference Library, which is not a permanent
collection. Many books have a connection with the North Otago region, some
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have prize labels or come from the Athenæum. Of significance is a bible section,
encyclopaedias, school text books and medical reference books.
Future Criteria: Future collecting needs to be North Otago family/region/history
focused not identified in the Oamaru Public Library Collection Policy. Passive
collection.
5.2.a(vix) Paintings, Drawings and Prints
Current Focus: A small ad hoc collection, the bulk of which is domestic quality
prints and paintings that portray the Old Country. There are a small number of
local landscapes and pieces by local artists and two significant portraits, one by
Buick and one by Faulkner (requires conservation work).
Future Criteria: Future collecting should focus on North Otago people and
landscapes i.e North Otago “historical” art that is not identified in the Forrester
Gallery’s Collection Policy. Passive collection.
5.2.a(x) Ephemera
Current Criteria: The Museum holds a wide variety of ephemeral archives that
include cards, postcards, posters, banners, tickets, timetables, programmes,
brochures and many other formats. They are often included in Family Papers or
Clubs and Societies records but can form a sub-collection in their own right.
Future Criteria: Continue to collect ephemera associated with current collections
with a particular emphasis on items related to the Waitaki District. Passive
collection.
5.2.a(xi) Museum Records
Current Focus: As at June 2010 the Museum has 124 years of records produced
by the institution itself, much of it was generated during the Athenæum years.
These records become archives when they are no longer current. They contain
the administrative, building and social history of the Museum. They also contain
Museum publications.
Future Criteria: A disposals schedule needs to be written for current records. A
policy for the care of electronically produced records needs to be addressed.
Active collection.
5.2.a(xii) Waitaki District Council Collections
Current Focus: The Museum is the official repository of Waitaki District Council,
and its predecessors, archive. We are required by the Public Records Act 2005
and the Mandatory Storage Standard 2007 to make these records available to
the public.
Future Criteria: Active collection. It is critical that the collection is rationalised
and additional storage identified.
5.2.a(xiii) Oral History Collection
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Current Focus: A number of oral histories and performances have been collected
over the years. They are on a range of formats including reel-to-reel tape,
cassette tape and digital cd rom. In 2005 a project was launched to actively
seek oral histories from identified people, the rationale being to enhance existing
collections and to capture reminiscences and representation of the Waitaki
District. Professional oral historians are contracted to complete 10 interviews per
year. A number of amateur oral historians have been trained to contribute to the
Collection. Oral histories may be collected on digital and analogue formats
including audio visual.
Future Criteria: Funding for this project was halved by Council in 2009, so the
number of oral histories commissioned per annum has also halved.
Active
collection.
5.2.b Koiwi Tangata
Description
Current Focus: There are no indigenous human remains, koiwi tangata in the
Museum's care.
Future Criteria: No collection, koiwi tangata that are offered to the Museum will
be referred to local iwi and the Ministry of Culture and Heritage.
5.2.c Natural History Collection
Current Focus: The Natural History Collection includes a range of indigenous and
exotic species of extinct, endangered and common birds, mammals, reptiles,
fish, insects, plants, shells and other marine invertebrates from North Otago,
New Zealand and other parts of the world. The Collection provides a small range
of material from North Otago and its value for interpretive, comparative and
reference purposes, in its present state, is limited.
The Museum’s development of the Natural History Collection has fluctuated
depending on the interests of individual directors and staff. Subsequent field
collecting activity has yielded skeletal remains of Moa and other extinct and
endangered birds from the Totara Swamp, Ardgowan Swamp and Five Forks i.e.
aptornis defosser (South Island adzebill extinct since 14th century), fulica prisca
(New Zealand coot extinct since 14th century), circus eylesi (eyles harrier extinct
since 14th century), dinornis giganteous (giant moa extinct since 14th century),
euryapteryx geranoides (stout-legged moa extinct since 14th century) and
sceloglaux albifacies (laughing owl, whekau, extinct since 19th century) and
numerous other less rare specimens such as the little spotted kiwi, grey duck,
kereru and kea.
The Natural History Fauna Collection is not representative of the natural heritage
of North Otago and New Zealand. A proportion of the collections, particularly the
mounted skins, are of poor quality and limited scientific value.
Future Criteria: Active collection of flora & fauna specimens from the Waitaki
District. Recommend deaccessioning of specimens that are in poor condition
and/or not from the Waitaki District.
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5.2.d Geology Collection
Current Focus: The Collection consists of a range of rock and mineral samples
(as yet unknown as to content and provenance). Special significance is given to
Oamaru stone (or Totara limestone), the easily-sawn local stone, formed 35-40
million years ago when the present land mass was beneath the sea. The hard
calcareous shells of marine animals and plants living in the shallow, warm seas
built up a thick blanket of limey sediment on the sea floor. Over millions of years
this hardened into rock, and was eventually lifted above sea level. Examples
containing fossil remains are of national interest.
Future Criteria: The Collection has excessive duplication in many areas, and
requires active rationalization. Until these collections have been catalogued and
rationalized there should be no further collecting. Passive.
5.3 Ownership
The Museum will only accept items into the Collection for which it can obtain full
and valid title.
Until the Deed of Gift forms have been signed and the item is in the possession
of the Museum the item is considered to legally belong to the donor.
5.4 Conditions of Acceptance
No item with conditions or restrictions attached will be accepted into the
Collection except under special circumstances and only with the approval of the
Museum’s Acquisitions Committee.
If a large collection is being offered, the majority of the collection must meet the
acquisitions criteria as specified in this Collection Policy.
5.5 Copyright
The Museum will establish if copyright applies to any item considered for
acquisition.
The Museum will seek to obtain copyright or will negotiate rights of use with the
donor or vendor.
Any restrictions on copyright will be stated at the time of acquisition.
The Museum will own copyright of all commissioned works unless otherwise
negotiated.
5.6 Bequest of Objects
Bequests should be treated in the same way as gifts. They do not have to be
accepted into the Collection. Furthermore, the Museum is not obliged to accept
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all objects in a bequest, and may decide to accept only those that are relevant to
the Museum’s Collection policy.
6. Documentation & Care
6.1 Documentation
Items acquired by the Museum will be accompanied by as much information as
possible on origin, provenance, identification, composition, manufacture, use,
previous ownership and general history.
Items acquired by the Museum will be fully documented to record transfer of title
using the acquisition receipt, deed of gift, purchase receipts, copies of wills and
details of any conditions that may apply.
6.2 Care
All items within the Museum’s Collection, including loan material, will receive the
highest possible standards of intellectual, cultural and physical care according to
current professional practice.
7. Deaccessioning
7.1 Introduction
 Deaccessioning and the disposal of items is a tool of collection management
that maintains the quality and relevance to policy of the Collection.
 There is a strong presumption against the removal of items from the
Collection; therefore, it shall be undertaken with care and only with
reference to policy and procedural guidelines.
7.2 Responsibilities
 Deaccessioning and disposal of items in the Collection shall be the
responsibility of the Museum’s Acquisitions Committee, at the
recommendation of the Director.
 Delegated staff will research and document all items recommended for
deaccessioning to record their legal status and assess their relevance to the
Collection.
 The Museum will comply with all conditions of disposal, legal requirements or
restrictions that may apply.
 Full records will be kept of all decisions made, all items deaccessioned and
their method of disposal. These will be filed in the Museum’s permanent
filing system.
 For transparency, notification of the intention to deaccession will be put into
the public forum.
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7.3 Criteria for Deaccessioning
One or more of the following criteria for deaccessioning must be met:
 The item does not fall within the scope of the Museum’s Collection Policy and
is no longer relevant to the aims of the Museum.
 The item is damaged or has deteriorated to the point that it is unable to be
restored or conserved.
 The item is a danger to other collection items or to people or to the Museum
building.
 The item is duplicated within the Collection and is of inferior quality to other
like items.
 The item is found to be a fake or its provenance and history are found to be
false.
 The item is found to be illegally acquired either by the Museum or the donor.
 The item cannot be appropriately cared for by the Museum.
 The item is more appropriate for another institution’s Collection.
 The item is repatriated to its iwi/hapū area or country of origin according to
the policy section on repatriation.
7.4 Methods of Disposal
 Items will be disposed of according to the best interest of the Museum, the
public it serves and the trust placed in it by the communities it represents.
 Items will be disposed of by gift, exchange, repatriation, sale, transfer or
destruction.
 Items accepted for deaccessioning shall be disposed of by any of the
following methods:
o
offering the item to the original donor or his/her descendants
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transfer to the Museum’s Tactile Collection
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transfer to another public museum as a gift or exchange or sale
o
offering the item for public or private sale
o
destroying the item, only when all other options have been
investigated.
 The destruction of any item will be witnessed and documented by two staff
members.
 In accordance with Museums Aotearoa ethics any item that has been
deaccessioned may not be purchased by any member of the North Otago
Museum staff and volunteers, the Museum’s Acquisitions Committee, the
Museum’s Advisory Committee, Waitaki District Councillors or Waitaki District
Council Officers.
 Complete records are kept of the deaccessioning process.
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7.5 Repatriation
7.5.a Guiding Principles
 Each case is unique and must be considered on its own merits but needs to
be judged in the context of these guidelines.
 The Museum’s repatriation policy and procedure protects the legal and
professional authority of the Museum while enabling it to respond to the
changing expectations of the people it serves.
 The Museum recognises that indigenous peoples and their descendants have
a legitimate interest in their cultural property.
 The Museum takes into account the moral/historical rights of claimants.
 The Museum recognises that the Collection serves a function for the wider
community and that this function must be maintained.
7.5.b Criteria for Repatriation
 The Museum establishes clear and uncontested legal title to any item under
a claim of repatriation.
 The Museum is aware of all its legal responsibilities towards any item under
a claim of repatriation.
 Decisions on repatriation are based on expert judgments of cultural
significance and its relationship to original owners or their descendants,
present and potential use (research, education), condition and acquisition
history and circumstances.
 Preference is given to repatriated material to be housed with museum
institutions or in marae care rather than be lodged with individual claimants.
7.5.c Process
 Full consultation about any repatriation claim is carried out with appropriate
officials and/or experts as disinterested parties, as well as people with a
vested interest in the repatriation claim. These may include community or
family members who are not claimants.
 Official representatives of claimants are consulted fully so that the Museum
can be assured that advice and information, supervision, sanctioning and
monitoring of repatriated items is on-going and that repatriation does not
compromise the future safety of any item. An exception may be the
repatriation of human remains specifically for the purpose of interment.
 Decisions on repatriation claims are made only when all aspects of claims
and negotiations have been documented, ratified in writing by the Museum’s
governing body and confirmed by a solicitor.
7.6 Income from Deaccessioning
 The generation of revenue shall not be grounds for deaccessioning.
 Revenue from the sale of a deaccessioned item will be used exclusively for
future collection acquisition, storage and care.
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8. Loans
8.1 Introduction
Items from the Collection may be borrowed or lent by the North Otago Museum
for purposes including collection management, conservation, exhibition, research
and education, and any loan will be accompanied by appropriate documentation.
8.2 Outgoing Loans
 All loans and loan extensions are to be approved by the Director.
 The Museum will lend Collection items to other similar institutions
whenever feasible or appropriate.
 Upon request from iwi their taoka tuku iho will be given into the care of
the kaitiaki as delegated by iwi.
 Artefacts from the Museum’s collection will not be loaned to private
individuals or private/commercial institutions, except for the purposes of
conservation or framing.
Conservation and framing services must
conform to approved levels of security and environmental control.
 Loan requests will be assessed as to the status of the Borrower, the
nature of the programme for which the loan is to be used, the
importance, value, cultural sensitivity, protection and conservation
requirements of each Collection item.
 The Museum will not lend Collection items that are currently being used or
are scheduled to be used in the Museum’s current and upcoming
programme except under very special circumstances.
 All loan requests require two months notice being given in advance except
under special circumstances.
 All loans shall be fully condition reported, documented and packed to
accepted professional standards
 All Collection items on loan from the Museum must be covered under the
borrowers insurance for the duration of the loan including transit time.
 Borrower to meet the cost of packing, transport and insurance of the loan
except under special circumstances.
 Borrower must agree in writing with the loan conditions as stated on the
Loan Agreement form.
 Borrower must adhere to the loan conditions and notify the Museum if the
conditions cannot be met. The loan may be withdrawn if the conditions
are not being met.
 Permission from the lender or trustees will be sought for the loan of any
long-term loan artefacts within the Museum’s Collection.
 No loan shall exceed one year except under exceptional circumstances.
 If a loan request is refused, the person or institution making the request
will be informed as to the reasons for the refusal.
 Taoka Māori will only be loaned with the approval of the appropriate iwi.
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8.3 Incoming Loans
In order to achieve its goals the Museum may wish to borrow items from time to
time for exhibition, education programmes, public programmes, conservation and
research. Items will also come into the Museum on loan for identification and
assessment for potential acquisition.
Items borrowed by the Museum will be cared for to the same professional
standards as the permanent Collections.
All items borrowed by the Museum will be documented with a Receipt Form and
where applicable a Loan Agreement form. The documentation will include details
of the item and any conditions specified by the Lender.
All borrowed items will be covered by the Museum’s insurance policy.
8.4 Short Term Loans
 Short-term loans will be for a period of less than 12 months, unless
negotiated otherwise.
 Items borrowed by the Museum for exhibition or research (i.e. solicited
artefacts) will be condition reported on arrival and departure. Copies of the
condition reports will be forwarded to the Lender.
 Items deposited with the Museum for identification and for assessment for
acquisition purposes (i.e. unsolicited artefacts) will not be condition reported
but will be covered under the Museum’s insurance policy
8.5 Long Term Loans
 Long-term loans are defined as being for an indefinite period exceeding 12
months.
 The Museum does not accept items on long-term loan, except when an item
is required to complete an exhibition.
 Museum will hold custody of artefacts deposited under the Protected Objects
Act 1975, Amended 2006, and subsequent amendments, but which
technically are Crown property.
19. Ethics
9.1 Principles
 The Museum will operate at the highest standard of ethical behaviour in all
its activities, mindful of the trust that is placed in it by the public.
 The Museum recognises and adheres to the Museums Aotearoa Code of
Ethics and Guide to Professional Practice.
9.2 Museum Collecting Practice
 The Museum will respect the collecting areas of other institutions and will not
compete for material within these other areas. Consultation and cooperation with fellow institutions will be part of the collecting procedure.
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The Museum will be aware of the cultural protocols and practices required in
its collecting activities and will thoroughly consult with the appropriate
people and organisations.
 The Museum will only acquire material that has been obtained in a legal and
ethical way, consistent with New Zealand and international legislation and
treaties that New Zealand is a signatory to.
9.3 Staff
 Museum staff members, volunteers and members of the Museum’s
Acquisitions Committee will not personally acquire material in direct
competition with the Museum. Staff members with personal collections
relating to their area of Museum responsibility will inform the Director of any
intention to acquire material relating to the Museum Collection and give the
Museum first opportunity to acquire that material if so desired.
 The Director must acknowledge an intention to purchase, in conflict with
collection policy, to their group manager.
 Staff members with a personal collection in the same area as that of his/her
Museum responsibilities will provide the Director with full details of that list
upon appointment and maintain an up-to-date list to be presented to the
Director or group manager if required.
 Staff members will not use their professional affiliations to the Museum to
promote their personal collecting activities.
 Museum staff members, volunteers and members of the Museum’s
Acquisitions Committee will not deal in or commercially trade with material
that the Museum collects for personal gain.
 Any gifts made to staff must be reported immediately to the Director. If the
Director is given a gift, he/she must report it to his/her direct manager at the
Waitaki District Council.
 Any personal gifts presented to staff that are in the area of Museum
collecting, will be offered to the Museum and assessed by the Acquisitions
Committee as any other material would be.
 Staff members will not give valuations for personal items of
heritage/art/cultural material for members of the public, governing body
members, professional colleagues or other Museum staff members. Staff
members may assist in compiling valuations for Museum collection items for
insurance purposes only.
10. Security & Insurance
10.1 Security
Security can be divided into two sections: security of the building and staff, and
security of the Collection, be it on display, on loan or in the storeroom.
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10.1.a Building Security
Keep the building secure and the Collection will be too!
The security of the building is the ultimate responsibility of the Director. All staff,
volunteers and trades people report to the Director (or designee) when they
enter and leave the building. Individual staff members are responsible for their
designated areas of building security on a daily basis.
10.1.b Collection Security
The security of the Collection and exhibits is the ultimate responsibility of the
Director. All staff are expected to contribute to security duties and security
awareness at all times. Staff will maintain and improve systems of safety,
including the establishment of a security register, and security for Collection
items.
Collection storage areas are designated secure areas and are accessible only to
authorised staff. Researchers, trades people, etc must be under the supervision
of authorised staff subject to procedural guidelines.
Staff will ensure that items on display will be presented in such a way as to
minimise risk of damage or theft.
10.1.c Cultural Security
Tikanga Māori protocols will be observed when taoka Māori are collected, stored
and exhibited. This will include ensuring taoka are handled with care and
respect, away from food and toilets at all times.
10.1.d Information Security
Documents that are deemed valuable and essential tools for the running of the
Museum, in both hard copy and digital form, should be backed up regularly and
stored off-site to ensure their safety.
Databases with public interface will have read-only capacity. Access to data
entry and editing should be limited to delegated staff only.
10.2 Insurance
The Museum shall strive to identify a current market valuation of the Collection
and ensure that adequate insurance cover is provided to cover Collection items
permanently in the Collection, on loan and borrowed. Artefacts of high value
must be identified and noted individually. Refer to loans and insurance.
11. Collection Access
11.1 Introduction
 Access to Collection items not on display by members of the public should be
provided within the constraints of staff availability, access restrictions, the
provision of adequate supervision and security, and procedural guidelines.
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Collection management systems will be developed which promote the use of
the Collection by the public.
Outreach programmes, which involve the use of the Museum Collection within
the community, will be developed.
Collection storage areas are secure areas and may only be accessed by
authorised staff or staff and volunteers who have gained permission from
authorised staff.
Access to Collection storage areas by researchers will be by prior appointment
with designated staff and subject to procedural guidelines.
11.2 Research
 The Archive is available to researchers under the guidance of staff during its
opening hours. They will be required to sign in and out of the research area.
 Access to the all other Collections and the Collection records will be made
available to interested parties upon advance application and confirmed
appointment to designated staff. Applicants will need to identify specific
requirements, time allocation required, purpose of research, etc. The
purpose and expected use of the research must be stated so that appropriate
materials will be provided and approval for use granted.
 Some restrictions may be placed on acquisitions information i.e. because of
donor request or to comply with legislation.
 Staff will maintain and improve systems of safety and security for material
used by researchers.
 A completed Filming/Photographing North Otago Museum Collections
application is required to publish material from the Museum Collection. This
application includes the requirement of acknowledgment of the North Otago
Museum in all publications that use Collection material.
12. Review Procedures
Review of the North Otago Museum Collection Management Policy will be
undertaken every three years with the input of the Museum Advisory Group, the
Museum Director and the Waitaki District Council Community Services Group
Manager.
Appendix 1
Geographical Map Waitaki District
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