1.+Policies+and+Procedures

=__**1. Policies and Procedures**__ = **__1.1 Background Information & Description of Museum__** **__1.2 Mission Statement__** **__1.3 Target Audience__** **__1.4 Scope of Collection__** **__1.5 Evaluation Criteria__** **__1.6 Budget and Funding__** **__1.7 Acquirement Criteria__** **__1.8 Acquisitions Policy__** **__1.9 Cataloguing Procedure__** **__1.10 Responsibility of Collection Development__** **__1.11 Public Access__** **__1.12 Weeding__** **__1.13 Methods of Disposal__** **__1.14 Gifts and Exchange__** **__1.15 Copyright and Intellectual freedom__** <span style="font-family: Arial,Helvetica,sans-serif;">**__1.16 Special Collection—Shoes__** <span style="font-family: Arial,Helvetica,sans-serif;">**__1.17 Policy Revision__** <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.1 Background Information & Description of Museum__** <span style="font-family: Arial,Helvetica,sans-serif;">The Rothwell Arts & Heritage Centre has been open to the public of Rothwell, Northamptonshire since 2004. It currently houses a collection of archives and historical items of old Rothwell as well as artwork from local artists. As Rothwell is noted for being at the centre of the British footwear industry and an ancient market town, both of which have a continuing legacy, much of the collection includes information pertaining to those topics. The Rothwell Arts & Heritage Centre is staffed by devoted volunteers who seek to bring knowledge of Rothwell’s history to others. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.2 Mission Statement__** <span style="font-family: Arial,Helvetica,sans-serif;">The goal of the Rothwell Arts & Heritage Centre is to collect, preserve and display items of historical relevance to Rothwell, with a particular emphasis on organizing the artefacts and making them available to the public. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.3 Target Audience__** <span style="font-family: Arial,Helvetica,sans-serif;">The collection exists for the benefit of the inhabitants of Rothwell and the surrounding areas, as well as individuals who have an ancestral connection to the locality. All are welcome to gain an insight in the history of Northamptonshire, industrial or general. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.4 Scope of Collection__** <span style="font-family: Arial,Helvetica,sans-serif;">The Rothwell Arts & Heritage Centre will only acquire items that are associated with Rothwell, Its inhabitants and local businesses. Only items that are historically, socially and culturally relevant will be made part of the collection. The Rothwell Art & Heritage Centre serves as a loophole into the history of Rothwell. It will have a variety of artefacts that will bring to life Rothwell's past. It will include a wide spectrum of different disciplines. Items will range from the city of Rothwell’s beginning to present day. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.5 Evaluation Criteria__** <span style="font-family: Arial,Helvetica,sans-serif;">Historical Significance - Items that reveal the nature of Rothwell in time. It has a strong association with people, events, place, and themes. It shows progress, information to be understood, and has a strong influence with people of an event. <span style="font-family: Arial,Helvetica,sans-serif;">Social Significance - Items provide evidence that the community of Rothwell has strong affiliation with the collection, and contributes to its cohesion. It reveals information in various means about the community. <span style="font-family: Arial,Helvetica,sans-serif;">Cultural Significance - Items display the provenance or context of Rothwell. The representativeness, rarity, and interpretive potential are of importance. It will focus on the events and gatherings that characterize the city of Rothwell. <span style="font-family: Arial,Helvetica,sans-serif;">*Additional Criteria that may be of special note as long as it fulfils the other main criteria - Items with aesthetic or technical significance. They are valued for craftsmanship, style, beauty, and quality; items may be unique or mass produced. <span style="font-family: Arial,Helvetica,sans-serif;">Collection inclusion needs to account for prioritizing what is important: 1. Space 2. Cost 3. Condition 4. Does it meet the theme of collection?. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.6 Budget and Funding__** <span style="font-family: Arial,Helvetica,sans-serif;">The centre is funded by government grants as well as donations. Efforts should be made to keep information about grants which the centre may be entitled to. Special attention will need to be paid to the expenses of purchasing materials as there is limited funding available. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.7 Acquirement Criteria__** <span style="font-family: Arial,Helvetica,sans-serif;">Items that are acquired must fit within the scope of the collection as discussed above. Items must be of a historical, social or cultural value. Items acquired must be worth the cost of acquirement, based on how it adds to the collection. Only items that can be properly secured, stored, and displayed will be considered to add to the collection. Duplicates may only be added if space allows. All items must be in good condition ensuring that little restoration attempts are required. Future acquisitions will be selected which will develop, build on and extend current collection’s strengths as well as fill any gaps. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.8 Acquisitions Policy__** <span style="font-family: Arial,Helvetica,sans-serif;">The collection area is to be within the confines of Northamptonshire but preferably comes from within the city of Rothwell itself. This limits the possibility of conflict between other heritage museums in the Northamptonshire area. The Rothwell Arts & Heritage Centre will take an active acquisitions policy standpoint, so that a wide variety of items will be added to ensure the collection’s richness and that a more accurate portrayal of Rothwell is made. <span style="font-family: Arial,Helvetica,sans-serif;">Acquisition of supporting documentation to existing items in the collection is a priority, as it provides more complete information regarding an aspect of Rothwell’s history. It enables more connections to be made between the various items in the collection and ensures greater usability.

<span style="font-family: Arial,Helvetica,sans-serif;">Items offered that are not acquired for the Rothwell Arts & Heritage Centre will be recommended for another heritage museum in Northamptonshire as applicable. Items may be rejected for reasons which include the following: lack of space, inability to be secured safely, inability to be displayed or used, not fitting within the scope of the collection, poor condition and the cost associated with acquisition.

<span style="font-family: Arial,Helvetica,sans-serif;">Items that are donated solely to the museum will be preferred over those on loan or purchased.

<span style="font-family: Arial,Helvetica,sans-serif;">Each acquisition entering the museum must be properly documented to include donor, date accepted, cataloguing and various informational data about the item.

<span style="font-family: Arial,Helvetica,sans-serif;">Items that are proposed to be made a part of the collection, must be reviewed before the acquisitions committee. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.9 Cataloguing Procedure__** <span style="font-family: Arial,Helvetica,sans-serif;">The Head Volunteer shall oversee cataloguing all newly accessioned items in accordance with the cataloguing procedures outlined below. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.10 Responsibility of Collection Development__** <span style="font-family: Arial,Helvetica,sans-serif;">It is the responsibility of the acquisitions committee to manage the development of the collection, assuring that its integrity is affirmed. The acquisitions committee will meet up at various arranged intervals to survey the proposed items for acquisition. The acquisitions committee is free to make suggestions for items to be acquired. Any artefacts that are accepted must be coherent bodies of material which add to the overall cohesion of the collection. They must meet the standards stated in the above acquirement and evaluation criteria before introduced into the collection. <span style="font-family: Arial,Helvetica,sans-serif;">It is the responsibility of the acquisitions committee to actively seek out new types of items to be added to the Rothwell Arts & Heritage Centre, securing the collection’s continuity. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.11 Public Access__** <span style="font-family: Arial,Helvetica,sans-serif;">The centre will strive to make its collections and collection records available for study and examination by individuals for research and other legitimate purposes. Access to the collections and collection records will not be unreasonably denied. It is suggested the Rothwell Arts and Heritage Centre set up a reading room or reading area for visitors to peruse items.
 * 1) <span style="font-family: Arial,Helvetica,sans-serif;">Any artefact entering the Heritage Centre’s collection must be accompanied by written evidence of the original title to the artefact. Copies of the original title as well as the transfer of title to the Heritage Centre must be retained.
 * 2) <span style="font-family: Arial,Helvetica,sans-serif;">A unique identifying number will be assigned to every artefact. This number will be called the accession number.
 * 3) <span style="font-family: Arial,Helvetica,sans-serif;">The accession number will be marked on the item in a temporary or semi-permanent way. If items have more than one part, each separable piece should be marked with the same accession number.
 * 4) <span style="font-family: Arial,Helvetica,sans-serif;">The artefact will be added to the Heritage Centre’s inventory as soon as possible after acquisition by making a permanent electronic record of the artefact. This record should include: accession date and number, acquisition date and source, reference to transfer of title information, current location, handling restrictions, condition of artefact, and brief description of artefact [(where applicable) title, production date, manufacturers’ serial numbers, markings, measurement details, history of artefact, copyright details].
 * 5) <span style="font-family: Arial,Helvetica,sans-serif;">A photograph should be taken of the item and be stored electronically with the artefact record. This photograph, along with a copy of the brief description may be used as a printed record of what is available in the collection. It may be used as ready reference material and indication of what is in storage, when the item in question is not on display.

<span style="font-family: Arial,Helvetica,sans-serif;">Collection material may not be taken outside the reading room/area. A volunteer staff member must be present at all times.

<span style="font-family: Arial,Helvetica,sans-serif;">In order to accommodate requests to see artefact(s) in storage a written request should be submitted to the Head Volunteer, specifying the artefact(s) to be examined and proposed date and time of the examination. Requests for physical access will be considered individually. Request may be denied if fulfilling the request would lead to one or more of the following conditions: endanger the physical security of the collections or artefact, health and safety risks to researcher or staff, breech of copyright, or pose an excessive administrative burden.

__<span style="font-family: Arial,Helvetica,sans-serif;">Preservation / Conservation and Handling __ <span style="font-family: Arial,Helvetica,sans-serif;">For the Rothwell Arts & Heritage Centre to remain successful the items shown on display must be well looked after. Each volunteer will take responsibility for maintenance of the displays allocated to them. The volunteer’s main role is to care and look after the longevity of the museum’s specimens and artefacts that exhibited. <span style="font-family: Arial,Helvetica,sans-serif;">The volunteers appointed to care for their section will have a full inspection of that collection on a quarterly year basis. Volunteers will carefully examine all objects with gloves. <span style="font-family: Arial,Helvetica,sans-serif;">Access to handling the items on show depends on the following conditions; fragility, health and safety and risk of breaking object <span style="font-family: Arial,Helvetica,sans-serif;">On a weekly basis the collection will be carefully dusted and checked that all display areas are not hampered by dampness. When displaying the objects they will be placed carefully away from direct sunlight to avoid fading. Also the temperature will be checked so the items will remain in their natural state. <span style="font-family: Arial,Helvetica,sans-serif;">Sturdy objects that are in good condition may be shown to students for educational purposes but must not leave the centre. Only the volunteers are allowed to hold and display specimens to reduce the risk of breaking or being dropped by a small child. <span style="font-family: Arial,Helvetica,sans-serif;">The Head Volunteer will show the others how to clean and care for the objects in their section and any new member will be fully trained to do so. Consideration will be taken with regards to the correct polish, cloths, brushes and implements used. Extra care will be taken not to contaminate or destroy an artefact. In storage the appropriate materials for different objects will be kept in separate boxes. One box of cleaning materials for shoes, another for photograph frames etc. <span style="font-family: Arial,Helvetica,sans-serif;">Artefacts may be withdrawn if fragile and further use could be damaging. Provided the creation of a copy of the item would not endanger its safety, one will be made available until conservation is completed. The centre reserves the right to deny a request for photographs of the collection. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">Weeding must be done to enhance the collection, not detract from it. Personal preference must not interfere when an object no longer is in a state fit for viewing. Consultation must occur before anything is removed from display. This process must be scrutinized to justify the reason why items are to be removed. <span style="font-family: Arial,Helvetica,sans-serif;">The Heritage Centre reserves the right to weed items that don't meet the standards set in this policy or adheres to the mission statement. There must be documentation for items being weeded and what method of disposal was used. <span style="font-family: Arial,Helvetica,sans-serif;">It is important not to become too attached, sentimental or attribute too much importance to artefacts that have clearly withered away and do not contribute to the quality of the other items on display.
 * __1.12 Weeding__**

<span style="font-family: Arial,Helvetica,sans-serif;">__Reasons for Weeding__ <span style="font-family: Arial,Helvetica,sans-serif;">From Collection entirely: <span style="font-family: Arial,Helvetica,sans-serif;">Size does not comply with space allotted, Items have been damaged beyond repair, Items have been compromised (by sunlight, fungi, dampness etc), items such as those which do not respond to preserving treatment of polishes or creams etc, duplicate item in better condition, the care of the items is beyond the cost of products preserving it, repossession by the donor. <span style="font-family: Arial,Helvetica,sans-serif;">From Display: <span style="font-family: Arial,Helvetica,sans-serif;">To make more space for more appealing objects, the items are beyond recognition of its former state, an item in better condition or greater significance appears. <span style="font-family: Arial,Helvetica,sans-serif;">A meeting of the acquisitions committee will determine what artefacts may be weeded from the collection. <span style="font-family: Arial,Helvetica,sans-serif;">Objects that are in good condition and benefit the collection will not be weeded. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.13 Methods of Disposal__** <span style="font-family: Arial,Helvetica,sans-serif;">Attempt to give the item to another local heritage museum in Northamptonshire. This will be the priority method of disposal from the collection. <span style="font-family: Arial,Helvetica,sans-serif;">Repatriation - giving back an object to the person who donated them. <span style="font-family: Arial,Helvetica,sans-serif;">If the objects are a hazard factor then they should be promptly binned or destroyed (burned). Destruction is used as a last resort. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">All gifts and donations need to be presented to Head Volunteer who will then consult with the acquisitions committee. They will discuss whether it has a place in the collection or not. <span style="font-family: Arial,Helvetica,sans-serif;">The gifts that are donated must be in a good condition. An unsuitable item acquired as a gift will not be horded or stored. Shoud the item not not fit the criteria for the Heritage Centre, it will be given back to the donator or disposed of. <span style="font-family: Arial,Helvetica,sans-serif;">To keep track of items added to the collection by donators they will be recorded in a docket book. The docket book will provide a duplicate copy, one for the donor and the original docket for the centre’s records. When filling in the docket it is important to write an accurate description of items being added to the collection. All volunteer members using this book must also note the date and two staff signatures are to be on the docket. It will be proof and avoid confusion if a donator wishes to reclaim an item but has forgotten what they donated. It will prevent items being removed that originally belonged to someone else. In extreme cases it can also be used in legal matters. <span style="font-family: Arial,Helvetica,sans-serif;">Nothing will be exchanged for a gift. A copy of this agreement will be kept on file in the docket book. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">If there is a request by a journalist researcher or other parties to photograph an object from Museum and wish to publish or distribute it, permission must be then sought by the Head Volunteer. The item/items in question be appropriately credited and a copy of publication supplied to Rothwell Arts & Heritage Centre. <span style="font-family: Arial,Helvetica,sans-serif;">Purchase of any item from the centre’s collection does not automatically mean that the new owner has sole rights to copyright. It must be noted that certain items are protected by copyright law outside the interest of the Heritage Centre. Responsibility of knowing these rights lie with the purchaser. <span style="font-family: Arial,Helvetica,sans-serif;">The Heritage Centre reserves the right to disallow photography taken of any specimens in a collection if the safety or integrity of the collection is in question. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">The collection devoted to Shoes and Shoemaking shall have its own rules and regulations that are to be used in addition to those set in the rest of the policy. The criteria that need to be met for placement into the collection will also be upheld. The following specialized procedures will attend to the display, preservation and conservation of the shoe collection.
 * __1.14 Gifts and Exchange__**
 * __1.15 Copyright and Intellectual freedom__**
 * __1.16 Special Collection—Shoes__**

<span style="font-family: Arial,Helvetica,sans-serif;">__Shoe Display__ <span style="font-family: Arial,Helvetica,sans-serif;">The display of shoes and apparatus are part of a permanent display about the shoe industry in Northamptonshire. Interaction with this display is at the discretion of the volunteer on duty.

<span style="font-family: Arial,Helvetica,sans-serif;">__Shoe Maintenance__ <span style="font-family: Arial,Helvetica,sans-serif;">The fabric the shoes are made from (leather, suede, cloth), will be taken into consideration and the correct products will be used if necessary to preserve them.

<span style="font-family: Arial,Helvetica,sans-serif;">Leather shoes preservation may be take place with the following materials: old toothbrush, wax or cream polish, soft cloth or rag, newspaper or an old sheet <span style="font-family: Arial,Helvetica,sans-serif;">Shoe experts suggest the best protection and conditioning of leather shoes is using creams and pastes and warns against liquid polishes as they may cause the leather to crack <span style="font-family: Arial,Helvetica,sans-serif;">For a thorough clean remove the laces. Dust the shoe with a brush or damp cloth. Using a soft cloth use a small bit of polish and apply it in a circular pattern. For getting into awkward corners a toothbrush can be used. After leaving the polish to dry roughly 15 minutes, use a bristle brush and buff for a shine. It is important to note for different polish colours different cloths and brushes are required <span style="font-family: Arial,Helvetica,sans-serif;">Cloth shoes preservation - Water can ruin the shape of fabric shoes and cause them to fade or the colours to run. <span style="font-family: Arial,Helvetica,sans-serif;">If the cloth shoes get wet, place white tissue inside take them away from heat and sunlight. There are special sprays for cloth shoes to resist dirt and water soaking through the fabric. When a new pair of cloth shoes is added to collection, they should be sprayed with cloth shoe spray. <span style="font-family: Arial,Helvetica,sans-serif;">The volunteer in charge of the shoe collection should keep an eye on shoe products and replace them when running low. <span style="font-family: Arial,Helvetica,sans-serif;">If there any damages or a particular shoe requires repairs to preserve them then the appointed volunteer will bring it to the attention of Head Volunteer and make a plan of action to avoid disintegration. In extreme circumstances, outside help, cobblers for example, may be contacted as a last resort. If the shoe can not be salvaged, then it must be weeded. <span style="font-family: Arial,Helvetica,sans-serif;"> <span style="font-family: Arial,Helvetica,sans-serif;">**__1.17 Policy Revision__** <span style="font-family: Arial,Helvetica,sans-serif;">The //Collection Management Policy// will be formally reviewed by the Rothwell Arts and Heritage Centre Service Board, every two years to ensure its on - going relevance. Any significant changes will be confirmed and communicated to our users. It is recommended the next review take place in November 2013.

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