Iowa Administrative Code
Agency 223 - Historical Division
Chapter 13 - Collections Policies
Rule 223-13.6 - Deaccession
Universal Citation: IA Admin Code 223-13.6
Current through Register Vol. 47, No. 6, September 18, 2024
(1) Purpose. Deaccession of materials shall be undertaken only as a means of strengthening and benefiting the collections of the society. Deaccession shall not be used to generate operating funds for the society.
(2) Ethics.
a. Deaccession of
materials shall be undertaken in an open, public manner conforming to all
appropriate ethics statements of the appropriate professional organizations.
The society and its employees shall conform to all appropriate professional
ethics statements.
b. In no
circumstance shall the ownership of deaccessioned materials be transferred to
or benefit any trustee, employee, spouse or immediate family member of an
employee of the society.
(3) Criteria. Individual objects or documents or groups of objects or documents may be deaccessioned from the collections of the society if they:
a. Are no longer deemed relevant and
appropriate for the collections; or
b. Have deteriorated beyond repair and
usefulness; or
c. Pose danger to
other parts of the collections.
(4) Procedure.
a. The appropriate bureau chief shall
recommend, with written justification, to the collections committee the
materials to be deaccessioned. The collections committee shall evaluate the
recommendation at its next meeting and, if the committee approves the
recommendation, forward the recommendation with all appropriate documentation
and comments to the administrator of the society.
b. The administrator of the society shall
approve or disapprove all recommendations for deaccession of materials by the
collections committee and shall forward all approved recommendations with
comments to the board of trustees.
c. The board of trustees shall review all
recommendations for deaccession at the next meeting. No materials shall be
deaccessioned without the approval of the board of trustees.
d. The method for disposition of the
deaccessioned materials shall be recommended by the bureau chief and approved
by the collections committee, administrator of the society, and the board of
trustees. The methods for disposition of the deaccessioned materials include,
but are not lunited to, the following methods:
(1) Exchange with other educational
institutions to strengthen the collections of the society;
(2) Donation to another educational
institution which may make the materials generally accessible to the
public;
(3) Sale at public auction
or other appropriate means; or
(4)
Destruction.
e. A
complete written record of deaccession recommendations, justifications,
decisions, and methods used for removal of the materials shall be maintained as
a permanent record of the society.
(5) Lunitations.
a. Revenue received from disposition of any
collection shall be retained in a separate revenue account. This revenue shall
be used solely to maintain, conserve, preserve, and strengthen the collections
of the society.
b. Prior to
consideration of the deaccession of undocumented materials or unclaimed loans,
the title shall be cleared in accordance with Iowa Code chapter 305B.
c. Collections which are donated to and
accessioned by the society shall not be deaccessioned for a period of two years
after accessioning into the collections.
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