COPY: QVMAG DRAFT COLLECTION POLICY

NOTE: 
City of Launceston

Reference No. Version: Approved By:
PURPOSE:

07-PI-011
18/02/2015
Executive Management Committee

Museums and art galleries have a very distinctive role in collecting, preserving, researching and communicating to the wide community, students and scholars original evidence of our natural and cultural heritage.
The origins of the collections of the Queen Victoria Museum and Art Gallery (QVMAG) date back to the middle of the nineteenth century. Since that time, they have developed as an important component of Tasmania's and Australia's natural and cultural heritage.
POLICY:
General Information

1. The QVMAG makes acquisitions consistent with its mission, which is:
   To be a leader in the intellectual and creative development of Launceston and the State by increasing our enjoyment and understanding of our natural and cultural heritage.
   
2. The QVMAG's collections are made for the following purposes:
   

(a)
(b)
(c)

To be an archival record of:
(i) the artistic heritage of the people of Tasmania
(ii) the material culture of the peoples who now and
previously inhabited Tasmania and adjacent lands
(iii) the living and past faunas and floras of Tasmania and
adjacent lands and seas
(iv) the minerals and rocks that make up Tasmania
To be a source of material for researching the fields of the Arts, History and Science.
To be a source of materials and ideas for educational programs, particularly exhibitions.

3. The Launceston City Council, as owner of the QVMAG, will adopt and publish a written statement of its acquisition policy in respect of works of art and museum specimens. This policy shall be reviewed at least once every two years. Acquisition outside the stated policy shall only be made in exceptional circumstances.
   
4. The Council supports the principles of the UNESCO Convention on the means of prohibiting and preventing the illicit import, export and
   

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Collection Policy [DRAFT RECEIVED April 2015]

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

transfer of ownership of Cultural Property, 1970, acceded to by Australia in 1990.

5. The Council will not acquire, whether by purchase, gift, bequest or exchange any work of art or object unless the responsible officer is satisfied that the QVMAG can acquire a valid title to the specimen in question, and that, in particular, it has not been acquired in, or exported from, its country of origin (and/or any intermediate country in which it may have been legally owned) in violation of that country's laws or in contravention of cultural material protocols.
   
6. So far as biological and geological material is concerned, the Council will not acquire by any direct or indirect means any specimen that has been collected, sold or otherwise transferred in contravention of any national or international wildlife protection or natural history conservation law or treaty of Australia or any other country, except with the express consent of an appropriate outside authority.
   
7. If appropriate and feasible, the same tests as are outlined in paragraphs 5 and 6 above will be applied in determining whether to accept loans for exhibitions or other purposes.
   
8. The Council recognises the need for cooperation and consultation between museums and art galleries with similar or overlapping interests and collecting policies, and will seek to consult with such institutions both on specific acquisitions where a conflict of interest is thought possible, and, more generally, on defining areas of specialisation.
   ACQUISITIONS
   

1. 1.1  The QVMAG has a special responsibility to preserve and exhibit material evidence of the natural and cultural history of Tasmania. The QVMAG Collection Policy recognises this as its primary responsibility, and recognises that in some collections there will be a northern Tasmanian emphasis. However, in some areas a better understanding of Tasmania's natural and cultural heritage will be provided by the acquisition of material from beyond the State. For this reason as well as for historic reasons, the QVMAG already has significant collections of material from beyond Tasmania. Such areas are closely defined in this Collection Policy.
   
2. 1.2  In developing its collections, the QVMAG will:
   

 reflect the cultural, scientific and natural diversity of Tasmania
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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

 reflect the histories and experiences of Tasmanian culture within a national and international framework
 seek to research, document and maintain the collections to the highest standards resources permit
 aim to make the collections accessible through physical and electronic means.

3. 1.3  All objects considered for acquisition will be first documented through the QVMAG's acquisition proposal process, which is separate from this policy. This process sets out the procedure through which the QVMAG acquires objects for every collection area.
   In particular, the suitability of all proposed objects will be assessed against any stated selection criteria for each collection area. In acquiring objects for its collections, the QVMAG shall consider items for which it can adequately care and store and which are not beyond recognisably achievable conservation requirements.
   
4. 1.4  The QVMAG recognises the need to describe the significance of the objects in its collection using a consistent and widely accepted methodology. As part of the acquisition process, each object entering the collection of the QVMAG will be considered in terms of its historic, aesthetic, scientific and social values to determine how its meaning is understood by people and by communities. To achieve this, the QVMAG will follow the principles and guidelines set out in Significance 2.0: a guide to assessing the significance of collections, by Roslyn Russell and Kylie Winkworth, available on the internet at http://www.environment.gov.au/heritage/publications/significance2-0/.
   COLLECTIONS
   The QVMAG's collections are managed in four broad collecting areas:  Science
    Art
    History
    Library
   

2.1 Science
Science collections within the QVMAG cover five distinct areas, each with its own collection goals and spheres of specialisation. These are:
(a) Zoology
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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

Comprehensive collections of Tasmanian vertebrate and invertebrate fauna, including introduced species, with specialist research collections from the remainder of Australia and beyond in molluscs, spiders and mammalian ectoparasites.
(b) Botany
Comprehensive collections of Tasmanian plants, including significant historical holdings.
(c) Geology
Mineral and rock collections from throughout Tasmania with important comparative material from interstate and overseas.
(d) Palaeontology
A significant collection of fossils from Tasmania and important vertebrate fossil material from elsewhere in and beyond Australia.
(e) Astronomy
This collection includes meteorite and tektite material (which form part of the Geology collections), and Tasmanian professional and amateur instrumentation.
Subject to nature conservation interests, the QVMAG will continue to collect all kinds of evidence of Tasmanian geology, flora and fauna for display, study, reference and educational purposes. It is expected that the primary source of such material will be controlled and properly documented field collecting by Government Agencies, QVMAG staff and research associates. However, acquisition (by purchase if necessary) of important private or historic collections of Tasmanian natural science material of all kinds (including records) is of great importance.
Individual specimens or collections of material from elsewhere in Australia will be acquired for education, exhibitions and research where they enable a better understanding of Tasmania's natural history.
2.2 Art
The Art collection has five principal components, each of which has its own distinct collection policy. These components are:
(a) Colonial Art
This collection documents the artistic and cultural heritage of Tasmania, and Colonial Australia, from pre-European settlement until the end of the 19th century. This collection includes paintings, works on paper, sculpture and frames relating to this period
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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

(b) Modern Australian Art

This collection documents the history of Australia's postcolonial art of the 20th Century including paintings, photography, works on paper, sculpture and multi-media. Particular emphasis will be placed on the achievements of Tasmanian artists and contextualising these works through the collection of significant national artists.
(c) Contemporary Art
This collection documents the work of Australia's contemporary art and culture including paintings, works on paper, photography, sculpture, multi-media and screen-based art. Particular emphasis will be placed on the achievements of Tasmanian artists and contextualising these works through the collection of significant national artists.
The QVMAG has a small but significant collection of International paintings, sculpture and works on paper. This collection will be maintained and developed where appropriate.
(d) Decorative Arts
Within the Decorative Arts collection there are three sub-sections, each of which has a distinct collection policy. These components are:
Australian Decorative Arts
This collection documents the material cultural heritage of Australia with an emphasis on ceramics, furniture, woodwork, textiles and costumes with significant aesthetic value. The collection focuses primarily on objects designed and made in Australia, and in particular Tasmania and Tasmanian practitioners.
Contemporary Decorative Arts
This collection aims to document and promote understanding of the evolution of contemporary decorative arts in Australia since 1945 in all media. Particular emphasis will be placed on the achievements of Tasmanian practitioners.
International Decorative Arts
This collection documents the aesthetic development and evolution of British, European and Asian decorative arts through ceramics, textiles and costumes. Specific consideration will be given to the work of international practitioners where their work has influenced the development of Tasmanian and/or national craft and design. Consideration will be given to historic artworks that complement the QVMAG collection. .
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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

2.3

Frames are collected either in their own right or in association with the item inside the frame. Frames are primarily collected for their association with other collection objects and for the aesthetic and cultural relationship with collection items.
History
(a) Tasmanian Heritage
This collection documents the material cultural and scientific heritage of the Tasmanian community with particular reference to threatened ways of life and the northern region of the State.
(b) Comparative Cultural Collection
This collection consists of cultural material from communities and societies from beyond Tasmania and provides a resource for the QVMAG's education and exhibition programs.
(c) Community History
The Community History collections document the cultural heritage of the Tasmanian community and reflect the island's diverse and changing ways of life with particular reference to the northern region of the State. Of note are four specific collections:

2.4

This unique collection consists of recorded interviews that document the achievements of Tasmanians in the 20th century, and beyond. It also includes a small component of recorded music.
Library
(a) Architectural and Engineering Drawings Collection
This collection documents the built and engineering heritage of Tasmania through drawings and specifications.

(e) Frames

(d)

(i) Photographs
This collection is a comprehensive visual record of Tasmania from the 1840s and includes all photographic formats from daguerreotypes onwards. A small component of film and video supports the visual record.
(ii) Manuscripts
This collection has two principal components: manuscripts collected as single items, and collections of textual records created or acquired by an individual, family or organization.
(iii) Tasmanian Ephemera
This is a comprehensive collection of Tasmanian ephemera.
Oral History

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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

(b) Rare Book Collection
This collection includes books with specific historical or cultural value, of aesthetic importance, or with a significant provenance.
(c) Special Collections
These collections have an association with a prominent individual or organisation. The publications contained within are not necessarily considered to be rare.
DEACCESSIONING
Introduction
While the Council acknowledges the need for responsible deaccessioning, it is strongly of the opinion that deaccessioning is a management tool of last resort, bearing in mind Council's responsibility to past and future donors to hold the QVMAG collections in trust for the community.
The QVMAG is able to deaccession material from its collections under the Local Government Act 1993. QVMAG also insists on responsible acquisition and when acquiring items, the long-term resource implications (staff, accommodation, conservation and research) will be considered. As one of the major functions of a museum is to preserve its collections in perpetuity, there is a strong presumption against the disposal of items from QVMAG's permanent collections.
Deaccessioning Criteria
An item may be deaccessioned from a collection for one or more of the following reasons:

•   the item does not fall within the guidelines of the QVMAG Collection
  Policy;
  
•   the item duplicates material already held in the collections;
  
•   the item is in such poor condition that it would be impossible to repair or
  conserve (e.g. insect infestation or other degenerative causes);
  
•   the cost of conservation or restoration and/or storage would be
  prohibitive,
  
•   the item is the property of an indigenous or other community group and
  should be returned as part of a national or international convention on
  the restitution of cultural material;
  
•   the item is subject to legislation that prevents the QVMAG obtaining title
  to the object;
  
•   lack of documentation about the item;
  
•   the item is unsafe (e.g. contains hazardous chemicals);
  
•   the item or part of it is to be used for scientific research.
  Disposal
  Disposal is the method by which deaccessioned material is removed from
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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

the collection. The preferred methods of disposal beyond the institution would be by gift or exchange to another public institution (except for items which are damaged or dangerous).
The appropriate methods of disposal are:

•   internal transfer – the transfer of items to a hands on/ education/ demonstration collection, parts to be used in the restoration of other collection items;
  
•   gift – to another museum or returned to the donor;
  
•   sale – to the public by auction or tender;
  
•   exchange – to another public museum in exchange for a more suitable
  item for the collection;
  
•   destruction – when the item is extensively damaged or is not
  considered worthy of treatment.
  PRINCIPLES:
  Any Curator or Collection Manager may submit a deaccessioning proposal relating to any collections for which he is responsible.
  Where an item was purchased with grant assistance it is often a condition of such grants that the funding body is advised that the item is being considered for deaccessioning.
  If not sold at auction, each item to be deaccessioned shall be valued by appropriate valuers.
  Where appropriate, for items acquired within the previous 10 years QVMAG will, as a matter of courtesy, attempt to seek permission from the donor for the item to be deaccessioned.
  All money received from the sale of deaccessioned items shall be used solely for the development of QVMAG's collections.
  Agreement from another museum, gallery or public collection to accept deaccessioned material as a gift shall be received in writing.
  The same principles do not apply to natural history specimens as to other museum objects. Specimen transfer is often used within natural history museums. However, the use of "voucher" specimens – specimens which may be the subject of destructive analysis for research purposes - will need to be dealt with under this policy.
  Procedures for the implementation of deaccessioning are:
  

 The Curator/Collection Manager shall confirm that the QVMAG owns the object, has legal title and what if any conditions are attached to the
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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

object (e.g. some items purchased with Australia Council funding requires that the funding body be contacted should the item be considered for deaccessioning).

•   The Curator/Collection Manger submits a Deaccessioning Proposal form to the Director.
  
•   If approved by the Director and the object has a value greater than $1000 the proposal is referred to Council for their consideration.
  
•   If approved by the Director and the object has a value of less than or equal to $1000 the Curator /Collection Manager arranges for the disposal of the item.
  
•   If Council approves of the deaccession of an item with a value more than $1000, the Curator/Collection Manager arranges for the disposal of the object.
  
•   There will be a cooling-off period of six months from the date on which the proposal to deaccession an item with a value greater than $1000 is approved by Council and the actual disposal of the item.
  
•   The Curator/Collection Manager amends all documentation relating to the item deaccessioned including stating the reason for deaccessioning.
  The ethical standards that underpin this Acquisition Policy are defined in both the Acquisition Code that prefaces this Policy and Museums Australia's Code of Ethics, which can be found at
  http://www.museumsaustralia.org.au/userfiles/file/Governance/maethics.pdf
  

Collection Policy

The Council’s Organisational Values apply to all activities.
RELATED POLICIES & PROCEDURES:
QVMAG Strategic Plan 2012-2017
RELATED LEGISLATION:
NA
REFERENCES:
http://portal.unesco.org/en/ev.php- URL_ID=13039&URL_DO=DO_TOPIC&URL_SECTION=201.html
DEFINITIONS:
NA
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City of Launceston

Reference No. Version: Approved By:
REVIEW:

07-PI-011
18/02/2015
Executive Management Committee

This policy will be reviewed no more than 2 years after the date of approval, or more frequently if dictated by operational demands and with Council’s approval.

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Collection Policy

City of Launceston

Reference No. Version: Approved By:

07-PI-011
18/02/2015
Executive Management Committee

DOCUMENT INFORMATION:

Collection Policy

Reference Number:	07-PI-011
Version:	18/02/2015
Review:	18/02/2017
Key Function:	Cultural Development
Document Type:	Policy
Responsible Directorate:	Queen Victoria Museum and Art Gallery
Approved by:	Executive Management Committee
Action Officer:	Martin George
Text Search Key Words	Collection Policy, Collections, Disposal, Deaccession and Acquisitions

To be Communicated To: (To be identified by Action Officer or Approver) (Insert  in relevant row)		Department/Area only
		Directorate via Director and Managers
		Specific Areas:  QVMAG Managers
		Council-wide
		Council Website
		Intranet

Hard Copy Distribution

Queen Victoria Museum and Art Gallery

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