Collection Policy

1. As set out in the Rules of the Society, our purpose is:
• To undertake and promote the research of history, particularly of Kilmore and district,
• To compile and make available records concerning the history of Kilmore and district,
• To maintain a library, museum and archives having a focus on Kilmore and district, and
• To disseminate knowledge of history through lectures, conferences, publications, exhibitions excursions and other means.

2. The Society’s collection as at June 2006 includes
• Books
• Primary sources including diaries, minute books, correspondence, rate books
• Documents
• Local newspapers, hard copy and microfilms
• Magazines and newsletters
• Maps
• Photographs
• Video tapes
• Audio tapes
• Microfiche
• Microfilms
• CDs
• DVDs
• Ephemera
• Textiles

3. The Collection generally relates to Kilmore and district, but includes material that relates to the history of Victoria and Australia where relevant to understanding our local history, and covers such matters as:
• Local people
• Domestic life
• Births, deaths and marriages
• Cemeteries
• Wills
• Land transactions
• Education
• Recreation, economic and social conditions
• Local industry
• Religion
• Services
• Transport
• Buildings

4. In 2003 the Society purchased the Inmagic software that is used by many Victorian historical societies. This is a multi-purpose system and includes the capacity to catalogue the Society’s collection. Work is progressing on several parts of our Collection and will probably take several years to catalogue all items.

5. Collection of items of historical interest – Primarily any items being considered for acquisition by purchase or donation must be relevant and significant to the understanding of the history of Kilmore and district.

6. What will the Society collect? – The acquisition of any items for the Society’s collection is subject to the purpose set out in the Society’s Rules, see above. Items should have, firstly historical significance to Kilmore and district, secondly to Victoria and possibly Australia, where such items are useful for a broader understanding of history in Australia, and therefore Kilmore and district. The Society will endeavour at all times to exercise responsibility and tact in the collection of items and the rejection of any donated items.

7. The Society will generally collect items in the following categories:
• Books – reference, histories, family histories, and other source material
• Primary sources – diaries, minute books, correspondence, rate books
• Documents – from local government, schools, churches, local organisations, families, and individuals
• Local newspapers – hard copy and microfilms
• Magazines and newsletters – from local organisations, relevant peak organisations of Victoria and Australia
• Maps of the district and relevant State maps
• Photographs of the district, district people and events
• Video tapes of local events and activities
• Audio tapes of interviews of local people, local radio stations
• Microfiche, Microfilms, CDs, DVDs, and future electronic and digital forms of local and State significance
• Ephemera, Textiles – relevant to the local area. This means that generally the provenance of items must be known.

8. Committee members have the authority to accept donations within the above policy. In relation to purchasing items Committee members may proceed after consulting the committee. Where there is a need to purchase an item without reference to the Committee because of urgency, Committee members may do so if the item is within the above list.

9. Other considerations – Before the acquisition of any item a Committee member, and the Committee where involved, should take the following points into consideration.
• The storage space required
• The item’s condition and future preservation needs
• Does the Society already hold a copy of the item
• The provenance of the item where relevant
• For a donation, that ownership and copyright is transferred to the Society

10. How will the Society collect items? – The Society’s existing collection has occurred through purchase, donation and good management. The collection will continue to grow and will be better managed as items are catalogued and stored. If it is decided to accept a donation then the donor will sign a document recognising the transfer of ownership to the Society, or on indefinite loan. This document should also set out any conditions relating to the donation, for example, any access requirements, transfer of copyright if appropriate and agreed to.

11. The acquisition of an item should be recorded in the catalogue system as soon as possible after acquisition and the item stored appropriately. Any interesting notes about the item should be recorded in the catalogue.

12. Access to the Collection – In general the Society reserves the right to decide access arrangements and the right to exhibit all items in its collection. Special consideration may be given to a request by a donor to restrict access. All items held by the Society should be open to public access. The collection is for reference only.

13. All members may access the Society’s collection without charge. Non-members will pay a fee as set by the Committee, although special access arrangements can be made by the Librarian or the Committee.

14. Loans from the Collection – Generally items will not be removed from the collection. However, there may be occasions where items should be made available, for example, a display in a local library. The decision to loan items is to be made by the Committee and suitably recorded. Members of the Committee may remove items from the collection where it is in connection with an activity of the Society. Members will record the removal in a suitable form and advise the Librarian.

15. Maintenance of the Collection – The Librarian will be responsible for the collection of items, subject to above, its cataloguing and storage, subject to any directions by the Committee. The Committee may appoint members to maintain the Library or to be responsible for a particular part of the Society’s collection.

16. Declining a donation – This can be a very sensitive matter and should be handled with tact. A full explanation as to why the Society is declining to accept a donation should be confirmed in writing.

17. Disposal of items – From time to time, it may be desirable to dispose of items no longer required. Committee members have the authority to dispose of items or where appropriate by direction of the Committee.
This document was approved in June 2006.

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