guide_for_objects_and_collection_management_plan.pdf

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Objects and Collection Management Plan (OCMP) - GUIDANCE

AIMThe aim of an Objects and Collections Management Plan (OCMP) is:

To review the management of objects and collections and to prepare a plan to identify ,

maintain, and where appropriate, reveal and interpret the significance of the object or

collection and ensure it is managed and preserved for future generations

OBJECTIVESThe Objectives of the plan are to:

Identify and define the object or collection

Establish the cultural significance of the object or collection

Assess the condition and authenticity of the object or collection

Develop prioritised recommendations for maintenance, storage and treatment including

short and long-term conservation requirements

Prepare a plan to maintain and, where appropriate, reveal and interpret the significance

of the object or collection and ensure it is preserved for future generations

Where appropriate, develop collection management guidelines according to standard

practices

Formulate a long-term management strategy to implement the plan includingidentification of a range of appropriate uses or a clear future direction for the object or

collection

The plan must include the following:

Heritage status

Assessment and Statement of cultural significance

Assessment and development of collection/object management policies

Preservation Needs Assessment and recommendations

Prioritised recommendations and implementation strategy

BACKGROUND

Information relevant to the object/collection and the OCMP, including

Who commissioned and funded the Management Plan?

Owner of the object or collection.

Author(s), ownership and copyright of the report. [Copyright rests with the State of

Victoria if the project has been paid for using government funds.]


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Heritage Victoria Management Plan for Heritage Objects and Collections 2

STAFF

It is envisaged that this report will be prepared by heritage professionals. It is unlikely that a

single consultant will have expertise in all the areas. At a minimum a team of a curator

/collection manager (with a good knowledge of Victorian History and interpretation) and a

conservator will be needed. Other consultants may be required, especially for specialised

objects and collections, for example, religious items, art or machinery. In order to protectobjects/ collections from theft, the consultants must agree to maintain confidentiality at all

times and clearly define what information is to be shared with whom.

DEFINITIONThe report must define what is and is not included in the collection. In the case of an object,

it must define the object parts. It should also identify what material is supporting and what is

central.

HERITAGE STATUS

The report should state whether the object/collection has any current statutory or non-

statutory heritage listing. All relevant statutory requirements must be considered in relation

to the future use of the object/collection.

Movable items of local significance cannot be included in Victorian Local Government

Planning Schemes (Heritage Overlay – HO). However movable items of State Significance

are eligible for inclusion on the Victorian Heritage Register (VHR) either in their own right or

as part of or contributing to the significance of a place.

Objects and collections may be identified as part of or contributing to the significance

of a HO place but cannot be included in the HO.

Land archaeological objects and collections may be identified as part of or

contributing to the significance of a Heritage Inventory (HI) place and can be included

in the Heritage Inventory.

Maritime archaeological objects and collections associated with shipwrecks included

on the VHR

ASSESSMENT OF CULTURAL SIGNIFICANCE andSTATEMENT OF CULTURAL SIGNIFICANCEThese two components of the OCMP should be done according to Heritage Victoria’s

guidelines for undertaking significance assessments located here

http://heritage.vic.gov.au/admin/file/content2/c7/2009-10_significance_grant_conditions.pdf

ASSESSMENT OF CURRENT PRACTICES & RESOURCESThe OCMP should assess the way the organisation manages the documentation of its

collection/objects according to collection management best practice standards. This

assessment should give a broad overview of whether the owner/organisation’s policies and

procedures (if any) meet collection management standards.

Museum Methods 2002 , a practical manual for managing small museums and galleries

covers all aspects of collection and museum management. This manual can be used as a

guide and provides an invaluable and comparative and reference tool when assessing the

management status of objects and collections. Information on Museum Methods is availableonline at: http://www.collectionsaustralia.net/sector_info_item/11


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Available resourcesThis section should identify

if specialist skills are required to manage the object/collection

whether these skills are locally available

time constraints due to the requirement of specialist skills or the need to import

particular materials or elements

funding sources normally available to the object/ collection owners/managers.

This should also include a discussion of the number and capabilities of current paid and

voluntary staff, external support and any other resources in kind.

Further Investigation and ResearchThe need for specific technical investigation must be identified, together with any need for

public consultation or further research into community attitudes.

If the technical investigation requires physical intervention, such as sampling, this should be

identified and the degree and nature of the intervention defined. The required analysis of the

samples should be specified. Such sampling and testing should be included in the Prioritised

Treatment Schedule (see Conservation Action below).

Where the need for public consultation or consultation with statutory authorities is identified,

the procedures for doing this should be outlined.

Research proposals must be clearly defined, with the objective adequately explained,

including how the resulting information is to be used and disseminated.

Constraints on Investigation Any cultural or legal constraints that have or would limit the accessibility or investigation of

the object/ collection for the purposes of this or further research should be identified.

Security and confidentialityIn order to protect objects/ collections from theft the OCMP must identify vulnerable items

and suggest improvements to security. Careful consideration must be given to the

advisability of posting collection details and inventories on the internet.

FundingIdentify appropriate sources of funding which may assist the custodians to implement therecommendations in the Management Plan.

InterpretationThe conservation policy should identify appropriate ways of making the significance of the

object/ collection understood consistent with the retention of that significance and use of the

object/ collection by the wider public, researchers, visitors and institutions as relevant.


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Views of the owner and/ or custodians

The object or collection may or may not be in the care of the owner and this situation should

be documented. In some cases the owner or custodians may have memories or opinions

about the way the object or collection was used which may be of relevance to future

management. They may also have justifiable views on future use that reflect the views of the

wider community and their capabilities and resources. This is important information todocument and consider when formulating the plan.

POLICY DEVELOPMENT

Where gaps have been identified in the use and care of the object/collection which could

lead to a reduction in the significance of the object/collection, the OCMP should develop

short, appropriate, plain English policies to address these deficiencies. Collection

management best practice standards are expected to be used to ensure that the significance

of the object/collection is maintained and if possible enhanced and the custodians have a

viable and appropriate structure to work within.

The OCMP should outline the reasons for the establishment of the collection or acquisition of

the object, and determine if these reasons are still valid. It should specify what the collection

should and should not consist of.

PRESERVATION ASSESSMENT

The OCMP should identify the most appropriate way of retaining significance, including care

of the object or collection. Use the AICCM Preservation Needs Assessment Template

www.aiccm.org.au/index.php?option=com_content&view=article&id=48&Itemid=48 (ignore

the collection management components of this template)

Authenticity, intactness and integrity

For objects, the OCMP should determine how much of the original fabric and/or components

are present and identify and document any replica or non-original materials or components.

For collections, it is important to identify to what degree the collection or part of the collection

is genuine or original and what are props, furniture, later additions or otherwise extraneous

to the significant components or phase of the collection.

Risk assessmentThis section should identify threats to the object/collection such as insect infestation, fire,

flood, earthquake and security. It should include risk management strategies based on recent

research, for example that done by Robert Waller et al. Proposals for future use and access

should be evaluated for their effects on the significance of the object/collection.

Location of object or collection

The plan should address the suitability of the current or proposed location for the object and

any associated collections. An environmental survey conducted over a year or more may be

necessary to assess the environmental conditions fully and determine if the current

environment is protective of collections or not.


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Materials Conservation

Recommended conservation actions should be described, including any need for the

involvement of additional specialists, technical analysis or examination.

Prioritised maintenance, storage and treatment recommendations containing short

and long-term conservation requirements should be provided and form part of the

formal treatment schedule, which includes sufficient information to guide more

detailed treatment interventions and should define unacceptable actions.

Any urgent or emergency treatments should be clearly flagged. The relative urgency

of each proposal should be determined.

It may also be necessary to comment on existing treatment proposals or treatments

already carried out. These comments should incorporate the significance findings to

ensure that resources are directed appropriately.

Staged re-housing plans and treatment proposals should be developed which

prioritise the most significant objects in the most fragile condition

Recommendations for retention, removal or inclusion of replica or replacementcomponents should be included.

Recommendations for treatment/ works should comply with AICCM Codes of Ethics

and Practice

http://www.aiccm.org.au/index.php?option=com_content&view=article&id=39&Itemid=38

Permits under the Victorian Heritage Act 1995The Victorian Heritage Council encourages the use of Management Plans.

In issuing permits the Executive Director is guided by the OCMP but not bound.

Discussions should be undertaken with Heritage Victoria before submitting a permit

application or proceeding with conservation treatment.

Heritage Permit ExemptionsThe conservation policy should contain recommendations for conservation treatment that

could be undertaken without a permit under the Victorian Heritage Act 1995, Sections 33, 42

(2) and 66. http://www.heritage.vic.gov.au/Permits.aspx

PRIORITISED RECOMMENDATIONS & IMPLEMENTATION STRATEGY

A prioritised summary of all the recommendations must be prepared. It should be based on

the Statement of Significance for the object or collection and should take into account theinformation collected on the current condition of the object/collection, use, owner’s current

and future requirements, statutory requirements, community views, storage/display location,

social context, potential threats, tourism potential (if relevant), interpretation/educational

opportunities and financial resources/needs. The Policies must address the state and locally

significant components of the object or collection in particular and provide more general

advice on the less significant components.

The management arrangements through which the OCMP will be implemented should be

described, including the means of providing security and regular maintenance/

housekeeping.


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The prioritised recommendations for ongoing management should include preventive action,

treatment, use and interpretation as appropriate. Possible object/collection management

policy options should be discussed and the relevant rationale outlined clearly. The plan

should maintain and, where appropriate, reveal or enhance the significance of the object or

collection.

The OCMP should contain a formally agreed Action Plan based on the information outlined in

the Plan which includes:

Recommendations for the statutory protection of the object/ collection

Proposals for preventive action as necessary

The prioritised treatment schedule containing short and long-term conservation

requirements

Collection documentation policies

Sources of financial and technical assistance.

OCMP FORMATThe OCMP should be typed and spiral-bound in an A4 vertical format. In addition to the

content outlined above, it should include the title, the name of the client, author and date on

the cover, a list of contents as outlined in attachment A, a list of illustrations and a list of

sources and bibliography.

Graphic material should be included as needed to show the nature and condition of the

object/collection, the chronology of use, areas of primary and contributory significance and

basic existing condition plans with significant components numbered for reference purposes.

Photographs, maps and drawings should be of a suitable quality to enable reproduction, andshould be provided as necessary to support the Management Plan. Drawings should be

capable of reduction to A4, and should be provided no larger than A3 size folded into the

report.

In all cases, conclusions and sources of information should be fully documented.

Reports should be no more than 40 pages in total. However it is recognised that in some

cases where little previous research has been done, this restriction may be too tight. In such

cases a summary should be provided in the OCMP, and the main body of the research

should be submitted as an appendix in the form of a separate document. Similarly, in the

case of complex object or collections with many items, the inventory with condition recordshould be submitted as an appendix in the form of a separate document, with a summary in

the body of the OCMP. Alternatively, the Analysis and Assessment may form one (Part 1)

document, and the Management Policy and Action the Part 2 document. Where an existing

analysis of the object/collection exists, this should be reviewed and summarised for this

Management Plan.

The consultant should prepare two electronic versions of the document on CD and two

bound copies of the report, and one unbound to enable further copies to be made by the

client. One digital and one hard copy are to be submitted to Heritage Victoria.


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RESOURCESThis section lists useful resources, publications and web links:

HERITAGE VICTORIA

Heritage Council of Victoria Criteria for the Assessment of Cultural Heritage

Significance http://www.heritage.vic.gov.au/Registration/Criteria-for-assessment.aspx

Permits under the Heritage Act (1995) http://www.heritage.vic.gov.au/Permits.aspx

Heritage Victoria’s guidelines for undertaking significance assessments

http://heritage.vic.gov.au/admin/file/content2/c7/2009-

10_significance_grant_conditions.pdf

OTHER RESOURCES

James Semple Kerr (2004) The Conservation Plan. A guide to the preparation of

conservation plans for places of European cultural significance, 6 th ed The National

Trust, Sydney. ISBN 1 86364 026 6

The Australian ICOMOS Charter for the Conservation of Places of Cultural

Significance (Burra Charter) 1999 and its guidelines.

http://www.icomos.org/australia/burra.html

The US APT/AIC New Orleans Charter for the Joint Preservation of Historic

Structures and Artifacts http://www.apti.org/resources/charters1.cfm

Collections Council of Australia, 2009, Significance 2.0 a guide to assessing

significance of collections http://significance.collectionscouncil.com.au/

What is Intangible Cultural Heritage? UNESCO

http://www.unesco.org/culture/ich/index.php?pg=00002

National Standards for Australian Museums and Galleries

http://keystone.collectionsaustralia.net/publisher/nationalstandards/

Museum Methods http://www.collectionsaustralia.net/sector_info_item/11

Small Museums Cataloguing Manual

http://www.mavic.asn.au/services/small-museums-cataloguing-manual/

An example of a concise and well constructed collection management plan is that of

the Marianna Kistler Beach Museum of Art, Kansas, USA

http://beach.k-state.edu/collection/7/collection-management-plan

AICCM Preservation Needs Assessment Report Template


AICCM Codes of Ethics and Practice


Department of the Environment, Water, Heritage and the Arts, 2009, Cultural Gifts

Program List of Approved Valuers July 2009

http://www.arts.gov.au/tax_incentives/cgp

Legal information for community organisations

o http://www.pilch.org.au/community_org/

o http://www.liv.asn.au/public/legalinfo/commassoc/

o http://www.business.vic.gov.au/BUSVIC/STANDARD/PC_50054.html

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