What is a museum deaccession notification and its importance?

Definition & Meaning

A museum deaccession notification is an official document that communicates the removal of an item from a museum's permanent collection. This process is essential for maintaining the integrity and relevance of the collection. The notification typically outlines the reasons for deaccessioning, such as redundancy, deterioration, or a shift in the museum's mission. It also details the method of disposal, which may include sale, donation, or exchange. This formal communication is crucial for transparency and accountability, ensuring that stakeholders are informed about changes in the collection.

Key Elements of the Notification

When creating a museum deaccession notification, certain elements are vital to include:

• Reasons for Removal: Clearly state why the item is being deaccessioned, such as poor condition or lack of relevance.
• Approval Signatures: Include signatures from museum leadership and relevant board committees to validate the process.
• Disposition Method: Describe how the item will be disposed of, whether through sale, gift, or destruction.
• Communication Records: Document outreach to original donors or stakeholders regarding the deaccessioning.
• Record Updates: Ensure that all physical and digital records reflect the changes made to the collection.

Why Should You Issue a Deaccession Notification?

Issuing a deaccession notification is important for several reasons:

• Public Trust: Maintaining transparency with the public helps build trust in the museum's stewardship of its collection.
• Ethical Compliance: Following established ethical guidelines ensures that the deaccessioning process is conducted fairly and responsibly.
• Resource Management: Deaccessioning allows museums to allocate resources more effectively, focusing on items that align with their current mission and goals.

Steps to Complete the Deaccession Notification

Completing a museum deaccession notification involves several steps:

• Identify the Item: Choose the specific item for deaccessioning based on established criteria.
• Gather Justification: Collect evidence and documentation supporting the reasons for removal.
• Obtain Approvals: Secure necessary approvals from museum leadership and board committees.
• Draft the Notification: Write the notification, ensuring it includes all required elements.
• Communicate with Stakeholders: Inform relevant parties, including donors, about the deaccessioning process.
• Update Records: Revise both physical and digital records to reflect the deaccessioned status of the item.

Examples of Deaccessioning

Real-world examples illustrate the deaccessioning process:

• Case Study One: A museum may deaccession a painting that has suffered significant damage over time, opting to sell it to fund the acquisition of a new piece that better represents its mission.
• Case Study Two: A museum might remove duplicate artifacts from its collection, ensuring that only the highest quality items are retained for public display.

Legal Use of the Notification

The legal implications of a museum deaccession notification are significant. Museums must adhere to ethical standards set forth by professional organizations such as the American Alliance of Museums (AAM) and the International Council of Museums (ICOM). These guidelines dictate that:

• Funds generated from the sale of deaccessioned items should be used solely for the acquisition of new collections or for the direct care of existing items.
• Transparency in the deaccessioning process is crucial to avoid potential legal issues or public backlash.

State-Specific Rules for Deaccessioning

Different states may have unique regulations governing the deaccessioning process. Museums should be aware of local laws that might affect:

• Documentation requirements for deaccessioning.
• Specific procedures for notifying donors or stakeholders.
• Restrictions on how proceeds from sales can be used.

Important Terms Related to Deaccessioning

Understanding key terminology is essential for navigating the deaccessioning process. Some important terms include:

• Deaccessioning: The formal process of removing an item from a museum's collection.
• Disposition: The method by which a deaccessioned item is removed from the collection, such as sale or donation.
• Provenance: The history of ownership of an item, which may influence decisions about deaccessioning.

Who Typically Uses the Deaccession Notification?

The deaccession notification is primarily used by museum professionals, including:

• Curators: Responsible for managing and making decisions about the collection.
• Directors: Oversee the overall operations and ensure compliance with ethical standards.
• Board Members: Provide governance and oversight, approving deaccessioning decisions.