Managing Natural Science Collections: A Guide to Strategy, Planning and Resourcing - Managing Natural Science Collections: A Guide to Strategy, Planning and Resourcing -

What is special about natural science collections?The changing landscape Challenges of natural science collections The scope of this book Why are we writing this book?What kind of collections and associated work do we address in this book?A summary of contents of this book Our legacy Reference Natural science collections – their place in society Introduction What are the origins of your collections: who acquired them and why?Why are your collections an asset and not a burden to society?Why so many of the same thing?The importance of demonstrating value and justifying spending The value of collections to society Uses of natural science collections What are these new uses of collections?Tracking change Epidemiology Species discovery Historical research Balancing the books Do potential users know the value of your collections and how can you engage them?How do we know how our collections are being used and what are the outcomes of this use?How can you encourage new users?Crossing the boundaries and forming partnerships Using information on value in strategic planning Can we predict the future needs of our users?How can you encourage financial or political support for your collections?Summary Notes References Further reading Appendix 2.1: Broadening the user base Strategy and management Introduction What is a collections strategy and how will it help me?Benefits of strategic plans How does strategic planning relate to the purpose, values and policies of my museum, department or project?What is an intellectual framework for collections?What is the desired state of the collection?Using assessment data to develop a strategic plan How can I get data on the current state of my collection to help with planning?Types of assessments Self-assessment tools Drilling down in detail Peer-review assessments What is a typical assessment process?Schema and definitions – use a standard: issues with creation of new schema What makes a good assessment?Managing forests not trees – selecting units of analysis The tyranny of numbers What makes a good strategic plan?Clarify purpose of institution and intellectual framework for collection Validate the desired state and goal you are pursuing Organise your project Gather data Vet, interpret and visualise your data Developing recommendations Develop an action plan Recommendation: Replace all cabinets that have warped doors.How can I make the planning process easier?Can you group collections to make planning simpler?RACI approach to communication Working with stakeholders How can my team think and act strategically?Systems and processes, not heroism How can I prioritise actions in my plan?How to decide between spending scarce resources on similarly needy collections?Assessments of value for prioritisation purposes (not valuation)Prioritisation and management Are there templates that I can use to organise my actions?How can I know that I am meeting my collections objectives in the longer term?How can performance indicators help?What makes a good performance indicator?What risks are associated with using performance indicators?Measurement Behavioural Conceptual What strategic questions are others considering?Summary References Further reading Appendix 3.1: SYNTHESYS Collections Self-Assessment Tool Appendix 3.2: Example of a hierarchical schema for a preventive conservation strategy Appendix 3.3: An example of an action plan for a legal documentation project Governance, legal aspects and policy relating to strategic management of natural science collections Introduction How is governance used in collections organisations?The hierarchical nature of governance Which is the most rigorous: laws or ethics?What are the risks associated with governance and how can you manage them?Sample areas of legal concern Ownership or rights regarding use (access and benefit sharing, copyright, open access data)Shipping/collections transit regulations Prior Informed Consent (PIC) and Mutually Agreed Terms (MAT)Hazards inherent in specimens or resulting from materials applied to specimens How is policy distinct from law, regulation and procedures?How can I use the power of policy and governance to minimise risks and help me achieve my goals?Where policy can help protect you and your collections from unwanted action Illegal acquisition Out of scope acquisition Use of hazardous chemicals Untimely processing that hides problems Where policy can support or encourage actions that you want Acknowledgement of hazardous materials leads to improved warning signage/notifications Policy statements about accountability lead to regular shelf-checks and other inventories Acknowledgement about source country rights leads to improved information management Acknowledgement about staff safety leads to compulsory field safety courses and budgeting for emergency response How can policy help on a day-to-day basis?Who can do what?Is it possible to change a governance framework?Summary References Further reading Staff resources Introduction How do organisations structure their workforce and how can this affect management of collections?Strengths and weaknesses of the different models How can staff structure facilitate good collections management?What if the structure is not working?How can I identify the skills, knowledge and behaviours (competencies) available in my team?How can I match competencies to collections objectives and address any that are missing?Matching competencies to organisational needs Are all competencies equal and are they all needed?Examples of application of the framework Using competencies to build jobs and teams How can we address any missing skills, knowledge or behaviours?Strengths and weaknesses of frameworks Strengths Weaknesses and areas for improvement Addressing weaknesses Succession planning: How can I capture and retain knowledge and experience of staff for the future?Summary Note References Further reading Appendix 5.1: Simplified competency framework Acquisition and deaccession Introduction Why should we acquire and deaccession objects and collections?How can collections be acquired?Expeditions Donations and bequests Sales and auctions Transfer or exchange Orphaned collections What criteria do you have to take into account to acquire or deaccession objects or collections?How can you deaccession objects or collections acceptably?What about the ethics of collecting?Are there alternatives if deaccession is not an option?Collection storage and management as a business model Updating collections data How should I communicate deaccessioning to staff, collectors, donors and the public?Summary References Further reading Virtual collections Introduction Why should you digitise your collections?The new dimension: the history of mass digitisation How do you create a digitisation strategy and plan?Strategic approaches in a rapidly changing world The digitisation process Sustainability and collaboration Culture The right staff What should be digitised, how do you prioritise and who should do it?Which standards, software and hardware should you use?Common principles on digital data Open access How much does it cost?Crowd-sourcing as an example What digital initiatives exist around the globe?What are the risks?What is the future for digitisation?Summary References Further reading Access to collections Introduction What is access to collections?Access versus use – a brief explanation What are the restrictions on access and who is responsible for allowing access?Valid reasons to restrict, withdraw or deny access to your collections What are the principles for physical access to collections?General principles of physical access Principles of visits to the collection Principles of loans Principles of destructive sampling What do we expect from users?What are the principles for digital access to collections?What do we expect from users?What are the benefits and how can we measure them?How can we measure benefits from the use of collections?What are the costs of access and how can they be reduced?What are the “right” decisions to make on access?What are the major barriers to access and can you overcome them?Barriers to access Strategies to overcome barriers What will access look like in the future and how can we be prepared?Digital transformation Summary Further reading Examples of policies: visits, loans, destructive sampling Appendix 8.1: Principles for research loans between natural history collections Appendix 8.2: Principles for access by personal visit to natural history collections Appendix 8.3: Common principles on digital data produced by external users of natural history collections Asking the right questions – putting it all into practice Introduction Scenarios Scenario A: molecular collection Scenario B: digital collection Scenario C: cultural collection Questions Getting an overview Your role, vision and objectives Understanding the strategic framework Your collection Status, assessment and analyses Users, stakeholders and value of collections Access to collections Collection development Project planning Human resources Budget and fund raising Performance indicators, risks and controlling Your situation and your questions Your situation and your challenges Which questions are missing?A few final words Glossary