4.1 Principles of Collection Development and Acquisition
5 min read•july 29, 2024
Collection development and acquisition are crucial aspects of museum and library management. These processes shape an institution's identity and impact its ability to serve the public effectively.
A well-crafted collection policy guides decisions on what to acquire and how. It ensures new additions align with the institution's mission, complement existing holdings, and can be properly cared for. Various acquisition methods, from purchases to , each have unique considerations.
Collection Development Policy
Key Elements and Purpose
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- A is a formal document that outlines the scope, priorities, and guidelines for building and maintaining a museum or library collection
- The policy serves as a roadmap for acquisition decisions, ensuring that new objects align with the institution's mission, complement existing holdings, and can be properly cared for and utilized
- The policy is typically developed by curators, collections managers, and other key stakeholders, and is reviewed and updated periodically to reflect changes in the institution's priorities or the broader cultural landscape
Components of a Collection Development Policy
- The mission statement defines the purpose and goals of the institution, which inform the direction and focus of the collection
- The collection scope outlines the specific areas, themes, or types of objects that the institution collects, as well as any geographical, chronological, or cultural boundaries
- Acquisition criteria provide a framework for evaluating potential acquisitions based on factors such as , quality, condition, and provenance
- Deaccessioning guidelines establish the circumstances and procedures for removing objects from the collection, such as when they no longer align with the institution's mission or are damaged beyond repair
- addresses the financial, spatial, and staffing considerations for acquiring, storing, and caring for the collection
Acquisition Methods
Purchases
- Purchases involve the institution using its acquisition funds to buy objects from dealers, auction houses, or private individuals
- Purchases allow the institution to actively seek out and acquire specific objects that align with its collection development policy
- The acquisition budget and market prices for desired objects are key factors in determining the feasibility of purchases
Donations and Bequests
- Donations are gifts of objects from individuals or organizations to the institution, often with the intention of supporting its mission and enhancing its collection
- Donations can range from single items to entire collections and may be motivated by various factors, such as a desire to share the objects with the public, receive tax benefits, or honor a loved one
- Bequests are donations made through a donor's will, often as part of their estate planning
- Bequests can provide significant additions to a collection, but may also come with challenges such as a lack of prior communication with the donor or the need to allocate resources for processing and storage
- Institutions should carefully evaluate potential donations and bequests based on their relevance, condition, and any associated costs or restrictions before accepting them
Other Acquisition Methods
- involves curators or researchers actively collecting objects from their original contexts
- Transfers from other institutions or government agencies can also be a source of acquisitions
- Institutions should consider the legal, ethical, and logistical implications of these acquisition methods and ensure they align with the collection development policy
Acquisition Evaluation
Relevance to Mission and Collection Scope
- Relevance to the institution's mission is a primary consideration, as acquisitions should support and enhance the institution's purpose and areas of focus
- Curators and collections managers should assess how the object relates to the mission statement and contributes to the overall narrative or themes of the collection
- Alignment with the collection scope is another key factor, as acquisitions should fit within the defined parameters of what the institution collects (subject areas, time periods, geographic regions, or object types)
- Acquisitions that expand or complement existing holdings in meaningful ways are often prioritized, while those that duplicate existing objects or deviate from the scope may be less desirable
Resource Considerations
- Resource considerations, including space, staffing, and conservation needs, must be evaluated when assessing potential acquisitions
- The institution should have adequate storage facilities and environmental controls to properly house and preserve the object over the long term
- Staff expertise and availability for cataloging, researching, and interpreting the object should be considered, as well as any ongoing conservation or maintenance requirements
- The financial costs of acquisition, including purchase price, shipping, insurance, and any necessary conservation work, must be weighed against the institution's acquisition budget and overall financial sustainability
Legal and Ethical Considerations
Provenance Research
- involves investigating the history of ownership and use of an object, from its creation to its current status
- This research helps establish the legal title and authenticity of the object, as well as any potential red flags such as looting, theft, or unauthorized export
- Provenance research may involve examining sales records, exhibition catalogs, correspondence, and other historical documents, as well as consulting with experts and conducting scientific analyses
- Institutions should establish clear policies and procedures for provenance research, including due diligence standards and documentation requirements
Cultural Property Issues
- arise when objects have significant cultural, historical, or spiritual value to specific communities or nations, and may be subject to legal or ethical claims for repatriation or restitution
- The UNESCO Convention (1970) and the UNIDROIT Convention (1995) provide international frameworks for addressing these issues
- Institutions should be aware of and comply with relevant national and international laws and treaties governing the acquisition and transfer of cultural property
- Consultation and collaboration with source communities, indigenous groups, and other stakeholders is essential for navigating cultural property issues in a respectful and mutually beneficial manner
Ethical Considerations
- in the acquisition process include assessing the potential impact of acquisitions on the communities or contexts from which the objects originate
- Institutions should consider the social, cultural, and economic implications of removing objects from their original contexts, and strive to balance the benefits of preservation and access with the potential risks of exploitation or cultural appropriation
- Transparency and public communication about acquisition policies, practices, and decisions are important for maintaining trust and accountability with stakeholders and the general public
Key Terms to Review (19)
Audience development: Audience development refers to the strategic process of engaging and expanding a cultural institution's audience by understanding their needs, interests, and demographics. This approach aims to create meaningful relationships between the institution and its potential visitors, enhancing accessibility and fostering long-term connections. By focusing on outreach, programming, and communication, audience development plays a crucial role in ensuring that collections are not only acquired but also appreciated and utilized by a diverse range of people.
Collecting as a practice: Collecting as a practice refers to the intentional act of acquiring and curating objects, artworks, or artifacts for the purpose of preservation, study, and appreciation. This practice encompasses various methodologies and philosophies that guide how items are selected, acquired, and managed within collections, often reflecting cultural, historical, or aesthetic values.
Collection development policy: A collection development policy is a formal statement that outlines the principles and guidelines for selecting, acquiring, and managing materials in a library or institution. It serves as a roadmap to ensure that the collection aligns with the institution's mission, meets user needs, and reflects community interests while providing a framework for evaluating and deaccessioning materials.
Colonial collecting: Colonial collecting refers to the practice of acquiring artifacts, artworks, and cultural objects from colonized regions during the colonial era. This process often involved the extraction of items through trade, exploration, and sometimes exploitation, reflecting the power dynamics between colonizers and colonized peoples. The implications of colonial collecting are significant in understanding contemporary museum practices and collection development principles, as they raise questions about ownership, representation, and ethical responsibilities in curating collections.
Community engagement: Community engagement refers to the process of involving individuals and groups from a community in decision-making and activities that affect their lives. This involvement is essential for fostering meaningful relationships between institutions and the communities they serve, allowing for shared knowledge, resources, and ultimately creating a more inclusive cultural experience.
Cultural property issues: Cultural property issues refer to the ethical, legal, and social challenges surrounding the ownership, preservation, and repatriation of cultural artifacts and heritage. These issues often arise from the colonial history of collecting practices, where artifacts were removed from their original contexts, leading to disputes over rightful ownership and the need for cultural sensitivity in exhibition practices.
Diversity: Diversity refers to the presence of a wide range of different elements, including varied backgrounds, perspectives, and experiences within a specific context. This concept is crucial as it fosters inclusivity and enriches understanding by incorporating voices from various communities, making it essential for ethical practices, educational initiatives, and collection development in curatorial work.
Donation policies: Donation policies are guidelines established by institutions to regulate the acceptance, management, and use of donations made to their collections. These policies outline the criteria for accepting items, the responsibilities of both donors and institutions, and the ethical considerations involved in acquiring new items. By having clear donation policies, institutions ensure that their collections align with their mission while also addressing legal and ethical standards.
Donations: Donations refer to the voluntary transfer of goods, artworks, or funds from individuals, organizations, or corporations to a museum or cultural institution. This practice is a crucial component in building and enhancing collections, as it allows institutions to acquire items that may not be feasible to purchase otherwise, fostering community engagement and support for the arts.
Ethical considerations: Ethical considerations refer to the principles and standards that guide decision-making and behavior in a way that respects the rights, values, and dignity of individuals and communities. In the context of collection development and acquisition, these considerations help ensure that the materials collected and shared are done so responsibly, with awareness of cultural sensitivity, intellectual property rights, and potential impacts on society.
Field collection: Field collection refers to the process of acquiring objects, specimens, or data directly from their natural environment or site of origin. This method is crucial in building a collection that is representative of specific themes, contexts, or disciplines, and it often involves extensive research and engagement with local communities or environments.
Permanent Collection: A permanent collection refers to a group of artworks or artifacts that are owned and maintained by a museum or gallery for long-term display and preservation. This collection is typically integral to the institution's mission, showcasing key pieces that represent its history, focus, and identity. Permanent collections not only serve as a resource for public education and engagement but also play a vital role in the institution's strategies for collection development and acquisition.
Post-colonial critiques: Post-colonial critiques refer to the analytical approaches that examine the effects and ongoing impacts of colonialism on cultures, societies, and identities. These critiques seek to understand how colonial histories shape contemporary power dynamics, cultural expressions, and representations in various fields, including art and museum practices. They often highlight the voices and experiences of marginalized groups and challenge traditional narratives imposed by colonial powers.
Provenance research: Provenance research is the practice of investigating and documenting the history of ownership and transfer of an artwork or artifact to establish its authenticity and rightful ownership. This process is essential for curators to ensure ethical standards are met, inform collection practices, and understand the cultural significance of items within a collection.
Purchase agreements: Purchase agreements are legally binding contracts that outline the terms and conditions under which a buyer agrees to purchase items, often including artwork or artifacts in the context of collection development and acquisition. These agreements ensure that both the buyer and seller understand their rights and obligations, addressing aspects such as pricing, delivery, ownership transfer, and any warranties or representations made about the items. This process is essential for curators to establish clear expectations and secure valuable acquisitions for their collections.
Relevance: Relevance refers to the importance or significance of a collection item in relation to the goals and needs of a collection. This concept is crucial in determining what to acquire, as it influences not only the selection process but also the overall coherence and impact of a collection. A relevant item enhances the collection's narrative, fills gaps in knowledge, and meets the expectations of its audience, ensuring that the collection remains meaningful and engaging.
Resource allocation: Resource allocation refers to the process of distributing available resources, such as funding, personnel, and materials, to various projects or departments in order to achieve specific goals and objectives. This process is crucial in ensuring that resources are used efficiently and effectively, maximizing the impact of available assets on organizational priorities. Effective resource allocation involves careful planning and consideration of competing needs and priorities, ensuring that resources are directed where they can create the most value.
Stakeholder Engagement: Stakeholder engagement refers to the process of involving individuals, groups, or organizations that have a vested interest in a project or initiative in meaningful dialogue and decision-making. This approach fosters collaboration, builds trust, and ensures that diverse perspectives are considered, leading to more effective outcomes. The engagement process is vital for successful resource allocation, ethical decision-making, and collection development strategies.
Temporary exhibition: A temporary exhibition is a curated display of art or artifacts that is presented for a limited time, often highlighting specific themes, artists, or historical periods. These exhibitions are crucial for engaging audiences, fostering educational opportunities, and allowing museums to refresh their offerings regularly. They also provide flexibility in collection management and can help museums respond to current events or trends in the art world.