1T-12.002. Acquisition Procedures

(1) The Division of Cultural Affairs (division) delegates responsibility for management of permanent historical collections to the Museum of Florida History (museum). The museum’s policies for the management of historical collections are built upon the accreditation requirements of the American Association of Museums (AAM), the organization responsible for the accreditation of museums throughout the United States. When contacted by a prospective donor or vendor, the museum determines in accordance with subsection 1T-12.002(2), F.A.C., whether the offered artifact falls within museum’s responsibility or is the responsibility of another agency, institution, or organization. If the artifact is more appropriate for the collections administered by another agency, institution, or organization, the prospective donor or vendor is referred to that agency, institution, or organization.

(2) The museum evaluates artifacts and determines whether they should be accepted into the permanent historical collections.

(a) When the museum accepts custody of an artifact from a prospective donor or vendor, an Examination Receipt is completed by museum staff. Examination Receipt FAC (Form CAMFH150), effective 9/2012, hereby incorporated by reference and available from: http://www.flrules.org/Gateway/reference.asp?No=Ref-01585.

(b) Evaluation of artifacts is based on the following criteria:

1. All acquisitions must have intrinsic historical value relating to the history, government, or culture of the state of Florida; and,

2. All acquisitions must possess potential for research or be useful for exhibition or interpretive purposes.

3. In addition to these general criteria, the following factors shall be considered when evaluating artifacts:

a. Whether the artifacts have been carefully examined and evaluated by a museum staff member who is knowledgeable about them;

b. Whether the artifacts have legitimate and clear provenance;

c. Whether the current owner of the artifacts has clear title to them and is free to convey them to the museum;

d. Whether the museum can provide proper storage, protection, and preservation for the artifacts, to ensure their availability for museum and division purposes; and,

e. The artifacts’ copyright status.

(3) When evaluation is completed, the museum makes a decision whether to acquire the artifact and accept it into the  permanent historical collections.

(a) In the case of artifacts that the museum determines will have a significant impact on the public or may cause public controversy, the approval of the division director is required.

(b) The prospective donor or vendor is notified of the decision.

(4) If the museum decides to acquire an artifact, acquisition is accomplished by one of the following methods.

(a) If the artifact is acquired by donation, a Deed of Gift is completed by museum staff and signed by the donor or donors. The Deed of Gift FAC (Form CAMFH151), effective 9/2012, is hereby incorporated by reference and available from: http://www.flrules.org/Gateway/reference.asp?No=Ref-01586;

(b) If the artifact is acquired by purchase, a receipt of purchase is secured;

(c) If the artifact is transferred to the museum from another agency, institution, or organization appropriate documentation by acknowledgement and receipt is obtained.

(5) If the museum decides not to acquire an artifact for its permanent collections, the artifact, if it is in the museum’s custody, is returned to the prospective donor or vendor, or is disposed of as noted on the Examination Receipt.

Rulemaking Authority 265.704(1), 265.706(6) FS. Law Implemented 265.7025, 265.703, 265.704, 265.705, 265.706 FS. History–New 9-17-12, Formerly 1A-40.005.