10.121.501    GENERAL GUIDELINES

(1) The acquisition of materials shall be the responsibility of the board of trustees and staff of the Montana historical society. The collection shall be systematically expanded and shall interpret the heritage of the Montana region for the benefit of the citizens of Montana and visitors to the state.

(2) Sole and final decisions on the acquisition of materials shall be made by the director in conjunction with the supervisor of the department where the acquisition is made. A list and detailed explanation of major acquisitions shall be submitted to the board of trustees quarterly or as required.

(3) If the origin, ownership or authenticity of an item should be in question, the director shall consult widely within the Montana historical society with available legal counsel and the board of trustees. If the item is deemed unacceptable, the director shall immediately contact the donor and proper authorities and remove the item from the collections.

(4) It shall be policy to acquire material of high and exceptional quality and reject the temptation to acquire items of secondary or tertiary significance. Items acquired shall not be limited to what is necessary for exhibit and display, they may also be acquired for study and conservation purposes.

(5) Items that may duplicate existing collections, or items of secondary importance or items unrelated to the heritage of Montana may be accepted provided that the donor fully understands and accepts in writing that the items may be disposed of to the best advantage of the society.

(6) All unrestricted monetary donations to the Montana historical society shall be restricted in use to the education program and for special projects approved by the board of trustees.

(7) An accession statement (deed of gift) outlining all details on the material acquired shall be signed by the donor and by the director and/or department head.

(8) Donations may be tax deductible; however, the montana historical society assumes no responsibility for providing an evaluation or appraisal of the material. All appraisals of the materials for donation to the society should be conducted by a disinterested third party expert in the field. The donor shall bear all costs incurred in seeking appraisals. Potential donors are advised to consult their attorney or tax accountant for a determination to claim a deduction.

(9) The documentary value of a museum, library and archival collection is the principal criteria of excellence. Accession records shall be of the highest order of accuracy and completeness. Items in the collections shall have a provenance as completely documented as possible. Said provenance shall be a matter of public record.

(10) A permanent donor's register is maintained and available for public inspection.

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History: 22-3-107 MCA; IMP, 22-3-107 MCA; NEW, 1981 MAR p. 766, Eff. 7/31/81.