CM Policy and Procedures: Documentation of the Collection

Documentation of the CollectionÌý

A. DocumentationÌý

  1. Care of the collection includes maintenance of a range of records such as artwork information; scholarship; conservation examinations and treatment reports; images; and inventories of the museum’s artwork holdings.
  2. The collection/registration staff are responsible for maintaining all digital and physical collection and archive records.
  3. Collection and registration files shall be included and insured under the fine arts policy in place for the collection.
  4. Records are kept on all accessioned and deaccessioned works in the collection, as well as works on loan to the museum. 

  5. All collection records will be kept in secure locations and organized according to current archival standards.
    • A backup copy of electronic collection records is made routinely and stored off site via the Colorado University PetaLibrary Storage System. 


B. Access to RecordsÌý

  1. As a state agency, museum staff will comply with all statutes and regulations governing the retention and accessibility of public records. 

  2. Museum staff will make all collection records, except those with potentially sensitive information, available for the use of scholars, students and the general public. 
Restrictions may apply to donor contact information; names of anonymous donors; current valuation research and appraisals for gifts; unpublished internal research; and artwork location information.
  3. The collection/registration staff are responsible for monitoring access to the records. The collection/registration and curatorial staffs are jointly responsible for responding to inquiries concerning the collection. 

  4. Physical collection records may only be accessed in the collection/registration office. 

  5. Requests for reproduction of catalog and research information in the artwork reference files will be evaluated based on the stability of the original document and the copyright status of the information. As their schedules permit, museum staff will copy the approved documents for researchers.

C. Access to Collection Study CenterÌý

As collection/registration and curatorial staffing allows, works in the collection shall be accessible for study by University of Colorado faculty, staff and students, as well as external scholars and members of the public. Unsupervised visitors are not permitted in the collection study center.

Visitors must contact collection/registration staff to arrange for a mutually convenient viewing session of artwork and records in the collection. Appointments to view art must be requested at least two weeks before the desired date and are approved at the discretion of curatorial and collection/registration staff. Artwork and records are normally accessible only during normal working hours, although special arrangements can be made for evening classes. Certain artwork might not be available for viewing due to conservation concerns, portability, security and exhibition schedules.

Visitors to the collection study center must abide by the following rules for the safety and security of the artwork:

  1. No food, drinks or gum shall be consumed in the collection study center.
  2. Coats, jackets, backpacks and large bags must be stored in the free lockers provided.
  3. Only pencils, notepads, smartphones and laptop computers are allowed as note-taking tools while viewing artwork.
  4. In general, handling of artwork by visitors is not permitted. When handling is permitted, curator and collection/registration staff will instruct visitors in the basic art handling requirements for the artwork they are studying.

D. Inventories and AuditsÌý

  1. Collection/registration staff will conduct a full inventory of the collection every five years. Inventories of campus loans or other loans from the collection and the 25 artworks of highest value in the collection shall be conducted annually. Completed inventory records will be kept in the collection files to document the project and provide an audit trail.