Collections Management Policy for Special Collections

Effective Date: 12/15/2015
Revised: 6/20/2023

I. Introduction

Opened in 1904, the Rosenberg Library traces its beginnings to the founding of the Galveston Mercantile Library (1870) and the Galveston Historical Society (1871). These antecedents gave rise to the Rosenberg Library’s hybrid character. Today, the Library serves several roles: 1) traditional public library (through Adult Services and Children’s Services); 2) technology center (through Computer Services); and 3) historical society (through Special Collections, which encompasses the Archives and the Museum).

The Rosenberg Library’s Special Collections Department collects, preserves, interprets, and exhibits a public collection of art work and historical materials related to the history of Galveston and Texas. The Museum and Archives exist as an educational resource for the general public and for scholars.

II. Mission

While the Rosenberg Library has an overall mission to guide the institution, the Special Collections is driven by its own separate (but complementary) mission statement which specifically addresses the goals of this department.

  1. INSTITUTIONAL MISSION
    The Rosenberg Library represents Galveston’s past, present and future, a unique institution serving as the principal repository of Galveston’s historical heritage and providing technological and traditional services, all as a continuing source for the community, its children, and its children’s children.
  2. SPECIAL COLLECTIONS MISSION
    For the purpose of public education, research, and enjoyment, the Rosenberg Library Special Collections Department collects, preserves, exhibits, and provides access to items which embody the rich history of Galveston and early Texas.

III. Scope of Special Collections

The Special Collections Department at Rosenberg Library is comprised of two divisions: the Museum and the Archives.

  1. The Museum collection consists of two categories of materials:
    • Art – paintings, drawings, prints, sculpture, decorative arts
    • Historical items – clothing and textiles, household wares, military items including weapons, maritime artifacts, furniture, and archaeological and ethnographic material

The Rosenberg Library Museum collects art and historical artifacts to augment and illustrate the archival collections of its Galveston and Texas History Center. It primarily collects objects related the history of Galveston and Texas. Items related to the history of Galveston from all time periods are accepted. The Museum and the Archives collect items related to the history of Texas with a strong emphasis on the time from early exploration through the Civil War. However, the Library may, with the approval of the Board of Directors, accept art and historical items from any source of origin and created at any time with the primary goal of enhancing the collections at Rosenberg Library.

The Library will seek to obtain and preserve art works of museum quality that were created in Galveston, or depict Galveston, or were created by persons with a significant direct connection to Galveston by birth and / or long-term residence. In addition, the Library will accept gifts to enlarge and extend those individual collections that it already owns.

The Archival collection consists of:

  • Manuscripts – Approximately 3,000 linear feet. Manuscripts include papers of prominent individuals in early Galveston and the Republic of Texas.
  • Photographs – Over 100,000 images. These embrace Galveston Subjects, Street File, Name File, and Photo Albums & Special Collections.
  • Maps – Several thousand that depict the world, the Americas, Texas, the Upper Texas Gulf Coast, Galveston County, Galveston Island, and Galveston.
  • Architectural Drawings – More than 50,000 items that include drawings of Galveston projects by Nicholas J. Clayton and others.
  • Reference Books – Approximately 15,000 books concerning the history and culture of Texas.

The Galveston and Texas History Center, one of the nation’s premier collections of Texas history, documents the history of Texas from the Spanish period through the end of the Civil War, and the history of Galveston from the city’s incorporation through the present. In addition to the above collections, the Galveston and Texas History Center maintains smaller collections devoted to sheet music, oral histories, ephemera, film, and posters.

IV. Acquisitions

Materials may be added to the Special Collections by means of gifts, bequests, purchases, exchanges or any other transactions by which full title to the item passes to the Rosenberg Library. The library will not accept collections of materials for safekeeping that are not outright gifts.

All new donations to the Museum collection are subject to approval by the Board of Directors with the recommendation of the Museum Curator. A signed temporary custody receipt is required for all potential donation items left at the museum while board approval is pending. Upon receiving a donation offer for the Museum, the Museum Curator shall make a recommendation to the Executive Director and Board of Directors for consideration. The Board of Directors will consider the request at the next regular meeting. New acquisitions to the Archives do not require Board approval. Additionally, purchases of museum items do not require Board approval, subject to other purchasing or spending policies as adopted by the Board. Acquisitions to the Special Collections shall meet the following criteria:

  • The item fits within the existing scope of the Special Collections
  • The Special Collections Department is able to use and care for the item appropriately
  • The provenance of the item is satisfactory and includes supporting documentation
  • The item is so unique or valuable that it presents an exceptional opportunity for the institution

No commitment shall be made as to exhibition or placement of the gift. No guarantee shall be made that the gift or bequest be retained by the Library in perpetuity. There shall be no exceptions to this policy unless any such restrictions or special provisions are considered and approved by the Executive Director and by the Board of Directors and a signed statement of approval is filed with the Special Collections. The Deed of Gift form shall be signed by the legal owner or his/her duly authorized agent and the Special Collections Manager or the Museum Curator, respectively.

All gifts and bequests shall be acknowledged by a letter of appreciation from the Special Collections staff.

V. Accessions

Rosenberg Library does not have teaching or other supplemental collections in addition to its museum and archival holdings. Therefore, each item accepted for acquisition is accessioned. Once an item has been acquired for the Special Collections (through a gift, bequest, purchase, exchange or other acceptable means), it shall be accessioned into either the Museum or Archival collection. All items accepted for the collection shall be processed in a timely manner.

THE MUSEUM COLLECTION

Materials are received via a Deed of Gift form. The original signed Deed of Gift along with any correspondence regarding the donation are filed in a donor file.

An accession number is created for each item or group of items acquired during a single event. Each item is assigned a unique object number. (For individual items, the object number will be identical to the accession number. For acquisitions that include multiple items, sequential object numbers follow the accession number.) The number is marked on the item using methods appropriate for the type of material of which it is composed. A paper record is printed and placed inside the accession binder. Accession records include the following information: method of acquisition, date of receipt, date of accession, name and contact information of donor/source, physical description of object, and provenance. A corresponding digital record is created in the museum or archives database, respectively. Digital images of the object are uploaded to the database records. PastPerfect software is used for the museum collection, and this database utilizes Chenall’s nomenclature system.

The Museum Curator is responsible for accessioning and cataloging the museum collection and for maintaining those records. The Special Collections Project Coordinator may also accession and catalog museum items at the request of the Curator.

THE ARCHIVAL COLLECTION

Materials are received via a Deed of Gift form. The original signed Deed of Gift along with any correspondence regarding the donation are filed in a donor file.

The donation is surveyed/appraised and a preliminary inventory created. The donation is accessioned using the accession mode in the CuadraStar database. The Special Collections Manager files a print copy of the accession record with the donor file. Copies of the Deed of Gift and accession record are kept with the materials to aid in processing the collection.

Photographs are marked with an accession number. The number is written in pencil on the back of each photo with the collection number, file folder, and item number. These numbers correspond to the file names assigned to their digital counterparts. The same procedure used for maps and posters.

In most cases, original manuscript materials aren’t marked. These documents are placed in a folder that bears the collection number, box and folder number. This corresponds with the finding aid. Documents are not to be separated out of their folders.

Items offered for donation that are not appropriate for the collection will not be formally accessioned into the collection. Based on the donor’s wishes, staff will either discard or return these materials to the donor. This can be based on adherence to the collecting scope, duplicate materials, or privacy issues (medical, financial info). For books, any duplicates, irrelevant copies, or books in poor condition, may be transferred to the Friends of Rosenberg Library for use in the annual book sale.

The Special Collections Manager and the Archivist are responsible for accessioning and cataloging the archival collection and for maintaining those records. Describing Archives: A Content Standard (DACS) is used to create finding aids/inventories. DACS facilitates consistent description of archival materials and creators and is the content standard for catalog records.
When arranging and describing a collection, materials are divided into a hierarchy, series, sub-series, box, folder, and item.

VI. Appraisals and Authentication

Under no circumstances will Special Collections staff give an appraisal of items. The Library will not pay for an appraisal or reimburse a donor for appraisal costs.

VII. Deaccessions

Collection items may be deaccessioned — or permanently removed from the collection — unless there are specific restrictions in the gift conveyance form to the contrary.

To submit a recommendation to deaccession an item, the Special Collections Manager or the Museum Curator must send an official request the Executive Director. All deaccessions from the Museum collection are subject to final review by the Board of Directors. The following reasons may be cited when making a request to deaccession / dispose of an item:

  • The item is a fake
  • The item is no longer relevant and useful for the purpose and activities of the Special Collections
  • The Special Collections cannot preserve the item properly
  • The item has deteriorated beyond usefulness
  • There are similar items already in the collection
  • The deaccessioning of the item will provide the means for improving or strengthening the collections in order to further the purpose of the Special Collections
  • The item was part of a much larger collection of materials and does not meet the criteria for new acquisitions

Acceptable methods of disposal include the following:

  • Exchange with another museum or archives or public educational institution for an item which better represents the goals and mission of the Rosenberg Library Special Collections
  • Donation to another museum or archives or public educational institution which intends to make it generally accessible to the public
  • Use for tours, demonstrations, educational activities, or conservation practice
  • Destruction certified by the Special Collections personnel involved and an additional witness from the Special Collections staff
  • Sale at public auction

The sale of Special Collections materials shall be at the discretion of the Board of Directors. If the Special Collections Manager or Museum Curator deems the sale to be prudent, a request must be submitted to the Executive Director for review. The final decision to deaccession and sell an item shall be made by the Board of Directors.

Revenue received from the sale of deaccessioned items shall only be used for Special Collections acquisitions, or for direct care of the Special Collections.

Under no circumstances will ownership of deaccessioned items be transferred to any Rosenberg Library trustee, director, volunteer, or employee, nor to the spouse or relative of any of these individuals.

Documentation on deaccessions and final disposal of the item (including, but not limited to, recommendations, approval, official receipts, correspondence, or memos regarding destruction) shall be recorded in the Special Collections files.

VIII. Collections Care

Special Collections staff members shall be aware of their responsibilities to preserve and protect all collection items. A concerted effort shall be made to care for the collection whether on exhibit or in storage. In carrying out that responsibility, the Special Collections Department will utilize the supporting services of Administration staff, Security staff, conservators, consultants, volunteers, and other specialists.

The Rosenberg Library’s established procedures for handling emergencies such as fire, theft, vandalism and natural disasters shall be followed.

Conservation of collection items is a continuing responsibility, and ongoing preventive conservation practices shall be implemented. This includes regular monitoring of the temperature, relative humidity, and light levels in storage and exhibit areas. Special Collections staff will monitor conservation needs and address them accordingly.

The temperature and relative humidity levels in storage and exhibit areas will be regularly monitored by Special Collections staff. A temperature of 68˚ F with 50% RH is the standard for the Museum and Archives collections. Digital thermo hygrometers are installed throughout exhibit and storage areas. These are linked to a computer system which is monitored by Special Collections staff and by the Executive Director.

Museum exhibit and storage areas shall be equipped with security systems which include cameras, motion sensors, and alarms. Display cases shall be outfitted with locks or security screws. Access to storage areas requires an alarm code as well as a special-access key given only to Special Collections staff and the Executive Director.

IX. Items Placed in the Temporary Custody of the Special Collections

At certain times, items which are not owned by or loaned to the Special Collections may be placed in its custody for purposes such as attribution, examination, or identification. Appropriate written documentation must accompany these items including source, delivery date, contact information, and action needed. Only members of the Special Collections staff or the Executive Director may accept items to be placed in temporary custody. The status of items in temporary custody shall be reviewed periodically by Special Collections staff.

X. Records

The maintenance of accurate, up-to-date records of items in the collection is a major responsibility of the Special Collections. The Special Collections staff shall maintain written records on all items within its custody, whether there temporarily or whether part of the permanent collection owned by the Library.

All original documents regarding gift conveyance, accessioned items, items on outgoing and incoming loan, and items in the temporary custody of the Special Collections shall be properly retained and filed. Detailed records will be entered into the respective databases for the Museum and for Archives. For the Museum database, a photographic image of each item is included with its record.

All Special Collections item records shall provide at least the following information:

  • Accession number denoting the year and number of the item
  • Name of donor or other source
  • Physical description of the item including dimensions
  • Location of the item (on loan, on exhibit, in storage, in conservation, other movement within or outside of the Library)
  • Information related to the item’s known history of ownership and activity including loan, exhibition, or publication
  • Condition of the item including whether it has undergone conservation treatment
  • Value if known

The maintenance and security of Museum and Archives catalog records is an essential priority. The Museum and Archives databases are backed up nightly on a separate server. Additionally, a copy of the data is made each month and is stored at on off-site bank deposit box.

Public requests for information regarding the value of items (purchase prices, appraisals, insurance values, etc.) shall be referred to the Executive Director.

XI. Inventory

Once a comprehensive inventory is completed, an inventory of the collection shall be taken every five years for the Museum and every ten years for the Archives. Spot inventories shall be taken as deemed necessary by Special Collections staff. Accession numbers, descriptions, and locations shall be verified and corrections made as needed. Any missing item shall be documented in the records and efforts will be made to locate the item. If it is not found within a reasonable period, a report will be issued to the Executive Director and Board of Directors.

XII. Access to the Collections

As a public institution, the Library will provide access to the Special Collections contingent upon staff availability and upon the security, safety, and condition of the items.

The Archives is dedicated to providing equitable access to its holdings to all registered researchers and patrons to the fullest possible extent consistent with personal privacy and Library policy. While the majority of records in the archival collection are open to research without restrictions, in some cases sensitive materials are restricted through agreement with the donor.

The public is not granted permission to see the Museum or Archives storage facilities unless arranged by the Special Collections Manager or Museum Curator and approved by the Executive Director. If access to storage areas by non-staff members is deemed necessary or is requested for a tour, all persons shall coordinate a specified time which allows for the presence of Special Collections staff.

Requests for access to the Museum items not on display will be coordinated through the Museum Curator.

XIII. Loans

Original materials from the Archives are not loaned to other institutions. Digital reproductions are provided upon completion of a reproduction request.

Items from the Rosenberg Library Museum collection shall only be lent to similar/like institutions. The reason for this practice is to afford the loaned item adequate environmental protection and security. Fragile items that in the judgment of staff cannot withstand travel, extra handling, or climate changes will not be loaned out.

All incoming and outgoing loans are subject to approval by the Museum Curator and the Executive Director. Borrowing institutions shall be responsible for insurance coverage for the full value of the museum piece as well as all costs associated with the secure transport of loan items. All loans shall be made for a specific period of time, not to exceed one year. Requests for loan extension must be made in writing. Approval of loan extension shall be at the discretion of the Museum Curator and the Executive Director.

Documentation of an Outgoing Loan:

  • A formal written request from the agency requesting the loan
  • A formal loan form produced by the library and signed by the borrower
  • Appropriate insurance certificates
  • Condition reports are required before and after the loan is sent out
  • No loan will be connected with any commercial product endorsement
  • Items from the Museum Collection will not be lent to individuals for personal use. This includes staff members and members of the Board of Directors or Board of Trustees
  • No repairs or alterations, including un-matting or re-matting of graphic items or conservation treatment, may be undertaken by the borrower

Documentation of an Incoming Loan:

  • Incoming loans are accepted only for items needed for special exhibits
  • Incoming loans are to be insured by the Rosenberg Library unless insurance by the lending party is waived
  • No indefinite loans will be accepted
  • No repairs or alterations shall be undertaken without proper documentation and written permission of the lender
  • Special Collections staff and other Library staff shall not bring personal collections into the facility for storage or other purposes. No personal collection is allowed in the Library, aside from office decoration, without approval by the Executive Director

XIV. Insurance and Risk Management

The Rosenberg Library Special Collections are insured while they are within the physical building or as otherwise listed in the current Fine Arts Insurance Policy, in transit, and while in the custody of non-Library borrowers. Incoming loans will be insured by the Rosenberg Library unless the lender waives this requirement.

Special Collections staff shall report all incidents of damage or loss to the Executive Director as soon as discovered. The Special Collections will maintain related records and provide appropriate reports.

XV. Review and Revision

This policy is subject to revision as time and circumstances warrant. Any revisions to the policy must be approved by the Board of Directors.