(1) This framework and its guiding policy: (2) This framework must be read in conjunction with the Library and Art Collection Development Policy. (3) This framework applies to all activities relating to acquisition, management, conservation and exhibition of cultural material and artworks managed by the Library, regardless of format, at the (4) Items that have been acquired by a (5) (6) In the context of this document the following definitions apply: (7) Funding for purchase, assessment and conservation measures is provided through various operational budgets or reliant on discrete funds. (8) The Library's Art and Special Collections will be evaluated by (9) Valuations records will be maintained by the Manager, Special Collections and the Art Curator, in accordance with the Records Governance Policy. (10) The Library will develop the Art and Special Collections according to the principles outlined in the Library and Art Collection Development Policy, and the selection criteria below. (11) The following criteria will be considered when evaluating materials to be added to the collection: (12) Methods of acquisition will include purchase, commission, donations (including the Cultural Gifts Program and bequests) and loans. (13) The purchase of works for the Art and Special Collections is subject to relevant delegations of authority. (14) Purchased works must be accompanied by: (15) Items that have been acquired by a (16) Items that do not comply with clause 15 will not receive an (17) Artworks may be commissioned by a (18) Acceptance of (19) Acceptance of (20) (21) (22) Donated items will not be accepted with conditions attached unless they bear historic or artistic significance (e.g. to be housed as a discrete collection). Items accepted with conditions will be evaluated for suitability. (23) Acknowledgements for acquisitions under the Cultural Gifts Program, or significant donations will only be publicly accredited with approval from the donor. (24) Incoming loans must be approved by the Manager, Special Collections, or the Art Curator. (25) Significant loans of artwork or object/s may be borrowed for a certain period from reputable institutions/individuals. An official loan agreement will be signed for all approved incoming loans before any works are transferred. Lenders will be required to provide evidence of provenance and a full condition report of the work(s) at time of agreement. The (26) All incoming loans will be: (27) Incoming loans to the Art and Special Collections will be limited to a maximum period of 4 years, with yearly reviews conducted by the Library. (28) Installation and placement of incoming loans will be agreed between the (29) Freight costs will be negotiated between the borrower and the lender. Any additional associated costs, such as crating and packing, where reasonably applicable under the official loan agreement, will be negotiated between the borrower and the lender. The curatorial care, limited insurance, security, conservation care, relocation and installation of such works will be the responsibility of the (30) The (31) Although materials are not typically available for loan, items from the Art and Special Collections may be loaned for exhibitions external to the (32) All requests for loans from the collection must be in writing, addressed to the Manager, Special Collections, or the Art Curator. An official loan agreement will be forwarded to applicants for signature. Evidence of (33) Items from the Art and Special Collections will only be lent to professionally operated galleries, exhibition spaces or institutions that can demonstrate suitable environments and appropriate collection management practices. (34) Freight costs will be negotiated between the borrower and the lender. All additional costs such as crating, packing and reinstallation on return, where applicable, will be decided by negotiation between the borrower and the lender. (35) Only appropriate transporters are to be used for carrying any work from the Art and Special Collections. The (36) Permission to reproduce any materials in the Art Collection and Special Collections for online and print publishing, and commercial products must be requested from the Library and granted by the copyright holder (where applicable). (37) All outgoing loans must be attributed to the (38) All works must be returned in the condition in which they were despatched. Works on loan must not undergo any treatment, reframing, hanging alterations or other changes without approval in writing from the Manager, Special Collections, or the Art Curator. (39) The (40) In the case of permanent withdrawal, the depositor may be liable to reimburse the (41) An exception to this requirement will be Aboriginal and Torres Strait Islander cultural materials and archives where the Library may enter into an agreement to manage and have custodianship of a collection, without full title and possession. (42) Access to the Art and Special Collections is governed by the Library Use Policy. (43) Access to the Archives is subject to legal permissions and regulations advised for each individual archival item. (44) Clients requesting access to the Regional Archives must complete the Regional Archives Access Conditions form. (45) The Manager, Special Collections and Art Curator will increase the collection's profile, and develop and maintain relationships with the (46) The Art Curator advises on plans for commissioning public art for environmental placement for the (47) (48) Decision making regarding distribution of art works to the various hospitals, centres and off-campus locations associated with the (49) No movement of artworks is to take place without the prior knowledge, approval, and express endorsement by the Art Curator. The Art Curator will supervise, assist, advise, and support all movement of collection works. (50) Plans for construction or renovation activities in spaces where collection works are installed, on display, or stored must include consultation with the Art Curator. It is considered the due care and responsibility of Infrastructure and Facilities Services, (51) The Library will manage the Art and Special Collections according to clear ethical, quality assurance, security, conservation, sustainability and disposal regimes in a manner that balances the long-term preservation and integrity of individual artworks, materials and the collection with accessibility for present and future generations. (52) The Library will advocate for the care of art and cultural heritage through the provision of training and education for (53) The Library will proactively mitigate and manage the (54) The Library will manage its facilities in accordance with sound and sustainable environmental controls, pest management and the development and implementation of disaster and emergency planning and response strategies. (55) Restoration conservation treatment of artworks and cultural materials are undertaken on a case–by-case basis based on significance, (56) Physical collection storage areas will be maintained in accordance with sound and considered environmental control standards, utilising appropriate storage materials, furniture, systems and supports, storage layout, cleaning and maintenance schedules, and traffic management practices in order to minimise (57) Digital collection storage will be maintained for material that is born digital or has been digitised for preservation and access needs. Digital collection storage must meet preservation requirements, which includes establishing a trusted digital repository that meets recommended national and international best practice guidelines. (58) The Manager, Special Collections, Conservator and/or Art Curator is responsible for item condition and physical and digital preservation storage appraisal prior to any acquisition. (59) Evaluation of the factors that may affect the preservation and care of the item will include current storage capacities and the environmental provisions required for the item in accordance with (60) The item value must justify the costs involved in long term maintenance of the item. (61) The Library will apply appropriate registration and collection management standards in order to ensure materials in its care can be identified, located and tracked. Only Library (62) The Library uses an industry-standard collection management system to catalogue materials and maintain documentation. Information is entered and maintained in accordance with established procedures and ensures respect for and compliance with security, (63) The accurate location control and inventory of artwork and cultural material is maintained through the implementation and monitoring of sound physical and digital movements, procedures and protocols. (64) Acquisitions that meet the recognition threshold of the Tangible and Intangible Capital Asset Management Policy will be recorded and managed in accordance with this policy. (65) Culturally sensitive material will be identified. Consultation with authoritative and responsible authorities, or guidelines, will inform all future preservation procedures and conditions of display and access. (66) Copyright attribution of the author/artist/creator will be included at registration and written approval filed with the accession in the database. (67) Library (68) The Library compiles documentation of artworks and cultural materials through photography, video and audio. The Library also produces interpretive video, audio and software-based content that supports exhibition, (69) The (70) Deaccession is undertaken to conserve the quality or integrity of the Art and Special Collections and to optimise the use of space. (71) The Manager, Special Collections and the Art Curator will determine what is kept, what is discarded and where items will be located. (72) The (73) The Library will comply with the Tangible and Intangible Capital Asset Management Policy. (74) Works to be disposed may be: (75) Proceeds from any sales will be directed to the (76) A thorough documentation of previous existence of the work in the collection and arguments leading to and procedures taken prior to the items disposal or relegation need to be prepared and archived as the (77) Deaccessioning items from the Art and Special Collections will comply with the conditions of the donation where applicable. (78) The Library will manage (79) The Library will conduct systematic and regular assessments of the (80) The Library will maintain a Business Continuity Plan for the preservation of high value and priority items in the event of an incident that may impact on the collection. (81) In the event of major damage due to natural disasters, the Art and Special Collections will be assessed. Remediation will be proposed by the Conservator and the Art Curator by report to Infrastructure and Facilities Services and the University Librarian. (82) The Library recognises that digital material is inherently vulnerable and at (83) The Library will strategically undertake digitisation of its Art and Special Collections for the purposes of access and preservation, within available resources and subject to copyright legislation. The Library acknowledges that the creation of a digital copy, or digital surrogate, is then classed as digital material and is subject to the same broad challenges involved in preserving access to it, as ‘born digital’ materials and requires ongoing investment in digital preservation storage. (84) Digitisation priorities are identified by the Manager, Special Collections and the Art Curator through an assessment of significance and (85) The Library will uphold the following digital preservation principles, in regards to all digital collections items and assets (digitised or born-digital materials) created, acquired or donated to the Library that have long-term value: (86) Ultimate responsibility for the Art Collection and the Special Collections rests with the University Librarian. (87) Accountability for acceptance of donations for the benefit of the Library and its users rests with the University Librarian. (88) Accountability for the acceptance of donations by way of artworks rests with the Art Curator. (89) Complaints concerning material in the collection should be addressed in writing to the University Librarian for resolution. All complaints will be handled in accordance with the Complaint Management Policy. (90) Responsibility for deselection planning and monitoring lies with the Manager, Special Collections, and the Art Curator. (91) Accountability for the collection valuation process lies with the University Librarian.Art and Special Collections Management Framework
Section 1 - Purpose
Section 2 - Scope
Section 3 - Audience
Section 4 - Definitions
Defined Term
Meaning
Accession
The process of acquiring and recording new item/s.
Archives
The Archives holds records related to the history of the
Art Collection
Art Collection refers to original creative works including drawings, paintings, sculptures, photography, installations, other artefacts, digital or other media, or design items.
Artefact
An item of material culture that has a functional, symbolic or spiritual purpose that has been made or used by humans.
Bit-level preservation
Basic preservation of a digital file in its original state. One step in the digital preservation process.
Born digital
Born digital refers to works that are created in a digital format.
Collection
Collection is a collective term that refers to the General Collection,
Collection management
Collection management refers to the strategies and processes of acquisition, retention and management, preservation, and provision of access to information sources to support the needs of a community.
Collection management system
Collection management systems allow individuals or collecting institutions to organise, control and manage their collections’ objects by tracking all information related to, and about, those objects.
Conservation
Conservation is the care of cultural material. Conservation activities may include preservation, restoration, examination, documentation, digitisation, research, advice, treatment, preventive conservation, training and education. All measures and actions should respect the significance and physical, historical, aesthetic and cultural integrity of the object.
Cultural Gifts Program
A program that encourages Australians to donate items of cultural significance from private collections to public art galleries, museum, libraries, and archives.
Deaccession
The process of officially removing an item from the collection to sell, return, or dispose the item.
Deposit
A deposit is a type of acquisition in which the donor still owns the item, but the
Digital asset
A digital file that has enduring value to the organisation and has sufficient information recorded to allow its re-use. It can be either born-digital or digitised.
Digital preservation
Digital preservation means a series of managed activities, policies, strategies and actions to ensure the ongoing accessibility, authenticity and integrity of digital collections, regardless of the challenges of media failure and technological change.
Digital preservation storage
Digital preservation storage means storage that meets preservation requirements, such as byte for byte storage, fixity checks and by maintaining onsite and offsite backup copies and periodic refreshment by copying files to new storage media.
Digitisation
Digitisation is the process of converting information into a format by photographing, scanning or otherwise converting analogue materials for access and preservation reasons.
Fixity
The digital file is demonstrably unchanged at the bit configuration level.
Incoming loans
Any contracted agreement for Art or Special Collections on a temporary basis under which the transferor grants temporary right of possession to the
Material
Material includes books, journals, multimedia, maps, art, artefacts, archaeological finds, educational resources, archives, manuscripts, and rare books. Materials may be in electronic, print, or other formats or media.
Outgoing loans
Any contracted agreement for Art or Special Collections to be loaned to approved Partner Institutions, Museums or Galleries for the purpose of making collections accessible to broader audiences through the sharing of cultural material.
Preservation
Preservation is the action taken to retard or prevent deterioration of or damage to cultural material by control of its environment. This is done through the formulation and implementation of policies and procedures for the following: appropriate environmental conditions; handling and maintenance procedures for storage, exhibition, packing, transport and use; integrated pest management; emergency preparedness and response; and reformatting/duplication. It includes appropriate collection storage for various media, based on accepted industry standards.
Provenance
The history and ownership of materials from the time of discovery or creation to the present time from which authenticity and legal title is determined.
Rare books
Rare books refers to any book which has an enhanced value because the demand for or
Registration
Registration is an act of professional and ethical identification, tracking and controlling the movement of collection items within and between organisations.
Repatriation
Refers to the return of art or cultural property to the country of origin, or to former original owners (or their heirs). It can refer to artefacts, heritage items, human materials (including ancestral remains), paleontological and ethnological items.
Research outputs
Research outputs refers to
Restoration
Restoration refers to the treatment of materials through minimal intervention to enhance its interpretation. Restoration may involve the reassembly of displaced components, removal of extraneous matter, or re-integration using new materials.
Special Collections
Special Collections refers to resources in a variety of formats that are distinguished, and have intrinsic value to, the
Section 5 - Budget
Valuation
Section 6 - Acquisition Procedures
Selection criteria
Methods of acquisition
Purchase
Commission
Incoming loans
Outgoing loans
Deposits
Section 7 - Collection Access
Section 8 - Collection Curation
Section 9 - Collection Management
Education
Preservation
Restoration
Storage
Condition and storage appraisal
Registration
Record keeping and documentation
Repatriation
Deaccession
Section 10 - Risk Management and Collection Preservation
Top of PageSection 11 - Roles and Responsibilities
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