Acquisition Policy

Because of limited storage and exhibition facilities, acquisition priorities shall be given to materials with a clear, preferably documented, connection to Cheshire history or to the history of the Hitchcock-Phillips museum.

For the purpose of this policy, the term “acquisitions” is defined as the discovery, preliminary evaluation, negotiations for, taking custody of, documenting title to, and acknowledging receipt of, materials and objects; or negotiating for and recording of information about borrowed materials and objects.

Grandfather Clause

This policy, upon adoption (June 20, 2022), applies to the management of the collection from that date forward. But, it will be applied to any comprehensive review of the extant collection that is conducted with this policy as a basis for review.

Acquisition Criteria

Archival materials and museum objects must meet all of the following tests of acquisition before being acquired by the Society through any means.

  • The acquisition must conform to the Society’s collecting objectives.

  • The present owner must have a clear title and be willing to declare so in writing.

  • If an item is to be purchased, funds must be allocated before the purchase is made.

  • A fair market value must be determined between the parties; if the value exceeds $500.00, an outside appraiser must be engaged.

  • The Society must be in the position to care for the proposed acquisition properly.

  • The significance of the archival material or museum object to the society’s collections must be determined and documented.

  • The archival material or museum object must, if possible, be documented as to provenance.

  • All moral, legal, and ethical implications of the acquisition must have been considered.

  • The acquisition must be transferred to the Cheshire Historical Society with all pertinent literary rights, property rights, copyrights, patents, or trademarks.

  • The acquisition must be free from donor-imposed restrictions.

  • Use of the acquisition must be determined in advance.

  • The object shall not duplicate objects already in the permanent collection unless there is a specific and documented reason to do so.

Means of Acquisition

Archival materials and objects may be acquired by purchase, commission, bequest, gift, specified purchase or loan or deposit, exchange, field collection, excavation, and/or reversionary clause. No materials or objects shall be knowingly or willfully accepted or acquired which are known to have been illegally imported into, or illegally collected in the United States, contrary to state law, federal law, regulation, treaty, and convention.

Native American Graves and Repatriation Act of 1990

The Cheshire Historical Society will not be involved with the destruction of historic sites, buildings, habitats, districts, or objects. The Society adheres to the provisions of the Native American Graves and Repatriation Act of 1990. All right, title, and interest shall be obtained by the Society for all potential acquisition, without restrictions or limiting conditions if possible, or shall have the potential of being converted to free and clear title under appropriate law.

Acquisition Procedure

GIFT: The Society shall fill out a temporary custody receipt when receiving any archival materials or museum objects that meet the acquisition criteria for addition to the Society’s collection. If the Collections Committee formally accepts proffered items, the Society shall obtain a properly executed Deed of Gift. All records documenting gifts will be kept.

BEQUEST: The Society may receive archival materials or museum objects by bequest if the proffered item meets the acquisition criteria. The Society shall be responsible for all negotiations with executors and/or representative law firms. The Collections Committee shall make the final approval of all proffered items. The Society shall keep all records documenting all bequests.

EXCHANGE: The Collections Committee shall make a recommendation in writing for the exchange of Society archival materials or museum objects with another library, historical society, or museum. Such institutions must be able to care properly for the proffered item. The recommendation shall specify what item the Society shall offer, the items to be gained by the Society, and the reasons for the exchange. The recommendation must also provide proof that the Society fully and legally owns the proposed item to be exchanged. A Deed of Gift from the proposed library, historical society, or museum must also be included which proves full legal ownership of the offered item. The Society shall carry out the transaction and maintain all records regarding all exchanges.

PURCHASE: Authority to purchase archival material or museum objects rests with the Board of Directors. The Society shall keep all records documenting all purchases.

NON-COLLECTION ITEMS: Such items as library reference materials, equipment, and supplies are accepted as donations to support the Society’s objectives. Non-collection items shall not be accessioned into the collections and may be disposed of at the discretion of the director and/or Board of Directors.