| (4) No board or Collections Review Committee member, staff person of the
office of the State Preservation Board, or other individuals designated by the board may purchase deaccessioned items from the board. Museum ethics as well as discretion should always be exercised in such instances. (5) A complete file on all deaccessioned materials shall be maintained by the curator of the Capitol. (6) In deaccessioning, the board shall give preference to retaining material that is part of the artistic, historical, or cultural heritage of the Capitol or the State of Texas. (f) Loans to the board. (1) Loans to the board shall only be approved when consistent with its programs and activities. Loans shall be referred by the curator of the Capitol to the Collections Review Committee for advisory review and comment. Taking into consideration the comments of the committee, the curator of the Capitol may accept loans to buildings and grounds under the jurisdiction of the board.
(2) Items placed in the Capitol on a short-term exhibit basis that fall under §111.13 of this title (relating to Exhibitions and Events in the Capitol Building) are not included under this manual and shall be monitored by the curator of the Capitol according to established procedures. All loans shall be for specific periods of time. Permanent or indefinite loans will not be accepted. (3) All rules and regulations governing loans to the Capitol shall be clearly stated in a contractual document and agreed to by the lender and the office of the State Preservation Board prior to the latter's taking custody of loaned material. Items on loan for display in the Capitol shall be treated as permanent collection items, the curator of the Capitol being responsible for their maintenance and handling. However, insurance shall be carried by the lender unless other arrangements, in contractual format, are agreed upon in advance. Shipping costs are to be
borne by the lender unless other arrangements, in contractual format, are agreed upon in advance. If the loan has any unusual encumbrances, it must also be approved by the board. Items on loan for review as potential purchases or donations shall be treated as temporary custody items, and a contractual agreement with specific terms or conditions shall be completed. (4) Every attempt shall be made to keep in yearly contact with the owner of loaned material. In the event that the existence and location of the owner is unknown to the curator of the Capitol for longer than three years, the Texas Escheat Laws, located at the Texas Property Code Annotated, §72.101 et seq., shall take effect and be followed by the office of the State Preservation Board. The office of the State Preservation Board shall only return lent material to the original lender or duly authorized agents. Heirs must present legal proof of ownership before the board will release lent material.
(5) Complete records of all loan transactions shall be kept by the curator of the Capitol. (g) Loans from the board. (1) Since the Capitol collections consist primarily of objects that are either being used or displayed in functional or public areas of the building, and because of limitations of staff and equipment, as a general rule the loan of items from the Capitol collections will not be approved. This loan policy does not apply to items released for conservation treatment or short-term storage. (2) Any deviation from this loan policy must be approved by the curator of the Capitol (with the advisory review of the Collections Review Committee), the Permanent Advisory Committee, and the board. In order to be considered, a potential borrower preferably should be an established museum, in most cases accredited by the American Association of Museums. The borrowing institution's security, climate control, and
other factors will be taken into consideration during the review process. In the event a loan from the collection is approved, insurance will be carried by the borrower who will provide the board with a wall-to-wall certificate of insurance. Any exceptions must be made in advance in a contractual document. All rules and regulations governing loans from the Capitol collections will be clearly stated in a contractual document and agreed to by the borrower and the office of the State Preservation Board prior to releasing material to the borrower. (h) Documentation of collections. (1) Items of historical significance under the purview of the State Preservation Board will be accessioned and catalogued according to standard museum methods. (2) In addition to an item's state inventory number or any other number, each object will be assigned a Capitol historical artifact (CHA) number. The numbers will be assigned sequentially on a
yearly basis. The prefix of the number will be the year of accession, followed by a sequential number (i.e., 1988.1, 1988.2, 1988.3, and so on). An "R" preceding the CHA number shall identify items that are reproductions of original Capitol furnishings items. These items will be referred to as the Reproduction Capitol Historical Artifact Collection. A label will be affixed to each item noting that it is a Capitol historical artifact. In addition, the accession number will be permanently marked on the item following accepted museum methods. An annual inventory of the collection will be conducted by the curator of the Capitol. (3) Each accession will be promptly entered into an accession book, in order by CHA number. The accession book will contain the following information for each item: CHA number, state inventory number (or other number), name, brief description and measurements, source, date of accession, and location. In addition, all accession and basic catalog
information on each CHA will be entered on a computer database. (4) A catalog report will be completed for each item and updated as required. A black-and-white (color when necessary) contact print of the object will be affixed to each report. The original catalog reports will be placed in an archival sleeve and filed in the appropriate object file. Copies of the catalog reports will be kept in notebooks in order by CHA number. Additional files on the collections will be maintained, including: (A) object files kept in archival file folders: (i) original catalog report; (ii) photographs of the object and, when generated, an eight-inch by ten-inch black-and-white photograph in archival sleeve; (iii) copies or originals of any invoices, receipts, or other paperwork related to acquisition; and (iv) background information and research on the object;
(B) photographic files: (i) each CHA will be professionally photographed in 2 1/4-inch or four-inch by five-inch black-and-white format, and color when appropriate; (ii) resulting negatives and transparencies will be labeled and kept in archival storage files by negative/transparency size, filed in CHA order; (iii) an eight-inch by ten-inch black-and-white print will be developed, labeled, and filed in each CHA object file as funding permits; (iv) any additional 35mm black-and-white and color prints and negatives related to the collections will be assigned photo numbers and filed chronologically by date photographed in archival boxes; (v) black-and-white (and color when applicable) condition photographs will be taken of any defects, flaws, and/or damages to CHAs; one set will be filed in the object files, a copy set with negatives will be filed per clause (iv) of this
subparagraph; (C) maintenance log: (i) a ledger will be maintained noting each repair or maintenance made to a CHA, including work done, by whom, cost, completion date, and photo numbers of any supporting photographic documentation; (ii) this information will also be added to the collections computer database file for the affected CHA; (D) deaccession files: (i) a ledger listing all deaccessions in chronological order will be maintained; (ii) background deaccession file information will be kept in the appropriate object file; (E) room files (where applicable), upon completion of Capitol Interior Preservation Project: (i) layout of each room with each object noted on diagram; (ii) copies of catalog reports; (iii) list of any loan items in room; and (iv) memos or other
information related to the room. (5) To assist in the public's understanding and appreciation of the Capitol collections, upon completion of the Capitol Interior Preservation Project, descriptive catalogues should be prepared for the various rooms where the objects are displayed (as applicable), providing both general information as well as specific data on each object in the room. At an appropriate point, funding should be secured to publish a permanent printed catalog of the Capitol's collections. Cont'd... |
