Abandoned Cultural Property Policy of the Cincinnati Art Museum: Past and Present

1
Abandoned Cultural Property Policy of the
Cincinnati Art Museum Past and Present

• Jay Brennan Pattison
• Registrar, Permanent Collection
• Cincinnati Art Museum
• American Association of Museums Conference
• May 2004

2
Cincinnati Art Museum History

• The Womens Committee began collecting objects in
  1881

3
Cincinnati Art Museum History

• The Womens Committee began collecting objects in
  1881
• The Cincinnati Art Museum opened its doors in
  1886

4
The Collection

• CAM is a survey collection representing 6,000
  years of art history from cultures all around the
  world

5
The Collection

• CAM is a survey collection representing 6,000
  years of art history from cultures all around the
  world
• CAM specializes in regional art from 1800-present
  in the areas of painting, decorative arts,
  printmaking and furniture carving

6
Record Keeping Methods

• 1881 1954 Handwritten ledgers documented
  gifts, purchases and loans

7
Record Keeping Methods

• 1881 1954 Handwritten ledgers documented
  gifts, purchases and loans
• 1955-1996 Alphabetical and numeric catalogue
  cards were maintained

8
Record Keeping Methods

• 1881 1954 Handwritten ledgers documented
  gifts, purchases and loans
• 1955-1996 Alphabetical and numeric catalogue
  cards were maintained
• 1989 present Vernon collection database houses
  permanent collection object records and
  documented loans

9
Abandoned Cultural Property Statistics

• Approximately 1,000 undocumented loans dating
  from 1881

10
Abandoned Cultural Property Statistics

• Approximately 1,000 undocumented loans dating
  from 1881
• Approximately 500 objects considered found in
  collection or source unknown

11
Pre-Legislation

• The Museum accessioned 500 objects from unknown
  sources

12
Pre-Legislation

• The Museum accessioned 500 objects from unknown
  sources
• These are distinguished as X numbers (X1977.52)

13
Pre-Legislation

• The Museum accessioned 500 objects from unknown
  sources
• These are distinguished as X numbers (X1977.52)
• These objects will be revisited and researched
  further

14
Pre-Legislation Research Methods-1980s

• Examine original loan ledgers to identify
  lenders names and the year each object was
  deposited

15
Pre-Legislation Research Methods-1980s

• Examine original loan ledgers to identify
  lenders names and the year each object was
  deposited
• Research genealogical records at local Historical
  Society

16
Pre-Legislation Research Methods-1980s

• Examine original loan ledgers to identify
  lenders names and the year each object was
  deposited
• Research genealogical records at local Historical
  Society
• Write to courthouses in local counties where
  lender lived

17
Pre-Legislation Research Methods-1980s

• Examine original loan ledgers to identify
  lenders names and the year each object was
  deposited
• Research genealogical records at local Historical
  Society
• Write to courthouses in local counties where
  lender lived
• Write to local cemetery requesting names, dates
  and addresses of lenders

18
Pre-Legislation Research Methods-1980s

• Create a family tree for each lender

19
Pre-Legislation Research Methods-1980s

• Create a family tree for each lender
• Sent a certified lender referencing the original
  lender and asking whether they are aware of any
  other descendants
• Make no assumptions about title during initial
  correspondence

20
Pre-Legislation Research Methods-1980s

• Create a family tree for each lender
• Sent a certified lender referencing the original
  lender and asking whether they are aware of any
  other descendants
• Continue loan or locate all heirs to agree on
  final disposition of object(s)

21
Pre-Legislation Research-1980s

• Categories Listed for Undocumented Loans
• Holding-These objects were originally intended to
  be permanent or indefinite loans (Note loans
  with an indefinite time period are no longer
  accepted per museum policy)
• Four lenders were assigned this status

22
Pre-Legislation Research-1980s

• Categories Listed for Undocumented Loans
• Holding
• Open Correspondence-The descendants of the
  lenders were identified and correspondence was
  sent but not answered
• Eleven lenders were assigned this status

23
Pre-Legislation Research-1980s

• Categories Listed for Undocumented Loans
• Holding
• Open Correspondence
• Waiting for Curators Evaluation-Current
  addresses for lenders or their descendants are on
  file, however, the objects are still being
  evaluated by the appropriate curator
• Six lenders were assigned this status

24
Pre-Legislation Research-1980s

• Categories Listed for Undocumented Loans
• Holding
• Open Correspondence
• Waiting for Curators Evaluation
• Dead Ends-Research was completed for each lender
  with limited results regarding the whereabouts of
  their descendants, further research is required
• Thirty lenders were assigned this status

25
Pre-Legislation Plan 1990s

• Create an Access database for undocumented loans
  using the following resources
• Review all recent inventory lists to identify
  each loan by its number and add it to the loan
  database

26
Pre-Legislation Plan 1990s

• Create an Access database for undocumented loans
  using the following resources
• Review all recent inventory lists to identify
  each loan by its number and add it to the loan
  database
• Compile list of unjustified loans from old loan
  catalogue cards (loans not marked as returned as
  accessioned)

27
Pre-Legislation Plan 1990s

• Create an Access database for undocumented loans
  using the following resources
• Review all recent inventory lists to identify
  each loan by its number and add it to the loan
  database
• Compile list of unjustified loans from old loan
  catalogue cards (loans not marked as returned as
  accessioned)
• Research all available information for each
  individual lender (i.e. lender cards, loan
  ledgers, or loan files)

28
Pre-Legislation Plan 1990s

• Complete the physical inventory of the permanent
  collection in order to identify all remaining
  undocumented loans on the premises

29
Pre-Legislation Plan 1990s

• Complete the physical inventory of the permanent
  collection in order to identify all remaining
  undocumented loans on the premises
• If a loan thought to be on the premises is not
  located, trace its location by cross-referencing
  it with items listed as no number on inventory
  lists

30
Pre-Legislation Plan 1990s

• Complete the physical inventory of the permanent
  collection in order to identify all remaining
  undocumented loans on the premises
• If a loan thought to be on the premises is not
  located, trace its location by cross-referencing
  it with items listed as no number on inventory
  lists
• These items should also be cross-referenced with
  Source Unknown items or X Numbers to identify
  whether appropriated items were previously loans

31
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken

32
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken
• Tag the object with its loan number

33
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken
• Tag the object with its loan number
• Enter the object record into the undocumented
  loans database

34
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken
• Tag the object with its loan number
• Enter the object record into the undocumented
  loans database
• Research the lender and/or their descendants

35
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken
• Tag the object with its loan number
• Enter the object record into the undocumented
  loans database
• Research the lender and/or their descendants
• Obituaries (either at the local courthouse or
  on-line)
• Telephone directories from the period of the
  original loan at the local historical society

36
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken
• Tag the object with its loan number
• Enter the object record into the undocumented
  loans database
• Research the lender and/or their descendants
• Obituaries (either at the local courthouse or
  on-line)
• Telephone directories from the period of the
  original loan at the local historical society
• Issue certified letters asking if they are the
  descendant of the original lender

37
Pre-Legislation Plan 1990s

• Once a loan has been identified the following
  steps should be taken
• Tag the object with its loan number
• Enter the object record into the undocumented
  loans database
• Research the lender and/or their descendants
• Obituaries (either at the local courthouse or
  on-line)
• Telephone directories from the period of the
  original loan at the local historical society
• Send out certified letters asking if they are the
  descendant of the original lender
• Determine the number of descendants and request a
  written affirmation from each person regarding
  the final disposition of the object

38
CAM Procedures Post-Legislation

• Step 1 Identify which undocumented loans
  support the collecting mission of the museum

39
CAM Procedures Post-Legislation

• Step 1 Identify which undocumented loans
  support the collecting mission of the museum
• Work with the appropriate curator to examine each
  objects condition and to determine whether it is
  appropriate for the collection

40
CAM ProceduresPost-Legislation

• Step 1 Identify which undocumented loans
  support the collecting mission of the museum
• Step 2 Research original documentation to
  identify original lenders name or address

41
CAM ProceduresPost-Legislation

• Step 1 Identify which undocumented loans
  support the collecting mission of the museum
• Step 2 Research original documentation to
  identify original lenders name or address
• Step 3 Send certified letter to lender or to
  lenders descendants

42
CAM ProceduresPost-Legislation

• Step 1 Identify which undocumented loans
  support the collecting mission of your museum
• Step 2 Research original documentation to
  identify original lenders name or address
• Step 3 Send certified letter to lender or to
  lenders descendants
• Step 4 Post notice in local newspaper if the
  lender or donor cannot be identified

43
In the event of a claim

• Prior to posting public notices in local
  newspapers
• Draft an internal claims response procedure

44
In the event of a claim

• Prior to posting public notices in local
  newspapers
• Draft an internal claims response procedure
• Budget appropriate amount for advertising in
  local newspaper
• Note This can be expensive, full-page ads can
  cost 1,800 each

45
In the event of a claim

• Prior to posting public notices in local
  newspapers
• Draft an internal claims response procedure
• Budget appropriate amount for advertising in
  local newspaper
• Issue a Press Release explaining the legislation
  and its benefit to the museum

46
In the event of a claim

• Prior to posting public notices in local
  newspapers
• Draft an internal claims response procedure (see
  handout)
• Budget appropriate amount for advertising in
  local newspaper
• Issue a Press Release explaining the legislation
  and its benefit to the museum
• Present the issue to your Board of Trustees and
  staff so they can respond to external inquiries