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Acquisition Policy

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GARSTON AND DISTRICT HISTORICAL SOCIETY


ACQUISITION POLICY


DATE APPROVED: SEPTEMBER 2008
REVISED 29th APRIL 2013.






C O N T E N T S




PAGE

1. Policy Statement 1

2. Aims and Objectives 1

3. Roles and Responsibilities 1


4. Procedures 1


5. Appendices:
i. Sample letter acknowledging donated artefact(s) 3
ii. Sample in memoriam letter acknowledging donated
artefact(s) 4
iii. Sample letter acknowledging donated photograph(s) 5
iv. Sample in memoriam letter acknowledging donated
photograph(s) 6
v. Tag 7
vi. Acquisition register sheet 8
vii. Artefact Information Summary 9



1. POLICY STATEMENT

This policy is to ensure that all artefacts donated to the Garston and District Historical Society are acknowledged and recorded in an efficient and thorough manner; thereby safeguarding both the Society member and the donor by adherence to the agreed policy and procedures.


2. AIMS AND OBJECTIVES

The aim of this Policy is to provide a clear understanding of the agreed procedures relating to the Acquisition Policy by outlining the roles and responsibilities of the Society and individual members.

To ensure that all artefacts entrusted to the Society are adequately and effectively recorded, thereby creating and ensuring trust within the local community.

To continue to build on the Society's archive collection by the preservation of artefacts relating to the industrial and social history of the District that may otherwise be lost or destroyed.


3. ROLES AND RESPONSIBILITIES

By adherence to the procedures in place, the Policy will clarify the role and responsibility of the Society as well as those of individual members of the Society. Further definition can be found under item 4.


4. PROCEDURES

4.i. All artefacts donated should firstly be verbally acknowledged and the donor informed that a letter of acknowledgement will be sent from the Society secretary within one month of receipt.



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4.ii. The receiver of the artefact(s) must ensure that full details are obtained so that all items are correctly recorded. These to include name, address (with post code) and the date artefact was given.

4.iii. The receiver contacts the Society secretary immediately on receipt in order that an acknowledgment can be sent within the required time limit. Written details should be given to the secretary at the time.

4.iv. If the receiver of the artefact is a Society member, the item should be brought to the next Society meeting and handed to an officer of the Society. If the receiver of the artefact is an officer of the Society, then the item should be brought to the next committee meeting.

4.v. The artefact should be brought to the first committee meeting following donation, at which time its receipt is minuted and the item tagged, photographed and full details recorded in the Acquisition Register as soon as possible.

4.vi. The membership should be notified of all artefacts donated via the newsletter.

4.vii. Once donated all items are the property of the Society and remain within the Society's archives and can be displayed at the discretion of the committee.

4.viii. If an artefact is used for public showing, a tag should be attached with the name of the donor.

4.ix Loan of any item from the Society's archive collection is restricted to Society members in the first instance and must have the full approval of the Committee and returned within one month. Requests from non members will be considered individually.

4.x The Society reserves the right to refuse any items.







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Appendix i.
Sample letter acknowledging donated artefact(s)






Date




Name and address


Dear ..

On behalf of the Society, I would like to formally acknowledge receipt and thank you for your donation of . to the Society.

This gift has been recorded in our acquisition register and as such will become the property of the Society and will be a valued addition to our archive collection. It will be displayed by the Society at appropriate times. Details of our acquisition policy are available on request and can be viewed on our web site.

In the unlikely event of the Society closing down, all archive items will be offered to The National Museums and Galleries Merseyside, as deemed by our constitution.

Once again, on behalf of the Society, may I offer a sincere thank you for your gift.



Yours sincerely,




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Appendix ii.
Sample in memoriam letter acknowledging donated artefact(s).





Date




Name and address



Dear ..

On behalf of the Society, I would like to formally acknowledge receipt and thank
you for your donation of . to the Society in memory of ...

This gift has been recorded in our acquisition register and as such will become the property of the Society and will be a valued addition to our archive collection. It will be displayed by the Society at appropriate times. Details of our acquisition policy are available on request and can be viewed on our web site.

In the unlikely event of the Society closing down, all archive items will offered to The National Museums and Galleries Merseyside, as deemed by our Constitution.

On behalf of the Society, may I thank you for your thoughtfulness in remembering the Society at such a difficult time.



Yours sincerely,



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Appendix iii.
Sample letter acknowledging donated photograph(s)






Date




Name and address


Dear ..


On behalf of the Society, I would like to formally acknowledge receipt and thank you for your donation of . to the Society.

This gift has been recorded in our acquisition register and copyright will be transferred to the Society. It will be a valued addition to our archive collection. The photograph(s) will be used by the Society in future publications and exhibitions as appropriate. Details of our acquisition policy are available on request and can be viewed on our web site.

In the unlikely event of the Society closing down, all archive items will offered to The National Museums and Galleries Merseyside, as deemed by our Constitution.

Once again, on behalf of the Society, may I offer a sincere thank you for your gift.



Yours sincerely,


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Appendix iv.
Sample in memoriam letter acknowledging donated photograph(s)







Date




Name and address


Dear ..

On behalf of the Society, I would like to formally acknowledge receipt and thank you for your donation of . to the Society in memory of ...

This gift has been recorded in our acquisition register and as such will become the property of the Society and will be a valued addition to our archive collection. The photograph(s) will be used by the Society for future publications and exhibitions as appropriate. Details of our acquisition policy are available on request and can be viewed on our web site.

In the unlikely event of the Society closing down, all archive items will offered to The National Museums and Galleries Merseyside, as deemed by our Constitution.

On behalf of the Society, may I thank you for your thoughtfulness in remembering the Society at such a difficult time.


Yours sincerely,


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Appendix v
Tag



Garston and District Historical Society


Item:

Donated by:

In memory of:

Date received:

Ref: No: ..











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Appendix vi
Acquisition register sheet


Garston and District Historical Society


Item: ..

Donated by:

Address:

Post code: .

In memory of:

Received by:

Date received:

Acknowledgement letter sent: Yes / No

Received by: .

Recorded by: .. Date ..

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Appendix vii
Artefact Information Summary


Garston and District Historical Society


Item: ..

Ref. no. ...

Donated by:

Summary:














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