We are the keepers of their stories TM ABCs of Appraisal and Acquisition Lonna McKinley Museum Manuscript Curator April 29, 2011

We are the keepers of their stories TM NMUSAF/Research Division  Historians/Exhibit Curators Research & write exhibit text Official Histories Colors/Marking/Insignia (CMI) packages for aircraft  Manuscript Curators/Archivists Intellectual & Physical Control –Accessions/Database –Working with Collection Management Division (3D items) –Preservation Support Historians/Exhibit Curators Support Exhibits Division Support Restoration Division

We are the keepers of their stories TM Collection Policy Purpose Establishes guidelines Acquisitions –What to keep –What not to keep Appraisal –Not monetary value –Value to your institution  Research value  Exhibit potential

We are the keepers of their stories TM Collections Policy Components  Mission Statement of Organization  Scope of Collections  Acquisitions Criteria

We are the keepers of their stories TM Mission Statement The NMUSAF Research Division maintains collections of two- dimensional media as part of a research facility. While primarily expected to provide curatorial and historical research and writing in support of the Museum’s exhibits and aircraft restoration programs, the Research Division provides limited research assistance to many external organizations and private individuals seeking information about Air Force aircraft, operations, and personnel. The Division also serves as the Museum’s corporate memory by maintaining the Museum’s historical files and writing its annual history.

We are the keepers of their stories TM Scope of Collections The Research Division accepts donations of two-dimensional media germane to Air Force history from the US Air Force, other DoD sources, and private donors that support the Museum’s exhibit, education, restoration, and research programs. Materials will be accepted either into the permanent archival collection or the educational resource collection. The permanent archival collection consists of primary materials of historical value. The educational resource collection consists of reference materials, periodicals, and other items that are useful to the Research Division because of their content but are not irreplaceable.

We are the keepers of their stories TM Acquisitions Criteria 1.The materials must be relevant to and consistent with the mission of the NMUSAF. 2.The materials must have historical or educational value. 3.Materials must be documented, if possible, as to provenance. 4.All moral, legal, and ethical implications of the acquisitions must be considered.

We are the keepers of their stories TM Acquisitions Criteria (cont.) 5.The Research Division must consider the resources necessary to provide for the storage, protection, and preservation of the materials in keeping with professionally accepted standards. 6.All donations must be outright and unconditional. 7.Materials will have permanency in the collections as long as they retain their physical integrity, their identity, and their authenticity and/or as long as they remain useful for the purpose of the Research Division.

We are the keepers of their stories TM Other Items established in Collections Policy 1.Accessioning 2.Deaccessioning 3.Processing 4.Access 5.Exhibition

We are the keepers of their stories TM Procedures Manual  Authority established by the Collections Policy  Purpose Gets functions organized Training aid Ensures functions will continue without you

We are the keepers of their stories TM Procedures Manual Components  Acquisitions  Accessioning  Processing  Deaccessioning  Preservation

We are the keepers of their stories TM Acquisitions - Donor Contact  Primarily they contact the Museum & Division & website button Phone & regular mail Unsolicited walk-ins  Solicitation Cold Calls - hear about someone we think may have something we want Semi-Cold Calls - friend of potential donor says you should call this person

We are the keepers of their stories TM Acquisitions - The Details  Get more info Lists Photos/Images  Determine if they really want to donate not sell or just get info  Check against current holdings  Establish Provenance & Ownership

We are the keepers of their stories TM Acquisitions - Dual Issues  Necessary to avoid donor confusion  Explain artifact vs. archival  Check with Collection Management Division to see if they need the materials or refer the donor to the registrar

We are the keepers of their stories TM Acquisitions - Collection Committee Review  Consists of several Divisions in Museum - mainly for large or controversial acquisitions  Subset of Collection Committee within Research Division  Buys time to consider offer

We are the keepers of their stories TM Acquisitions - Negotiations  Not always necessary  Explain unconditional donation  Discuss copyright issue if necessary May not be an issue Have agreed to restrictions in the past –Till donor death –Specific time period –Use only for educational/research purposes

We are the keepers of their stories TM Acquisitions - Paperwork Proffer of Gift Agreement  Donor sending by mail Regular mail - print out completed or blank - convert to PDF  Donor bringing to Museum Send Proffer prior to visit Have them fill out Proffer at Info Desk Leave item(s) at Info Desk if unable to meet them  We pick up Not common Few examples

We are the keepers of their stories TM Acquisitions - Paperwork Keep folder on each potential donor & save correspondence  Hard copies - records kept over time for anyone in division to reference if needed, include phone conversation notes, keep near phone because very helpful when they call and expect your to remember everything about them and their materials  Electronic copies - so that any of our manuscript curators and historians can instantly access from their desks

We are the keepers of their stories TM Accessioning - Collection  Determine which collection “AR” - materials accepted into the permanent archival records collection “ER” - materials accepted into the educational resource collection

We are the keepers of their stories TM Accessioning - Registration Log book - permanent hard copy

We are the keepers of their stories TM Accessioning - Database  Enter all pertinent information in your database

We are the keepers of their stories TM Processing is the next step  Outlined in our Procedures Manual  Basically gaining Physical and Intellectual Control of the materials selected to be kept

We are the keepers of their stories TM Conclusion  Do not be afraid to say no to unneeded and/or unwanted collections  It helps to say no if you have policies in place – takes the “personal” aspect out of the ”rejection”  Paperwork, Paperwork, paperwork – keep track of everything!