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Deaccessioning Policies and the Sale of Items



I am interested in learning how other archives and archivists approach
the issue of selling deaccessioned items from their collections.  I have
checked the archives for the Listserv and have read various opinions
regarding ethics and the sale of items.  I am well aware of options such
as destruction, transfer, or returning items to the donor, etc.  I am
also aware of compliance with terms that are clearly stated in a deed of
gift.

My question is directed to those archives that have a written
acquisitions and deaccessioning policy statement.

In your policy, is the sale of items even considered as an option for
disposing of records?  If not, why not?

If the sale of items is determined to be the most appropriate means of
disposal, does your policy address how the proceeds from the sale of
items (assuming there are no restrictions within the original deed of
gift) are to be used?
1. Are the proceeds only to be used for future archives acquisitions
and collections maintenance/development?
2. Do the proceeds revert to the archives' general operating fund to be
used as the archivist sees fit?
3. Do the proceeds revert to the institution's general funds?
4. Did you intentionally choose not to state how proceeds will be used,
and why?

How did you arrive at this decision for the use of proceeds?  Did the
fact that you are a
1. government agency or state institution
2. a private, non-profit organization/institution
3. a for profit corporation
play a role in how your policy was formulated?

What other factors influenced your decisions?  State laws?  Museum
ethics?  The fact that you receive some level of public/government
funding?  A feeling of obligation (public trust) to scholars and the
general public even though you are a private institution?

Are there any stipulations as to how the sale of items will take place?
 Public auction?  To dealers or private collectors?

Finally, who ultimately gave the final approval for your policy?  A
state agency?  Governing body, advisory committee or group?  An
individual within the institution?

I would appreciate hearing from those of you who have considered these
issues and have created a policy statement for the deaccessioning of
records.  I will gladly summarize all responses for the benefit of the
list.

Thank you.

Andrew Martinez
Archivist
Rhode Island School of Design
2 College Street
Providence, RI  02903
(401) 454-6398
amartine@risd.edu

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