(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. 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 the 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 from 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) and the board. In order to be considered, a potential borrower
preferably should be an established museum, in most cases preferably 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 (ie. 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):
(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... |