APPENDIX 2
ISLE OF WIGHT COUNCIL MUSEUM SERVICE
COLLECTIONS MANAGEMENT PLAN
2001-2004
EXECUTIVE SUMMARY
This Plan has been prepared in order to provide a framework in which to develop the collections and their use in the ensuing 3 year period, and to support the Registration of the Museum Service . Elements of the Plan are incorporated in the Service Plan and Action Plan for the Museum Service, which is produced annually covering the broader activities of the Service. An Acquisitions & Disposal Policy has been produced separately.
The management of collections is a core function of the Service as set out in Objective 16 of the Directorate of Education & Community Development's Strategic Plan 2001-2004 - "To acquire, care for, display and interpret collections, which provide for the education, enlightenment and enjoyment of people".
The Collections Management Plan sets out priorities for :
1. BACKGROUND AND AIMS
1.1 Museum Service Aims
The Museum Service broadly distinguishes two major areas of interest - that of geology, and that of human history of the Island, and these are developed as themes within the museums run by the Service.
The mission of the Museum Service in the area of human and cultural history is "To provide the highest standards of care, acquisition, display and interpretation of the Island's material and cultural heritage for the benefit of present and future generations", and through its museums its aims are:
The mission of the Museum Service in the area of geology is "To be a national centre of excellence in the conservation, display and interpretation of the Island's dinosaurs and diverse geological heritage", and through Dinosaur Isle its aims are:
To achieve these aims, collections must be properly managed and cared for, and this document sets out to highlight and prioritise issues and needs in these areas.
1.2 The Collections
Broadly, the collections cover local geology and local history and archaeology. The main collection types and their historical background are described in the Acquisitions & Disposal Policy, and the approximate size of collections is shown in Table 1 overleaf. The collections are deployed at the following locations according to use and storage needs:
Dinosaur Isle, Sandown - major displays of geological specimens
Museum of Island History, Newport - displays of local geology, archaeology and history.
Newport Roman Villa - displays of local Roman material.
Cowes Maritime Museum - displays and storage of local maritime history material.
Cothey Bottom Heritage Centre - major store for materials in all subjects.
Archaeological Centre, Carisbrooke - "holding" storage for processing archaeological finds
1.3 Ethics & standards
In dealing with collections the Museum Service is guided by the ethical codes and standards laid down by the Museums Association and the (former) Museums & Galleries Commission. The following key documents provide a framework for ethical conduct and practice in managing collections:
2. ACQUISITION & DISPOSAL
Our collections serve the needs of preserving an archive of scientific and historical primary material for research, and of providing material for public display, through which we are able to achieve the above stated aims. Acquiring material for the collections and managing what we already have, requires a carefully considered approach, which is brought together under our Acquisitions & Disposal Policy.
Acquisitions to the collection are made from donations, bequests and purchases. Over the past decades, donations of objects have tended to decline in number, and increasingly, objects have had to be acquired by purchase. It is more important than ever therefore that we have a clear Acquisitions & Disposal Policy to guide collecting. Collections growth is active in all the three major subject areas (geology, archaeology and social history), but under the new Acquisitions & Disposal Policy 2001, social history collecting in particular will become much more focussed upon relevant Island items, and this has entailed a review of our existing holdings.
Priorities for collecting and disposal:
Table 1: MUSEUM SERVICE COLLECTIONS
| Collection Category | Approximate numbers** | % catalogued on computer | % collection on loan |
| ARCHAEOLOGY | |||
| Prehistoric | 16,500 | 60% | 10% |
| Roman | 12,000 | 30% | 15% |
| Early Medieval | 500 | 35% | 5% |
| Late Medieval | 18,000 | 7% | 50% |
| Post Medieval | 1,500 | 40% | 5% |
| Total | 48,500 | 32% | 23% |
| SOCIAL & PICTORIAL HISTORY | |||
| Photographs | 18,200 | 95% | 0% |
| Fine & decorative art | 2,200 | 95% | 1% |
| Civic history objects | 900 | 95% | 0% |
| Maritime history | 1,000 | 95% | 10% |
| Local & social history | 1,500 | 50% | 10% |
| Total | 23,800 | 92% | 1% |
| GEOLOGY | |||
| Quaternary fossils | 143 | 100% | 0% |
| Tertiary fossils | 3,750 | 44% | 0% |
| Cretaceous fossils | 4,550 | 65% | <1% |
| Rocks and minerals | 25 | 0% | 0% |
| Total | 8,468 | 56% | <1% |
** in some collections (especially Archaeology and Geology) the numbers in the collection indicates catalogued groups of artefacts - a catalogue record may represent several fragmentary or duplicate items (e.g. pottery, flint, bone, etc.)
3. LOANS
3.1 Incoming loans
Material will not normally be accepted on loan unless for the purposes of temporary exhibition or copying, or where the item is of exceptional interest to the museum, such as for research. Such loans will be for specified periods up to a maximum of two years, beyond which loan agreements must be renewed. Some archaeological archives are accepted as long term loans where funding is made available for the purpose (nb English Heritage). Where material is found in the collection to be an historic loan, every effort will be made to re-establish contact with the lender or their heirs, to return the objects or negotiate a renewed loan or an acquisition, as appropriate.
Priorities for incoming loans:
3.2 Outgoing loans
Museum objects may, as appropriate, be lent to other institutions, organisations or individuals, following strict guidelines. First and foremost the borrower must undertake to care for loaned material to standards of security and environmental care acceptable to the Museum Service. If appropriate, the borrower may be required to insure the objects under an "all risks" policy. Loans will normally be for the purposes of exhibition, educational use or research, and will be subject to agreed loan periods of up to two years, after which application must be made to renew loans if required. The Museum Service reserves the right to recall loans within the loan period (with due notice), and to inspect material on loan (with due notice).
Priorities for outgoing loans:
4. DOCUMENTATION
The documentation of collections provides information about the identity of objects; where they are from; who made them; their date; who donated them etc., and also provides important collection management information about where they are located in the museum; what condition they are in; what conservation may have been carried out etc. Documentation ranges from documents such as Transfer of Title forms, accession registers, and card indexes, to photographic records and computerised records. Computerised records provide the best means of maintaining inventories and catalogues for collections management purposes and public enquiries. The latter will become increasingly important as we approach the full statutory requirements of E-Government and the Freedom of Information Act in 2005.
4.1 Present provision
The Museum Service inherited from the Museum of Geology at Sandown a collection with a significant amount of associated manual records, but for the collections as a whole, documentation systems have only really been developed to acceptable standards in the last 10 years, upon the introduction of MDA recording systems, MODES computerised records and Spectrum standards of recording. Manual records for the collections are relatively complete, if brief for some collections. Backlogs in inputting these records onto computer are small in social history and modest in geology, but the content of these records is thin in many instances. More serious is the position with archaeological records which are maintained by the Archaeology & Historic Environment Service, and whilst manually recorded onto MDA cards, little more than 30% of these records are computerised, and this is on another database software (DELILA), not on MODES. The status of computerised documentation is shown in Table 1 above.
4.2 Future needs
The Library Service of the Council uses the CALM database (which is designed for libraries, archives and museum use), and the Archives Service is interested in adopting the same software. With issues of public access and image databases being of common interest across our service sections, the Museum Service needs to assess whether or not CALM may be a suitable alternative to MODES for Windows currently used. This major re-assessment can take in the needs for the archaeology database which needs to be unified with other museum records. The management of integrating archaeological records and managing documentation information and procedures across all subject areas, requires an appropriate dedicated member of staff. This person will play a major role when data management moves towards public access of information through the internet.
Priorities for documentation:
5. CONSERVATION
Conservation of collections is a fundamental responsibility in caring for collections, and involves the monitoring and control of the environment in which collections are kept to minimize their decay (preventive conservation), and the treatment of collections to arrest decay (remedial conservation). Conservation work may also involve a degree of restoration, where replacement materials are added to incomplete original artefacts, in keeping with the original item. The Museum Service Conservator is available to fulfil a wide range of preventive conservation work in all our museums, and is able to undertake remedial conservation on most objects in the Human History collections. He presently occupies temporary accommodation at Quay House, Newport, but the feasibility of relocation to Cothey Bottom is under investigation. Remedial work in the geology collection is largely undertaken by our Palaeontology Preparator, who has use of a fully equipped laboratory. There is no in-house conservator for specialist items such as works on paper and paintings.
5.1 Preventive conservation
All museum premises are monitored to establish levels of relative humidity, temperature and light. In most cases, controls are in place to keep these levels within designated levels for the safekeeping of museum objects. Premises and objects are periodically monitored for pest infestation, and special treatments are implemented if necessary. Collections should be subject to condition surveys, which data can be attached to the collections documentation inventory.
5.2 Remedial conservation
Remedial conservation work is required upon collections which have long been in the possession of the Museum Service, and upon new items that enter the collections. Priorities for remedial conservation must be based upon collection audits, assessments of the importance of objects, and collections usage priorities such as display. Support for costly treatments is often grant assisted.
Priorities for conservation:
6. STORAGE
6.1 Present provision
The vast majority of museum objects in store are kept at Cothey Bottom, which is divided into an environmentally monitored and controlled area of about 500 sq.m. housing the archaeology, geology, and social history collections, and an uncontrolled area of about 500 sq.m. housing large social/industrial history objects. A store of maritime history material is maintained at Cowes Maritime Museum, and the Archaeology Centre stores an amount of archaeological material while it is being processed, before transferal to Cothey Bottom.
6.2 Storage needs
An additional capacity of monitored and controlled storage of circa 200 sq.m. is required for archaeological, geological and social history and art material. This is dictated by the need to store some collections in the long term for research and reference (especially archaeology and geology), and others in the shorter term (especially social history, fine art and geology) awaiting conservation work and display. Pictures are least well catered for at the Cothey Bottom store, but an art storage system has been donated to the Service which, when incorporated into an environmentally controlled space, would solve this problem. Large objects also need to be stored from time to time awaiting conservation and relocation, and while the Cothey Bottom store is invaluable for these, there is presently no environmental control in the large object area. A significant amount of paper archives are stored at Cothey Bottom which need to be relocated to an appropriate Record Office repository when this is developed. The maritime history collections at Cowes Maritime Museum occupy very cramped storage, and these could be better distributed in due course to more suitable locations.
6.3 Storage development
Cothey Bottom provides by far the best solution for the Museum Service's storage needs in the foreseeable future. The addition of an environmentally controlled area to house the mobile art racking system will release areas in the rest of the controlled store providing extra capacity, and will provide better storage for the maritime history art collections presently stored at Cowes. Other releases of space will also in due course occur when the Record Office acquires its own new storage facilities, allowing transfers of material from Cothey Bottom. The large object store should be improved environmentally by a second internal lightweight "skin" being built and background heating being provided. The latter facility has been identified as providing an ideal "display store" having public access for educational visits and open days.
Priorities for storage:
7. SECURITY & RISK MANAGEMENT
The Museum Service follows guidance laid down in the Security Manual published by the Museums & Galleries Security Group, and all major museum developments are referred to expert security consultation, such as referral to the National Security Advisor for Museums. Minimum standards in museum premises run by the Council seek to provide appropriate physical perimeter security of premises; electronic security alarm systems; secure showcasing; and, commensurate with risk, closed circuit television surveillance. Security of museum premises must be covered by laid down procedures and by staff with defined responsibilities and with appropriate training.
Priorities for security and risk management:
8. ACCESS & USE OF THE COLLECTION
Access and use provide the raison d'etre for keeping collections. The role of museum collections is extremely broad, encompassing opportunities for research, education, lifelong learning, cultural enrichment, enjoyment, leisure and more. More than ever before, ways are being sought to broaden access to museum collections and encourage their use.
8.1 Educational use
Education programmes and activities using the collections are a core function of the Museum Service. Collections used for education will either be objects in displays, objects retrieved from storage for special sessions, or objects specifically designated for educational use (eg handling collections). The first two categories include those objects which are a core part of the collections, so usage will be strictly under the control of museum staff, and subject to movement control documentation if taken out of store. Education collections are specifically selected apart from the main collection, and objects are ultimately disposable. These items are not part of the main museum inventory of collections, and will normally be kept in locations specifically set aside for education and "hands-on" use.
Priorities for educational use of collections:
8.2 Display & interpretation of collections
The use of collections for exhibitions and displays is the foremost expectation of the general public in providing a museum service. Apart from the research and reference role of special parts of the collections (nb geology and archaeology) there must be well formed policies and plans for the deployment of collections in exhibitions in appropriate locations. Such policies will be important in guiding the scope and limits of collecting.
Collections used in exhibitions are potentially exposed to the greatest physical threats, whether from a security or conservation point of view. Any proposals to display objects will therefore always be subject to a full security and conservation assessment of the proposed location, whether it be a Council run museum or any other premises.
Priorities for displaying and interpreting collections:
8.3 Collections research
Research is a fundamental activity associated with keeping collections. Our collections must be available for all those with bona fide reasons to access them, and museum premises should have designated areas and procedures for the pursuance of research. The Museum Service encourages research through ensuring that the public are aware of the breadth and depth of the collections, and by maximising access opportunities. Support is also given to research undertaken by staff which helps promote the collections and the Museum Service.
Priorities for collections research:
8.4 Publication of collections
The Museum Service encourages the origination of publications interpreting and promoting its collections, and the subjects it covers. Publication will vary widely from the production of postcards, prints, leaflets, guidebooks, articles, to scholarly papers and books. The production of replicas of artefacts and specimens may also be viewed as "publication" and is a desirable objective.
Priorities for the publication of collections :
8.5 Internet access
It is acknowledged that the internet is becoming a primary vehicle of communication around the world, and that information about our museums, our services and our collections needs to be available on-line. Initially this will probably take the form of general information about the Museum Service and our museums, but should develop into more substantial access, including on-line catalogues of collections, and collections information and illustrations. Statutory obligations will apply to providing information about our services with the forthcoming provisions of E-Government and the Freedom of Information Act.
Priorities for internet access :
9. TRAINING
Training associated with the management and care of collections ranks as an important component in staff recruitment and development. In-house training for staff and volunteers (particularly at Dinosaur Isle) will be developed to include topics such as object handling, environmental control, collections security, and basic good practice in documentation. Training delivered by in-house staff could be made available to other island based museums.
Priorities for training in collections management: