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Collection Goals

Collection Orgainzation

Use Standards

Loans

Disposal

Ethics

Restoration Guidelines

SPCRR Collection Goals

To fulfill these interpretive goals the SPCRR has set the following collection goals and priorities:

1. To collect railroad cars and other artifacts representing the entire range of equipment built by Carter Brothers.

2. To collect railroad and other artifacts relating to the South Pacific Coast Railroad, owner of the Centerville Branch, andhost to the Carter Brother's shop.

3. To collect other cars and artifacts built by other California builders, who were contemporary with and either were effected by or affected the Carters.

4. To collect equipment and artifacts used other Northern California railroads.

5. To collect equipment set appropriate to a horse drawn branch line as operated by our group.

6. To collect other equipment from other areas or eras necessary to interpret our primary goal.

7. To collect other artifacts, Railroad and non-railroad to set a historic context for our railroad.

(Updated January 9, 1994)

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Collection Organization

 (Updated February 27, 1999)

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  Guidelines for Archival storage

Identifiable historic materials will be preserved, catalogued and protected.

All historic items will be given a unique accession number when entered (cataloged) into the collection; their location, loan or other use will be tracked by this number.

The process of cataloging an item into the archive will include entering information about the item into a database. The format and description of each item of data is described in the attached database dictionary.

Physically, the SPCRR's historic items are stored in several locations. The inventory makes it clear where each is stored, and how many duplicate items are included under a single accession number. The refrigerator car in the park's corporation yard, and a shipping container located in the rear parking lot contain most of the loose material.

Catalogued items are tagged. If there are duplicates normally only one of the group may bear a tag. The tag contains the accession number that correlates with the computerized archive list.

From time to time historic parts are removed from storage to be used in restoration projects, where painted and as part of a car they will no longer have tags, but they are still to be treated as sources of historical information. Tracking these items and safeguarding them is crucial to the long-term goals of the organization and to the individual projects, for a part may be one of a kind and may be called on to answer questions that arise later.

It is the responsibility of the curator to maintain and update the database and to provide a current copy to the board of directors. One of the board shall act as a custodian's custodian, holding a copy of the inventory list and acting as an overseer to the security of all items in the collection. This board member and the curator should jointly conduct inventories of portions of the collection itself, reconciling the physical collection with the list.

A portion of the collection is especially fragile rare or valuable. This includes items such as photographs, original documents, but also can include entire railroad cars. These items will be treated to the same inventory controls as other items, but are far more vulnerable. Thes items will be designated as special collections, and will be subject to additional handling controls. In the case of a railroad car this may consist of use limitations, in the case of photos or documents this may include special storage, as well as controls over access.

Numerous individuals have an interest in this material from a research standpoint, and should have access. To facilitate both access and security a uniform checkout/use policy should be followed under the supervision of the curator. The collection can and should function as a library, with the database serving as both the card catalog and as a research tool itself since it can be scanned like "list all parts from Westside Lumber" or finding all variations of a single part.

(Updated November 18, 1994)

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Use Standards

There are four categories for use and use restrictions:

Special Collections: These are items, either individual or GTA's which either because of their special historical significance and or their deteriorated or fragile condition require special care and limited use. These items are only to be used under direct supervision of the curator or designate.

General Collection: This is the bulk of the collection. These are the historic items which make up the collection. These items are available for appropriate use within the rules published by the curator. These items must be respected for their historic value. They must not be exposed to consumptive use.

Utility: These are items which may be used or consumed with out regard to their historic value, but which still hold value to the group for interpretive or general use.

Disposable: Items for which the group must account for, but are either surplus to our historic needs, or of modern non-historic origin. These items may be sold or traded to other groups, or consumed during historic reenactments. This category also includes items of specific non-historic origin, such as computers or modern power tools which the group wants to inventory due to their value.

(Updated March 15, 1997)

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 Loans

I. Loans to other groups:

1. Availability of the object for the term of the request.

2. Duration of the loan. Loan terms longer than three months require approval of the board of directors.

3. Furtherance of the mission of the museum.

4. Conditions under which the item will be used and stored.

5. Under SPCRR usage restrictions Special collection items may only be loaned with board of director approval.

II. Loans to the museum:

1. The criteria for accepting loans will be the same as those for accepting items into the collection.

2. Objects, documents, and materials on loan to the museum will be administered and maintained with a level of care equal to or better than that given the museum's own collection.

3. Materials on loan to the museum will be available for use in exhibits, operation, or research purposes unless otherwise restricted by the loan agreement.

4. Unless insured, items loaned to the museum are accepted by the museum at the owner's risk.

5. Termination of the loan, unless otherwise specified in the loan agreement loan may be terminated by ether party on 30 days notice

6. Loans of major items which would qualify for the GTA list require board approval.

7. For administrative reasons, items on loan may be assigned Archive numbers. In this case, assignment of an Archive number does in no way indicate ownership of the object by the SPCRR.

8. Leased items will be treated as loaned items within the collection system.

(Updated February 27, 1999)

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 Disposal

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All proceeds received from the sale of collection items must only be used for collection related activities.

Loan and or Lease agreements supersede disposal rules.

(Updated February 27, 1999)

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Ethics

Staff, directors, or volunteers are prohibited from using any collection object for purposes other than for official activities of the museum.

The museum's collection should be used and represented objectively and honestly, in accordance with the best available scholarship and historical accuracy.

No staff member or participating volunteer may compete with the museum in any personal collecting activity. The museum shall have the right to acquire any item purchased or collected by the staff at the price paid by the staff member, if the item falls within the museum's collecting criteria. Objects acquired through bequests or as personal gifts are exempt from the museum's "right to acquire." In cases of disagreement over these provisions, the board of directors' decision shall be final.

No staff member or volunteer may use his or her affiliation to promote personal collecting activities.

Collection documentation, including all interpretive material, is the property of the museum if it was gathered during the course of museum activities.

When considering an item for possible disposal, the curatorial staff and the board of directors must deliberate openly and objectively on the impact of the decision on both the item and the museum and its constituencies. At no time should such an action place a rare or historically significant item in jeopardy.

Any proceeds received from the disposal of a collection item must be reserved for the benefit of the collection.

When referring someone to an outside supplier of services, a list of at least two qualified sources should be provided so no appearance of favoritism is created.

(Updated February 27, 1999)

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Restoration Guidelines

Our Restoration Philosophy

1. We are preservation organization, and preserving the artifact comes ahead of all else.

2. The process of restoration is as important as the product

1. Restoration as interpretation.

2. Preserving skills and knowledge is as important as preserving artifacts.

3. All restoration decisions are based on research. All restorations must be fully documented. Each restoration will be documented in a Restoration Report.

4. Equipment is restored to operate if possible... but we may chose not to.

5. Restoration is not a stand-alone activity.

6. All members must understand that a policy exists.

1. Do it like the Railroad did it, and its corollary, You can't do it like the Railroad, they already scrapped it!

2. The four R's, repair, restoration, rebuilding, replication along with the non-R, Conservation.

3. Understanding the device.

4. Identifying a target year,

1. Removing updates (what is your target year, justify the decision)

2. These are complex technological artifacts

3. You do not have to take it back all the way, or you may chose not to remove updates

4. Restoration target decisions may not be rational.

5. Let the artifact be what it wants to be.

6. Replacing missing parts. (How do you decide what to use, documenting your decisions)

7. Saving and cataloging removed material.

8. Now that you have restored it what are you going to do with it?

1. Use controls.

2. The interpretive message(s) (This never stops changing.)

9. The research never ends.

(February 27, 1999)

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