Mississippi Administrative Code
Title 16 - History, Humanities and Arts
Part 5 - Museum Division
Chapter 1 - Collections Policy
Rule 16-5-1.1 - Acquisition
Current through September 24, 2024
A. Policy:
The Museum Division may acquire objects by donation, by bequest, by purchase, or by transfer. Authority for the acquisition of objects for the historic objects collection is held by the director of collections, director of curatorial services, Museum Division director, or the Department director upon approval of the Collections Committee (consisting of the Museum Division director, director of curatorial services, director of collections, and other collections staff as appointed to the committee by the Museum Division director) at its monthly meeting.
New collections staff members appointed to the collections committee must serve six months before they are permitted to vote on acquisitions or other items brought before the Collections Committee.
B. Criteria for Acquisition:
The following criteria have been established for the acquisition of objects:
C. Procedures:
All offers of objects to the Museum Division whether by donation, by bequest, by purchase, or by transfer should be referred to the director of collections, the director of curatorial services, the Museum Division director, or the Department director. The potential donation is then reviewed by the Collections Committee. If the object offered to the Museum requires temporary deposit in the Museum Division's custody before a decision regarding the acquisition of the object can be made, then a Temporary Custody Receipt should be signed by the object's owner and the authorized staff person receiving the object. This receipt outlines the terms of temporary custody, the length of which cannot exceed ninety days. After study and review of the object, the Collections Committee will determine whether or not to acquire the object.
If the decision is made not to acquire the object, then the director of collections will be responsible for returning the object to the owner, according to the terms of agreement outlined in the Temporary Custody Receipt, and documenting the return.
If the decision is made to acquire the object, then the director of collections will initiate and complete the acquisition of the object in the following manner:
Criteria for determining purchases are as follows:
All criteria must be met when determining purchases.
Purchases of artifacts must be approved by the Museum Division director. Purchases over $2000 will receive approval of the Board of Trustees after the purchase. When an artifact is purchased, a copy of the invoice as approved and authorized by the Museum Division director should be provided and shall be kept on file by the Museum Division director of collections.
Conditions for the donation of a gift to the Museum Division are printed on the form as follows:
I (we), being the lawful owner(s) thereof, hereby give to the Museum Division absolute and unconditional ownership of the above-listed object(s), together with all copyright and associated rights which I (we) have, to be used in any manner that is deemed to be in the best interest of the Museum Division. I (we) waive all present and future rights in, to, or over said object(s), its (their) use, or disposition.
NOTE: All acquisitions are accepted unconditionally with the exception of the items given by the Eudora Welty LLC. Donations by the Eudora Welty, LLC have deaccessioning and copyright conditions printed on the Deed of Gift from Eudora Welty, LLC form as follows:
I (we), being the lawful owner(s) thereof, hereby give to the Museum Division ownership of the above-listed object(s). The Eudora Welty, LLC maintains the copyright on all works created by Eudora Welty and Eudora Welty's persona. I (we) waive all present and future rights in, to, or over said object(s) and its (their) use while in the Museum's possession. I (we) require that any disposition of said object(s) donated by the Eudora Welty, LLC follow the disposal method of offering back to the Eudora Welty, LLC.
D. Recordkeeping:
All objects acquired for the historic objects collection are accessioned, cataloged according to the Chenhall nomenclature system, numbered, photographed, and entered into the collections management software according to professionally accepted standards. Accession and catalog records on the historic objects collection are maintained in the collections office by the director of collections.
Duplicate accession and catalog records are maintained in the William F. Winter Archives and History Building for security. Records are updated annually by the collections staff.
Objects acquired for the prop collection (expendable objects not directly related to the Museum Division' s purpose, but which contribute to and enhance the visual and educational impact of exhibits) are inventoried, but not accessioned into the historic objects collection.
Objects in the prop collection may be upgraded to historic objects collection status at the discretion of the Collections Committee. The exhibits staff maintains the prop collection.
E. Exclusions:
The Museum Division abstains from purchasing and accepting donations of antiquities exported from their countries of origin in contravention to the terms of the UNESCO Draft Convention. The Museum Division also strives to comply with regulations imposed by the Native American Graves Protection and Repatriation Act and the Guidelines Concerning the Unlawful Appropriation of Objects During the Nazi Era set forth by the American Association of Museums. The Museum Division will abide by all local, state, federal, and international laws.
Miss. Code §§ 25-59-1, 39-5-1, 39-7-1 (1972, as amended).
