Details the requirements for the acquisition and management of RMIT cultural collection assets.
|Effective date||30 April 2020|
|Review date||28 November 2022|
|Owner||Deputy Vice-Chancellor, Design and Social Context|
|Author||Head, Cultural and Public Engagement|
|Print version||Cultural Asset Management Procedure|
This procedure details the requirements for acquisition and management of RMIT cultural collection assets. The procedure ensures that RMIT cultural collections are promoted, shared and made accessible in a culturally responsible way, and are only acquired when they:
- are significant to the development and enhancement of teaching and research
- have an important connection to RMIT University or its antecedent institutions
- are consistent with important domains of human knowledge, culture and endeavour
- are in keeping with RMIT’s dhumbali to reconciliation and respect the responsibilities inherent in holding cultural collections on Kulin country.
This procedure applies to cultural collection assets acquired and managed by RMIT University including, but not limited to, the RMIT University Art Collection, the AFI Research Collection and the RMIT Design Archives.
1.1. Cultural collections and archives may only be established following:
a) a proposal by the Cultural Collections Acquisitions Committee (CCAC); and
b) formal approval by the Head, Cultural and Public Engagement.
1.2. Proposals must:
a) express long-term commitment to collection management and sustainability
b) describe how the collection or archive will enhance RMIT’s expressed goals
c) confirm that no other appropriate or duplicate collection or archive exists within the University for the same purpose.
2.1. A single CCAC will be established by the Head, Cultural & Public Engagement to oversee the development of the collections.
2.2. All items of collectable or intrinsic significance which are permanently acquired by RMIT must have clear legal title. On acquisition, the title will pass to RMIT, and not to any person, department or school. If clear title cannot be provided, the proposed acquisition must not proceed.
2.3. Collections and archives may include loaned items. The conditions of any loan must be clearly and contractually specified, and must:
a) include the proposed term of the loan, and
b) define the responsibilities for conservation, security and insurance.
2.4. Permanent or long-term loans will not be accepted.
2.5. RMIT recognises the moral rights of the creators of IP in accordance with relevant copyright law and the Intellectual Property Policy.
3.1. Each collection and archive will operate in accordance with written Collection Guidelines.
3.2. Guidelines must:
a) outline the purpose of the collection or archive
b) detail the proposed manner of acquisition
c) detail the management and disposal of items
d) detail relevant cultural considerations associated with a collection or archive
e) be made accessible to the University community.
3.3. Guidelines for the management of specific collections may only be created with the permission of the Head, Cultural & Public Engagement.
3.4. All items acquired by RMIT must be placed within the appropriate collection or archive for ongoing management.
3.5. Each item will be appropriately catalogued and stored and/or displayed in an appropriate manner to ensure access, security and ongoing preservation.
3.6. The deaccessioning and disposal of an item or group of items from a recognised collection or archive must comply with the Collection Guidelines and be approved by the CCAC.
3.7. The de-accessioning and/or disposal of any significant Aboriginal and/or Torres Strait Islander cultural materials or artwork in instances where no artist intent has been recorded must be undertaken with consideration of and in consultation with appropriate community members and/or traditional owners of said item(s). In these instances, said parties will be given the opportunity to acquire the item(s), particularly those with identified historical, social and religious significance.
3.8. Deaccessioning of the entire holdings of a recognised collection or archive may only occur following formal endorsement of a proposal by the CCAC, with final approval by the Vice-Chancellor.
3.9. Funds realised from the deaccessioning and disposal of an item will be used solely for the benefit of the collection or archive from which the item was deaccessioned.
4.1. Gifts to a collection or archive will be encouraged, provided such gifts fall within the its specific Collection Guidelines. RMIT has the right to accept or refuse such offers of gifts.
4.2. Gifts will only be accepted where the donor has legal title to the work and the gift is transferred from the donor to RMIT without conditions.
4.3. RMIT supports the use of the Australian Government’s Cultural Gifts Programme to facilitate donations.
6.1. The CCAC will review each Collection Guideline at least every three (3) years to ensure its relevance to the University’s expressed goals, in accordance with the RMIT Policy Governance Framework.
6.2. The CCAC will report annually to the Head, Cultural & Public Engagement as part of the annual review cycle.
Taking legal possession and ownership of an item or group of items through purchase, bequest, donation, commission, transfer, creation, exchange, or collection.
Collection (or archive)
A coherent group of items that have historic, aesthetic, scientific, research or social significance to the University or its teaching program, where ownership is clearly vested in the University and where approval for continuance has been granted by the University.
Cultural collection asset
Something that has value because of its contribution to the creativity, knowledge, traditions, culture, meaning and vitality of a community or the University.
A cultural gift has the following characteristics:
Cultural Gifts Program
The Australian Government’s program of tax incentives for culturally significant gifts to Australia’s public collections (formerly known as “Taxation Incentives for the Arts Scheme”). Eligibility is restricted to institutions registered as DGRs.
The official removal of an item from a library, museum, or art gallery collection.
The physical removal of an item from a collection, after it has been formally deaccessioned following specified steps as defined in the relevant Collection Guidelines.
The temporary physical transfer of an item for a specified period, from one institution to another, between units within the University, or from individuals to the University, where there is no transfer of ownership.
- Cultural Asset Collection Guidelines
- RMIT University Art Collection
- RMIT Design Archives
- AFI Research Collection
|Version||Approval date||Effective date||Summary of changes||Approval authority|
|1.0||22 April 2020||30 April 2020||New procedure||Deputy Vice-Chancellor Design and Social Context|
- Intellectual Property Policy
- National Standards for Australian Museums and Galleries
- ICOM Code of Ethics
- ALIA Code of Ethics
- Indigenous Art Code