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| | HISTORICAL SOCIETY OF JEWS FROM EGYPT P.O. BOX 230445 NEW YORK, NY 11223 Policy and Procedures for Acquisition and Deaccession of Collection Items - Acquisition of Objects for Society Collections;
- Objects, archival materials and library materials, ("Items") will be accepted or otherwise acquired for museum collections if the following are met:
- The items are relevant to, and consistent with the purposes and activities of the Society as defined in the charter of the Society.
- The Society can provide for the storage, protection and preservation of the Items under conditions which make possible their availability for museum purposes and in keeping with professionally accepted museum standards.
- It is intended that the items shall have permanency in the collections as long as they retain physical integrity, their identity, and their authenticity, and as long as they remain useful for the purposes of the Society.
- Title to all Items acquired for the collections will be obtained free and clear, without restrictions as to use or future disposition.
- A document of conveyance or a Deed of Gift, setting forth a complete description of the Item(s) involved will accompany all gifts and purchases and will be kept on file at the Society. In all cases of purchases the document will be signed by the seller; in all cases of gifts, it will be signed by the donor and the acceptance will be noted in writing by an authorized representative of the Society.
- Records of accession will be made and retained for all Items acquired for the collection. A copy of all collection documents will be filed at a second location as determined by the Board of Trustees.
- Decisions for acceptance of collection Items will be made by the Archiving Committee and approved by the Board of Trustees.
Deaccessioning and Disposing of Items from the Collections: - Items in the collections will be retained permanently if they continue to be relevant and useful to the purposes and activities of the Society and if they can be properly stored and preserved. Deaccessioning of Items may be considered when these conditions no longer prevail, or in the interest of improving the quality of the collections for the Society’s purposes and activities.
- Items in the collections will be deaccessioned only upon recommendation of the Archives Committee, who may choose to rely on an outside expert in a particular field, and upon the approval of the Board of Trustees.
- In Considering the various alternatives for the disposition of deaccessioned Items, the Society will be concerned that:
- The manner of disposition is in the best interests of the Society, the public it serves, the public trust it represents in owning the collections and scholarly or cultural communities that it represents.
- Preference will be given to retaining in the region or state material that is part of the historical or cultural heritage of Jewish communities of the New York State.
- Consideration first will be given to placing the items, through exchange, through sale, or through gift, in another tax exempt public institution wherein they may serve the purpose for which they were acquired initially by the Society. If Items are offered for sale elsewhere, preference will be given for sale at advertised public auction or to the pubic market place in a manner that will best protect the interest, objectives and legal status of the Society.
- Income from Items deaccessioned and sold will be placed in an income producing purchase fund used for the purpose of acquiring new collection Items, or for the care, preservation and conservation of existing Items in the collection.
- Items will not be given or sold privately to Society employees, officers, members of the governing authority, or to their representatives.
- A complete record of the conditions and circumstances under which Items are deaccessioned and disposed of will be made and retained as part of the Society collection records and reported to the Board at its next meeting.
Public Disclosure: - A written statement of the policy and procedures adopted and followed by the Society with respect to the acquisition and disposition of collection material will be prepared and will be made available to donors or other persons on request.
- In reply to responsible inquiry, the Society may make available the identity and description of collection materials acquired or deaccessioned while protecting confidential information.
Adopted by the Board of Trustees, April 15, 1996 |
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HISTORICAL SOCIETY OF JEWS FROM EGYPT P.O. BOX 230445 NEW YORK, NY 11223 RECEIPT OF ITEMS FOR CONSIDERATION | Date Received: | ___________________________________________________________________________________ | | | | Donor: | ___________________________________________________________________________________ | | | | Address: | ___________________________________________________________________________________ | | | | City | | _________________ | State: ___________ | Zip: ____________ |
Telephone #: Home ____________________ Business: ___________________ Background information on item(s) (attach additional pages if needed) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ _____ Donor wishes to remain anonymous in public credits for Item (information above MUST be completed for confidential records) | _________________ | Item to be donated in | __________________ | honor of | _________________________ |
| memory of : | ___________________________________________________________ |
If not accepted: Disposition by Historical Society of Jews From Egypt | Return to Donor | _______________________ | Disposal by discretion of Society | ___________________ | | | | | | Signature of Donor: | _______________________ | Date : ____________________ | | | | | | | Signature of Staff: | _______________________ | Date : ____________________ | |
*********************************************************************************************************** FOR OFFICE USE ONLY (Indicate dates of actions) | Returned: | ______________ | Disposed | ______________ | Location | _____________________ | | | | | | Accepted | ______________ | Deed of Gift | ______________ | |
HISTORICAL SOCIETY OF JEWS FROM EGYPT Deed of Gift I / We (the "Donor") have delivered, and hereby unconditionally and irrevocably give, the Item(s) described below or on the attached pages, together with all copyright, trademark and associated rights of Donor therein, to the Historical Society Of Jews from Egypt (the Society), and acknowledge that the Society’s acceptance of the gift is subject to the terms below. The Society has accepted the Donor’s gift of the Item(s) listed below or on the attached page(s), subject to the following terms: - By execution of this Deed of Gift the Donor represents and warrants to the Society that he/she is the sole owner of title to the Item(s) and has full power and authority to give the Item(s) to the Society.
- The Donor acknowledge that upon execution of this Deed of Gift the Item(s) irrevocably become(s) the property of the Society, and may be displayed, stored, maintained, made available for research and disposed of as the Society sees fit.
- The Donor acknowledges that the Society has not promised, and is in no way obligated, to exhibit the Item(s).
- The Donor is encouraged to seek the advice of counsel before claiming deductions for the purpose of computing income and inheritance taxes under the state and federal laws. The Internal Revenue Service has determined that the Society is organized and operated exclusively for educational purposes and is exempt from federal income tax pursuant to Section 501 (a) ind (c) (3) of the Internal Revenue Code of 1954, as amended.
Accession number | Item | Description and history | | | | | | | | | | | | | | | | |
_________________________________________________________________________________________________ Credit line for the item: _______________________________________________ | Name and Address of Donor(s) | Signature(s) | | | | ____________________________________________ | ____________________________________________ | | | | ____________________________________________ | ____________________________________________ | | | | ____________________________________________ | Date : ______________________________________ | | | | ____________________________________________ | | | Signature for the Historical Society of Jews From Egypt | | | | Name and title of Society representative: | _______________________________________________ | | | | _______________________________________________ | Date: __________________________________________ |
PLEASE SIGN AND DATE THE COMPLETED DEED OF GIFT AND RETURN BOTH COPIES TO: CHAIRPERSON, ARCHIVES COMMITTEE HISTORICAL SOCIETY OF JEWS FROM EGYPT P.O. BOX 230445 BROOKLYN, NY 11223 A COPY WILL BE SIGNED AND RETURNED TO YOU. HISTORICAL SOCIETY OF JEWS FROM EGYPT DEACCESSIONING WORKSHEET | Object Number: | _________________________ | Donor’s Name: | _________________________ | | | | | | Object Description | ____________________________________________________________________________ |
1. Justification for deaccession received on _________________ From ____________________________ Specify why the Item in the present and foreseeable future cannot be used for exhibition or research, or is not historically significant to the Society. |
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2. Archiving Committee approved on _____________________________________ 3. Approved by Board of Trustees on ______________________________________ 4. Approved method of disposal: _____ Transfer to other institution (specify): _____ Public Auction _____To be destroyed due to inherent vermin _____ Other (Specify): 5. Current photo on file: ____yes _____no (attach condition report). 6. Action noted on following records: _____ Accession Book ______ Donor/Vendor file _____ Donor index card ______ Master file card _____ Other file as noted: DISPOSITION OBJECT Final disposition of object: ____________________________________________________________________________________ ___________________________________________________________________________________________________________ ______________________________________________________________________________ on ______________________ Monies received $ __________________ Deposited into account #_____________________________________________ Notes: ________________________________________ __________________________________ Signature Date Original: Donor/Vendor File Copy: Deaccessioning File Master File |
