COLCHESTER MUSEUMS - COLLECTING POLICY

Acquisition and Disposal Policy
COLCHESTER MUSEUMS ACQUISITION AND DISPOSAL POLICY 1.0 Introduction 1.1 This policy document represents a replacement of the Collecting Policy for Colchester Museums adopted by Colchester Borough Council in 1995. 1.2 The policy takes account of the Museums Association ‘Code of Ethics for Museums' and the Museums, Libraries and Archives Council (MLA) Accreditation Standard for Museums in the UK (2004). 1.3 The policy is produced as part of the Museum Development Plan as adopted by the Arts and Leisure Committee of Colchester Borough Council in August 2004. 1.4 The current policy dates from 8^th November 2005. The policy will be next formally reviewed within 5 years of this date. At that stage EEMLAC or the equivalent body will be fully notified of the review, as they will be of any minor alterations in the interim. 2.0 Collecting Aims 2.1 Colchester Museums will preserve and protect the collections in their care and will maintain the professional standards required for Accredited status. 2.2 Colchester Museums' aim is to inspire and satisfy interest, enjoyment and understanding of Colchester's heritage and environment by developing the full potential of the collections in their care. 2.3 Recognising the role of the museums in the social, cultural and economic life of the community, Colchester Borough Council seeks to continue to achieve a balance between the expectations and needs of all visitors and users whilst maintaining high standards in the traditional functions of collections management. 3.0 Acquisition 3.1 For the purposes of this document 'acquisition' is taken to mean the accessioning of items, or groups of items, into Colchester Museums' permanent collections by gift, bequest, purchase, fieldwork, or transfer from another institution. 3.2 Colchester Museums endorse the general principles laid down by the Museum' Association's Code of Ethics for Museums, and the MLA Accreditation Scheme Guidelines as they apply to acquisitions. 3.3 Acquisition procedures a) The museum will exercise due diligence and make every effort not to acquire, whether by purchase, gift, bequest or exchange, any object or specimen unless the governing body or responsible officer is satisfied that the museum can acquire a valid title to the item in question. b) In particular, the museum will not acquire any object or specimen unless it is satisfied that the object or specimen has not been acquired in, or exported from, its country of origin (or any intermediate country in which it may have been legally owned) in violation of that country’s laws. (For the purposes of this paragraph `country of origin’ includes the United Kingdom). c) In accordance with the provisions of the UNESCO 1970 Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property, which the UK ratified with effect from 1 November 2002, and the Dealing in Cultural Objects (Offences) Act 2003, the museum will reject any items that have been illicitly traded. The governing body will be guided by the national guidance on the responsible acquisition of cultural property issued by DCMS in 2005. d) So far as biological and geological material is concerned, the museum will not acquire by any direct or indirect means any specimen that has been collected, sold or otherwise transferred in contravention of any national or international wildlife protection or natural history conservation law or treaty of the United Kingdom or any other country, except with the express consent of an appropriate outside authority. e) The museum will not acquire archaeological antiquities (including excavated ceramics) in any case where the governing body or responsible officer has any suspicion that the circumstances of their recovery involved a failure to follow the appropriate legal procedures, such as reporting finds to the landowner or occupier of the land and to the proper authorities in the case of possible treasure as defined by the Treasure Act 1996 (in England, Northern Ireland and Wales) or reporting finds through the Treasure Trove procedure (in Scotland). f) Any exceptions to the above clauses 3.3a), 3.3b), 3.3c), or 3.3e) will only be because the museum is either: Ÿ acting as an externally approved repository of last resort for material of local (UK) origin; or Ÿ acquiring an item of minor importance that lacks secure ownership history but in the best judgement of experts in the field concerned has not been illicitly traded; or Ÿ acting with the permission of authorities with the requisite jurisdiction in the country of origin; or Ÿ in possession of reliable documentary evidence that the item was exported from its country of origin before 1970 In these cases the museum will be open and transparent in the way it makes decisions and will act only with the express consent of an appropriate outside authority. 3.4 Colchester Museums recognise the need for co-operation and consultation between national and provincial museums, art galleries and record offices with similar or overlapping interests and collecting policies, and will seek to consult with other such institutions both on specific acquisitions where a conflict of interest is thought possible, and more generally on defining areas of specialisation, especially with neighbouring or regional Museum Services. Reciprocal agreements will be sought in such instances. 3.5 Colchester Museums, in drawing up its Collecting Policy has taken special account of the collecting policies of Chelmsford and Braintree museum services. Regard to the collecting policies of other museums within Essex has also been taken through the forum of the Essex Museums Workers Group and the Museums in Essex Committee. 3.6 Colchester Museums recognises its responsibility, in acquiring additions to its collections, to ensure that care of collections, documentation arrangements and use of collections will meet the requirements of the Accreditation Standard. It will take into account limitations on collecting imposed by such factors as inadequate staffing, storage and care of collection arrangements. 3.7 Colchester Museums will normally only acquire items that fall within its collecting policy as stated in sections 7-11. Three exceptions to this rule are: a) an item or items that form part of a collection which largely falls within the collections policy and which would be detrimentally affected in terms of its integrity and value if it was broken up. b) an item or items that are closely connected with a significant local figure. c) an archaeological item that is found in the historic county of Essex that is either of national importance, or complements or augments Colchester Museums existing collections. There is a presumption that such acquisitions will only occur very rarely and only after extensive consultation with the British Museum and relevant Essex Museums. 3.8 Otherwise acquisitions outside the current stated policy will only be made in very exceptional circumstances, and then only after proper consideration by the governing body of the museum itself, having regard to the interests of other museums. 3.9 Colchester Museums will not acquire items which are subject to unacceptably restrictive terms and conditions (e.g. that an item should be on permanent display). 3.10 On some occasions items will be accepted for some other use within the Museum Service, other than formal acquisition as part of the collections (eg to form part of the handling collection). In such cases the prospective donor will have been informed, and agreed, that the item will not be formally incorporated into the collections of Colchester Museums and that such items will not therefore be subject to the normal terms governing care and disposal. 3.11 Colchester Museums' collections cover both human and natural history. For the purpose of curatorial care the human history is divided between archaeology and social history. The dividing line is not precise but in general terms most material relating to human activity up to and including the medieval period comes within the archaeology collections (exceptions include such items as oil paintings, and furniture). Post sixteenth century material is considered as social history unless the objects are recovered as part of archaeological fieldwork. In recent years the numismatic collection has also been divided de facto into archaeological and social history elements. 3.12 As the museum holds archives, including photographs and printed ephemera, its governing body will be guided by the Code of Practice on Archives for Museums and Galleries in the United Kingdom (3rd ed, 2002). 4. Spoliation The museum will use the statement of principles ‘Spoliation of Works of Art during the Nazi, Holocaust and World War II period’, issued for non-national museums in 1999 by the Museums and Galleries Commission. 5. Repatriation and Restitution The museum’s governing body, acting on the advice of the museum’s professional staff, if any, may take a decision to return human remains, objects or specimens to a country or people of origin. The museum will take such decisions on a case by case basis, within its legal position and taking into account all ethical implications. 6. General Disposal Policy 6.1 Colchester Museums endorse the general principles laid down by the Museum' Association's Code of Ethics for Museums, and the MLA Accreditation Scheme Guidelines as they apply to disposal. 6.2 By definition a museum has a long-term purpose and must possess (or intend to acquire) permanent collections in relation to its stated objectives. The governing body accepts the principle that there is a strong presumption against the disposal of any items in the museum’s collection except as set out below. 6.3 In those cases where the museum is legally free to dispose of an item (if this is in doubt, advice will be sought) it is agreed that any decision to sell or otherwise dispose of material from the collections will be taken only after due consideration. Decisions to dispose of items will not be made with the principal aim of generating funds. Once a decision to dispose of an item has been taken, priority will be given to retaining the item within the public domain and with this in view it will be offered first, by exchange, gift or sale to Registered/Accredited museums before disposal to other interested individuals or organisations is considered. 6.4 A particular circumstance in which items will be considered for disposal is if Accredited museum services (with the appropriate curatorial expertise) are created in the districts of Tendring and Maldon that currently come, to a varying degree, within the specialist collecting areas of Colchester Museums. 6.5 In cases in which an arrangement for the exchange, gift or sale of material is not being made with an individual Registered museum, the museum community at large will be advised of the intention to dispose of material. This will normally be through an announcement in the Museums Association’s Museums Journal and other professional journals if appropriate. The announcement will indicate the number and nature of the specimens or objects involved, and the basis on which the material will be transferred to another institution. A period of at least two months will be allowed for an interest in acquiring the material to be expressed. 6.6 A decision to dispose of a specimen or object, whether by exchange, sale, gift or destruction (in the case of an item too badly damaged or deteriorated to be of any use for the purposes of the collections) will be the responsibility of the governing body of the museum acting on the advice of professional curatorial staff, and not of the curator of the collection acting alone. Full records will be kept of all decisions on disposals and the items involved and proper arrangements made for the preservation and/or transfer, as appropriate, of the documentation relating to the items concerned, including photographic records where practicable in accordance with SPECTRUM Procedure on deaccession and disposal. 6.7 Any monies received by the museum governing body from the disposal of items will be applied for the benefit of the collections. This normally means the purchase of further acquisitions but in exceptional cases improvements relating to the care of collections may be justifiable. Advice on these cases may be sought from the Museums, Libraries and Archives Council (MLA). 6.8 Colchester Museums governing body, acting on the advice of the museum’s professional staff, may take a decision to return human remains, objects or specimens to a country or people of origin. .The museum service will take such decisions on a case by case basis, within its legal position and taking into account all ethical implications. Under such circumstances it is recognised and accepted that it would be inappropriate to apply the procedures outlined in 6.3 and 6.5. 6.9 Where a museum object has been acquired with the aid of an external funding organisation, permission from that organisation will need to be sought before the object is deaccessioned or transferred to another museum.. If the object is sold repayment of the original grant may be required. 7.0 General Loans Policy 7.1 Colchester Museums endorse the general principles laid down by the Museum' Association's Code of Ethics for Museums, and the MLA Accreditation Scheme Guidelines as they apply to loans. 7.2 Colchester Museums will not accept an item for loan unless it is satisfied that the person, persons, or organisation that is loaning the item has the legal authority to make such a loan. 7.3 Colchester Museums will not accept on loan items that it knows or believes have been acquired in, or exported from, its country of origin (and/or intermediate country in which it may have been legally owned) in violation of that country's laws. 7.4 Colchester Museums will not accept on loan items that have been collected in con-travention of any national or international law or treaty except with the express consent of an appropriate outside authority (eg a British Court in the case of a specimen seized from a third party under a particular law). 7.5 Adequate records will be maintained to document properly the details of all loans. 7.6 There are four kinds of loan identified as follows: a) long term loan to the museum. b) short term loan to the museum (normally for the purposes of temporary exhibition or for research). c) long term loan from the museum. d) short term loan from the museum. 7.7 Colchester Museums have a general presumption against accepting long term loans. If at all possible the lender should be encouraged to donate the item in question. It is recognised that the term 'permanent loan' has no legal meaning. 7.8 Items accepted for long term loan by Colchester Museums must be for an agreed period of no more than 5 years. At the end of the loan period the agreement will be reviewed and if necessary a new loan formally agreed. 7.9 Items that fall outside the collecting policy (as stated in Sections 8 -11) will not normally be accepted for long term loan. 7.10 The criteria for accepting short term loans for a temporary exhibition is contained in Colchester Museums policy document 'Temporary Exhibitions In Colchester Museum' which was approved by the Arts and Leisure Committee on 30 May 1995. 7.11 Colchester Museums will give careful consideration to any request to lend material from its collections for temporary displays elsewhere. All such requests should be made in writing to the General Manager (Museums) with full details of the proposal. Any potential borrower will be expected to demonstrate that appropriate transport, security, conservation care and display conditions can be met. 7.12 Colchester Museums will only lend an accessioned item from its collections if that item has been properly insured or an indemnity undertaking has been given. This must be ‘nail to nail’ insurance covering each item from the moment it leaves Colchester Museums to its return including periods in transit. 7.13 Colchester Museums will only lend an accessioned item from its collections if the responsible officer is satisfied that the use of the loan is suitable and proper. 7.14 Colchester Museums will only lend an accessioned item from its collections if the responsible officers are satisfied that the physical condition of the item will not be significantly adversely affected and that security arrangements are appropriate. 7.15 Colchester Museums will normally expect all costs associated with an outgoing loan to be met by the borrowing museum or organisation concerned. 7.16 Any loan of accessioned items from Colchester Museums will not be for a period of more than five years. If at the end of the five year period it is considered appropriate to continue the loan then a new loan agreement will be issued. 7.17 Colchester Museums will transfer an item to another Registered museum in preference to a long term loan unless there are compelling reasons against this (eg splitting up a coherent group of items). 8.0 Archaeology 8.1 The Archaeology Collections 8.1.1 From the beginnings of the museum service, in the 1840s, archaeological material has formed the bulk and core of the collections. This is still true of Colchester Museums today. 8.1.2 In 1855 an agreement was entered into by which the collections of the Essex Archaeological Society were housed with those of Colchester Borough Council. In 1926 the two collections were formally amalgamated. This historic relationship and the unity of the material collected by the Essex Archaeological Society needs to be acknowledged particularly when making decisions about the future of the archaeological collections of Colchester Museums. 8.1.3 In June 1998 Colchester Museums was awarded Designated status because of the importance of the archaeological collections. They were stated to be of ‘outstanding historical importance’ and ‘recognised as having national and international standing’. 8.1.4 The strongest elements of Colchester Museums’ archaeological collection relate to the late Iron Age and Roman periods. In particular objects from individual find spots or from the extensive excavations conducted in the 19th and 20th centuries in Colchester represent probably the finest and most extensive collection of Romano-British archaeology in the world. 8.2 Collecting Area 8.2.1 Historically Colchester Museums collected over a far wider area than it does today (as defined in 8.2.2-4). This was due to its relationship with the Essex Archaeological Society and its broader regional role in the absence of museum services with archaeological provision in other areas of the county. With the development of other museum services the collecting area has inevitably been reduced. 8.2.2 Colchester Museums will now collect archaeological material primarily from within the boundaries of Colchester District. 8.2.3 Colchester Museums may also continue to collect archaeological material from the districts of Maldon and Tendring, in the absence of Registered museum services in these districts if resources are available to do so. In the event of Registered museum services (with proper provision for archaeological curation) being established in Maldon and/or Tendring Districts Colchester Museums will cease to collect archaeological material from these areas and the transfer of archaeological material previously collected from these areas will be actively considered. 8.2.4 Colchester Museums will act as ‘a museum of last resort’ in the circumstances outlined in Section 3.3f) and 3.7c). 8.3 Collection Range 8.3.1 Colchester Museums' archaeological collections should be representative of all periods and cultures found in the collection area. 8.3.2 Colchester Museums will identify gaps in its current collection and actively collect to fill these gaps so as to attain the objective set out in 8.3.1. 8.3.3 Colchester Museums acknowledge the significance of acquiring the complete archive (which is defined as comprising the total body of material, both artefactual and documentary) from controlled archaeological excavation and other fieldwork. 8.3.4 Colchester Museums will normally only accept an archaeological archive if it meets the guidelines laid down by Colchester Museums. These guidelines are laid down in the separate document entitled "Guidelines on the Preparation and Transfer of Archaeological Archives to Colchester Museums". This document forms part of the Collections and Collecting Policy of Colchester Museums. 8.3.5 Colchester Museums will not normally accept material from archaeological excavation and fieldwork unless it consists of the complete archive. 8.3.6 Colchester Museums may collect archaeological material that is not from controlled archaeological excavation and other fieldwork based on at least one of the following criteria: a) it is declared to be Treasure under the 1996 Treasure Act and the British Museum declines to acquire it. b) the museum is satisfied that it can acquire valid title to the object. c) the museum is satisfied that it has a reliable provenance. d) it fills a gap in the existing collections. 9.0 Social History 9.1 General 9.1.1 Because of the Museums Service’s historic concentration on archaeological acquisition, the social history collections are modest for a town of Colchester’s importance. The AMSSEE Report in 1990 commented that ‘the social history collections manifest all the limitations and drawbacks of a collection that has grown haphazardly and reactively’. The key to changing this situation was identified as the appointment of a Curator of Social History, who could develop an active collecting policy for the future. This appointment was made in December 1994. 9.1.2 The following policy will be supplemented by active collecting initiatives as particular gaps are identified and in the light of consultation with museum audiences through focus groups, (see 9.6.3 below). 9.1.3 Colchester Museums will collect contemporary material to ensure that the collection is a living asset and representative of all sections of the local community. 9.1.4 Future collecting will be restricted to objects that have display potential. The exceptions are photographs and negatives which are treated as archive or, rarely, items without display potential that are of exceptional local and/or historical interest and which would otherwise be lost if not collected by the museum. 9.1.5 Colchester Museums will concentrate on collecting social history material from, or relating to, Colchester District. Collecting will be in co-ordination with Mersea Museum, the East Anglian Railway Museum, the Essex Record Office and any future independent Accredited museum within the district. 9.1.6 Colchester Museums may also collect social history material which is considered of high historical value from the areas (mostly inland) of Tendring District not covered by Accredited museums. In the event of Accredited museum services (with proper provision for social history curation) being established, Colchester Museums will cease to collect from these areas and the transfer of previously collected material will be considered. 9.2 Fine Art 9.2.1 The collection is at present limited to topographical works mostly of Colchester and district, local historical depictions, portraits of local individuals, ship portraits and a few still lives and religious paintings. 9.2.2 There is presently limited storage and permanent display space. However, a number of works are on long term loan in a variety of venues in the area. Occasional exhibitions have been mounted at the Firstsite art gallery and the new temporary exhibition gallery at Colchester Castle Museum will enable more of the reserve collection to be shown. 9.2.3 Colchester Museums will collect pictures illustrating the social, industrial, military and maritime history of Colchester and contemporary depictions of Colchester and District. Colchester Museums will also selectively collect works of quality by artists who have lived and worked locally. 9.2.4 A particular initiative for active collecting will be the work of recent and current printmakers to build up a Colchester Artists’ Print Collection. Acquisitions will be made in consultation with Firstsite who have knowledge of the local art scene to help maintain the integrity and impetus of the collection. 9.3 Decorative Art 9.3.1 This presently consists principally of the Mackmurdo collection illustrating the Arts and Crafts Movement, Castle Hedingham pottery, a few further ceramic pieces and a collection of tea caddy spoons. 9.3.2 Provisions for storage and display are adequate. 9.3.3 Colchester Museums will not acquire further items unless they are of particular local relevance. 9.4 Clocks and Watches 9.4.1 This collection is almost entirely that bequeathed by Bernard Mason in 1979 consisting principally of long-case and wall clocks made in Colchester from the late seventeenth to the early nineteenth centuries. There are a few additional clocks. 9.4.2 A small part of the Mason Collection is on display in Tymperleys Museum and the remainder is stored in the Museum Resource Centre. 9.4.3 Colchester Museums will not acquire further items unless they are by a Colchester maker not already represented or are outstanding examples of a particular maker's work. 9.5 Costume 9.5.1 Presently garments and textiles ranging from the seventeenth century to the 1970's, but the collection is patchy in all areas apart from nineteenth and twentieth century female clothing. 9.5.2 Display space is small considering the size of the collection, and storage space is very cramped. Further collecting should not take place until this situation is addressed in the redevelopment of Hollytrees Museum. 9.5.3 In the future, Colchester Museums will actively collect male, children's and working costume from the nineteenth and twentieth centuries and contemporary clothing worn by people who live in the district that is representative of everyday fashion. 9.6 Local History 9.6.1 The present collection is wide-ranging and covers all aspects of local history to some degree. The particular strengths are: toys and dolls, farming and rural equipment, household items, local Napoleonic volunteer forces. 9.6.2 Storage for smaller items is adequate, but there is lack of space for larger objects. Collecting of larger items must be extremely limited until this problem is addressed. 9.6.3 It is particularly important that there is a high degree of active collecting to ensure that newly acquired material has a detailed context and is of particular relevance. Some of this collecting will be achieved through outreach projects and other contacts with local groups. 9.6.4 The existing collection will be researched, as the opportunity arises, to uncover further contextual information, taking a lead from work recently carried out to reveal aspects of disability history hidden within the collection. 9.7 Photographs, Negatives and Film 9.7.1 At present a substantial collection that is particularly strong on topographical images. 9.7.2 There is adequate space for this collection in the Museum Resource Centre. 9.7.3 This collection is regarded as an archive and all forms of collecting will continue including copying of original photographs loaned to the museum for this purpose. The image rather than the material nature of the medium is of importance in this collection. 9.7.4 Colchester Museums will pass original film to the University of East Anglia's East Anglian Film Archive based at the Archive Centre, Norwich and video copies will be made for museum use. 9.8 Documents 9.8.1 A varied collection of papers, certificates and maps is held by the museum. 9.8.2 There is adequate space for this collection in the Museum Resource Centre. 9.8.3 Original documents and ephemera that are not display worthy or which form part of larger archives that are offered to the museum will be referred to the Essex Record Office (ERO) according to agreed national policy. The option of transferring to the ERO any such material that is already accessioned in the museum collections will be pursued. 10. Numismatics (Coins and Medals) 10.1 The Numismatic Collection 10.1.1 The first entry in the Accessions Register for the institution now known as Colchester Museums was made on 2 September 1846 and was in the field of numismatics. It reads as follows: "an Antique Cabinet containing 497 coins (chiefly Roman), collected by Isaac Lemyng Rebow, Esqre". 10.1.2 Since 1846 Colchester Museums has established a large numismatic collection that, in some categories, is of regional and national importance. 10.2 Collecting Area and Range 10.2.1 Iron Age coins: Colchester Museums will collect Iron Age coins minted in Camulodunum (ancient Colchester), irrespective of findspot, as well as any other types found in the districts of Colchester, Tendring, and Maldon. 10.2.2 Roman coins: Colchester Museums will concentrate on collecting Roman coins found in the districts of Colchester, Tendring, and Maldon. 10.2.3 Post-Roman and Medieval coins: Colchester Museums will concentrate on collecting coins produced in local mints, irrespective of findspot, as well as any other types found in the districts of Colchester, Tendring, and Maldon. a) Post-Medieval and Modern coins: Colchester Museums will collect English and, after 1707, British coins used in Essex up to the present day. b) Tokens and Medals: Colchester Museums will develop its collections of Essex trade tokens and commemorative medals of local interest. c) All coins that form part of an archaeological archive will be collected (see section 8.3.3). 11.0 Natural History 11.1 General 11.1.1 Natural history is a significant part of our heritage. The specimens form an archive of the biodiversity of the borough and enable us to monitor changes in it. There are two main (but not mutually exclusive) groups: a) specimens for display and education purposes b) specimens that verify records (vouchers) or assist in the identification of material as many have been checked by national and other experts. </

COLCHESTER MUSEUMS

ACQUISITION AND DISPOSAL POLICY

1.0 Introduction

1.1 This policy document represents a replacement of the Collecting Policy for Colchester Museums adopted by Colchester Borough Council in 1995.

1.2 The policy takes account of the Museums Association ‘Code of Ethics for Museums' and the Museums, Libraries and Archives Council (MLA) Accreditation Standard for Museums in the UK (2004).

1.3 The policy is produced as part of the Museum Development Plan as adopted by the Arts and Leisure Committee of Colchester Borough Council in August 2004.

1.4 The current policy dates from 8^th November 2005. The policy will be next formally reviewed within 5 years of this date. At that stage EEMLAC or the equivalent body will be fully notified of the review, as they will be of any minor alterations in the interim.

2.0 Collecting Aims

2.1 Colchester Museums will preserve and protect the collections in their care and will maintain the professional standards required for Accredited status.

2.2 Colchester Museums' aim is to inspire and satisfy interest, enjoyment and understanding of Colchester's heritage and environment by developing the full potential of the collections in their care.

2.3 Recognising the role of the museums in the social, cultural and economic life of the community, Colchester Borough Council seeks to continue to achieve a balance between the expectations and needs of all visitors and users whilst maintaining high standards in the traditional functions of collections management.

3.0 Acquisition

3.1 For the purposes of this document 'acquisition' is taken to mean the accessioning of items, or groups of items, into Colchester Museums' permanent collections by gift, bequest, purchase, fieldwork, or transfer from another institution.

3.2 Colchester Museums endorse the general principles laid down by the Museum' Association's Code of Ethics for Museums, and the MLA Accreditation Scheme Guidelines as they apply to acquisitions.

3.3 Acquisition procedures

a) The museum will exercise due diligence and make every effort not to acquire, whether by purchase, gift, bequest or exchange, any object or specimen unless the governing body or responsible officer is satisfied that the museum can acquire a valid title to the item in question.

b) In particular, the museum will not acquire any object or specimen unless it is satisfied that the object or specimen has not been acquired in, or exported from, its country of origin (or any intermediate country in which it may have been legally owned) in violation of that country’s laws. (For the purposes of this paragraph `country of origin’ includes the United Kingdom).

c) In accordance with the provisions of the UNESCO 1970 Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property, which the UK ratified with effect from 1 November 2002, and the Dealing in Cultural Objects (Offences) Act 2003, the museum will reject any items that have been illicitly traded. The governing body will be guided by the national guidance on the responsible acquisition of cultural property issued by DCMS in 2005.

d) So far as biological and geological material is concerned, the museum will not acquire by any direct or indirect means any specimen that has been collected, sold or otherwise transferred in contravention of any national or international wildlife protection or natural history conservation law or treaty of the United Kingdom or any other country, except with the express consent of an appropriate outside authority.

e) The museum will not acquire archaeological antiquities (including excavated ceramics) in any case where the governing body or responsible officer has any suspicion that the circumstances of their recovery involved a failure to follow the appropriate legal procedures, such as reporting finds to the landowner or occupier of the land and to the proper authorities in the case of possible treasure as defined by the Treasure Act 1996 (in England, Northern Ireland and Wales) or reporting finds through the Treasure Trove procedure (in Scotland).

f) Any exceptions to the above clauses 3.3a), 3.3b), 3.3c), or 3.3e) will only be because the museum is either:

Ÿ acting as an externally approved repository of last resort for material of local (UK) origin; or

Ÿ acquiring an item of minor importance that lacks secure ownership history but in the best judgement of experts in the field concerned has not been illicitly traded; or

Ÿ acting with the permission of authorities with the requisite jurisdiction in the country of origin; or

Ÿ in possession of reliable documentary evidence that the item was exported from its country of origin before 1970

In these cases the museum will be open and transparent in the way it makes decisions and will act only with the express consent of an appropriate outside authority.

3.4 Colchester Museums recognise the need for co-operation and consultation between national and provincial museums, art galleries and record offices with similar or overlapping interests and collecting policies, and will seek to consult with other such institutions both on specific acquisitions where a conflict of interest is thought possible, and more generally on defining areas of specialisation, especially with neighbouring or regional Museum Services. Reciprocal agreements will be sought in such instances.

3.5 Colchester Museums, in drawing up its Collecting Policy has taken special account of the collecting policies of Chelmsford and Braintree museum services. Regard to the collecting policies of other museums within Essex has also been taken through the forum of the Essex Museums Workers Group and the Museums in Essex Committee.

3.6 Colchester Museums recognises its responsibility, in acquiring additions to its collections, to ensure that care of collections, documentation arrangements and use of collections will meet the requirements of the Accreditation Standard. It will take into account limitations on collecting imposed by such factors as inadequate staffing, storage and care of collection arrangements.

3.7 Colchester Museums will normally only acquire items that fall within its collecting policy as stated in sections 7-11. Three exceptions to this rule are:

a) an item or items that form part of a collection which largely falls within the collections policy and which would be detrimentally affected in terms of its integrity and value if it was broken up.

b) an item or items that are closely connected with a significant local figure.

c) an archaeological item that is found in the historic county of Essex that is either of national importance, or complements or augments Colchester Museums existing collections. There is a presumption that such acquisitions will only occur very rarely and only after extensive consultation with the British Museum and relevant Essex Museums.

3.8 Otherwise acquisitions outside the current stated policy will only be made in very exceptional circumstances, and then only after proper consideration by the governing body of the museum itself, having regard to the interests of other museums.

3.9 Colchester Museums will not acquire items which are subject to unacceptably restrictive terms and conditions (e.g. that an item should be on permanent display).

3.10 On some occasions items will be accepted for some other use within the Museum Service, other than formal acquisition as part of the collections (eg to form part of the handling collection). In such cases the prospective donor will have been informed, and agreed, that the item will not be formally incorporated into the collections of Colchester Museums and that such items will not therefore be subject to the normal terms governing care and disposal.

3.11 Colchester Museums' collections cover both human and natural history. For the purpose of curatorial care the human history is divided between archaeology and social history. The dividing line is not precise but in general terms most material relating to human activity up to and including the medieval period comes within the archaeology collections (exceptions include such items as oil paintings, and furniture). Post sixteenth century material is considered as social history unless the objects are recovered as part of archaeological fieldwork. In recent years the numismatic collection has also been divided de facto into archaeological and social history elements.

3.12 As the museum holds archives, including photographs and printed ephemera, its governing body will be guided by the Code of Practice on Archives for Museums and Galleries in the United Kingdom (3rd ed, 2002).

4. Spoliation

The museum will use the statement of principles ‘Spoliation of Works of Art during the Nazi, Holocaust and World War II period’, issued for non-national museums in 1999 by the Museums and Galleries Commission.

5. Repatriation and Restitution

The museum’s governing body, acting on the advice of the museum’s professional staff, if any, may take a decision to return human remains, objects or specimens to a country or people of origin. The museum will take such decisions on a case by case basis, within its legal position and taking into account all ethical implications.

6. General Disposal Policy

6.1 Colchester Museums endorse the general principles laid down by the Museum' Association's Code of Ethics for Museums, and the MLA Accreditation Scheme Guidelines as they apply to disposal.

6.2 By definition a museum has a long-term purpose and must possess (or intend to acquire) permanent collections in relation to its stated objectives. The governing body accepts the principle that there is a strong presumption against the disposal of any items in the museum’s collection except as set out below.

6.3 In those cases where the museum is legally free to dispose of an item (if this is in doubt, advice will be sought) it is agreed that any decision to sell or otherwise dispose of material from the collections will be taken only after due consideration. Decisions to dispose of items will not be made with the principal aim of generating funds. Once a decision to dispose of an item has been taken, priority will be given to retaining the item within the public domain and with this in view it will be offered first, by exchange, gift or sale to Registered/Accredited museums before disposal to other interested individuals or organisations is considered.

6.4 A particular circumstance in which items will be considered for disposal is if Accredited museum services (with the appropriate curatorial expertise) are created in the districts of Tendring and Maldon that currently come, to a varying degree, within the specialist collecting areas of Colchester Museums.

6.5 In cases in which an arrangement for the exchange, gift or sale of material is not being made with an individual Registered museum, the museum community at large will be advised of the intention to dispose of material. This will normally be through an announcement in the Museums Association’s Museums Journal and other professional journals if appropriate. The announcement will indicate the number and nature of the specimens or objects involved, and the basis on which the material will be transferred to another institution. A period of at least two months will be allowed for an interest in acquiring the material to be expressed.

6.6 A decision to dispose of a specimen or object, whether by exchange, sale, gift or destruction (in the case of an item too badly damaged or deteriorated to be of any use for the purposes of the collections) will be the responsibility of the governing body of the museum acting on the advice of professional curatorial staff, and not of the curator of the collection acting alone. Full records will be kept of all decisions on disposals and the items involved and proper arrangements made for the preservation and/or transfer, as appropriate, of the documentation relating to the items concerned, including photographic records where practicable in accordance with SPECTRUM Procedure on deaccession and disposal.

6.7 Any monies received by the museum governing body from the disposal of items will be applied for the benefit of the collections. This normally means the purchase of further acquisitions but in exceptional cases improvements relating to the care of collections may be justifiable. Advice on these cases may be sought from the Museums, Libraries and Archives Council (MLA).

6.8 Colchester Museums governing body, acting on the advice of the museum’s professional staff, may take a decision to return human remains, objects or specimens to a country or people of origin. .The museum service will take such decisions on a case by case basis, within its legal position and taking into account all ethical implications. Under such circumstances it is recognised and accepted that it would be inappropriate to apply the procedures outlined in 6.3 and 6.5.

6.9 Where a museum object has been acquired with the aid of an external funding organisation, permission from that organisation will need to be sought before the object is deaccessioned or transferred to another museum.. If the object is sold repayment of the original grant may be required.

7.0 General Loans Policy

7.1 Colchester Museums endorse the general principles laid down by the Museum' Association's Code of Ethics for Museums, and the MLA Accreditation Scheme Guidelines as they apply to loans.

7.2 Colchester Museums will not accept an item for loan unless it is satisfied that the person, persons, or organisation that is loaning the item has the legal authority to make such a loan.

7.3 Colchester Museums will not accept on loan items that it knows or believes have been acquired in, or exported from, its country of origin (and/or intermediate country in which it may have been legally owned) in violation of that country's laws.

7.4 Colchester Museums will not accept on loan items that have been collected in con-travention of any national or international law or treaty except with the express consent of an appropriate outside authority (eg a British Court in the case of a specimen seized from a third party under a particular law).

7.5 Adequate records will be maintained to document properly the details of all loans.

7.6 There are four kinds of loan identified as follows:

a) long term loan to the museum.

b) short term loan to the museum (normally for the purposes of temporary exhibition or for research).

c) long term loan from the museum.

d) short term loan from the museum.

7.7 Colchester Museums have a general presumption against accepting long term loans. If at all possible the lender should be encouraged to donate the item in question. It is recognised that the term 'permanent loan' has no legal meaning.

7.8 Items accepted for long term loan by Colchester Museums must be for an agreed period of no more than 5 years. At the end of the loan period the agreement will be reviewed and if necessary a new loan formally agreed.

7.9 Items that fall outside the collecting policy (as stated in Sections 8 -11) will not normally be accepted for long term loan.

7.10 The criteria for accepting short term loans for a temporary exhibition is contained in Colchester Museums policy document 'Temporary Exhibitions In Colchester Museum' which was approved by the Arts and Leisure Committee on 30 May 1995.

7.11 Colchester Museums will give careful consideration to any request to lend material from its collections for temporary displays elsewhere. All such requests should be made in writing to the General Manager (Museums) with full details of the proposal. Any potential borrower will be expected to demonstrate that appropriate transport, security, conservation care and display conditions can be met.

7.12 Colchester Museums will only lend an accessioned item from its collections if that item has been properly insured or an indemnity undertaking has been given. This must be ‘nail to nail’ insurance covering each item from the moment it leaves Colchester Museums to its return including periods in transit.

7.13 Colchester Museums will only lend an accessioned item from its collections if the responsible officer is satisfied that the use of the loan is suitable and proper.

7.14 Colchester Museums will only lend an accessioned item from its collections if the responsible officers are satisfied that the physical condition of the item will not be significantly adversely affected and that security arrangements are appropriate.

7.15 Colchester Museums will normally expect all costs associated with an outgoing loan to be met by the borrowing museum or organisation concerned.

7.16 Any loan of accessioned items from Colchester Museums will not be for a period of more than five years. If at the end of the five year period it is considered appropriate to continue the loan then a new loan agreement will be issued.

7.17 Colchester Museums will transfer an item to another Registered museum in preference to a long term loan unless there are compelling reasons against this (eg splitting up a coherent group of items).

8.0 Archaeology

8.1 The Archaeology Collections

8.1.1 From the beginnings of the museum service, in the 1840s, archaeological material has formed the bulk and core of the collections. This is still true of Colchester Museums today.

8.1.2 In 1855 an agreement was entered into by which the collections of the Essex Archaeological Society were housed with those of Colchester Borough Council. In 1926 the two collections were formally amalgamated. This historic relationship and the unity of the material collected by the Essex Archaeological Society needs to be acknowledged particularly when making decisions about the future of the archaeological collections of Colchester Museums.

8.1.3 In June 1998 Colchester Museums was awarded Designated status because of the importance of the archaeological collections. They were stated to be of ‘outstanding historical importance’ and ‘recognised as having national and international standing’.

8.1.4 The strongest elements of Colchester Museums’ archaeological collection relate to the late Iron Age and Roman periods. In particular objects from individual find spots or from the extensive excavations conducted in the 19th and 20th centuries in Colchester represent probably the finest and most extensive collection of Romano-British archaeology in the world.

8.2 Collecting Area

8.2.1 Historically Colchester Museums collected over a far wider area than it does today (as defined in 8.2.2-4). This was due to its relationship with the Essex Archaeological Society and its broader regional role in the absence of museum services with archaeological provision in other areas of the county. With the development of other museum services the collecting area has inevitably been reduced.

8.2.2 Colchester Museums will now collect archaeological material primarily from within the boundaries of Colchester District.

8.2.3 Colchester Museums may also continue to collect archaeological material from the districts of Maldon and Tendring, in the absence of Registered museum services in these districts if resources are available to do so. In the event of Registered museum services (with proper provision for archaeological curation) being established in Maldon and/or Tendring Districts Colchester Museums will cease to collect archaeological material from these areas and the transfer of archaeological material previously collected from these areas will be actively considered.

8.2.4 Colchester Museums will act as ‘a museum of last resort’ in the circumstances outlined in Section 3.3f) and 3.7c).

8.3 Collection Range

8.3.1 Colchester Museums' archaeological collections should be representative of all periods and cultures found in the collection area.

8.3.2 Colchester Museums will identify gaps in its current collection and actively collect to fill these gaps so as to attain the objective set out in 8.3.1.

8.3.3 Colchester Museums acknowledge the significance of acquiring the complete archive (which is defined as comprising the total body of material, both artefactual and documentary) from controlled archaeological excavation and other fieldwork.

8.3.4 Colchester Museums will normally only accept an archaeological archive if it meets the guidelines laid down by Colchester Museums. These guidelines are laid down in the separate document entitled "Guidelines on the Preparation and Transfer of Archaeological Archives to Colchester Museums". This document forms part of the Collections and Collecting Policy of Colchester Museums.

8.3.5 Colchester Museums will not normally accept material from archaeological excavation and fieldwork unless it consists of the complete archive.

8.3.6 Colchester Museums may collect archaeological material that is not from controlled archaeological excavation and other fieldwork based on at least one of the following criteria:

a) it is declared to be Treasure under the 1996 Treasure Act and the British Museum declines to acquire it.

b) the museum is satisfied that it can acquire valid title to the object.

c) the museum is satisfied that it has a reliable provenance.

d) it fills a gap in the existing collections.

9.0 Social History

9.1 General

9.1.1 Because of the Museums Service’s historic concentration on archaeological acquisition, the social history collections are modest for a town of Colchester’s importance. The AMSSEE Report in 1990 commented that ‘the social history collections manifest all the limitations and drawbacks of a collection that has grown haphazardly and reactively’. The key to changing this situation was identified as the appointment of a Curator of Social History, who could develop an active collecting policy for the future. This appointment was made in December 1994.

9.1.2 The following policy will be supplemented by active collecting initiatives as particular gaps are identified and in the light of consultation with museum audiences through focus groups, (see 9.6.3 below).

9.1.3 Colchester Museums will collect contemporary material to ensure that the collection is a living asset and representative of all sections of the local community.

9.1.4 Future collecting will be restricted to objects that have display potential. The exceptions are photographs and negatives which are treated as archive or, rarely, items without display potential that are of exceptional local and/or historical interest and which would otherwise be lost if not collected by the museum.

9.1.5 Colchester Museums will concentrate on collecting social history material from, or relating to, Colchester District. Collecting will be in co-ordination with Mersea Museum, the East Anglian Railway Museum, the Essex Record Office and any future independent Accredited museum within the district.

9.1.6 Colchester Museums may also collect social history material which is considered of high historical value from the areas (mostly inland) of Tendring District not covered by Accredited museums. In the event of Accredited museum services (with proper provision for social history curation) being established, Colchester Museums will cease to collect from these areas and the transfer of previously collected material will be considered.

9.2 Fine Art

9.2.1 The collection is at present limited to topographical works mostly of Colchester and district, local historical depictions, portraits of local individuals, ship portraits and a few still lives and religious paintings.

9.2.2 There is presently limited storage and permanent display space. However, a number of works are on long term loan in a variety of venues in the area. Occasional exhibitions have been mounted at the Firstsite art gallery and the new temporary exhibition gallery at Colchester Castle Museum will enable more of the reserve collection to be shown.

9.2.3 Colchester Museums will collect pictures illustrating the social, industrial, military and maritime history of Colchester and contemporary depictions of Colchester and District. Colchester Museums will also selectively collect works of quality by artists who have lived and worked locally.

9.2.4 A particular initiative for active collecting will be the work of recent and current printmakers to build up a Colchester Artists’ Print Collection. Acquisitions will be made in consultation with Firstsite who have knowledge of the local art scene to help maintain the integrity and impetus of the collection.

9.3 Decorative Art

9.3.1 This presently consists principally of the Mackmurdo collection illustrating the Arts and Crafts Movement, Castle Hedingham pottery, a few further ceramic pieces and a collection of tea caddy spoons.

9.3.2 Provisions for storage and display are adequate.

9.3.3 Colchester Museums will not acquire further items unless they are of particular local relevance.

9.4 Clocks and Watches

9.4.1 This collection is almost entirely that bequeathed by Bernard Mason in 1979 consisting principally of long-case and wall clocks made in Colchester from the late seventeenth to the early nineteenth centuries. There are a few additional clocks.

9.4.2 A small part of the Mason Collection is on display in Tymperleys Museum and the remainder is stored in the Museum Resource Centre.

9.4.3 Colchester Museums will not acquire further items unless they are by a Colchester maker not already represented or are outstanding examples of a particular maker's work.

9.5 Costume

9.5.1 Presently garments and textiles ranging from the seventeenth century to the 1970's, but the collection is patchy in all areas apart from nineteenth and twentieth century female clothing.

9.5.2 Display space is small considering the size of the collection, and storage space is very cramped. Further collecting should not take place until this situation is addressed in the redevelopment of Hollytrees Museum.

9.5.3 In the future, Colchester Museums will actively collect male, children's and working costume from the nineteenth and twentieth centuries and contemporary clothing worn by people who live in the district that is representative of everyday fashion.

9.6 Local History

9.6.1 The present collection is wide-ranging and covers all aspects of local history to some degree. The particular strengths are: toys and dolls, farming and rural equipment, household items, local Napoleonic volunteer forces.

9.6.2 Storage for smaller items is adequate, but there is lack of space for larger objects. Collecting of larger items must be extremely limited until this problem is addressed.

9.6.3 It is particularly important that there is a high degree of active collecting to ensure that newly acquired material has a detailed context and is of particular relevance. Some of this collecting will be achieved through outreach projects and other contacts with local groups.

9.6.4 The existing collection will be researched, as the opportunity arises, to uncover further contextual information, taking a lead from work recently carried out to reveal aspects of disability history hidden within the collection.

9.7 Photographs, Negatives and Film

9.7.1 At present a substantial collection that is particularly strong on topographical images.

9.7.2 There is adequate space for this collection in the Museum Resource Centre.

9.7.3 This collection is regarded as an archive and all forms of collecting will continue including copying of original photographs loaned to the museum for this purpose. The image rather than the material nature of the medium is of importance in this collection.

9.7.4 Colchester Museums will pass original film to the University of East Anglia's East Anglian Film Archive based at the Archive Centre, Norwich and video copies will be made for museum use.

9.8 Documents

9.8.1 A varied collection of papers, certificates and maps is held by the museum.

9.8.2 There is adequate space for this collection in the Museum Resource Centre.

9.8.3 Original documents and ephemera that are not display worthy or which form part of larger archives that are offered to the museum will be referred to the Essex Record Office (ERO) according to agreed national policy. The option of transferring to the ERO any such material that is already accessioned in the museum collections will be pursued.

10. Numismatics (Coins and Medals)

10.1 The Numismatic Collection

10.1.1 The first entry in the Accessions Register for the institution now known as Colchester Museums was made on 2 September 1846 and was in the field of numismatics. It reads as follows: "an Antique Cabinet containing 497 coins (chiefly Roman), collected by Isaac Lemyng Rebow, Esqre".

10.1.2 Since 1846 Colchester Museums has established a large numismatic collection that, in some categories, is of regional and national importance.

10.2 Collecting Area and Range

10.2.1 Iron Age coins: Colchester Museums will collect Iron Age coins minted in Camulodunum (ancient Colchester), irrespective of findspot, as well as any other types found in the districts of Colchester, Tendring, and Maldon.

10.2.2 Roman coins: Colchester Museums will concentrate on collecting Roman coins found in the districts of Colchester, Tendring, and Maldon.

10.2.3 Post-Roman and Medieval coins: Colchester Museums will concentrate on collecting coins produced in local mints, irrespective of findspot, as well as any other types found in the districts of Colchester, Tendring, and Maldon.

a) Post-Medieval and Modern coins: Colchester Museums will collect English and, after 1707, British coins used in Essex up to the present day.

b) Tokens and Medals: Colchester Museums will develop its collections of Essex trade tokens and commemorative medals of local interest.

c) All coins that form part of an archaeological archive will be collected (see section 8.3.3).

11.0 Natural History

11.1 General

11.1.1 Natural history is a significant part of our heritage. The specimens form an archive of the biodiversity of the borough and enable us to monitor changes in it. There are two main (but not mutually exclusive) groups:

a) specimens for display and education purposes

b) specimens that verify records (vouchers) or assist in the identification of material as many have been checked by national and other experts. </