§4 Collections Policy

1. Objective
   Article II of the Constitution of the Little Nine Partners Historical Society states the purposes of the Society and includes the following provisions:
   1. The discovery and preservation of whatever may relate to the history of the Town of Pine Plains.
   2. The collection, preservation and publication of historical documents and data relating to said history.
   3. The collection and preservation of articles of historical interest connected with or pertaining to the Town of Pine Plains and the exhibition of the same.
2. Definitions
   1. Acquisition - the discovery, preliminary evaluation, negotiation for, taking custody of, documenting receipt of and acknowledging receipt of materials and objects.
   2. Collection item - an object that has been or will be accessioned into the collection.
   3. Accessioning - the formal process used to accept and record an object as a collection item.
   4. Deaccessioning - the formal process used to remove permanently an object from the collection.
3. Acquisition
   1. Method
      Objects may be added to the collection by means of gifts, bequests, purchases, exchanges or any other transaction by which title to the objects passes to the Society.
   2. Criteria
      1. The object should be consistent with collection goals of the Society.
      2. Proper care can be given to the object.
      3. The object is not encumbered with conditions imposed by the donor regarding use or future disposition. As a rule only unrestricted objects Should be acceped.
      4. Consideratlon should be given to whether acceptance of the object will result in future expenses for the Society
      5. The Society can not give monetary value appraisals.
4. Accessioning procedures and records needed
   1. Add item to Society's Collections Inventory (see form A)
   2. Acknowledge gift (see forms B & C)
   3. File insurance records, if any
   4. Make record of removal for loan, exhibits, etc.
   (The Collections Committee is responsible for accessioning items and maintaining necessary records.)
5. Access to the Collection
   1. Non-circulating materials shelved in the Pine Plains free Library
      Any Board member may borrow materials belonging to the Society in accordance with the Library's borrowing regulations.
   2. Other materials
      Any Board member may borrow materials belonging to the Society with approval of the Collections Committee.
6. Care of the collection
   1. All members have responsibility to preserve and protect collection objects.
   2. Provision must be made for protection against fire, theft, vandalism and natural disaster, in accordance with advice from insurance company representatives and other professionals.
   3. The Collections Committee shall be responsible for conservation of collection items.
   4. A written record is required if an article is removed.
7. Deaccessioning
   1. Criteria - (for removal an item must meet at least one of the following)
      The material or object
      1. is outside the scope of the charter purpose of the Society and its acquisition policy
      2. is irrelevant to the purposes of the Society
      3. lacks physical integrity
      4. has failed to retain its identity or authenticity
      5. has been lost or stolen and remains lost for longer than two years
      6. is a duplicate
      7. has deteriorated beyond usefulness
      8. has doubtful potential utilization in the foreseeable future
      9. the Society is unable to preserve it properly
   2. Application of criteria
      The curator shall recommend items to be deaccessioned to the Collections Committee for their approval. The Board shall be informed.
   3. Restrictions
      Before disposing of any article reasonable effort shall be made to ascertain that the Society is legally free to do so.
8. Collections Committee
   The Collections Committee shall consist of five members appointed by the president for a term of three years.
   

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