National Churchill Museum
Westminster College
Collections Policy
Approved: (date)
Board of Governors
Board of Trustees WC
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I.
PREAMBLE
The purpose of this manual of collections policy is to establish policies governing the
development, management, and use of the National Churchill Museum's permanent
collection.
II.
Purpose and Scope
The Museum's Mission Statement reads:
The National Churchill Museum, on the campus of Westminster College, commemorates
and celebrates the life, times, and distinguished career of Sir Winston Churchill and
inspires current and future leaders by his example of resilience, determination, and
resolution.
The Museum fulfills its mission by:
 Maintaining and evolving the Museum as a symbol of Churchill’s leadership and
 principles
 Building and preserving the collections about Churchill and Christopher Wren
 Contributing to cultural enrichment through exhibitions and educational programs
 Developing academic resources to promote scholarly study
To accomplish this goal in the collections area, the Museum collects, documents and
preserves objects, archival material, photographs, oral histories and art pertaining to the
life and times of Sir Winston S. Churchill, the Church of St. Mary, the Virgin, Aldermanbury,
Sir Christopher Wren architecture, and records of the Winston Churchill Memorial and
Library in the United States (National Churchill Museum) if it relates to the Museum's
mission.
The Westminster College’s Mission Statement reads:
It shall be the mission of Westminster College to educate and inspire all its students
through a distinctive liberal arts curriculum and a dynamic developmental experience; to
challenge them to be critically aware, life-long learners and leaders of character, committed
to the values of integrity, fairness, respect, and responsibility; and to prepare them for lives
of success, significance, and service.
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III. Acquisition
A.
Definition and Scope
The National Churchill Museum may acquire additions to its collections by gift, bequest,
exchange, purchase, trade, abandonment, field collection or other transaction for which
title to the object passes to the Museum to become part of its collections.
Collections currently consist of objects, archives, and books surrounding and pertaining to
the life and times of Sir Winston S. Churchill, general British history, the World Wars, the
Church of St. Mary, the Virgin, Aldermanbury, Sir Christopher Wren architecture, and
records of the Winston Churchill Memorial and Library in the United States (National
Churchill Museum).
The strong interest area of the collection shall relate to Churchill’s early life, i.e. before
enlistment in the military. Any personal belongings of Churchill and his family would be of
great interest, especially clothing and correspondence.
Resource Materials: Printed material, audio-visual material and research notes will be
collected for use by the staff and interested public. It will be organized, indexed and placed
in the Museum's Library and Research Center. These materials will not be accessioned into
the Museum's artifact and archival collection.
Collections Scope will consist of objects pertaining to:

work, life, and family of Winston S Churchill

‘Sinews of Peace’ speech day and events

Churchilliana and significant objects portraying Churchill

Church of St. Mary, the Virgin, Aldermanbury

Military items or objects if a clear connection to Churchill can be established
The Museum will not collect:

Westminster College memorabilia or records

World War I & II or British history items not related to Churchill

Illicit materials
B.
Ethics
The Museum subscribes to the Code of Ethics laid out by the American Association of
Museums (Appendix A). The Museum will not knowingly acquire, by direct or indirect
means, objects that are unethically collected or unethically alienated from their society of
origin.
Note: Objects without clear title must be converted by due process of state law before they
can be deaccessioned from the Museum's collection.
C.
Mechanism
Good quality and physical condition are primary considerations in acquisition. An object of
inferior quality or physical condition will be considered if it is the only object or
documentation relating to a significant person, place, event, or activity, or if there is a clear
need for the accession. A commitment to prompt stabilization shall be made when
acquiring objects in poor condition.
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Objects are accepted only when the Museum can provide for their storage, care, security,
and preservation under conditions in keeping with professionally accepted Museum
standards.
The donor or seller transferring property to the Museum must certify true, rightful, and
legal ownership, or be the agent of the legal owner of that property. The signing of a legal
instrument of conveyance must document the transfer of ownership of objects acquired by
gift or exchange.
With the exception of copyright materials, title and right to all acquisitions should be
granted free and clear without conditions, limitations, and/or restrictions as to use or
future disposition.
Appraisals are the responsibility of the donor. In compliance with current Federal Income
Tax regulations, Museum staff is prohibited from providing the donor with appraisal
services.
The Collections Committee shall consist of:
- Museum Executive Director
- Archivist-Curator
- Museum Educator (or Staff member with special interest in a particular area of
collection
- A Board of Governors’ advisory board member
The collections committee shall meet three times a year during the first week of April, July
and October. If an object/ collection needs immediate consideration the collections
committee can discuss acquisition via email or telephone conference.
Acceptance of donations requires the approval of the Collections Committee. Potentially
problematic or controversial donation offers may be brought before the Collections
Committee, regardless of their value.
Proposed purchases shall require recommendation of the Collections Committee and
approval of the Board of Trustees (Governors).
Proposed acquisitions with physically hazardous attributes, donor imposed conditions, or
restrictions of any kind require the approval of the Collections Committee.
Conditions or restrictions agreed to by the Collections Committee:
- should apply for as short a time as possible;
- must be clearly stated in the legal instrument of conveyance;
- must be made part of the permanent accession records for that object; and
- must be strictly observed by the Museum.
The Collections Committee shall periodically review the Collections Management Policy
and recommend revisions as necessary. Changes in the accession policy shall have the
approval of the (Museum's) Westminster College’s Board of Trustees (Governors.)
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Acquisition Process
1. Contact with Archivist-Curator so objects(s) can be appropriately evaluated. If possible,
staff should see the object in person. An entry form will be completed.
2. Recommendation by staff to Collections Committee for approval. All proposed
purchases require Board approval.
3. Accepted artifacts with supporting provenance will be physically examined by Museum
staff and secured in the Collections.
4. A Deed of Gift will be sent to the donor/seller for signature and returned to Museum.
5. Initial documentation of object/collection into PastPerfect, including assigning of
accession number and object ID number(s).
6. Full documentation in PastPerfect.
7. Proper conservation and storage in Museum facilities.
The Museum will not house objects awaiting approval by the collections committee, as
insurance cannot cover objects not owned by the museum.
IV.
DEACCESSIONS
A.
Definition
Deaccessioning is the process used to remove permanently any object from a museum's
collections.
Deaccessioning enables a museum to reevaluate its collections to keep it within bounds of
its mission statement, to meet museum collecting criteria, and to maintain the caliber of
collections the institution seeks.
A systematic program of deaccession is needed to:
- maintain usefulness and relevance to acquisition goals and criteria,
- avoid duplication of materials,
- eliminate objects in deteriorated physical condition,
- avoid the inability to provide reasonable care for an object.
B.
Ethics
Members of the Museum staff and board are bound by established Codes of Ethics of the
American Association of Museums regarding their actions in a deaccession. Decisions to
deaccession an object must be based on the Museum's long-standing goals, not on shortterm or personal interests.
C.
Mechanism
The Collections Committee can consider for deaccession those items possessed by the
Museum for seven years and it has clear title to or the donor cannot be located*, if the
object is in poor physical condition or it clearly does not fit with the Collections Policy.
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*Objects without clear title should be converted by due process of state law before they are
deaccessioned if possible.
Any member of the Collections Committee may initiate the deaccession of an object. The
Archivist-Curator will check on any donor-imposed restrictions and prepare a
Recommendation to Deaccession Form. A clear statement of justification for the
deaccession must appear on that form. Such justification must include:
- irrelevance to acquisition goals, or
- over-duplication of that particular object, or
- deteriorated physical state, or
- inability of the Museum to provide proper care for the object.
The Recommendation to Deaccession Form shall be submitted to the Collections
Committee and then to the Westminster College Board of Trustees (Board of Governors)
for their action. The author of the justification statement in the Recommendation to
Deaccession Form may appeal the Board of Trustees (Board of Governors’) decision only
once.
If the deaccession has been approved by the Board of Trustees (Board of Governors), the
Archivist-Curator shall receive the original signed and dated form and proceed to make the
necessary arrangements for the final transfer of the object. Evidence of ownership by the
Museum shall be removed from the object or deaccession noted on the object prior to its
disposal. The Archivist-Curator will record this action on all permanent collections records
for that object. As a courtesy, the Archivist-Curator may contact the donor regarding the
deaccession.
The manner used for disposing of a deaccessioned object shall be determined by the
Collections Committee using the recommendations that appear on the Recommendation to
Deaccession Form. Permanent disposal of the object shall be by one of the following
methods:
- outright transfer to:
- Museum education department
- non-profit collecting organization
- educational institution;
- trade to another institution for desired objects;
- sale to another institution not related to the donor;
- sale to the public by auction;
- disposal as waste.
If the deaccessioned object is sold, the revenue gained will be used only for the direct care
of collections (other than salary), or acquisition. (See AAM Code of Ethics)
If deaccession of an object is denied and an appeal has been denied, resubmission of the
Recommendation to Deaccession Form can be made after one year has elapsed from the
time of the initial recommendation.
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V.
LOANS
A.
Authority
The Collections Committee has the authority to approve the loan of materials to or from the
Museum.
The Archivist-Curator bears primary responsibility for supervising the loan activities of the
Museum. The Archivist-Curator will maintain all written documentation and will oversee
activities regarding research, insurance coverage, facility reports, customs, packing,
condition reports, handling, exhibition and storage environment, shipping dates and
instructions, and monitoring of the loan until its final return to the Museum.
B.
Incoming Loans
The Museum will accept incoming loans for the purposes of: special exhibition, research,
or consideration for accession. The responsibility to approve an incoming loan for the
Museum rests with the Archivist-Curator. The Archivist-Curator, Visiting Curator, or
Exhibition Coordinator will receive all such loans for the Museum and will process and
send to the lender the Receipt for Loans from which includes the Notice of Conditions (see
attached form). For Temporary Exhibitions, it is the responsibility of the Archivist-Curator
to ensure the return of the loaned materials to the owners in a timely manner. Objects on
loan to the Museum should be given the same care and consideration as the permanent
collection.
The Museum will not accept incoming loans for deposit or storage purposes,
nor will it accept permanent or long-term loans unless agreed to by the
Collections Committee.
C.
Outgoing Loans
Outgoing loans will be made for non-profit educational or scholarly purposes to any
institution or organization which will agree to meet specific requirements as deemed
necessary by the Archivist-Curator and the Museum Executive Director according to
professional museum standards. Non-museum borrowers (e.g. government agencies,
private corporations, etc.) may borrow objects only for educational, not decorative,
purposes, and as with all borrowers, must be able to provide for professional care and
security and meet all terms stipulated by the Museum.
A signed Borrower's Agreement is required from the borrower for outgoing loans and a
Certificate of Insurance may be required before the objects will be released (see attached
form).
Authority to approve an outgoing loan request will rest with the Archivist/Curator when
the loan requested:
D.
Unclaimed Loans
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An unclaimed loan is an object which has been held in a state of limbo for seven years by
the Museum. The owner is either unknown or cannot be located, and, lacking clear title, the
Museum is compelled to store and care for the object which is neither a documented loan
nor an accession. The Museum will follow procedures established by the American
Association of Museums legal counsel, the United States Supreme Court, and Missouri Bar
Association. The Museum will make every effort to return to the lender or authorized
agent or convert by due process of the law, unclaimed loans left in the care of the Museum.
VI.
CARE OF COLLECTIONS
Collecting carries with it the responsibility to preserve for the future. Not only is the
appropriate care of collections a legal responsibility of Westminster College’s Board of
Trustees (Board of Governors), it is the most cost-effective means for preserving the
historic and monetary value of the collections. Westminster College’s Board of Trustees
(The Board of Governors) holds primary responsibility for the care of the collections. That
responsibility, in turn, is passed to the Museum Executive Director, Archivist-Curator, and
other Museum staff or volunteers dealing with the collections. Westminster College’s
Board of Trustees (The Board of Governors) shall strive to be informed on the ongoing
developments of collections’ care.
All Museum staff is expected to follow the professional standards of ethical behavior, as
established by the American Association of Museums, regarding the care and use of the
Museum's collections.
Volunteers who work with the collections will be under the direct guidance and
supervision of the Archivist-Curator. Volunteers will receive instruction and guidance from
the staff supervisor regarding proper handling techniques, security, and overall procedures
when working with the Museum's collections.
A. Risks to the Collections
All artifacts, photographs, and archival materials should be stored and exhibited to
minimize environmental, biological, catastrophic, theft, and vandalism risks. Hazards
include temperature, humidity, light, dirt, dust, gaseous and airborne pollutants, insects,
vermin, mold, mildew, bronze disease, vibrations, handling, fire, flooding, earthquakes,
theft, and vandalism.
B. Guidelines for Preservation
Environmental and Pest Controls
The Archivist-Curator will periodically present reports to the Board of Governors to inform
them of environmental concerns in the care of the collections. The reports shall include
recommendations on implementing necessary upgrading and controls.
On receipt of new acquisitions, objects will be inspected for any sign of infestation. They
will be frozen for a period of 48 hours when warranted. Periodic inspections will be made
of the collections to ensure a stable environment. If mold or mildew is found, the object
will be isolated and appropriate action taken. If pests or vermin are found, appropriate
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action will be taken and monitoring of the infestation continued until it has been
eliminated.
Regular cleaning of the collections area will take place in order to control the effects of dirt,
dust and other airborne pollutants. Doors to collections storage should be kept closed and
locked when not in use and lights should be turned off upon leaving the storage area. Staff
shall monitor and maintain controls over all aspects of the Museum environment. Ideal
standards set forth by the American Institute of Conservators are:
Temperature: 65 - 70 degrees Fahrenheit
Relative Humidity: 45 - 50%
Note: Fluctuations in temperature and humidity are most harmful, constancy is important.
Ultra Violet Light: Storage of paper and photos: 0 foot candles
Exhibition: Light sensitive materials: 5-8 fc, Standard: 10-15 fc, Other: 20-30 fc
Objects should be stored in containers and storage fixtures and displayed in cases that are
appropriate to the specific environmental requirements of each object (e.g. acid-free paper
and cardstock, ethafoam, aluminum, steel with baked enamel finish, polyester,
polyethylene, or, if necessary, sealed wood).
Staff and volunteers working with artifacts must be trained in handling procedures and use
white cotton gloves unless otherwise advised.
To avoid theft and vandalism during exhibition installation, dismantling, and special events,
galleries should be made inaccessible to the public. This is also for their safety. The design
and installation of any exhibition will include the careful consideration of the security of
the objects. Admissions volunteers should be trained in monitoring exhibits open to the
public. The staff should consult with appropriate law enforcement agencies regarding how
to challenge anyone suspected of theft and vandalism. The collections will be stored in
secured areas with permission to enter such areas being regulated and scheduled by the
Archivist-Curator.
Conservation
The Archivist-Curator will stabilize objects to maintain their integrity and prepare them for
exhibition. When funding allows the procedures will be implemented for the conservation
of artifacts by professional conservators.
VII. CONTROL OF COLLECTIONS
A. Exhibiting Artifacts
Artifacts from the permanent collection which have been chosen for exhibition must be
installed in such a way as to prevent damage to the article. Factors such as supporting the
structure of the item, use of materials which will not adversely affect the item, and affects
of ultra-violet light will be taken into consideration. The Archivist-Curator will instruct all
exhibit installers in the appropriate ways of dealing with artifacts in exhibition.
B. Records
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The Archivist-Curator will compile and maintain accession and donor files regarding the
source of objects in the collections, including proof and transfer of legal ownership,
provenience, cataloguing files in the form of cards and on computer, and inventory lists of
the collection. Reasonable care of the files is necessary to protect the records. A back-up
copy of the computer records must be maintained off-site.
The Archivist-Curator will be responsible for the design of the records and follow
professional museum standards. Accessioning and cataloguing of all objects in the
collection will be done in a timely manner.
C.
Inventory
The Board of Governors, in keeping with their overall responsibility for the care of the
collections, will adopt policy and will provide monetary support regarding inventory of the
collections. Inventories are necessary periodically for collections management purposes,
security, verification of missing objects, and for maintaining accurate insurance coverage.
Although a complete inventory is labor and time intensive, it is an effective means of
controlling and providing care and security for the collections. An inventory enables the
Archivist-Curator to verify existing collections records and documentation.
The collections staff will establish procedures for undertaking an inventory of the
collections and the maintenance of all inventory records, and will establish a schedule for
such inventories every five years or as needed. The Archivist-Curator will be responsible
for organizing and implementing inventories.
D.
Research and Commercial Use
The primary responsibility for controlling research and commercial use of the collections
will be vested in the Archivist-Curator. The collections may be used for research by
scholars, students, interested members of the community, Museum staff, visiting curators
and other museum professionals.
Photograph Collections may be used by Museum staff in the creation of a Museum website
and other electronic media for educational, exhibition, public relations and curatorial
purposes. The use of photographs on the Internet will be approved by the ArchivistCurator and must acknowledge copyright ownership.
Collections use for research and commercial purposes will be controlled and scheduled by
appointments with the Archivist-Curator as allowed by availability of time, working space
and staffing.
Fees will be charged for commercial use and to cover the costs of production. The fee
schedule will be determined with the Museum Executive Director or his/her designate.
Permission to use the Collections, including photographs and audio-visual materials,
through electronic media by organizations, individuals or commercial users will be granted
only in special circumstances. Educational organizations will be encouraged to use
material from the Museum’s website. After permission has been obtained from the original
donor, photographer and/or subject, a contract will be signed and a fee schedule
determined. The mission of the Museum is to ensure materials are used appropriately and
accurately in a way that does not compromise the material’s authenticity as an historical
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item. The Museum must ensure that the use and reproduction of material are not
detrimental to the reputation of the Museum.
E.
Insurance
The Archivist-Curator will be familiar with the Museum's insurance policy, send reports
and any special reports to the insurance agent or designee on exhibits, determine
insurance values for items on exhibit, acquire Certificates of Insurance when needed and
report values based on inventories of the permanent collection.
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Appendix A
National Churchill Museum Accession Entry Form
Donor:
Address:
Home #
Work #
City:
State:
Fax #
Email:
Zip Code:
Item(s) Being Offered (Brief object identification and count) **
Please take a few moments to tell us about your potential donation. We appreciate your
time and effort in completing this form in as much detail as possible so the Collections
Committee will have adequate information to make an informed decision about your offer.
(Please attach additional sheets if necessary).
The information you provide will also aid the museum’s understanding of its collection and
may (or may not) be used for exhibition, programming, or research purposes.
1) Are you the legal owner of the items being offered? If not, who is?
2) Write as much history of the items that you know: when/where/why/how the items
were acquired and used; previous owners’ names; relationship between owners, and most
importantly any personal stories and/or memories about the items? (attach additional
sheets if necessary).
3) Does the item have a particular connection to Churchill or his life?
4) What photographs or other documentation do you have, or know of, that refers to any
of the items you wish to donate? (letters, bill of sale, maker’s notes, newspaper articles,
etc.)
5) Please indicate any known repair work, modifications, or restorations:
Please Return to: National Churchill Museum 501 Westminster Ave. Fulton, MO 65251
** All potential acquisitions to the National Churchill Museum’s collection will be
considered by the museum Collections Committee (which meets monthly). The owner will
be contacted as soon as a decision has been made. If the collection is accepted,
transportation arrangements will be made, if necessary, and a formal agreement will be
signed indicating the transfer of ownership (Deed of Gift). In the case of a donation, the gift
agreement will indicate that the collection is an unrestricted gift to the National Churchill
Museum.
For Office Use Only:
Follow-up: (check one) In Person _____By Phone _____
By Fax _____
Date(s):_____________________________________
By Mail_____
By Email _____
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Materials:
Dimensions:
Description:
General Condition:
Excellent Good Fair Poor
Notes:






Storage Needs:
Vertical Filing Cabinet
Metal Shelves
Flat File
Archival Folder
Archival Box with Acid Free Tissue
Other ___
Environment:
o Relative Humidity ________
o Temperature ___________
o Light requirements _______
Handling Needs:
 Gloves
 Specialized Handling Area
 Other ___________________
Conservation Needs:
 Yearly Condition Check
Health and Safety Notes:
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Notes:
________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_____________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_____________________________________________________________________________________________________
Staff Member: ___________________________________
Committee Decisions:
Action Taken
Collection Status
Accepted
Permanent Collection
Accepted Part
Education/Reference
Returned
Other (Specify)
Transferred
Reasons:______________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
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AAM Code of Ethics Regarding Collections
The National Churchill Museum has an obligation to care for the cultural resources in its
custody. The American Association of Museums has produced a code of ethics to guide
collections management:
Collections
The distinctive character of museum ethics derives from the ownership, care, and use of
objects, specimens, and living collections representing the world's natural and cultural
common wealth. This stewardship of collections entails the highest public trust and
carries with it the presumption of rightful ownership, permanence, care, documentation,
accessibility, and responsible disposal.
Thus, the museum ensures that:
• collections in its custody support its mission and public trust responsibilities
• collections in its custody are lawfully held, protected, secure, unencumbered,
cared for, and preserved
• collections in its custody are accounted for and documented
• access to the collections and related information is permitted and regulated
• acquisition, disposal, and loan activities are conducted in a manner that respects
the protection and preservation of natural and cultural resources and discourages
illicit trade in such materials
• acquisition, disposal, and loan activities conform to its mission and public trust
responsibilities
• disposal of collections through sale, trade, or research activities is solely for the
advancement of the museum's mission. 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.
• the unique and special nature of human remains and funerary and sacred objects is
recognized as the basis of all decisions concerning such collections
• collections-related activities promote the public good rather than individual
financial gain
• competing claims of ownership that may be asserted in connection with objects in
its custody should be handled openly, seriously, responsively and with respect for
the dignity of all parties involved.
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