| (5) Authority to deal with missing and stolen objects,
samples, documentation, and historical items of approved categories
from state-associated collections is delegated to a curatorial facility
certified by the Commission through an agreement between the Commission
and the curatorial facility.
(A) Annual reports will be submitted to the Commission
on these inventory and security actions. Suspected stolen material
must be reported to appropriate law enforcement agencies with notification
to other curatorial facilities and appropriate organizations.
(B) If the Commission determines that the curatorial
facility is not in compliance with the agreement and this chapter,
the agreement may be terminated. A new agreement may be executed at
such time as the Commission determines that the curatorial facility
has come into compliance with this chapter. During the period the
agreement is terminated, the curatorial facility may not accept new
state-associated collections.
(6) Curatorial facilities not certified by the Commission
shall submit a written plan for conducting an inventory of state-associated
held-in-trust collections.
(7) Missing or stolen objects, samples, documentation,
and historical items from state-associated held-in-trust collections
must be reported to the Commission in writing immediately upon discovery
with a determination of whether misplaced or stolen. Suspected stolen
material must be reported to appropriate law enforcement agencies
with notification to curatorial facilities and appropriate organizations.
(e) Loans.
(1) For collections or historical items placed at a
certified curatorial facility, the following requirements apply:
(A) Decisions regarding the loan of state-associated
collections are the legal responsibility of the Commission but the
responsibility for the loan is delegated to the curatorial facility.
(B) The Director of the curatorial facility is responsible
for all loan transactions of state-associated collections and for
assuring that appropriate and timely administration of loans is conducted.
Relocation inventories must be conducted and included as part of the
written loan agreement. Other loan conditions must be addressed in
the Collections Management Policy of the curatorial facility.
(C) Authority to deal with loans of state-associated
collections is delegated to a curatorial facility certified by the
Commission through an agreement between the Commission and the curatorial
facility.
(i) Annual reports will be submitted to the Commission
on these loan actions.
(ii) If the Commission determines that the curatorial
facility is not in compliance with the agreement and this chapter,
the agreement may be terminated. Following termination, the Commission
will review and decide on all loan actions of that curatorial facility
concerning state-associated held-in-trust objects and samples. A new
agreement may be executed at such time as the Commission determines
that the curatorial facility has come into compliance with this chapter.
During the period the agreement is terminated, the curatorial facility
may not accept new state-associated collections.
(D) Collections that are not accessioned and cataloged
shall not be loaned. Commercial use of loaned collections is prohibited.
(2) Curatorial facilities not certified by the Commission
shall submit written loan requests of objects, samples, documentation,
or historical items from state-associated collections to the Commission.
(f) Destructive Loans.
(1) For collections or historical items placed at a
designated curatorial facility, the following requirements apply:
(A) A written research proposal must be submitted to
the curatorial facility stating research goals, specific samples or
objects from a state-associated held-in-trust collection to be destroyed,
and research credentials in order for the curatorial facility to determine
whether the destructive analysis is warranted.
(B) Authority to deal with destructive analysis requests
of approved categories of objects and samples from state-associated
held-in-trust collections is delegated to a curatorial facility certified
by the Commission to hold state-associated collections through a contractural
agreement between the curatorial facility and the Commission.
(2) Annual reports will be submitted to the Commission
on these destructive analysis actions.
(3) If the Commission determines that the curatorial
facility is not in compliance with the agreement and this chapter,
the agreement may be terminated. Following termination, the Commission
will review and decide on all destructive analysis actions of that
curatorial facility concerning state-associated held-in-trust objects
and samples. A new agreement may be executed at such time as the Commission
determines that the curatorial facility has come into compliance with
this chapter. During the period the agreement is terminated, the curatorial
facility may not accept new state-associated collections.
(4) Curatorial facilities not certified by the Commission
shall submit destructive analysis requests of objects and samples
from state-associated collections to the Commission.
(g) Collections Care.
(1) The well-being and safety of the state-associated
collections is a management responsibility involving a continuum of
obligations and actions. The central purpose is to preserve well-documented
and well-maintained state-associated collections for the benefit of
the people of Texas and future generations.
(2) Basic collections care involves the following:
(A) archival-quality storage equipment and conditions;
(B) routine preventive maintenance;
(C) preventive conservation; and
(D) appropriate handling and moving of the objects,
samples, documentation, and historical items.
(3) The goal of collections care is to limit further
deterioration of the state-associated collections due to environmental,
human, and inherent factors.
(4) The curatorial facility will address the needs
of the variety of materials and sizes within the collections within
the available resources of the curatorial facility.
(5) Archival-quality packaging, padding, and housing
units within a sound, environmentally-controlled storage area form
the foundation for collections stability and long term care and will
be used to the extent possible. Appropriate environmental conditions
are maintained and monitored in storage areas. Light levels are monitored
and kept low. Integrated pest management is employed to prevent the
intrusion of insects and vermin into the collection space and eliminate
the need for chemicals harmful to the state-associated collections
and people.
(6) Careful and appropriate handling and moving of
objects, samples, documentation, and historical items minimizes the
risk to the collections and ensures their longevity in the designated
curatorial facilities and continued benefit for the people and State
of Texas.
(7) The curatorial facility's ability to serve its
various constituencies in regards to state-associated collections
is dependent on the quality and accuracy of available information.
An integrated record-keeping system is critical to documentary control
of state-associated collections. Records must be maintained on all
transactions and collections-related activities involving state-associated
collections. Records document the legal status of state-associated
collections within the curatorial facility or while on loan and document
the movement and care of the objects, samples, documentation, or historical
items under the control of the curatorial facility. All state-associated
collections will be cataloged.
(8) Records should be made in a timely fashion; housed
in secure locations; provide for easy retrieval of information on
and location of an object, sample, documentation, or historical item;
and be preserved by proper handling and storage. A duplicate copy
of appropriate records should be made and stored at a location other
than the curatorial facility, as a security precaution.
(9) Insurance is integral to the protection of state-associated
collections but is supplemental to sound collection management and
risk management practices. Governmental entities that are self insured,
may request a waiver from the insurance requirements under this chapter.
An insurance waiver does not waive a governmental entity's liability.
(10) All-risk insurance is required on all out-going
loans of state-associated collections and normally is provided by
the borrowing institution. The curatorial facility must provide the
Commission with evidence of a policy of insurance in force for the
duration of the loan from an insurance company licensed to do business
in Texas and/or the location where the collection will be held during
the period of the loan, for all risks and in an amount appropriate
to the value of the collection.
Cont'd... |
