Denman Museum and Archives Committee
Archives Collections Policy
Mandate
It is the mandate of the Denman Museum and Archives to be the repository for the records of non-government organizations on Denman Island as well as for the records and materials of individual Denman Islanders. It is expected that such individuals would have spent a significant portion of their lives on Denman Island or would have made significant contributions to the life of the Denman community. The quality and relevance of the material to be collected will also be a determining factor in acquisition decisions. Another factor in collecting decisions will be the anticipated use of the material to researchers and to possible museum programs. The collection of confidential material will be considered by the Archives depending on the ability of the Denman Museum and Archives to implement the restrictions placed on the material.
It is also within the mandate of the Archives to advise and assist individual Denman Island organizations about the collection and preservation of their own records so that they may hold them in accordance with standard archival practice. This may involve digitising records so that they can be made available to the Denman Museum and Archives or to researchers.
What this may include
1. Selected records of political or environmental organizations such as DCA, DIRA, ADIMS, community organizations like DIRCS, DSMS, arts organizations like Readers and Writers, Arts Denman, the Art Gallery as well as past non-government organizations on the island.
2. Publications like the Flagstone, Grapevine, Rag and Bone, Minus Tides as well as lesser known one off publications and zines.
3. Biographical material from individuals such as diaries, journals,
scrapbooks, family histories, photographs, videos, tape recordings, phonograph records.
4. Documentation of the artistic endeavours of individuals.
Procedures for Collection
1. Organizations or individuals would be contacted by the museum to ascertain what materials they would like in the Archives as well as what materials the Archives felt would be suitable to hold.
2. A determination would made as to what form the material would need to be in, in order for it be accepted by the Archives. For the vast majority this would be a digital format because of the very limited space available for storage in the museum.
3. The Archives will only accept material on the condition that the Archives obtains ownership of the material. A Deed of Gift form will be filled out and signed by the donor transferring ownership to the Denman Museum and Archives. The only exception to this would be for fixed term temporary loans of material to be used for a specific exhibition. In this case a Loan Agreement form would be filled out and signed by the lender. Permanent loans of material will not be accepted.
4. The acquisition of paper-based material will be subject to available space and the ability to properly care for the material.
5. All other media (tapes, CDs, photos, videos, etc.) would be considered for collection subject to storage availability and the ability of the to play it.
6. Due to financial limitations the Denman Museum and Archives would be unlikely to pay for any material.
Access to the Archives
1. The public will be allowed access to the archives for the purposes of research under the supervision of the Keeper of the Archives.
2 It may be determined by the Museum and Archives Committee that some material may have restrictions of access due to it being of a confidential or sensitive nature.
3. The Archives will respect relevant copyright law and will make users aware of any copyright restrictions.
Loans of Archival Material
1. Temporary loans of material for fixed terms will be allowed to appropriate archives or institutions with the approval of the Museum and Archives Committee.
2. Other than for temporary loans or professional conservation material will not be removed from the Archives except by formal deaccession by the Museum and Archives Committee.
