Open Forum

We recently changed our donation policies at my museum to reflect that we have been a continually collecting institution since 1900 that has over 300,000 3D objects and over 150,000 2D objects with a limited amount of space.

Previously when someone didn't contact us ahead of time and wanted to drop something off, we would offer them our temporary custody receipt with description of the items and signed by staff and the potential donor.  Due to large amounts of drop-offs without prior communication, we implemented a new form that asks the potential donor to fill out what the item is, provenance (if known), age of object, contact information, etc.  After reviewing, collections staff then will get in contact with the individual to say yay or nay on the object and then they would bring it in and then receive the temporary custody receipt.  This is all spelled out on our website with the forms available in the web format and/or able to be printed out and sent to us.

Here is the problem... those that don't contact us ahead of time and that are asked to fill out the form and not leave the donation at that time are getting very upset.  I know the public doesn't really understand how a museum operates and how we take in collections, but we definitely don't want to upset our donors or visitors. 

Has anyone had a similar problem with a good resolution? 

Thanks!

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Brandon Anderson
Deputy Executive Director
The History Museum
South Bend IN
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Hi Brandon,

We went through the same process of eliminating drop-offs about two years ago, and are still fighting it, though it has gotten much easier!  We've created a monthly accessions committee meeting, during which time people can bring things in and we decide whether or not we want them, and when people cannot come in directly, we have them email over the details, similar to your form, and then discuss it.  Overall, it has been wonderful, as it has eliminated the unnecessary and unwanted drop-offs (for the most part).  

The most handy thing in this transition for us has been to have a brochure (here's ours if you're interested: Donation Brochure.pdf) that explains both how the donation process works and why we can't accept everything.  We can also explain that we don't want it to be just one person's decision on what we do or do not collect, and that despite our large building, we have very limited storage space.  Training front line staff in this language has been crucial - as they were the ones guilty of accepting some of the worst drop-offs.  While this doesn't always ensure that people go away happy, it does at least give them the information they need.  And while some people try to claim that they need an answer immediately or they'll take it somewhere else, practice has found that if they have something important, then they want it in the Museum and will be able to follow protocol. 

It might also help if you have an exciting new donation, you could write a press release about it in which you also share the changes to the accessions process and how this process has helped you to best take care of this new object (we did that when we established a new deaccessions policy).  Sometimes the most difficult thing to change is institutional history.

Best of luck - it is possible!

Beth

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Beth Sanders
Registrar
Klamath County Museum
Klamath Falls OR
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Hi Brandon,

We actually allow folks to drop off potential donations, but we recently added a section to our Temporary Custody Receipt where the depositor is asked to initial and indicate what s/he wants us to do with the "stuff" if it isn't accepted into our collection.  There are three choices:

1) Depositor will arrange for pickup or return of items -- within 60 days of being notified

2) Depositor does not want items back; items may be used or sold to benefit the museum

3) Depositor does not want items back; items should be disposed of or destroyed

We don't have a huge volume of walk-in donations, but this section has made our lives quite a bit easier.  It also generally sparks a conversation about why this section is on the form . . . an great opportunity for some donor education.

- Lenora

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Lenora Henson
Curator
Theodore Roosevelt Inaugural National Historic Site
Buffalo NY
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