Policies and Procedures for Archival and Special Collections
Material Use Outside of the Library
Published/Approved: September 2016
Revised: July 2020
Purpose of Document:
Recognizing that at times material from the Archives and Special Collections of B.L. Fisher Library may be used in classroom or display settings on campus to further the educational aims of Asbury Theological Seminary, the following policies have been put in place to preserve the material as well as protect the Institution as a whole.
Policy:
Ownership
The Archives must own any material on display or in use from the Archives and Special Collections in order for the material to be properly insured against loss or damage. As such, material on loan to the Archives and Special Collections cannot be used outside of the confines of the B.L. Fisher Library. Items of a personal nature or borrowed from other sources cannot be covered by the Institution’s insurance and LITS cannot be held responsible for any loss or damage to these items.
Care
Material from the Archives must be under the care of the Archivist. This permits the Archivist to ascertain potential preservation issues and conservation problems, and make suggestions for lighting, displaying, or using materials in the alternate setting. This policy also permits LITS to help provide funds to help care for archival material, even when in use outside of the library proper. Once per year, it will be the responsibility of the Archivist to check on the material to be sure it is not missing or damaged
Outside use
In order for archival material to be used or displayed outside of the B.L. Fisher Library, LITS assumes the responsibility to make sure that all materials are properly inventoried and cataloged (both in paper and digitally) in order to protect material from potential loss or damage (see example in Appendix A). As part of this process, the library will evaluate the care of the material and provide supplies needed to preserve and maintain the collection. In addition, the Seminary will provide insurance to cover all material owned by the Archives and Special Collections of B.L. Fisher Library.
While the material is outside the immediate care and control of the Archives and Special Collections of B.L. Fisher Library for educational use at Asbury Theological Seminary, custody will be entrusted to faculty or staff persons (custodian) who will be responsible for the care and oversight of the items until such time as they are returned to the care of the Archivist. The temporary custodian will be expected to set times for access to material, be personally responsible for overseeing students and guests to prevent potential loss or damage, and oversee the material on a day-to-day basis while it is outside the Archives and Special Collections. This custodian is expected to take all reasonable measures to protect material against loss or damage and preserve material for future use as instructed by the Archivist.
Right of refusal
The Archives and Special Collections of B.L. Fisher Library reserves the right to refuse to display some material outside of the library building due to preservation or conservation concerns, and to request the return of items if they are perceived to be in potential danger for preservation purposes. Portions of the Archives and Special Collections are governed by the guidelines found in the LITS Collection Development Policy.
Along with the Society of Biblical Literature (https://www.sbl-site.org/assets/pdfs/SBL-Artifacts-Policy_20160903.pdf), LITS follows the American Schools of Oriental Research policy on stewardship of archaeological material and unprovenanced artifacts (http://www.asor.org/about/policies/conduct.html).
LITS Staff reserve the right to modify this policy at any time.
Approvals:
- LITS: July 2020
Next Review:
APPENDIX A
| Artifact Identification Form | ||
| Collection item comes from: | Dewey Maurice Beegle Collection | |
| Collection number: | ARC 1996-‐004 | |
| Collection box number: | Box 23 | |
| Object Identification #: | #1 | |
| Object Name: | Abydos type juglet | |
| Excavation Source: | unknown | |
| Excavation Location (if known): | unknown | |
| Date of Excavation (if known): | unknown | |
| Year Range of Item: | circa. 2900 BC (Early Bronze II) | |
| Date Cataloged: | 2000 | |
| Cataloged by: | Scott Hughes | |
| Current Condition of Item: | complete vessel | |
| Description of Item: | Single-‐handled, jug form with a rounded bottom. Made of buff-colored clay with a neck and spout. About 6 inches high. | |
| Item’s Current Location: | Archaeology Laboratory | |
| Additional Notes: | ||
| Date Completed: | Nov. 4, 2016 | |
| Form Completed By: | Robert Danielson |
Photographs (top, bottom, front, and back views, with additional images of unique features or decoration as needed).
