Museum of Games Ireland (MOGI): Museum Policies

Museum of Games Ireland Documentation Procedural Manual

1. Introduction

Good documentation is critical to all aspects of collections management and The Museum OF Games Ireland (MOGI) maintains a Documentation Procedural Manual in order to ensure reliable records of its collections are available for present and future staff and users.

Objects that have entered the museum prior to the implementation of the entry record system have been/will be accessioned retrospectively. If the object(s) are accessioned or catalogued without known provenance, every effort is made to trace the origins of the object(s) including all possible external sources and internal records (e.g. letters of correspondence, catalogue files and contacting past donors).

The correct documentation procedures are now active and retain all information regarding each accession in the case of any subsequent claims to deposited objects.

MOGI continues to add items by gift, bequest, on loan, or purchase. If certain gaps in the collection need to be filled following research, MOGI may actively source objects deemed of relevance.

MOGI is currently housed at The Guild Hall Games store, but may move to a dedicated location in the future should circumstances permit.

2. Documentation Procedural Manual

2.1 Introduction

When an object arrives at MOGI, it will be studied, positioned, exhibited, restored, loaned and transferred, and will be placed alongside many other objects. It is therefore necessary to identify the object in a unique way, and to facilitate the process by creating a documentation instructional manual for present and future staff members. The value of a collection depends to a large extent on the quality of the documentation associated with it.

Documentation is the organisation of information. Basic documentation is needed for the administrative management of a collection, and the Documentation Procedural Manual acts as a point of reference for museum staff responsible for managing the museum collection.

2.2 Definition of the Museum Documentation Procedural Manual

The Documentation Procedural Manual is an information guidebook, designed to set out a clear set of instructions to regiment the recording of information regarding the museum and archive collection.

2.3 Aim of the Museum Documentation Procedural Manual

The aim of the Documentation Procedural Manual is to act as a point of reference, to assist and support designated staff to record information consistently within the museum information system.

2.3.1 Objectives of the Documentation Procedural Manual

• MOGI has documentary proof of legal title, where relevant, or loan status agreement, where applicable that also meets ethical standards
• Accurate input and maintenance of accessioned records
• Allocate accession numbers which uniquely identify all accessioned objects
• Label or otherwise mark the Unique Object Number onto each accessioned object
• Accurate and up-to-date record of location
• To ensure selected members of staff are able to carry out documentation procedures to set established standards

2.4 Current Documentation Procedures for MOGI

MOGI will ensure the above Document Procedures are met for all existing and new acquisitions.

Effective use and adherence to documentation standards will enable the museum to effectively establish proof of ownership, location of a specific object, find out the total number of objects making up the collection, establish the (always unique) identity of an object, link information to an object, and the ability to access information in an efficient and economical way contributing to the safety of collection.

It is essential to keep our documentation information system up to date, specifically the computerised register. Databases take up less space than paper-based recording systems, allowing backup copies to be made. They also make it easy for information to be stored in an ordered and structured manner, and allow for fast searching and retrieval of records.

The Accession Register Database will be created for all items acquired fitting the Collection Policy. In addition, the Donation Form will be completed by donors in the context of defining the status of the object and deaccession plans

A number of different protocols are used to document MOGI’s collection.

3. Object Entry Records

3.1. What is Object Entry?

Object Entry is the management and logging of every item which is left in the care of the museum. The Object Entry Form should be completed every time an item enters the museum at the time of donation. This includes all potential donations, purchases and items left for identification. This should include a copy of the Donation Form.

3.1.1 Object Entry Procedure will:

Provide a receipt for the owner

Start a chain of documentation

Quantify and describe items

Give reason of entry

Identify the owner and copyright

Identify the status through the Donation Form

Object location

3.1.2 Managing the Entry Process

It should be clear from the file of entry forms what objects have entered MOGI and what eventually happened to them. The Object Entry Form in effect gives time to decide, if deposited items meet the acquisition criteria of MOGI.

The Object Entry Form also establishes a paper trail for donations, purchases and items left for identification. An Object Entry Form must be filed in numerical order without any gaps in the sequence. When material is returned to the depositors, they should sign and date the end of the form, to show that they have received the material.

The Director is in charge of the documentary process.

The entry form records a number of relevant details, including:

• The name, address and contact information of the person donating/loaning the item (hereby referred to as the donor).

• A description of the object including any obvious damage or related information

• The reason for entry, e.g. Donation (including length of donation), Sale, Loan or Identification.

The Donation Form, which should form part of the Object Entry form, is signed and dated by the donor, and the form is been reviewed and signed by the relevant Museum staff member.

4. Artefact Storage

Artefacts are labelled with their Object ID Number, and Object Name, and placed into the Archive Location (see below), which is currently a domestic house which secure storage and monitored security, or displayed at the Museum, which is currently located at a retail premises with monitored security. Only the Director has access to the Archive Location.

5. Database Entry

The Object Entry Form then forms the basis for the item’s catalogue entry.

Firstly the artefact is assigned an object ID number: this allows for easy reference and search for specific objects. The following details are also recorded, if relevant:

• Item Unique Identified
• Object Name
• Object Description
• Object Condition
• Object Classification
• Designer Credited
• Publisher
• Year of Origin (where available)
• Year of Donation
• Name Donor
• Provenance
• Ownership
• Disposal Preference
• Location
• Estimates Value
• Unique image identifier code

A photograph database of artefacts is maintained separately and index linked through the unique image identifier code.

6. Accession Procedure

6.1 Introduction

Accessioning is the formal acceptance of acquisitions (whether by donation, purchase or bequest) into MOGI’s permanent collection. It is achieved by acquisition or loan, allocating an accession number to acquired object(s), labelling the individual object(s) with a unique identifier and entering the description and relevant record details Accessions to the permanent collection are used for exhibition, examination, research, and/or loan to other institutions.

6.2 Procedure before the Object is Accessioned

Ensure item(s) comply with the MOGI’s Collection Management Policy.

Properly plan for the receipt of the object and consider all implications concerned with the acquisition.

Carry out and record a condition check.

Ensure a Unique Object Number is assigned and documentation is stored safely.

6.3 Accession Register

Once an object has been received in the museum, the Director will assess the object for inclusion in the museum’s collection. If the object is accepted into the collection, a record of it will be made in the museum database.

A hard copy of the accession register is kept at the Guild Hall Premises and a duplicated copy of the accessions register is held in the Director’s home (Kilgobnet, Co. Kerry). These are both updated monthly.

The museum collection is recorded in full on the museum database which is currently built using Excel software. The database is located on a laptop computer, backed up on the Director’s desktop PC, and saved on an external hard drive in a locked safe at the Director’s home.

6.4 Security

The Director, is the only member of staff authorised to access the Accession Register Database.

6.5 Summary

• The Donor/seller must fill out both a Donation Form.
• The Director then completes and signed an Object Entry Form.
• Only add items to the permanent collection once the Director authorises the transfer
• Accession objects by entering all relevant details into the Accessions Register Database
• Assign each accessioned item a Unique Object Number and mark accordingly
• Label all accessioned objects
• Catalogue accessioned items

7. Labelling Accessioned Artefacts and Documents

7.1 Introduction

The Director is responsible for labelling accessioned objects. It is important to remember that numbers are “permanent,” in that they are positioned so that they cannot easily be detached from the object, and “reversible,” in that removing them would not cause damage to the object.

7.2 Object Marking Procedures

1. Positioning of Labels and Markings
2. Paper to be placed in acid-free, archive quality protective pouches
3. Avoid physically unstable surfaces. Also avoid placing labels across a line of weakness or fracture
4. Never apply any self-adhesive tape, e.g. sellotape to the surface of an object
5. Avoid decorated areas
6. Avoid labelling areas of the object where it might be handled or rest on
7. Label all detachable parts
8. Container of packed and sealed objects, label the container only
9. Standardise labelling position as far as possible. All catalogued paper documents are labelled on the top left (easy identifiable) when marking artefacts there must be a balance struck between security and reversibility.
10. Leave old marks and labels in place
11. 7.3 Handling and Health and Safety
12. When handling and labelling items wear thin cotton or nitrile gloves, and eye
13. protector goggles if necessary
14. Lift objects – Do not push or drag
15. Lift objects by stable surface
16. Do not staple items or use metal clips
17. Remove existing staples and clips if you can do so without causing damage
18. Pry off staples by lifting the tips with a staple remover and replace with plastic clips

7.3 Summary

Whichever appropriate techniques are used, it is considered to be a micro-conservation treatment and treated accordingly.

8. Object Location and Movement Control

8.1 Introduction

This policy addresses the movement, location and transport of artefacts for which MOGI is responsible. That is all artefacts which have been accepted into the Museum under the terms of the Entry Policy. Only the Director, has the authority to request and approve in-house artefact movements.

The Director also has authority to edit location and movement records on the Database. No unauthorised movement of artefacts can take place without the consent of one of the above members of staff.

An object leaving its normal location will have the location change recorded in the Database.

9. Object Exit

9.1 Exit Documentation

Exit documentation is the logging of any item from the permanent collection which leaves the museum or archive.

When artefacts exit the collection, as a loan-out or a deaccessioned item, an Object Exit Form must be completed.

Object Exit Forms are stored in MOGIs Office, and only the director can sanction Object Exit and deaccessioning.

9.2 Applicability of Exit Policy

Artefacts may leave Museum premises for many reasons;

• End of Loans
• Temporary Transfers e.g. conservation, research and reproduction
• Permanent Transfers
• Destruction of Objects
• Direction of the Donor via the Donation Form

The policy will not apply to the movement of artefacts between Museum buildings or in the event of disaster or other emergency. The Director is responsible for the removal of objects from the museum.

9.3 Policy for Exit of Artefacts from the Museum

9.3.1 Exit Policy Guidelines

The below conditions outline the overall policy concerning the exit of artefacts from the museum. The Object(s) Exit provisions specify the required conditions for object(s) being collected by the receipt themselves or the courier and the returning of items.

All Exit transactions covered in the Museum will be recorded on the Museum’s Exit form. One copy should be retained in the documentation manual folder under the heading Object Exit forms and a photocopy sent to the recipient.

Exit forms will be signed at the place of hand-over of artefacts to the recipient, which may be at the Museum’s premises or at the point of delivery. The Exit form can thus act as the Museum’s official signed receipt, showing that artefacts are now the responsibility of the recipient.

The Exit form will not apply to the movement of artefacts between Museum sites or in the event of disaster or other emergency.

9.3.2 Reasons for Removal

Artefacts may leave Museum premises for many reasons, such as conservation, copying, valuation, outward loan, return of loan and disposal. In all these cases, the provisions of this policy will apply.

9.3.3 Factors to Consider Before Permitting an Exit of Chosen Artefact(s)

In deciding whether an exit is to be allowed or not, factors to be considered include:

• Any conditions that may have been attached to the artefact at the time of
• acquisition;
• The sensitivity and confidentiality of the artefact (for example, personal effects);
• The ownership of the artefact;
• Whether the artefact is too fragile or damaged to travel;
• Whether a copy of the artefact could fill the same needs as the original;

9.3.4 Preparing for Transit

No accessioned artefact may leave the Museum premises until the Object Status and Object Condition data fields are updated

The Museum Director must ensure a condition check and intended location of the artefact must be entered onto the Catalogue Database prior to the exit of any artefact.

9.3.5 Authorisation

The Director is in charge of exit arrangements..

Disposal Policy 2025

1.     Introduction

This document sets out the regulations governing the disposal of items from the collection at the Museum of Games Ireland (MOGI).

2.    General Principle

It is agreed in principal that collections of MOGI collections are held in trust for future generations, and that there is a strong presumption against the disposal of items in the museum’s collection.

It is also accepted that sound reasons for disposal must be established before consideration is given to the disposal of any items in the museum’s collection.

MOGI will define the key terms as follows:

De-accessioning is the formal removal of accessioned objects from the museum’s permanent collection, while remaining in ownership of the museum.

Disposal is the act of removing an object or group of objects from the museum’s ownership. Disposal can only occur in exceptional circumstances as outlined below.

3.    Criteria Governing De-Accessioning & Disposal

De-accessioning and disposal will occur only on the authorisation and approval of the Director

Possible considerations may include:

1. To remove from the collections any item that is too badly damaged or deteriorated to be of any further use for the purposes of the museum.
2. To improve the curatorial care of the collections by the disposal of duplicate or items without provenance items of low intrinsic relevance to the collection.
3. To transfer to the ownership of another equivalent museum any items which, by reasons of changes in public demand, social or educational need, administrative responsibility, development priorities, lack of facilities or resources to carry out required conservation work or the establishment of a new equivalent museum, the Director considers if it would be more appropriately placed elsewhere.
4. To remove from the collection any item which has been acquired by the previous owners through illegal means.
5. In accordance with the museum’s emphasis on acquiring items for display purposes only, disposal may occur to remove items from the collection which, for various reasons, will most likely never be displayed.
6. Disposal of an item may also occur in instances where the items have never been accessioned to the Museum collection.
7. The sale of museum items with the sole or primary intention of raising funds is not permissible.

Where possible, Disposals will be in line with the donor’s wishes on de-accession as expressed in the Donation Form

4.    Authority for De-Accessioning & Disposal

No museum item may be de-accessioned or disposed of without the specific approval from the Director.

5.    De-Accessioning & Disposal for Purchases, Gifts & Bequests

Where it is the intention to de-accession and dispose of an item, which was acquired by purchase, the Director will take all reasonable steps to discover whether the original purchase was assisted by a grant from any identifiable funding source. Where it is known or discovered that such a grant was made, the body concerned or its successors will be notified of the museum’s intentions so that any relevant conditions attached to the original may be fulfilled.

Items given or bequeathed may not be de-accessioned or disposed of without prior consultation with the original donor/s or their families within the first generation, about the course of action proposed. A period of one month should be allowed for a reply. It is however as a matter of courtesy and not a legal requirement. The Director shall be entitled to waive this requirement where all reasonable efforts to trace a donor have failed, and additionally where no details of the donor exist.

In appropriate circumstances having taken account of the procedures set out in this policy, consideration may be given to the return of an item to its original donor, if so expressed in the Donation Form.

6.    De-Accessioning & Disposal Procedures

Where a museum item is no longer required by the museum and approval has been given to its de-accessioning and disposal, it shall be offered first to other equivalent museums as a gift, exchange or sale.

Where it is intended that an item should be sold, an independent valuation should be sought. The museum will accept this as the maximum price for the sale of an item to an equivalent museum, for a period of six months. It will, however, be open to the museum to authorise a sale to an equivalent museum at a reduced or nominal price in order to keep an item in public ownership

Where a museum item is to be disposed of by gift, if after six months no museum can be found which is willing to accept responsibility for the item, it may be offered for sale by auction. If this is unsuccessful, the item may be given to any appropriate organisation willing to receive it.

7.    Disposal by Destruction

If the disposal of a museum item by all other means has proved to be impossible and disposal is regarded as absolutely essential the Board may be asked to authorise its destruction. The disposal by destruction of a museum item will only be acceptable if its retention in the collections would not be appropriate and no alternative home can be found for it.

Museum items that have become in some way seriously damaged, or have deteriorated beyond the point of further usefulness for the collections, may also from time to time need to be formally de-accessioned and disposed of. In such circumstances, the Director may authorise the immediate de-accessioning and disposal by destruction of such an item. This must be carried out in a discreet, confidential and permanent fashion.

If an item is identified through the Donation Form as being On Loan, then the risk associated with the destruction is held by the loaner, and MOGI hold no legal responsibility for its destruction.

8.    Procedure Following Disposal

Full object records including (a) the reason for disposal (b) that the object has been disposed of (c) method of disposal and new location of object, if relevant (d) date of disposal (e) signature of staff responsible will be kept, along with photographs of all museum items that have been de-accessioned and disposed of from the Museum The accessions register, object database and all relevant documentation must be annotated to record the disposal.

When a museum item is transferred to another equivalent museum, all the associated documentation must accompany the item or follow within a period of one month. MOGI will retain on file copies of all sections of the documentation for future reference. Any money received by the museum as a result of the sale of a museum item will be placed in the Museum budget and used for the purchase of other items for the collection. The prior approval of the Board will be sought on any occasion when an alternative use, such as improvements to the care of collections, is proposed.