CollectionsPolicyoftheMineralogicalandGeologicalMuseumatHarvardUniversity

TableofContents

MissionStatement.......................................................................................................................................2

Introduction.................................................................................................................................................2

History,OverviewandUsesoftheMineralogicalandGeologicalCollections.............................................3

• TheMineralCollection.....................................................................................................................4

• TheGemCollection..........................................................................................................................4

• TheRockandOreCollection............................................................................................................4

• TheMeteoriteCollection.................................................................................................................5

CollectionsManagementPolicyDocumentObjectives................................................................................6

ManagementoftheMuseum..................................................................................................................7

CodeofEthicsandStandardsofConductandBehavior..........................................................................8

PersonalCollecting...............................................................................................................................9

Dealing................................................................................................................................................10

IdentificationandAppraisals..............................................................................................................10

AcquisitionsandAccessions...................................................................................................................11

FocusAreasforAcquisition................................................................................................................11

AcquisitionsCriteria...........................................................................................................................12

MethodsofAcquisitionandRestrictions...........................................................................................13

AccessionsandAccessionRecords.....................................................................................................16

CollectionsDocumentationandDataControl........................................................................................16

CatalogueRecords..............................................................................................................................16

InventoriesandLocationControl.......................................................................................................16

Deaccessions..........................................................................................................................................17

MGMHMineralStandards.................................................................................................................19

MaterialforDestructiveResearchAnalysis............................................................................................20

Loans......................................................................................................................................................21

OutgoingLoans...................................................................................................................................21

IncomingLoans...................................................................................................................................23

OldLoansandAbandonedProperty..................................................................................................24

Access,ResearchandUse......................................................................................................................25

AccesstoCollectionsattheMuseum.................................................................................................25

AccesstoCollectionsObjectsontheInternet....................................................................................26

AccesstoCollectionsRecords............................................................................................................26

MuseumPersonnelSafety.................................................................................................................27

CollectionsSecurity............................................................................................................................27

RiskManagementfortheCollections................................................................................................27

Conclusion..................................................................................................................................................27

AppendixA:OutgoingLoanForm..........................................................................................................28

AppendixB:Mineralogical&GeologicalMuseum,HarvardUniversity-StatementofIntendedUseofPhotographs...........................................................................................................................................31

AppendixC:ContractforPermissiontoUseofPublishCopyrightHMMPhotographs.........................33

AppendixD–ReferencestoStudiesAnalyzingtheMGMHStandards..................................................35

MissionStatement

TheMineralogicalandGeologicalMuseumatHarvardUniversityiscommittedtothe

developmentandpreservationofworld-classcollectionsofminerals,rocks,ores,meteoritesand

gemsforresearch,educationandpublicdisplay.Westrivetomeettheneedsofstudentsandfaculty

atHarvardUniversityaswellasthegeologicalcommunityandgeneralpublicatlargebyservingas

auniquelyrichresourceofmaterialsandinformation.

Introduction

TheMineralogicalandGeologicalMuseumatHarvardUniversity(MGMH)iscommittedto

continuingthecarefulmanagementandthoughtfuldevelopmentofthemuseumcollectionforthe

benefitoftheuniversityandpublic.AswrittenbytheAmericanAllianceofMuseums(AAM)“Itis

incumbentonmuseumstoberesourcesforhumankindandinalltheiractivitiestofosteran

informedappreciationoftherichanddiverseworldwehaveinherited.Itisalsoincumbentupon

themtopreservethatinheritanceforposterity.”ApolicymustbeinplacetoprovidetheMGMH

withaguideastowhodeterminesifanobject,specimenorcollectionshouldbeacquired,caredfor,

usedorremoved,andtheethicalandlegalguidelinestowhichstaffmustadhereduringthecourse

oftheirworkandtoprovideguidelinesandtransparencytoresearchers,donorsandthegeneral

publicastothepoliciesandmethodsoftheMGMH.

ThecollectionsmanagementpolicyoftheMGMHisguidedbytheAmericanAllianceof

Museum’sStandardsandBestPracticesandtheInternationalCouncilofMuseumsStandardsand

Guidelines,aswellastheHarvardUniversitymanagementpolicies.Thisdocumenthasbeen

formallyreviewedandacceptedbytheMuseumCommitteeoftheMineralogicalandGeological

MuseumatHarvardUniversityastheacceptedpolicesoftheMGMHandisnowingeneraluseat

theMGMH.Recommendationsforchangestotheseguidelinesareencouragedandmaybe

submittedbyanystafftothecuratorordirectorofthemuseumforreviewandadoption.The

documentwillbereexaminedatleastonceeveryfiveyearsforgeneralreviewandrevisionofthe

policiesoutlinedwithintoensurethatcontemporarystandardsarebeingintegratedandallnew

lawsandethicalconsiderationshavebeenaddressedwithinthemuseum’sdailyactivities.This

CollectionsManagementPolicysupersedesallpreviouscollectionsmanagementdocuments,and

shallremainineffectuntiltheMuseumCommitteeapprovesanewversionofthisdocument.Any

questionsregardingthispolicyshouldbedirectedtothedirector.

History,OverviewandUsesoftheMineralogicalandGeologicalCollections

TheoriginsoftheMineralogicalandGeologicalMuseumatHarvardUniversity(MGMH)

datesbacktothelate18thcenturywhenasmallresearchmineralcollectionwashousedinthe

ChemistryDepartment.Thegeologicalcollectionwhichalsodatesbacktothelate1800’swaspart

oftheMuseumofComparativeZoology.TheMuseumofComparativeZoology,withitsgeology

collection,alongwiththemineralcollectioncompletedmuseumfounderLouisAgassiz'visionofa

completeNaturalHistoryMuseumatHarvardUniversity.In1977,bothcollectionswereunited

underasingleentity,theMineralogical&GeologicalMuseum,tocreatearepositoryofspecimensto

aidteachingatHarvardUniversity.

Over200yearsofcollectingandscientificstudyhaveproducedtheMGMHcollectionthatis

generallydefinedbyitsencyclopediccoverage,itswealthinrarespecimensandscientifically

importantspecimens,andthehighqualityofthedisplayspecimens.Amajorfocusofthemuseum

istodevelopandpreserveworld-classcollectionsthroughpurchasesanddonations.TheMGMH

Collectionsaretheresultofresearchinmineralogy,petrology,mininggeologyandplanetary

sciencesthathavedevelopedfourmaincollections:Minerals,rocksandores,meteoritesandgems,

withfocuscollectionswithineachmajorcollection

• TheMineralCollection–TheMineralCollectionisthemostrecognizedcollectionatthe

MGMHduetoitssize,broadrepresentationandqualityofspecimens.Someofthecollection

isarrangedsystematically(bychemicalcomposition),andsomeparagentically(by

geologicaloccurrence).Thereareover100,000mineralspecimensarrangedsystematically.

Focuscollectionsorspecialsuitesareidentifiedbyacommonlocationordonor,and

representanimportantcomponentoftheMineralCollection.Someimportantfocus

collectionsincludeFranklinandSterlingHill,NewJersey,Langban,Sweden,theNew

Englandregion,andgold.Thereisalsoaspecialcollectionoftypespecimenswhichare

usedintheinitialdescriptionofaspeciesofmineral.TheMGMHcaresforapproximately

250typespecimens,andabout50discreditedspecimens.TheThumbnailandMicromount

Collectionsconsistofsmalltominutemineralspecimens,respectively,andconsistofmore

than10,000specimens.

• TheGemCollection–TheGemCollectionalsodatesbacktothelate1800’swhenJ.P.

Cookeacquiredthefirstgems.In1923,Prof.Palachestartedasystematicgemcollection

thankstotheA.F.Holdenendowment.Later,duringthe1980’sthiscollectiongrew

substantiallyduetopurchases,giftsandbequests.Thecollectioncurrentlyconsistsofmore

than1,100gemswithspecialfocusontheNewEnglandregion,parallelingthesuiteoflocal

minerals.Thecollectionconsistspredominatelyofloosefacetedstones,withsomejewelry

andlapidaryobjects.

• TheRockandOreCollection–TheRockandOreCollectionconsistsofmorethan150,000

specimensthatweremainlycollectedbyfacultyandstudents.Thisrareandunique

collectioncontainsspecimensfromsomeoutcropsthatarenolongeraccessibleandsome

orebodiesthathavebeencompletelyminedoutortheminesareclosed.TheRock

Collectionisarrangedintoigneous,metamorphic,andsedimentaryrocks,andincludes

earlygeologicalresearchwithintheNewEnglandregionandworld-wideexplorationsand

activeresearchwithintheEarthandPlanetarySciencesdepartment,suchastheCharles

Langmuir,PaulHoffmanandFrancisMacdonaldcollections.TheOreCollectionisarranged

bylocalityandincludestheMiningandEconomicGeologycollections.Thereareregional

andtopicalfocuscollectionsandsuiteswithintheRockandOreCollection,usedfor

teachingandresearch.Mostofthesecollectionshaveadditionalthinandpolishedsections,

materialsactivelyusedwithinthedepartmentbystudentsandoutsideresearchers.

• TheMeteoriteCollection–Thiscollectionholdsabroadrepresentativegroupof

meteorites,withnearly550distinctmeteorites,andabout1,500specimensfromnearly

700differentfalls.Specimenweightsrangefrom<0.1gr.to180kg.Itincludesthe

collectionsofJ.LawrenceSmith,afamous19thcenturyAmericanchemist,andQ.David

Bowers,acontemporarycollectorparticularlyenthusiasticaboutpallasites.Themuseum

alsoholdsahistoricalcollectionofthinsectionsfromH.Hensoldt.Thereisasmallancillary

collectionofimpactitesandtektites.

DistinctfromthefourmajorcollectionsduetocompositionanduseistheTeaching

Collection,acollectionofover30,000rocks,minerals,fossils,andotheraidsusedtoteachthe

fundamentalsofgeologyattheEarthandPlanetarySciencesDepartmentatHarvardUniversity.

TheTeachingCollectionisactivelybeingbuiltfrommuseumspecimensofunknownprovenance

and/orspecimensthatarenotofdisplayquality.ThiscollectionishousedattheHarvardScience

Centerforuseinlaboratorystudyandstudentwork.

Thereareauxiliarycollectionsofreferencebooks,manuscripts,archivalmaterial,scholarly

research,andperiodicalstoaidintheunderstandingofthecollectionandthedisseminationofthe

informationcontainedwithinthecollection.Thethreenotablepurposesforthecollectionas

delineatedinthemissionstatementoftheMGMHareresearch,educationandpublicdisplay.

Researchissupportedbytheavailabilityofmineralandrocksamplesforinvestigativeresearch

studiesanddocumentedmineralstandardsforlaboratoryuse.Highqualityphotographsare

availabletoaugmentandillustrateresearchstudiesandsupporteducation.Samplesrepresenting

bothtypicalandlesscommonformationsofmineralsandrocksareavailableforuseinclassrooms,

teachinglaboratories,andinmuseumsettings.Attractivespecimensareusedandavailablefor

permanentdisplayinthemuseum’sgalleryandtemporarydisplayaspartoftravelingexhibitsand

loanstootherinstitutionstodemonstratetheuniqueandaestheticqualitiesofmineralogicaland

geologicalformations.

CollectionsManagementPolicyDocumentObjectives

Thisdocumentwilloutlineandexpounduponthefollowingpointsforhowthe

MineralogicalandGeologicalMuseumatHarvardUniversity(MGMH)will:

• providetransparencytodonors,researchersandothermembersofthemuseum

communityastothepolicies,proceduresandethicsoftheMGMH

• describewhatisthescopeandpurposeoftheMGMHandwhereitexistswithinthe

greaterHarvardUniversitybody

• affirmthattheMGMHandallofitsassociatedindividualsareinfullcompliancewith

allapplicablelaws,bothdomesticandinternational

• affirmthattheMGMHisinlinewiththeethicalstandardsofHarvardUniversityand

notableandrespectedmuseumassociationsregarding,generalethics,dealingand

appraisals

• describewhatarethegoalsandprioritiesforacquisitionofnewcollectionsobjects

andwhohastheauthoritytomakeacquisitiondecisions

• outlinetheconditionsofacceptanceofnewmaterialsacquiredbythemuseumand

thestepsneededtoaccessionnewobjects

• outlinethemethodsofdocumentationfornewlyacquiredspecimens,loansand

otheraspectsofmuseumdocumentation

• ensurethatdocumentationofthecollectionsmeetsorexceedsthestandardsinuse

bytheprofessionalmuseumcommunity

• outlinethepoliciesforaccessandresearchwithinthecollections,including

destructiveresearch

• outlinethepoliciesandproceduresforloansfromthecollectionforexhibitand

researchtootherinstitutionsandtoindividuals

• Todefinetheconditionsofpermanentremovalofobjectsfromthecollection,andto

outlinethemethodsofdisposalusedbythemuseum

ManagementoftheMuseum

Figure1:AchartshowingtheorganizationoftheMineralogicalandGeologicalMuseumatHarvardUniversity(MGMH)withrelationtoHarvardUniversity,theFacultyofArtsandSciences(FAS),theEarthandPlanetarySciencesDepartment(EPS),theHarvardMuseumofNaturalHistory(HMNH)andtheHarvardMuseumsofScienceandCulture,(HMSC).

TheMGMHishousedintheDepartmentofEarthandPlanetarySciences(EPS)ofthe

HarvardFacultyofArtsandSciences(FAS),DivisionofScience.TheMuseumCommittee(2013)is

formedbyCharlesLangmuir,DirectoroftheMGMHandHigginsProfessorofGeochemistryofEPS,

AndrewH.Knoll,FisherProfessorofNaturalHistoryandProfessorofEPS,FrancisMacdonald,

AssistantProfessorofEPS,RaquelAlonso-Perez,Ph.D.AssociateCuratorandPaulKelley,EPS

LaboratoryDirector.ThecuratorisaccountableforallactivitieswithintheMGMHandreportsto

thedirectorconcerningallcollectionsactivities.Mostoftheday-to-dayactivitiesaredelegatedto

thecuratorialassistantsbythecurator.Theseresponsibilitiesincludecollectionsdocumentation,

generalcollectionscare,andsupervisingsupportstaff,studentworkersandvolunteers.Specialized

responsibilities,suchasloans,accessionanddeaccessiondecisions,etc.willbeaddressedand

outlinedintherelevantsectionsofthisdocument.Actionsthatfalloutsideoftypicalmanagement

proceduresareacceptableincasesofemergency.

CodeofEthicsandStandardsofConductandBehavior

ThecollectionsmanagementpolicyoftheMGMHisguidedbytheAmericanAllianceof

Museum’sCodeofEthics,theInternationalCouncilofMuseumsCodeofEthicsandtheHarvard

UniversityCodeofEthics,aswellasanyandalllawspertainingtomuseumcollectionsandfiduciary

trustthatthemuseumisapartof.

“AconflictofinterestexistswhenindividualcommitmenttotheUniversitymaybe

compromisedbypersonalbenefit.Employeesareexpectedtoavoidsituationsoractivitiesthat

couldinterferewiththeirunencumberedexerciseofjudgmentinthebestinterestsofHarvard

University.”–TheHarvardUniversityCodeofEthics,2013

“Loyaltytothemissionofthemuseumandtothepublicitservesistheessenceofmuseum

work,whethervolunteerorpaid.Whereconflictsofinterestarise—actual,potentialorperceived—

thedutyofloyaltymustneverbecompromised.Noindividualmayusehisorherpositionina

museumforpersonalgainortobenefitanotherattheexpenseofthemuseum,itsmission,its

reputationandthesocietyitserves.”–AAMCodeofEthics,2013

“Loyaltytocolleaguesandtotheemployingmuseumisanimportantprofessional

responsibilityandmustbebasedonallegiancetothefundamentalethicalprinciplesapplicableto

theprofessionasawhole.”–ICOMCodeofEthics,2013

Therelationshipbetweenmuseumstaffandinstitutionmustbebasedonmutualtrustand

soundjudgment.Staffmustbecommittedtothemission,goals,andpoliciesoftheirinstitutionand

avoidconflictofinterestoreventheappearanceofconflictofinterestwiththeirinstitution.Critical

areasforpotentialconflictofinterestincludepersonalcollecting,dealing,gifts,andoutside

employmentandconsulting.Intermsofinternalpractices,appraisal,authenticationand

deaccessionareconsideredaswell,andwillbeaddressedintheirindividualsectionswithinthis

document.Theserulesandguidelinesshallbeeffectiveimmediatelyforallcurrentstaffupon

acceptanceofthisdocumentbytheMuseumCommittee,andshallbeenforcedforallnewstaff,

studentemployees,volunteersandinternsoftheMGMH.

Staff,internsandvolunteersoftheMGMHareobligatedtonotgiveanyimpressionof

personalgainorbreachesofconfidentialityinrelationtotheMGMHatanytimeduringtheir

associationwiththeMGMH.Atnotimeshouldthemuseumstaffgiveanyindicationthatadealer

ordealershipisbeinggivenorisentitledtopreferentialtreatmentwithregardstoacquiringor

disposingofspecimens.Similarly,atnotimeshouldthestaffoftheMGMHgiveanyindicationthat

aparticularappraiserorappraisalcompanyispreferredorisreceivingpreferentialtreatment.

PersonalCollecting

Anystaffmemberorpersonaffiliatedwiththemuseumwithaprivatecollectioninthesame

disciplineasthemuseum’scollectionsanddirectlyworkingwithspecimensattheMGMHmust

provideacompleteanddetailedinventoryoftheircollectiontothemuseumcommitteeandcease

collectingforthebenefitoftheirprivatecollectionfortheperiodoftimethattheyhaveaccessto

andareincontactwiththecollections.Theonlyexceptionstothisrulearecollectionsobtained

throughinheritancesorthroughagiftgiventothestaffmemberwithoutthepriorknowledgeor

influenceofthestaffmember.Staffmembersshouldnotformlong-termgiftgivingrelationships

withanyindividualorcompanyforthebenefitofaddingtotheircollections.Allcollections

inventoriessubmittedtothemuseummustbeupdatedpromptlyupontheeventofreceivinganew

mineralspecimenorcollectionofanyvalue.Allmaterialcollectedbyemployeesduringmuseum

sponsoredfieldtripsbecomepropertyofthemuseum.Personalcollectionsshouldnotbestoredon

museumproperty.Researchandconservationonmuseumtimeusingmuseumequipmentshould

onlybedonewithinstitutionalpermission.Theserulesareinplacesothatnostaffmembershould

evercompeteorbeperceivedascompetingwiththemuseumfortheacquisitionofanobjectoras

beinginconflictwiththebestinterestoftheMGMH.

Ifastaffmemberdecidestodisposeofallorpartoftheirprivatecollection,itshouldfirstbe

offeredtothemuseumasagiftoratfairmarketvalue.Ifthemuseumdeclinestheoffer,the

collectionshouldbesoldatpublicauctiontoavoidtheappearanceoffavoritismwithdealers.

Similarly,astaffmembershouldnotnegotiatepersonallywithadealerwithwhomthestaff

memberalsodoesbusinesswithforthemuseum.

Ifstaffmemberslendobjectsfromtheircollectionforanexhibitioninthemuseum,they

shouldlendthemanonymously.Similarly,ifanobjectorworkinstaffmembers’collectionsisused

inamuseumpublicationinanycapacity,thatobjectshouldbecreditedasanonymous.

Dealing

Staffmembersarealsoforbiddentoparticipateinpersonaldealinginanyway.Dealingis

heredefinedasbuyingandsellingforpersonalprofit.Astaffmembermustnotactasadealer,be

employedbyadealer,orretainafinancialinterestinadealership.

IdentificationandAppraisals

StaffmembersoftheMGMHareexpectedtobereasonablyfamiliarwiththefairmarket

valuesoftheitemsintheircollections;however,staffmembersareinnowaytoofferappraisal

servicestodonorsorthepublic.Individualswishingtoobtainamonetaryvaluefortheirobjector

specimenforinsurance,tax-deductionsorotherpurposesshouldconsultindependentappraisers.

Inresponsetorequestfromthepublicforidentificationofobjects,curatorsmayoffera

professionalopinion,solongastheidentificationdoesnotinfringeupontheotherdutiesofthe

employeeorencourageorbenefitillegal,unethicalorirresponsibletrafficandtradeofsuch

materials.Thecuratormusttakecaretooffernodefinitivejudgmentsoropinionsonthe

authenticityorvalueofanobject,andmustmakeclearthatthecuratorisnotactingasanappraiser

inthissituation.Curatorsmayofferidentificationandauthenticationinresponsetolegitimate

requestsofprofessional,educationalorgovernmentalbodiesortheiragents.

AcquisitionsandAccessions

FocusAreasforAcquisition

Anyacquisitiontothemuseumshouldsupportthegoalsoftheinstitution,andany

accessionshouldstrengthenthepermanentcollectiontobetterservetheobjectivesoutlinedinthe

missionstatement.TheMGMHCollectionsareexceptionallystronginparticularareasandactive

enhancementoftheseexemplaryfeaturesshouldbepursued.Atthesametime,lessdeveloped

areasofthecollectionshavealargeamountofpotential,andagreatdealofroomforgrowthand

development.

WithintheMGMHMineralCollection,oneareaofcollectingpriorityissystematic

mineralogy,andtheadditionofnewandraremineralspeciesisafocus.Similarly,significant

additionstothecollection’sgeographicalandtopicalstrengthsincludingtheNewEnglandregion,

FranklinandSterlingHillinNewJersey,Arizonacopperdeposits,Tsumeb,Namibiacopperdeposits

andgold,areallapriority.

TheMGMHGemCollectionfeaturesmanyuniqueandfinegemmaterials,especiallyfrom

theNewEnglandregion.Additionalcutstones,particularlyrareorexcellentexamples,fromthe

NewEnglandareaareparticularlydesirabletoenhancethecollections.Aswell,roughandcut

examplesofwell-knownandpubliclysoughtgemminerals,suchasdiamonds,emeralds,rubiesand

sapphiresareamainfocusofcollectionsgrowth.

AstrengthoftheMGMHMeteoriteCollectionisthehighnumberoffallsitcontains,which

aremeteoritesthatwerecollectedshortlyaftertheywereobservedfalling.Fallsaredesirable

becausetheyhavenotbeensubjectedtounknownperiodsofweathering.Additionally,theMGMH

isparticularlyinterestedinacquiringnewfindsaswellasrarertypesofmeteoritessuchasMartian

meteorites.Freshfragmentsofalltypesofmeteoritesaredesiredtosupporttheresearch

community.

ThefuturegoaloftheMGMHRockandOreCollectionsistodevelopandmaintaina

comprehensive“EarthArchive”ofanalyzedanddatedrocksforworldwideuseinresearch.

Collectionsgrowthinthisareaisenhancedbytheacquisitionofrockscollectedduringfieldtrips

thathavebeenanalyzed,datedandhavethoroughdataforuseinresearch,oftenfromHarvard

Universitysponsoredresearchtrips.Theorecollectiondoesnothaveacollectionplanyet,but

uponthedevelopmentofthe“Eartharchive”project,thiscollectionmightfollowasimilarpath.

Anyoresthathavesignificantprovenancesoruniquehistoricalassociationswouldbewelcome

additionstothecurrentcollections.

AcquisitionsCriteria

Anacquisitioniswhenanobject,specimenorcollectionisobtainedbythemuseum,

includingthetransferofownershipandlegalrightstothemuseum.Acquisitionsdonotinclude

loans,eitherincomingoroutgoing,andthespecificsofloanswillbeaddressedinanindependent

section.Acquisitionsarecloselyreviewedforuseinthemuseum,andtheMGMHisunderno

obligationtoacceptalloffereddonations.Themuseumacceptsmaterialsthataredisplayqualityor

valuableforresearch,whichwillbeaccessionedintothecollection.Themuseumalsoaccepts

materialsthatwillbeusedforuniversityteaching,destructiveresearch,museumeducationand

otherpurposesthatmaynotincludeformalaccessioningintothecollection.Anaccessionoccurs

whenanobjectisformallyregistered,cataloguedandaddedtothepermanentcollectionofthe

MGMHaftercarefulreview.

AstheMGMHhasfiniteresourceswithwhichtocareforspecimens,themuseummust

carefullyplanforobjectsthatcomeintothecollection.Allgrowthofthecollectionmustproceedin

anorderlyandcontrolledmannerwiththeinterestsofthecollection,themuseum’sgoalsandthe

museum’sconstituentsinmind.Itisvitalthatallspecimenacquisitionsbewithinthefullletterand

intentofthelawandinlinewithallethicalconsiderations.Thecurrentcollectingandacquisitions

criteriafortheMGHMinclude,butarenotlimitedto:

1. Theobject’srelevancetothemissionandcollectinggoals,andconsistentwiththe

purposesandactivitiesofthemuseum

2. Thepotentialoftheobjecttobeusedforexhibitionorresearch

3. Theavailabilityofproperresources(storagespace,staffing,etc.)tocare,store,

preserveandusetheobjectinlinewithcurrentlyacceptedinternationalmuseum

standards

4. Theobject’squalityandcurrentcondition,whatimmediateconservationworkthe

objectmayrequire,andthescopeofconservationtheobjectmightrequireinthe

future.

5. Thecompletenessoftheaccompanyingdocumentationtoensureafairandclear

acquisition,andtomaketheobjectusefultothemuseumforexhibit,research,

teaching,etc.

6. Theavailabilityofallrightstitlesandinterests.Theseshouldbefreeandclearfor

themuseumwithoutrestrictionsastotheuse,handling,storage,etc.oftheobject,

subjecttoreviewinspecialcircumstances.

7. Thedegree,ifany,towhichtheretentionofcopyrightorotherintellectualrightsby

thedonor,vendorortransferorwhichwouldimpairthemuseum’suseoftheobject,

subjecttoreviewinspecialcircumstances.

Othercriteriauniquetoeachsituationwillalsobeaddressedwitheachindividualobject,

andthecircumstancesinvolvingthetransferoftheobjectintotheMGMH.Itisintendedthatall

accessionedobjectswillremaininthecollectionaslongastheyretaintheirphysicalintegrity,their

authenticityortheirrelevancetothemissionoftheMGMH,andthatallobjectsacquiredforother

purposeswillbeusedandcaredforwithintheguidelinessetforthbytheethicalbodiesdiscussed

inthesectionregardingethics.

MethodsofAcquisitionandRestrictions

AcquisitionsintendedforuseintheMGMHmaycometothemuseumthroughseveral

routes,eachwithitsownconsiderationsandconcerns.Themeansbywhichanobjectorcollection

isacquiredwillplayintothecollectioncommittee’sdecisiontoapprovetheacquisition.

• GiftsandDonations–Giftscantakeseveralformsincludingafullgift(thedonortransfers

allownershiptothemuseum),apartialgift(inwhichthedonorretainssomeownershipof

theobjectortheobject’scopyright),arestrictedgift(inwhichthedonorplacesrestrictions,

requirementsorlimitationsontheuse,displayorotheraspectofthegift),andapromised

gift(inwhichtheobjectisputinthemuseum’scarewiththeunderstandingthatthe

ownershipofthegiftwillpasstothemuseumaftersomepre-determinedamountoftime).

Allfullgiftsarewarmlywelcomed,andwillbereviewedaccordingtothecriterialisted

abovetoensurethatthegiftisusedinthewaymostbeneficialforthemuseumandits

constituents.Thethreelattergiftoptionsshouldbeweighedcarefullytodetermineifthe

restrictionsanduncertaintiesthatareassociatedwiththegift’slimitationsandrestrictions

areout-weighedbytheimportanceorvalueofthegift.Typicallythemuseumshouldnot

acceptobjectswithunnecessaryrestrictions,eitherupontheobjectorupontheintellectual

rights,astherestrictionsarenotinlinewithbestmuseumpractice,donotreflecttheneeds

orexpectationofthemuseumand/orareatoddswithHarvardUniversityguidelines.

Importantand/orvaluablegiftswillbeaddressedonacase-by-casebasiswithclosecouncil

fromtheappropriateHarvardUniversityoffices.

• Bequests–Whenadonorexpresslystatesintheirwillandlasttestamentthatacertainpart

oftheirestateshouldbegiventothemuseum.Themuseumencouragesthoseintendingto

bequestobjectstothemuseumtodiscusswithmuseumstaffanyintentions,andworkwith

themuseumtoformulatethebequestdocumentation.Themuseumisinnowayobligated

toacceptoraccessionanybequesttothemuseum,particularlyifthebequestwas

developedwithouttheconsultationoftheMGMHastotheguidelinesandlimitationsofthe

bequest.Upontransferalofthebequestedobjectstothemuseum,thelawyerorestate

managermustalsoprovideacopyofthewilldealingwiththebequesttothemuseumfor

reviewandcollectionmanagement.Ifheirsandassignswishtogiveordonateacollection

fromanestate,thisshouldbetreatedasagiftordonationandnotasabequest.

• Exchanges–Whentwoinstitutionsgiveandreceiveobjectsreciprocally.TheMGMH

restrictsexchangestoonlyothernon-profitinstitutionstoensuretheobject(s)being

exchangedremaininthepublicdomain.IfanexchangeisinconsiderationtheMuseum

Committee,directororcuratorwillreviewtheimportanceoftheobjecttobereleasedfrom

thecollectionandtheobjecttobeacquired,anddetermineiftheexchangewillservethe

futureofthemuseuminthebestwaypossiblefollowingtheguidelineslaidoutunderthe

sectiondealingwithdeaccessions.

• Purchases–Anacquisitionthatisobtainedbythepaymentofmoneytoanoutsidevendor

orcollectorinexchangeforcollectionsmaterial.Criteriaforaccessioningpertaining

specificallytopurchasesincludethefairnessofthepurchaseprice,thepossibilitythata

comparableobjectcouldbeobtainedbygiftorbequest,theavailabilityoffundstopurchase

andcarefortheobject(s),andthecostofacquiringtheobjectascomparedtothe

importanceoftheobjecttothecollection.

• FieldCollectedMaterial–TheEarthandPlanetaryScienceDepartmentofHarvard

UniversityandtheMGMHactivelypromotefieldtripsandoutingsbystudentsandstaffto

experienceworkinthefield,andmayresultintheacquisitionofnewpotentialcollections

specimens.Objectswillbeassessedfortheirlong-termcontributiontothemuseum

collections,theavailabilityofspaceandstaffresources.Materialmaybeplacedinthe

educationcollectionifitisnotdeemedappropriateforthepermanentresearchcollection.

• PreviouslyUn-cataloguedMaterial–Materialsinthemuseum’scustodythathavenotyet

beencataloguedorrecordedinanymeaningfulwaywillbecarefullyassessedtodetermine

ifthematerialisownedbytheMGMH,andifnot,whoistheappropriateowner.Ifanowner

canbelocated,theywillbecontactedandgivenduenoticeoftheMGMHhavingpossession

oftheobjectorcollection.Agoodfaitheffortonthepartofthemuseumwillbemadeto

locatetheowneroftheobjectortheirheirsandsuccessors.Ifnoactionistakenonthepart

oftheownerortheirheirsandsuccessorsafter2months,theobjectwillbeconsideredto

havebeendonatedtotheMGMH,whowilltakefullownershipoftheobjectandallofthe

associatedlegalrights.MaterialownedbytheMGMHwillbeevaluatedforpermanent

accessioningandcataloguingusingthecriteriasetoutforallnewaccessions.

AccessionsandAccessionRecords

Objectsandcollectionsthathavebeenacquiredbythemuseummustbeapprovedfor

accessioningbythecurrentcuratorand/orthemuseum’sdirectorbeforeanobjectbeginsthe

processofenteringthemuseum’scollectionpermanently.Itisunderstoodthatwhenamuseum

accessionsanobjectorcollection,theintentisforthatobjectorcollectiontoremaininthe

collectioninperpetuitywiththeproperstorage,care,managementanddocumentationthatis

affordedtherestofthepermanentcollection.Themuseummustbeabletoaccomplishthiswhile

integratingthenewobjectorcollectionandwithoutcompromisingitsabilitytoproperlystoreand

carefortheobjectsalreadyaccessionedintothemuseum.

CollectionsDocumentationandDataControl

Cataloguingistheactofidentifyingeachcollectionsobjectindetailandassigningita

uniqueidentifyingnumberfortrackingandinformationcontrol.Allobjectsinthepermanent

collectionswillbecataloguedinthecurrentdatabaseorcataloguingsysteminlinewithlocally

establishedstandards.Objectsarecataloguedassoonaspossibleafterenteringthemuseumto

preventanybacklogfromforming,andastrategicplanforcataloguingpreviouslyexistingbacklog

shouldbeputinplacetobringthecatalogueuptoanacceptablestandardassoonaspossible.

CatalogueRecords

Cataloguerecordsprovideobjectspecificinformationassociatedwithanobjectthroughthe

uniqueidentificationnumberassignedtotheobject.Alldocumentationandrecordsassociated

withtheprovenanceandscientificvalueofthespecimenwillbekeptinobjectfiles.Theserecords

willberetainedindefinitelyforresearchandobjectmanagement.

InventoriesandLocationControl

Inventoriesoccuronaregularbasis,withhighvaluecollectionsbeinginventoriedata

higherfrequencythantheresearchorreferencecollections.Internalinventoriesoccurregularly,

includingspotinventories,“booktofloor”inventories,“floortobook”inventories,and“drawerby

drawer”inventories.Completeinventoriesofresearchspecimensshouldhappenonarotating

scheduleaccordingtolocation,andshouldbeconductedatapacedeemedreasonablebythe

curatorofthemuseum

Additionally,externallyinitiatedauditoccursbiennually,andisconductedbyanindependentparty,

higherHarvardadministratorsattheOfficeoftheGeneralCounsel(OGC)selectedandengagedby

thedirectorofthemuseum.Theauditreportisprovidedtothedirectorwithcopiesmade

availabletothecuratorofthemuseum.

Deaccessions

Adeaccessioniswhenacollectionobject,whichincludesaccessionsacquiredbygifts,

donations,exchanges,purchasesoranyothermuseumobjectisexchangedwithorgivento

anothernon-profitinstitutionorphysicallyremovedfromthecollectionbymeansofsaleor

intentionaldestruction.Thisincludesindividualobjectsacceptedasapartoflargercollectiongifts

whichdonotenhancethequalityoftheexistingcollections,anditemsthathaveseverely

deterioratedorhavebeendamagedbeyondrepair.Theactofaccessioninganobjectorcollection

presumestheintenttomaintainthatobjectaspartofthemuseum’scollectioninperpetuity,and

objectswillberetainedpermanentlyiftheycontinuetoberelevantandusefultoanyofthe

purposesandactivitiesofthemuseum,andiftheycanbeproperlystored,preservedandused.The

actofdeaccessioningisconsideredextraordinaryandmustbeinitiatedandpracticedinstrict

accordancewithMGMHpolicy,HarvardUniversityPolicyandMassachusettsStatelawsand

regulations.Alldeaccessioningactivitieswillbeguidedbytheethicalconsiderationslaidoutbythe

AmericanAllianceofMuseums,theInternationalCommitteeofMuseumsandotherprofessional

museumresources.

AnobjectorcollectionmayonlybeconsideredfordeaccessioniftheMGMHcanprovethat

ithasafreeandcleartitletotheobjectandtherearenolegalrestrictionsonthedeaccessioningof

theobjectorcollection.Ifthereisanyquestionastotheownershipoftheobjectandthemuseum’s

righttodisposition,legalcouncilmustbeconsulted.Allproposeddeaccessionsmustbesubmitted

toandmeettheapprovalofthecuratorandthedirectoroftheMGMH.Largescaledeaccessions

willrequiretheapprovaloftheMGMHMuseumCommitteetoensurethatafairandbalanced

decisionregardingthedeaccessionisreachedifalargesetofobjectsisnominatedfordeaccession

bythecuratorand/ordirector.

Whenreviewingaproposeddeaccession,themuseumanditsassociatesshallreviewthe

followingconsiderationstoensurethemuseum’scommitmenttothepropermanagementofthe

collectionandtheadherencetoallethicalconsiderations:

• Doesthedisposalofthisobjectrespecttheprotectionandpreservationofthe

culturalandresearchresourcesthatareentrustedtoMGMH?

• Doesthedeaccessionfitintothecollectionsdevelopmentplanbystrengtheningthe

collections?

• Doesthedeaccessioninvolve‘flipping’collectionspiecessolelyformonetarygainor

individualgain?Thisgoeshandinhandwiththestaffethicsof‘dealing’,andis

strictlyforbidden.Noobjectshouldbeacquiredforthesoleviewofsellinglaterfor

financialgain,beitforthemuseum,universityorpersonalgain.

• Doesthedeaccessionbestservetheneedsofallofthemuseum’sconstituencies

includingresearchers,museumvisitors,historiansandothers?

Intherareeventanobjectisapprovedfordeaccession,theappropriatedeaccessioningform

willbefilledoutandsignedbytheappropriatestaff.Thispaperworkwillincludeanyresearchthat

hasbeendonetodeterminetheprovenanceandlegalstandingoftheobject,anycommunications

withthedonor,reasonsfordeaccession,andanyotherpertinentinformation.Thisinformationwill

bekeptindefinitelywithinmuseumfiles.

Eachdeaccessionedobjectshouldbedisposedofinthemethodthatbestsuitstheobject

andthecurrentsituation.Themethodofdisposalshouldbedoneinsuchawaythattakesinto

accountthebestinterestsofallpartiesinvolved–theMGMH,thepublictrust,andtheresearch

community.Allaccessionandcatalogingmarkingsshouldberemoved,ifpossible,fromtheobject

beforedisposaltopreventconfusionoverownershipatalaterdate.Theprimarymethodof

deaccessionwillbetomaintaintheobjectorcollectionbeingdisposedofinthepublicdomain

throughexchangeorplacementwithanotherinstitutionwheretheobject(s)mayservethepurpose

forwhichtheywereoriginallyaccessioned.Certainobjectsthatnolongerfillaroleinthe

collectionsattheMGMHcanstillservethepublicandresearchersatanotherinstitution,anditis

forthisreasonthatdonation,saleorexchangewithanothernon-profitorganizationoreducational

institutionshouldbepursuedbeforeanyothermodeofdisposalisconsidered.

Anyobjectssoldtoanynon-profitornon-educationalentitymustbesoldatapublicauction

inamannerthatwillbestprotecttheinterests,objectivesandlegalstatusoftheMGMH.Nogiftsto

individualsshallbemadewithdeaccessionedobjects,andnoobjectswillbeprivatelysoldto

individuals.

Ifanobjectorcollectionissoldtoanon-profitoratapublicauction,theproceedswillbe

usedinlinewiththerecommendationoftheAAMCodeofEthics:“Proceedsfromthesaleof

nonlivingcollectionsaretobeusedconsistentwiththeestablishedstandardsofthemuseum’s

discipline,butinnoeventshallbeusedforanythingotherthanacquisitionordirectcareof

collections.”Consistentwiththisstatement,anyproceedsfromthesaleofspecimens,funds

obtainedthroughexchangesordonations,oranyformofmonetaryincome,fromthe

deaccessioningofcollectionsobjectswillbeusedbytheMGMHsolelyforthedirectacquisitionof

newspecimensthatsupportthemissionandgoalsoftheMGMH,orforthedirectandimmediate

careofotherobjectsthatarecurrentlywithintheMGMHcollections.Anyotherusewouldnotbe

consistentwithinternationallyacceptedmuseumstandardsandwouldbeinappropriateforthe

MGMHandHarvardUniversity.

MGMHMineralStandards

Makingreputablereferencematerialsavailabletotheresearchcommunityisanimportant

museumactivitythatsupportsscienceatitsmostbasiclevel.Wellcharacterizedmineralsareused

asstandardstocalibrateinstrumentsandarethuscriticaltomodernanalyticalmethods.Thereare

currentlyaseriesofmineralstandardsprovidedbytheMGMHinpartnershipwiththeIAGeoLTD

thathavebeenanalyzedmultipletimesandwithdifferentmethods(seeappendixD)andarebeing

heavilyusedbythescientificcommunity.Themuseumiscommittedtoprotectthemineral

standardsforpresentandfutureresearch,acrosslaboratoriesandinterdisciplinarysciences,to

promoteitsfairuseamongthescientificcommunitybyprovidinganappropriatequantityper

person/perinstitution/peryear,tomarketthemtothegeoanalyticalcommunityatmodestcost,to

promoteandtrackthedistributionandrelatedpublishedscienceofthestandards,andtoprovide

fundingtoMGMHforthefurtherdevelopmentofitsresearchcollection.

MaterialforDestructiveResearchAnalysis

TheMGMHmakesreferencequalitymineralsavailabletoqualifiedresearchersfor

destructiveresearchuponsubmissionandapprovalofwrittenrequests.Priortosubmittinga

writtenrequestforpermissiontoconductanalyticalsamplingorobtainsamplesfordestructive

research,researchersareencouragedtoscheduleavisittothemuseum.Thisvisitwillenablethe

researchertoconductanassessmentofmaterialavailableinthecollectionandtoselectspecific

objectsforwhichsamplingpermissionissought.Forinformationonarrangingresearchvisits,see

contactinformationonourwebsite.

Thewrittenresearchrequestshouldincludethefollowinginformation:

• Dateofrequest.

• Requestor’sname,institutionalaffiliation,address,telephonenumber,ande-mailaddress.

• Descriptionoftheproject,includingitssignificance,researchmethodology,andexpected

results.

• Typeofanalysisproposedandinformationaboutwhowillperformthisanalysis,including

nameofinstitutionandfullcontactinformation.

• Explanationwhynoninvasiveornondestructiveanalysescannotbeusedtoaddressthe

researchquestions.

• DiscussionofotherpossiblesourcesofobjectsandexplanationofwhytheMuseum’s

collectionsrepresenttheonlyorbestsourceforsampling.

• Listofspecificitemsrequestedforsampling,includingMGMHnumbers.

• Sampleorsizeand/orweight.

• Iftherequesterisastudent,therequestmustbeaccompaniedbyalettersupportingthe

projectfromthefacultymembersupervisingthestudent.

ThestaffoftheMGMHwillreviewandapprovetheresearchrequestsasquicklyaspossible,

butresearchersshouldexpecttowaitupto2weeksforaresponse.Factorstakeninto

considerationwhenapprovingadestructivespecimenrequestincludescarcityofthespecimen,

quantitybeingrequested,andthedemandfortherequestspecimen.

Loans

OutgoingLoans

Outgoinginstitutionalloansaresubjecttothetermsoutlinedintheloanagreementform

(seeappendixA).Onlyspecimensthathavebeenproperlyaccessionedandcataloguedwillbe

availableforloans.Loansaregenerallyforthedurationofoneyearorless.Loansmaybeextended

beyondoneyearsubjecttotheapprovalofarenewalrequest.Typically,noloansaremadefor

longerthanfiveyears.Allloanrequestsmustbesubmittedinwritingandaddressedtothecurator

ordirectoroftheMineralogicalandGeologicalMuseum.Thefollowinginformationisnecessaryfor

consideration:

• Detailsofthespecimen/sbeingrequestedforproperselectionofspecimen/stobeloaned

(cataloguenumber,locality,etc.)

• Natureandpurposeoftheloan:exhibit,educationand/ornon-destructiveresearch

• Therequesteddurationoftheloanwithintheone-yearmaximum

• Non-destructiveresearchrequestsshouldoutlinethenatureofthestudyandtheexpected

results

Allloanrequestsarereviewedandapprovedbythecuratororthedirectorofthemuseum.

Uponapprovaloftheloan,theborrowinginstitutionunderstandsandacceptstheresponsibilityto

payallagreedexpensesasdescribedintheloanagreement,includingbutnotlimitedtoinsurance,

packing,shipping,transportation(includingthecostofanymuseumpersonnelwhomaybe

requiredtotravelwiththeloan),andexhibition.Expensesassociatedwithspecimenloansmaybe

waivedatthediscretionofthecuratorordirectoroftheMGMH.

Followingconsiderationandapproval,therequestorisprovidedwithanestimateofthe

costsassociatedwiththeloanandproofofinsurancemayberequested.Eachspecimenorgroupof

specimensloanedisdocumentedonanindividualloanagreementandphotographedforrecord-

keepingpurposes.Acopyofthephotographwillbeprovidedtotherequestorfortheirloan

documentation.Aconditionreportwillaccompanyexhibitionloans,andmustbereviewedupon

receiptoftheobject,andagainuponreturnoftheobject.Anyevidenceofchangestotheloan

duringtransitorduringexhibitionmustbeimmediatelyreportedtothelender.

Specificationsofloanreturnaretobemadeatthetimeofloannegotiation.Notificationof

theloan’sreturnmustbemadeaminimumofoneweekinadvance.Arrangementsforreturnare

tobeinlinewiththeconditionsagreeduponintheloanagreement.Uponreturnofaspecimenin

goodorder,theloanwillbeclosedandremovedfromtheactiveloanfile.Acopyoftheclosedloan

willbeprovidedfortheborrowinginstitution’srecords.

Iftheloanresultsinpublicationofanykind,theMineralogicalandGeologicalMuseumwill

receiveattributionandacomplimentarycopyofthepublishedwork.Forphotographicpublication,

pleaserefertoour“StatementofIntendedUseofPhotographs,MGMH”formand“Contractfor

PermissiontoUseorPublishCopyrightMGMHPhotographs”(seeappendicesBandC),whichwill

needtobesubmittedtothecuratorpriortoanyphotographicpublicationresultedfromloaned

material.

Individualsshouldbeawarethatloansaretypicallynotmadetothosenotaffiliatedwithan

educationalorresearchfacility,butexceptionscanbemadeforcertaincircumstances.Individuals

typicallycannotprovidethesecurityandcareforanobjectthatalargerfacilitywouldbeableto

provide,andthelong-termsecurityofthecollectionmaybecompromisedbynumerousloansto

individuals.UnaffiliatedindividualsshouldcontacttheMGMHtodiscussthenatureoftheirloan

requests,thepurposeoftheloanandthedurationoftheloan.Unaffiliatedindividualsrequestinga

loanshouldbepreparedtoprovidesimilarinformationtothatrequestedofinstitutions.

IncomingLoans

AllincomingloanswillbeapprovedinadvancebythedirectoroftheMGMH.Thedirector

maydelegatethisauthoritytothecuratororotherstaff.Thereshouldbeaclearconnection

betweenthemuseum’smissionandthepurposeoftheborrowedobject.Thefollowinginformation

isnecessaryforconsiderationbyboththeDirectoroftheMGMHandtheloaner:

• Theintendeduseofthespecimen

• Detailsofthespecimenbeingrequestedforloan(catalognumber,locality,etc.)

• Therequesteddurationoftheloanwithinthefive-yearmaximum

• Safetyandinsuranceprovisionsthemuseumwillmaketoensurethesafetyofthespecimen

duringtransportationanduse.

• Whowillberesponsibleformonitoringandcaringfortheloanedobjects

• TheintellectualrightstheMGMHwouldliketorequestfortheobjectandanylimitations

imposedbythelender

Alllendersmustbeabletoprovetheyhavethefreeandcleartitletotheobjectorcollectionbeing

lent,andthelendermustinformthemuseumiftheownershipoftheloanedobjectorcollection

changeshandsatanypointoftimeduringtheloanperiod.Themuseumadherestothe"Guidelines

ConcerningtheUnlawfulAppropriationofObjectsDuringtheNaziEra",theNativeAmerican

GravesProtectionandRepatriationActof1990andanyAAMdocumentationregardingethical

lendingprocedureswhenreviewingincomingloans.

Themuseumshouldbeabletokeeptheobjectondisplayforasubstantialportionofthe

loanperiod,andtheloanedobjectshouldbeingoodenoughconditiontowithstandtheordinary

strainsofpacking,handlinganddisplayinthemuseum.Themuseumwillnotexhibitobjectsor

collectionstoenhancetheirmarketvalue,norwillthemuseumacceptanycommissionorfeefrom

thesaleofobjectsusedinaMGMHexhibition.Themuseumreservestherighttowithdrawan

objectfromexhibitifitappearstheremightbecommercialexploitationoftheloanoriftheloan

appearstobringdiscredittothemuseum.

Followingconsiderationandapprovalbybothparties,theestimateofthecostswillbe

requestedfromthelender.Insurancewillbediscussedonacase-by-casebasis.Eachspecimenor

collectionwillbedocumentedinanincomingloanagreementandphotographedforrecord-keeping

purposes.Acopyofthephotograph(s)willbeprovidedtothelenderfortheirloandocumentation

uponrequest.Conditionreportswillbefilledouttothespecificationsofthelendinggroup.Any

evidenceofchangestotheloanduringtransitorduringexhibitionmustbeimmediatelyreportedto

thelender.

Specificationsofloanreturnaremadeatthetimeofloannegotiation.Themuseumwillnot

storetheobjectlongtermaftertheexhibitorresearchperiodisover,andwillmakeeveryattempt

toreturntheobjectinareasonableframeoftime.Incomingloansaretypicallyforoneyearwith

renewalbaseduponthecurrentuseoftheobjectforresearchorexhibition.Notificationofthe

loan’sreturnwillbemadeaminimumofoneweekinadvance.Arrangementsforreturnaretobe

inlinewiththeconditionsagreeduponintheloanagreement.Uponreturnofaspecimeningood

order,theloanwillbeclosedandremovedfromtheactiveloanfile.Acopyoftheclosedincoming

loandocumentationwillbeprovidedfortheborrowinginstitutionorindividual’srecords.

OldLoansandAbandonedProperty

Theterm‘oldloan’appliestoanyexpiredorunclaimedloanwhoselendercannotbeeasily

located.PropertyconsideredabandonedinthemuseumissubjecttoMassachusettsGeneralLaw

PartII,Chapter200B,DispositionofMuseumProperty.Inaccordancewiththelaw,themuseum

mayrequestthewithdrawalofanypropertydepositedinthemuseum,bywrittennoticedirectedto

thedepositor,ifknown,withaone-yearperiodforthelendertorespond.Failuretoremove

propertyfromthemuseumfollowingavalidprovisionofnoticeandagoodfaithefforttolocatethe

lendermayresultinthedepositor’slossoftitleandtheMGMHacquiringthetitleandallofthe

associatedrightstotheobject.Uponthelossoftitlebythedepositor,theMGMHwillbeatliberty

tomanagetheobjectasitseesfit,includingdisposingoftheobjectinaccordancewiththe

guidelinessetoutinthesectiononDeaccessions.

Access,ResearchandUse

AccesstoCollectionsattheMuseum

TheMineralogicalandGeologicalMuseumatHarvardUniversitywelcomesresearchersto

visitthemuseumcollectionsinordertodoresearch.Themuseumrequeststhatresearchers

contactthecuratorofthecollectionsatleasttwo(2)weeksinadvancetoarrangeamutually

convenienttimetovisitandtoallowmuseumstafftopreparefortheresearchrequest.

Researchersareencouragedtosendadetailedstatementlistingthepurposeofthevisit,whatthey

hopetoseewhilevisitingincludingcataloguenumberswhereavailable,thedesiredresultofthe

visit,andtheultimateresearchgoals.ResearchersshouldbeawarethattheMGMHstrivesto

provideaccurateandup-to-dateinformationonallspecimensinallareasofthemuseum,but

accuracyoftheinformationisnotguaranteedandmanyoldrecords,labelsandnotationsare

retainedwiththecollectionsobjects.Researchersshouldmaintainappropriatelevelsofacademic

andintellectualskepticismwhileworkingwiththecollections.

Toursofthecollectionsspacebysmallgroupsmaybearrangedwiththecuratorofthe

collectionsatleastonemonthinadvanceofthegroupvisit.Tourrequestsshouldincludethesize

ofthegroupvisiting,theaverageageofthetourgroup,ifthetourgroupwouldliketofocusonany

particulartopics,andifthetourgroupswouldlikeanyadditionaleducationalcomponenttothe

tour.Tourswillbepermittedastimeandspaceareavailable.

Staffshallaccompanyresearchersandtourgroupsatallpointsoftimeduringtheirvisitto

theMGMH.Researchqualityphotographsofobjects(lowerqualitythanpublicationgrade)willbe

permittedtobetakenbytheresearcher.Highquality,publicationphotographswillbeprovidedby

theMGMHforminimalfee,whichmaybewaivedatthediscretionofthecurator.Arrangements

maybemadewiththestaffoftheMGMHfortheloanforanobjectforhighqualityphotographs

(refertothesectionregardingloans).TheMGMHretainsallcopyrightsandintellectualrightsto

imagesofthespecimenstakenbyMGMHstaffaswellasbyanyotherindividualand/orinstitution

eitherontheHarvardUniversityCampusoratanyotherfacility,andwillmakethecopyright

availabletothephotographerasagreeduponbythetwoparties.Themuseumreservestherightsto

waiveanyfee.PleaseseecopyrightsandpermissionssectionsunderappendicesB,C,andD.

AccesstoCollectionsObjectsontheInternet

Informationaboutcollectionsobjectswillbemadeavailable,withphotographs,onthe

MGMHwebsitethroughthemuseum’sdatabase,TheMuseumSystem(TMS),asobjectsare

cataloguedandphotographed.Collectionsofimportantresearchandculturalvalue,aswellas

fragileorhighsecuritycollections,willreceiveprioritywhenstaffcataloguesandphotographs

objects.

Imageswillbeavailableonlineinlowresolutionformat,andhighqualityimageswillbe

madeavailableforresearchandpublicationforasmallfee.Feesmaybewaiveddependingupon

theintendeduse.ResearchersandpublishersshouldfilloutandsubmitaContractforPermission

toUseorPublishCopyrightHMMPhotographstothecuratorofcollectionsforreview.

AccesstoCollectionsRecords

Recordsaboutthecollectionsaregenerallymadeavailabletoresearchers,butrecordsmay

bewithheldatthediscretionofthecuratorordirector.Recordsregardingthevalueofthe

collections,donorinformationandinsuranceinformationwillnotbereleasedinanycircumstance.

Recordsresearchersshouldfollowthesameprotocolasspecimenresearchers,andsubmita

researchrequesttothecuratorofthecollectionsatleasttwo(2)weeksinadvancetothedesired

visitdate.Therequestshouldincludeadetailedstatementlistingthepurposeofthevisit,what

theyhopetoseewhilevisitingincludingcataloguenumberswhereavailable,thedesiredresultof

thevisit,andtheresearchgoalsofthevisit.ResearchersshouldbeawarethattheMGMHstrivesto

provideaccurateandup-to-dateinformationinallareasofthemuseum,butaccuracyofthe

informationisnotguaranteedandmanyoldrecords,labelsandnotationsareretainedwiththe

collectionsobjects.Researchersshouldmaintainappropriateintellectualskepticismwhileworking

withthecollections.

SafetyandSecurity

MuseumPersonnelSafety

TheMGMHfollowsHarvardUniversity’sgeneralhealthandsafetyproceduresforstaff

safety.Allaccidentsshouldbereportedtothestaffsupervisorimmediatelyandtheproper

reportingprocedureshouldbefollowed.

CollectionsSecurity

Thesecurityofthecollectionsisofutmostimportancetothemuseum,aspartoftheMGMH

missionistomaintainandmanagethecollectionforfutureexhibitionandresearch.Preventionof

theftanddamageisofutmostimportance.ThecollectioniscoveredbytheHarvardUniversity

Historic,Artistic,Scientific&CulturalHeritageMaterialsInsuranceProgramadministeredbythe

HarvardUniversityInsuranceDepartment.

Staff,studentsandvolunteerswillreportanyunusualsituationsorareaswheretheyfeel

thesafetyandsecurityofthecollectionsarebeingcompromisedtothecuratorofcollection

immediately.Visitorsmaybeaskedtostoretheirpersonalbelongingsinasecurelocationduring

toursofthecollectionspace,orallowasearchtobeconductedoftheirpersonalitemsattheendof

thetour.Thecuratorwilldiscussanyfurthersecuritymeasureswithvisitorspriortothe

scheduledvisit.

RiskManagementfortheCollections

PleaseseetheseparateRiskManagementPolicyfordetailsregardingmanagementof

naturaldisasters,theft,pestmanagementandinsurance.

Conclusion

ThisdocumenthasbeenreviewedandapprovedforusebytheMineralogicalandGeological

MuseumofHarvardUniversity.Itwillbemadeavailabletothepublic,andprintcopieswillbe

madeavailableuponrequesttoallpotentialdonorsandsupportersofthemuseum.

AppendixA:OutgoingLoanFormMineralogical&GeologicalMuseum,MGMHHarvardUniversity24OxfordStreet,Cambridge,MA02138USA(617)496-2401OUTGOINGLOANAGREEMENT-EXHIBITLOAN

__________________________________________________________________________________________TheMineralogical&GeologicalMuseum,HarvardUniversityagrees,subjecttotheconditionsprintedonthisagreement,tolendtheobjectdescribedbelow.LOANNUMBERINSTITUTIONADDRESSCONTACTPERSONTELEPHONELOANPERIODTITLEOFEXHIBITHARVARDCATALOGUENUMBERDESCRIPTIONLOCALITYDIMENSIONSINSURANCEWILLBEMAINTAINEDBYINSURANCEVALUE(US$)INSTALLATIONREQUIREMENTSCREDITLINEIftheBorrower’sloanagreementissignedbytheMineralogical&GeologicalMuseum,conditionsoftheMineralogical&GeologicalMuseumloanagreementwillsupersedeconditionsoftheBorrower’sloanagreementunlessagreedinwritingbybothparties.____________________________________________________________________________________________TheBorroweracknowledgesreadingandagreeingtotheconditionslistedonbothsidesofthisdocument.

SignatureoftheBorrowingInstitution_______________________________________________________

Title__________________________________________________________________Date____________

Mineralogical&GeologicalMuseumSignature______________________________________________________

Title________________________________________________________________Date___________________

_____________________________________________________________________________________________MINERALOGICAL&GEOLOGICALMUSEUMCOPY/BORROWER’SCOPY

29

Loan Conditions 1.Transportation

• The MGMH will determine the appropriate means of transportation of the loan material and will approve in writing all transportation arrangements.

• The Borrowing Institution agrees to cover all shipping costs, including courier fee, courier travel, and courier per diem, as agreed in writing by the loaner and loanee.

• Specimens are to be returned directly to the MGMH. Loan cannot be transferred from the borrower to a third party, nor can to borrower entrust the objects with an unaffiliated individual without the express consent of the MGMH in writing.

2.Packing • The MGMH will determine the appropriate means of packing the loan material and will approve in writing all

crating and packing arrangements. The Borrowing Institution agrees to cover all crating and packing costs or to retain the packing materials used by the MGMH for shipping and to reuse the material to return the specimens in the same manner that they were sent.

• For all loans including specimens with a value over ($XXXXX), the director, curator, or a designated curatorial assistant will manage the packing, handling, placement and removal of the specimens or be present during the packing, handling, placement and removal of the specimens by a pre-approved professional shipping company.

3.Insurance • If insurance is arranged by the borrowing institution, coverage will be under an All Risk fine arts "wall to wall"

policy from the time that the loan objects leave the MGMH until the objects are returned to the MGMH and the final condition reports are completed.

• Coverage will include all risk of physical damage or loss including, but not limited to, loss or damage from terrorism, earthquakes, floods, strikes, riots, or civil commotion.

• The loan objects will be insured at the values assigned by the MGMH on the other side of this agreement. These insurance values should not be construed as an appraised value.

• The borrowing institution's policy will name "President and Fellows of Harvard College" as additional insured and will waive subrogation rights against Harvard University.

• A Certificate of Insurance evidencing such coverage must be delivered to the MGMH before shipment to the Borrowing Institution occurs. The borrowing institution agrees to cover any deductible under its policy.

• If the MGMH carries insurance under its policy, the borrowing institution will be responsible for the cost of the premium while the loan objects are in transit and on location.

4. General care and handling • The borrowing institution will exercise the same care and handling to the loan item as it does in the safekeeping

of comparable property of its own. Each object shall remain in the same condition in which it was received. • The borrowing institution agrees to follow all special handling, installation, and packing instructions provided on

the front of this document and detailed in correspondence from the MGMH to the borrowing institution and be in line with the handling restrictions outlined under Section 2. Packing.

• Upon arrival, all travel containers must be equilibrated to the environment for 24-48 hours before unpacked. • No restoration, repair, cleaning, or fumigation of loan objects may be performed by the borrower. • Other organic objects stored or exhibited with those from the MGMH must be free of infestation.

5. Condition report • The MGMH will provide a detailed condition report of the loan item. The borrowing institution will review this

condition report against the loan item at the time of its arrival and departure and note any changes to the specimens. Major alterations to specimens should be reported immediately to the curator of the MGMH.

6. Exhibition design and security • The MGMH requires that a current facility report be made available for review to ensure that the borrower’s

facilities are appropriate for the loan objects. • The borrowing institution agrees to comply with all requirements detailed on the front of this document, as well

as those described in correspondence from the MGMH to the borrowing institution. • Mounting fixtures and display stands must meet the specification given by the MGMH. These specifications will

be provided in writing if they are needed for the exhibition of specimens. • Objects must be displayed in secure exhibit cases. At no point of time should any unauthorized person be

allowed to touch or handle loaned objects. • Specimens that are insured in excess of ($XXXXX) will be subject to increased security measures that will be

discussed and agreed upon by the MGMH and the loanee. Any decisions must be agreed upon in writing before the loan will be shipped.

30

7.Withdrawal of objects • The MGMH reserves the right to withdraw any items whose condition has deteriorated or may deteriorate due to

continued travel, or whose security appears to be threatened, or when other urgent reasons necessitate withdrawal.

8.Procedure in event of mishap

• In the event that a loan item is damaged, destroyed, lost or stolen, the borrowing institution shall give the curator of the MGMH immediate telephone notice, followed by written confirmation. The report of damage or loss should provide a description of the extent and circumstances surrounding the mishap.

• No repairs or other actions may be taken on the object by the borrowing institution without explicit instruction from the MGMH.

9.Publicity and credits • The credit line as shown on the front of this form will be used in all printed, digital and exhibition material

related to the loan object. • Loans for exhibition require that one copy of any catalog or publicity material be sent to the curator of the

MGMH. • Loans for research require that copies of all instrumental data analysis, including x-rays and photographs, be sent

within six months, as well as a copy of any final report or article. 10.Photography

• All photographs of MGMH items to be used in exhibition catalog, brochures, publicity releases, and the like, either will be provided by the MGMH staff. If taken by another photographer, the photograph must be approved in writing by the museum.

• Copyright to any photograph of MGMH objects, images or paper materials, regardless of the photographer’s association and the intended use, is retained by the President and Fellows of Harvard College.

• Use of photographs of any MGMH specimen in any publication (including websites, social media, electronic books, etc.) requires prior permission by the Curator of the MGMH. All permissions are for one time use only, with each successive edition of the work considered a new instance of use.

11.Loan fees • The borrowing institution agrees to pay administrative loan fees, conservation, mount fabrication costs, courier

fee, courier travel, and courier per diem as detailed in correspondence from the MGMH to the borrowing institution.

12.Jurisdiction • This agreement shall be governed by and construed in accordance with the laws of the Commonwealth of

Massachusetts. 13.Non-assignability and binding effect

• Neither party’s rights nor obligations hereunder may be assigned except with the other’s written consent. Subject to the foregoing, this agreement shall be binding on and inure to the benefit of the parties and their successors and assigns.

31

Date______________________________________________

RequestorName____________________________________

Organization_______________________________________

FederalID#forNon-Profits__________________________

Address___________________________________________

City________________________State_________________

AppendixB:Mineralogical&GeologicalMuseum,HarvardUniversity-StatementofIntendedUseofPhotographs

Mineralogical&GeologicalMuseum,HarvardUniversity-StatementofIntendedUseof

PhotographsPleaseprintthisscreentosubmitordersbymailorviaemailto:Mineralogical&GelogicalMuseumHarvardUniversity24OxfordStreet,Cambridge,MA02138ralonso@fas.harvard.eduMATERIALREQUESTEDMGMH-HarvardImageNumber(s):MGMHID#DigitalFile#Title:USETOBEMADEOFMATERIALREQUESTED:___Book___CD-ROM___magazine/newspaper___scholarlyjournal___video/DVD__eBook___Dissertation/thesis___non-broadcastdocumentary___promotionother(pleasespecify)______________Television:Commercial____Publictelevision_____Broadcastonly______Broadcast&allmedia(excludesfuturemedianotyetinvented)_______Brochure/catalog:Imagesize¼pg.___1/2pg.___3/4pg.___Fullpg.___Cover______Online/website:upto1year___1-5years___5-10years______iPhoneorAndroidApplication(app)___Exhibition:Temporary___Traveling___Permanent______PowerPoint:Temporary___Traveling___Permanent______CalendarTitle/Description:_______________________________________________________________Author/Producer:________________________________________________________________Publisher/ProductionCo._________________________________________________________Publication/Broadcast/OpeningDate:________________________________________________Image(s):B/W____Color___Placement:Interior____CoverDust/Jacket_____:Full____Composite____Other(pleasespecify)___________PrintRun/Circulation:______________________ISBN(ifavailable)__________________________Territory:NorthAmerica____Worldwide____Languages:SingleLanguage____TwoorMoreLanguages____Editions:Firstuse___Reuse____

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IherebyagreetothetermsandconditionsandcreditguidelinessetforthintheHMM-HarvardContractforPermissiontoUseorPublishPhotographs:Requestersignature_______________________________________Date_________________________________________________________Date___________________________________

UseApproved(MGMH-Harvardauthorizedsignature)

Note:Countersignedpermissionformandinvoiceforusefeeswillbesenttotheattentionofthepersonrequestingpermissionunlessotherwisenoted.PermissionforuseisnotauthorizeduntilformhasbeencountersignedbyHMGM-Harvard.Permissioniscontingentuponpaymentofallfees.

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AppendixC:ContractforPermissiontoUseofPublishCopyrightHMMPhotographs

ContractforPermissiontoUseorPublishCopyrightHMMPhotographs

President and Fellows of Harvard College, Harvard Mineralogical Museum (hereinafter, “HMM -Harvard”)suppliesanimageintherequestedformatforonetimeuseonlyandforthepurposelistedintheattached, “Statementof IntendedUseForm.”Any subsequentedition reissue, translation,etc., inanymediumconstitutesreuseandmustbeappliedforinwriting.Thereisareusefee.Ordinarilythereisnochargefornon-commercialuseofsuchimages,i.e.,forstandardscientificpublication.Bysigningbelow,theRequestoragreestothefollowingTermsandConditionsandCreditGuidelines:TermsandConditionsOnecomplimentarycopyofanypublishedwork,includingCD-ROMproducts,inwhichtheimageappears,mustbeprovidedtoHMM.Requestermaynotreproducecopiesoftheimagesnorgrantotherpartiespermissiontocreatereproductionsorfacsimilesoftheimage,exceptthatreproductionsoftheimagemaybemadeforon-lineorpapercourse-packmaterialscontainingalloraportionofRequester’sworklistedbelow,subjecttoRequestor’scompliancewiththeotherrequirementsofthiscontract.HMM-HarvarddoesnotgrantRequesterexclusiveusethroughthiscontractandretainsitsrightstopublishand/orgrantpermissionsforotherstodoso.HMM-Harvardreservestherighttolimitthenumberofphotographiccopies;torestricttheuseorreproductionofrare,valuable,orsensitivematerials,torefusepermissionforinappropriateuses;andtochargedifferentfeesfromtheoneslistedintheattached”ImagesFees.“UnlessexpresslyapprovedinadvancebyHMM-Harvard,imagesmustbereproducedunalteredandintheirentirety;imagesmaynotbecropped,overprinted,printedoncolorstock,orbleedoffthepage.NoImageusedbyLicenseewillexceed1megapixeldimension(1600x1200pixels)forwebuse.Exceptinaccordancewiththecreditguidelinesbelow,Requestorshallnotuseorregisterthename“HMM-Harvard”,“Harvard”(aloneoraspartofanothername)oranylogos,seals,insigniaorotherwords,names,symbolsordevicesthatidentifyHMM-Harvard,HarvardoranyHarvardschool,unit,divisionoraffiliate(“HarvardNames”)foranypurposeexceptwiththepriorwrittenapprovalof,andinaccordancewithrestrictionsrequiredby,Harvard.AnyusagebytherequestorisnotendorsedorsponsoredbyHarvardNames,norshalltherequestorimplythatanyusageisendorsedorsponsoredbyHarvardNames.CopyrighttoanyphotographofHMMspecimens,eithertakenbytheHMMstaffphotographeror,iftakenbyanotherphotographerandregardlessoftheintendeduse,areretainedbythePresidentandFellowsofHarvardCollege.CreditGuidelinesThe following standard credit format must be utilized for each image or further permissions will bedenied:“Courtesy of the Harvard Mineralogical museum, Name of specimen, HMM ID#, (follow by theinformation associate with the specimen, such as locality, mine, country, etc…)@ copyright 2012,

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PresidentandFellowsofHarvardCollege.Allrightsreserved.”The HMM - Harvard reserves the right to require inclusion of additional credit information or othernoticesandtochargeliquidateddamagesof$1000forfailuretocomplywithagreementguidelines.Weaskthatyoucomplywiththeseguidelinesandconditions:PublishedMaterials:thecreditlineshouldappearonthesameorfacingpageastheimageoronaseparatephotocreditspage.Eachindividualimageusedmustbecreditedproperly.Films,Filmstrips,andVideoPresentations:includethecreditwithinthe“SourcesforIllustrations/Images”or“Credits”sectionoftheproduction.Exhibitions:thecreditshouldappearintheexhibitionarea,preferablydirectlybeloworadjacenttotheoriginalcopy.Webuse:thecreditshouldappeareitheradjacenttotheimageorina“SourcesofIllustrations/Images”section.Digitalimagesmustincludethefullnegativenumberwiththenameofthedigitalfile.TheUniformResourceLocatortohttp://www.peabody.harvard.edu/(TheHMM-Harvard’smainwebpage)shouldalsobeincluded.NoImageusedbyLicenseewillexceed1megapixeldimension(1600x1200pixels)forwebuse.iPhoneorAndroidApplications(Apps):thecreditshouldappeareitheradjacenttotheimageorina“SourcesofIllustrations/Images”section.Digitalimagesmustincludethefullnegativenumberwiththenameofthedigitalfile.NoImageusedbyLicenseewillexceed1megapixeldimension(1600x1200pixels).eBook:thecreditlineshouldappearonthesameorfacingpageastheimage,oronaseparatephotocreditspage.Eachindividualimageusedmustbecreditedproperly.PowerPoint:thecreditlineshouldappearonthesameslideastheimage,oronaseparatephotocreditsslide.Eachindividualimageusedmustbecreditedproperly.Signanddate_________________________

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AppendixD–ReferencestoStudiesAnalyzingtheMGMHStandards

Dyaretal.(2001)Referencemineralsformicroanalysisoflightelements.GeostandardsNewsletter25,441-463McGuireetal.(1992)Mineralstandardsforelectronmicroprobeanalysisofoxygen.AmericanMineralogist77,1087-1091

Tomascaketal.(1996)J.Geol.104,185-195.

Tomascak,P.B.,Krogstad,E.J.,andWalker,R.J.(1998)CanadianMineralogist36,327-337.