Collection Development Policy
The Red Lake Regional Heritage Centre's (RLRHC) Collection Development Policy sets forth the goals of the organization with respect to managing its collections. The policy outlines responsibilities and sets standards for all collection related activities.
RLRHC collects objects, photographs, printed and audio-visual material pertaining to the history of the following communities: Red Lake, McKenzie Island, Cochenour, McMarmac, Balmertown, Madsen, Starratt-Olsen, South Bay, Pikangikum, Poplar Hill, MacDowell Lake, North Spirit Lake, Deer Lake, Kee-way-win, Sandy Lake, and Woodland Caribou Provincial Park.
Collection priorities include items related to the area’s Aboriginal people, mining, transportation, and immigration history. The collections are made for the purpose of documentation, preservation, research, exhibition, and interpretation for the enjoyment and benefit of all generations.
Acquisitions
RLRHC uses the PastPerfect collections management database and record management forms provided with the database to document its collections. All donations are considered outright and unconditional gifts to be used, displayed, or disposed of at RLRHC’s discretion.
Items are collected according to the following criteria:
Ethics of acquisition
RLRHC does not acquire material which:
Education Collection
Research Collection
RLRHC maintains a collection of objects, photos, archives, and library items, which is updated regularly and is accessible to the public. Highlights of the collection are featured on RLRHC’s website.
Personal Collecting by Museum Staff & Board Members
Personal collecting is defined as the private acquisition by museum employees and Board members of any object similar or related to that which RLRHC collects or intends to acquire. All museum staff and Board members are required to declare a conflict of interest when such a situation arises.
Loans by RLRHC
Objects may be loaned for temporary exhibition to other institutions, with specific time lengths according to the loan conditions established by RLRHC’s Board.
Loans to RLRHC
De-accessioning
To maintain a growing and relevant collection, occasionally it is necessary to de-accession artifacts, which involves removing them from the museum's permanent collection. The Director/Curator assesses the collection on a regular basis and recommends to the Board of Directors which objects should be considered for de-accession. The Board must approve such recommendations, by motion, before the items can be de-accessioned.
Criteria for de-accessioning objects:
Policy Review and Approval
The Collection Development Policy is reviewed on a regular basis, or any time that changes are deemed necessary. The Director/Curator conducts the review, in consultation with professional staff in other museums and with the Ministry of Culture’s Museum Advisor. The reviewed version is presented to RLRHC's Board of Directors for approval.
RLRHC collects objects, photographs, printed and audio-visual material pertaining to the history of the following communities: Red Lake, McKenzie Island, Cochenour, McMarmac, Balmertown, Madsen, Starratt-Olsen, South Bay, Pikangikum, Poplar Hill, MacDowell Lake, North Spirit Lake, Deer Lake, Kee-way-win, Sandy Lake, and Woodland Caribou Provincial Park.
Collection priorities include items related to the area’s Aboriginal people, mining, transportation, and immigration history. The collections are made for the purpose of documentation, preservation, research, exhibition, and interpretation for the enjoyment and benefit of all generations.
Acquisitions
RLRHC uses the PastPerfect collections management database and record management forms provided with the database to document its collections. All donations are considered outright and unconditional gifts to be used, displayed, or disposed of at RLRHC’s discretion.
Items are collected according to the following criteria:
- Made or used in the geographical area specified in the Preamble;
- Associated with a person, place, or event in this area;
- Are typical of the objects made or used in this area;
- Are relevant to, and consistent with, RLRHC’s Statement of Purpose.
- Be in good to excellent condition;
- Be either originals or good quality reproductions;
- Reflect the programming needs of RLRHC;
- Not be duplicates, unless they are to be used either for research or educational purposes;
- Storage and/or display space is available in the facility to ensure their safety and conservation needs.
- Acquisitions are made by means of donation, bequest, exchange, or purchase;
- The Director/Curator determines whether an object is to be accepted in the collection. If the object offered is large, requires special treatment, or is culturally sensitive, the Director/Curator will seek the Board’s advice before making a decision;
- RLRHC does not accept an object where a potential donor insists that certain conditions be met, such as a guarantee that it will be displayed;
- RLRHC does not collect human remains or culturally sensitive objects from Aboriginal communities, unless permission is granted by Elders from the community where the item(s) originate;
- Charitable receipts for income tax purposes may be issued for donations of artifacts. The person who determines the fair market value of the property must be competent and qualified to evaluate the particular property being transferred as a gift. Donations exceeding a value of $1,000.00 must be accompanied by a written professional appraisal, paid for by the donor (except under special circumstances), before a tax receipt can be issued;
- RLRHC does not give appraisals. Individuals requesting appraisals will be directed to professional appraisers.
Ethics of acquisition
RLRHC does not acquire material which:
- Has been collected, sold, or otherwise transferred in contravention of any provincial or national statute;
- Has questionable, undetermined, or unethical history of ownership;
- RLRHC abides by all municipal, provincial, and federal laws in its acquisition and collection practices.
Education Collection
- RLRHC acquires material specific to education program use;
- RLRHC may transfer artifacts that are de-accessioned from the permanent collection into the education collection;
- All material (artifacts, videos, slides, printed materials, etc.) that form part of the education collection are accessioned, catalogued, and managed according to collection management procedures and professional standards;
- The education collection does not undergo a formal de-accession process. Items are disposed of through use or as deemed necessary by the Director/Curator.
Research Collection
RLRHC maintains a collection of objects, photos, archives, and library items, which is updated regularly and is accessible to the public. Highlights of the collection are featured on RLRHC’s website.
Personal Collecting by Museum Staff & Board Members
Personal collecting is defined as the private acquisition by museum employees and Board members of any object similar or related to that which RLRHC collects or intends to acquire. All museum staff and Board members are required to declare a conflict of interest when such a situation arises.
Loans by RLRHC
Objects may be loaned for temporary exhibition to other institutions, with specific time lengths according to the loan conditions established by RLRHC’s Board.
- RLRHC may loan objects for temporary displays or educational purposes off site. Such off¬ site locations must offer reasonable security and environmental conditions;
- Objects loaned by RLRHC on a long-term basis must be reviewed and renewed annually, if such renewal is warranted;
- Each request to borrow items from RLRHC will be dealt with individually with the final decision being made by RLRHC’s Director in consultation with RLRHC’s Board of Directors.
Loans to RLRHC
- Artifacts will be accepted on loan by RLRHC for a specific purpose, i.e. special displays, photographic reproduction, etc. All artifacts accepted as a short-term loan will have a pre-determined time limit, agreed upon by both parties concerned;
- RLRHC will accept loans from institutions or corporations for assigned periods of time;
- No long-term loans (exceeding 3 months) will be accepted from individuals because of the expense involved in housing, handling, maintaining, and insuring the loaned items;
- RLRHC may collect artifacts that have incomplete documentation if they contribute to a clearer understanding of significant former customs, activities, people, or events;
- RLRHC will ensure that the collection is properly labelled, stored, and cared for, in the best possible physical environment.
De-accessioning
To maintain a growing and relevant collection, occasionally it is necessary to de-accession artifacts, which involves removing them from the museum's permanent collection. The Director/Curator assesses the collection on a regular basis and recommends to the Board of Directors which objects should be considered for de-accession. The Board must approve such recommendations, by motion, before the items can be de-accessioned.
Criteria for de-accessioning objects:
- Not relevant to the history of the area;
- Minimal value or significance to the collection;
- Poor condition;
- Duplication;
- Lack of documentation;
- Lack of storage/display space;
- Repatriation requested;
- Expense of conservation;
- Contains hazardous materials;
- Does not meet municipal, provincial, and/or federal legislative requirements.
- Transfer to the Education Collection;
- Exchange or donation to another museum or charity;
- Repatriation;
- Sale at a public or silent auction (only if funds gained go into an account for collections development);
- Physical destruction.
Policy Review and Approval
The Collection Development Policy is reviewed on a regular basis, or any time that changes are deemed necessary. The Director/Curator conducts the review, in consultation with professional staff in other museums and with the Ministry of Culture’s Museum Advisor. The reviewed version is presented to RLRHC's Board of Directors for approval.