ACQUISITION GUIDELINES

The Crosby County Pioneer Memorial Museum’s Collection Management Policy, adopted first in 2023 and last revised in Sep 2024, outlines the scope of the Museum’s collection, explains how the museum grows, cares for and makes collections available to the public, and clearly defines the roles of the parties responsible for managing these artifacts.

The Policy establishes criteria and guidelines on how the Museum collects works of art, historical artifacts, and archival materials consistent with its mission and with professional museum standards. The Museum is thankful for the many donations to the collection we have received over time; however, we cannot accept unsolicited donations either by mail or in-person nor can we pass unsolicited donations on to another institution. Materials sent unsolicited will be considered abandoned, and the Museum reserves the right to dispose of such property as it sees fit.

If you have objects that you believe would complement our collections, please send a written description (including the size, content, condition, historical significance, and provenance), as well as photographs or scans of the objects via email to assistant@ccpmmuseum.com and indicate if you are offering it for gift or purchase. These requests are reviewed on a quarterly basis. Please be aware that the Museum’s primary mission, limited gallery and storage space, and the demands that every object places on the budget and staff, require us to be very selective with acquisitions.

The Museum is under no obligation to accept proposed gifts or bequests. The following criteria govern the acquisition of works for the collections, whether made by purchase, gift, bequest, exchange, transfer, or any other means.

• The item(s) must be consistent with and relevant to the stated mission, vision, purpose, scope, and activities of the Museum.

• Primary consideration will be given to the Museum’s ability to provide proper care and storage for any object. No item(s) will be considered for acquisition if future care and preservation needs exceed the Museum’s resources. Donations that include financial support for long-term storage and preservation are encouraged.

• Items must have a clear title of legal ownership and be free of copyright restrictions. The Museum will undertake due diligence to establish the legal status of an object under consideration for acquisition, making every reasonable effort to investigate, substantiate, or clarify the provenance of the item(s).

• All acquisitions are to be outright and unconditional. The Museum cannot guarantee that objects donated will be placed on exhibition, or that they will be exhibited or stored intact as a single collection. In addition, please be aware that curatorial decisions made during cataloging of new collections may result in objects being deemed more appropriate for use in our education department, or to be offered for sale to benefit direct care of the Museum’s collections.

• All donations to the Museum’s collections are irrevocable upon the formal and physical transfer to the Museum.

• All legal instruments of conveyance and warranty of title, signed by the donor/seller/agent setting forth an adequate description of the items involved and the precise conditions of the transfer, shall accompany all acquisitions.

• All acquisitions by gift or bequest to the Museum will remain in the possession of the Museum for as long as they retain their physical integrity and authenticity, and as long as they remain useful for the purposes of the Museum.

• Federal law prevents the Museum from providing identification services or appraisal values for donated item(s). Donors are responsible for appraisals of value.

• Donations are fully tax deductible within IRS guidelines. Please consult your tax advisor.