| (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, the executive director of the State
Preservation Board 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.
(6) Documentation shall also be maintained on the loan
collections. The numbering system will consist of an "L" designating
a loan, followed by a sequential number, determined by the order of
the loan, followed by the year the loan was accepted; (L2.1993, L3.1993).
The loans will be entered into a separate accessions book, clearly
labeled loan collection. Files for each loan object will be maintained,
including a simplified catalog report, the original signed loan agreement
and other related paperwork, and a snapshot photograph. Information
on loan objects should be included in the room catalogues mentioned
in paragraph (5) of this subsection.
(7) To safeguard the primary documentation files, copies
of the collections database printout and CHA catalog reports shall
be deposited with the Texas State Archives and updated on a quarterly
basis.
(i) Care of collections and amendments.
(1) The curator of the Capitol is responsible for the
care of the collections. Maintenance, repair, or restoration of objects
in the collections shall be approved by the curator. All such work
will be noted in the maintenance log, and the catalog reports will
be updated as necessary, and repair receipts and invoices filed in
the object files.
(2) As outlined in the Texas Government Code, §443.017,
the State Preservation Board can require a state agency or other state
entity to transfer certain items of historical significance from that
state or entity's inventory to State Preservation Board inventory.
The following additional procedures shall be followed to assist the
curator in the care of such items.
Cont'd... |
