Make the most of your time with the Questionnaire Overview & Content Guide below by familiarizing yourself with the type of information you’ll need to complete the CMPToolkit questionnaire.
Throughout the CMPToolkit questionnaire, you will be asked to provide information on collections-related policies and procedures that may already be documented elsewhere at your institution. You may be asked at times to provide information or language directly from existing policies, or simply to name the appropriate policy where such information can be found. For some, the sections of the toolkit and questions asked may seem overwhelming, particularly if you are undertaking policy development for the first time. However, please do not be discouraged if you do not have immediate answers to every questions. The CMPToolkit is designed to guide you through building a policy that meets best practices for the field – depending on your organization, you may need to take some time to review and determine how sections apply to your organization.
In order to use your time most effectively, you may wish to familiarize yourself in advance with the kind of information you will need in order to complete the questionnaire. To do so, we have provided the guide below which offers a broad outline of the information you will be asked about within each section, and any existing policies or documentation you will be required to provide. If any of the policies listed below are not yet in place at your organization, you now know your first step in the CMP development process!
Please keep in mind that while the toolkit is designed to meet the needs of a wide range of organizations, there may be hyper-specific details about your organization that are not addressed in the questions asked. You will have the capacity to access your final policy in both an editable format and PDF once all sections have been completed, at which point you can make necessary edits to the overall policy.
Introduction
In this section, you will be asked to provide basic information about the institution and collection, with regards to their ownership and management. You will also be asked to determine the terms and conditions of implementing this Collections Management Policy at your institution. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Organizational code of ethics
Mission and Collections
In this section, you will be asked to provide descriptive details about your collection along with information about its general purpose and use. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Mission Statement
- Scope of collections statement
Acquisitions and Accessions
In this section, you will be asked to outline the criteria, methods, and processes related to acquisitions and accessions within your collection. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Any existing policies for verification of provenance
- Any existing policies regarding Found in Collection objects
- Any existing policies related to gift acknowledgement/credit
- Any additional policies covering accession procedures/documentation
Deaccessions and Disposal
In this section, you will be asked to relay the criteria, process and methods of deaccession/disposal within your collection. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Any existing policies related to the disposal of deaccessioned objects
- Abandoned property laws for your locality
Incoming Loans
In this section, you will be asked to outline the criteria, terms, and processes for incoming loans to your collection. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Existing policies addressing the proposal, approval, and documentation of incoming loans
- Existing policies for long-term loans
Outgoing Loans
In this section, you will be asked to outline the criteria, terms, and processes for outgoing loans from your collection. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Existing policies addressing the proposal, approval, and documentation of outgoing loans
- Requirements and responsibilities for borrowers
Documentation
In this section, you will be asked to provide details about collection records and how they are maintained, including information about backing up records and performing collection inventories. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Any existing policies or documentation related to inventory processes within your collection
Collections Care
In this section, you will be asked to outline the policies and procedures impacting collections care at your institution. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Any existing policies that outline handling of objects, housekeeping, or maintenance of collections
- Any other relevant policies or guidelines for collections care
Insurance and Risk Management
In this section, you will be asked to relay the details and terms of your collection’s insurance policy. You will also be asked to outline any procedures and processes related to collection security. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Security Plan
- Emergency Preparedness and Response Plan including details of its implementation
Access and Use
In this section, you will be asked to outline the terms and processes for both public and staff access to the collection. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Any existing policies related to staff access and use of collections materials
Intellectual Property
In this section, you will be asked to provide terms and guidelines for the photography and reproduction of collection objects. If possible, you may wish to come prepared with the following policies or documents to complete this section:
- Any existing policies related to publication requests/permission and appropriate crediting