Objects and Collection Management Plan (OCMP) - GUIDANCE

AIM
The aim of an Objects and Collections Management Plan (OCMP) is:

To review the management of objects and collections and to prepare a plan to identify ,
maintain, and where appropriate, reveal and interpret the significance of the object or
collection and ensure it is managed and preserved for future generations

OBJECTIVES
The Objectives of the plan are to:

Identify and define the object or collection

Establish the cultural significance of the object or collection

Assess the condition and authenticity of the object or collection

Develop prioritised recommendations for maintenance, storage and treatment including

short and long-term conservation requirements

Prepare a plan to maintain and, where appropriate, reveal and interpret the significance
of the object or collection and ensure it is preserved for future generations

Where appropriate, develop collection management guidelines according to standard

practices

Formulate a long-term management strategy to implement the plan including

identification of a range of appropriate uses or a clear future direction for the object or
collection

The plan must include the following:

Heritage status

Assessment and Statement of cultural significance

Assessment and development of collection/object management policies

Preservation Needs Assessment and recommendations

Prioritised recommendations and implementation strategy

BACKGROUND
Information relevant to the object/collection and the OCMP, including

Who commissioned and funded the Management Plan?

Owner of the object or collection.

Author(s), ownership and copyright of the report. [Copyright rests with the State of
Victoria if the project has been paid for using government funds.]

STAFF
It is envisaged that this report will be prepared by heritage professionals. It is unlikely that a
single consultant will have expertise in all the areas. At a minimum a team of a curator
/collection manager (with a good knowledge of Victorian History and interpretation) and a
conservator will be needed. Other consultants may be required, especially for specialised
objects and collections, for example, religious items, art or machinery. In order to protect
objects/ collections from theft, the consultants must agree to maintain confidentiality at all
times and clearly define what information is to be shared with whom.

DEFINITION
The report must define what is and is not included in the collection. In the case of an object,
it must define the object parts. It should also identify what material is supporting and what is
central.

HERITAGE STATUS
The report should state whether the object/collection has any current statutory or nonstatutory heritage listing. All relevant statutory requirements must be considered in relation
to the future use of the object/collection.
Movable items of local significance cannot be included in Victorian Local Government
Planning Schemes (Heritage Overlay HO). However movable items of State Significance
are eligible for inclusion on the Victorian Heritage Register (VHR) either in their own right or
as part of or contributing to the significance of a place.

Objects and collections may be identified as part of or contributing to the significance

of a HO place but cannot be included in the HO.

Land archaeological objects and collections may be identified as part of or

contributing to the significance of a Heritage Inventory (HI) place and can be included
in the Heritage Inventory.

Maritime archaeological objects and collections associated with shipwrecks included

on the VHR

ASSESSMENT OF CULTURAL SIGNIFICANCE and

STATEMENT OF CULTURAL SIGNIFICANCE
These two components of the OCMP should be done according to Heritage Victorias
guidelines for undertaking significance assessments located here
http://heritage.vic.gov.au/admin/file/content2/c7/2009-10_significance_grant_conditions.pdf

ASSESSMENT OF CURRENT PRACTICES & RESOURCES

The OCMP should assess the way the organisation manages the documentation of its
collection/objects according to collection management best practice standards. This
assessment should give a broad overview of whether the owner/organisations policies and
procedures (if any) meet collection management standards.
Museum Methods 2002, a practical manual for managing small museums and galleries
covers all aspects of collection and museum management. This manual can be used as a
guide and provides an invaluable and comparative and reference tool when assessing the
management status of objects and collections. Information on Museum Methods is available
online at: http://www.collectionsaustralia.net/sector_info_item/11

Heritage Victoria

Management Plan for Heritage Objects and Collections

Available resources
This section should identify

if specialist skills are required to manage the object/collection

whether these skills are locally available

time constraints due to the requirement of specialist skills or the need to import
particular materials or elements

funding sources normally available to the object/ collection owners/managers.

This should also include a discussion of the number and capabilities of current paid and
voluntary staff, external support and any other resources in kind.

Further Investigation and Research

The need for specific technical investigation must be identified, together with any need for
public consultation or further research into community attitudes.
If the technical investigation requires physical intervention, such as sampling, this should be
identified and the degree and nature of the intervention defined. The required analysis of the
samples should be specified. Such sampling and testing should be included in the Prioritised
Treatment Schedule (see Conservation Action below).
Where the need for public consultation or consultation with statutory authorities is identified,
the procedures for doing this should be outlined.
Research proposals must be clearly defined, with the objective adequately explained,
including how the resulting information is to be used and disseminated.

Constraints on Investigation
Any cultural or legal constraints that have or would limit the accessibility or investigation of
the object/ collection for the purposes of this or further research should be identified.

Security and confidentiality

In order to protect objects/ collections from theft the OCMP must identify vulnerable items
and suggest improvements to security. Careful consideration must be given to the
advisability of posting collection details and inventories on the internet.

Funding
Identify appropriate sources of funding which may assist the custodians to implement the
recommendations in the Management Plan.

Interpretation
The conservation policy should identify appropriate ways of making the significance of the
object/ collection understood consistent with the retention of that significance and use of the
object/ collection by the wider public, researchers, visitors and institutions as relevant.

Heritage Victoria

Management Plan for Heritage Objects and Collections

Views of the owner and/ or custodians

The object or collection may or may not be in the care of the owner and this situation should
be documented. In some cases the owner or custodians may have memories or opinions
about the way the object or collection was used which may be of relevance to future
management. They may also have justifiable views on future use that reflect the views of the
wider community and their capabilities and resources. This is important information to
document and consider when formulating the plan.

POLICY DEVELOPMENT
Where gaps have been identified in the use and care of the object/collection which could
lead to a reduction in the significance of the object/collection, the OCMP should develop
short, appropriate, plain English policies to address these deficiencies. Collection
management best practice standards are expected to be used to ensure that the significance
of the object/collection is maintained and if possible enhanced and the custodians have a
viable and appropriate structure to work within.
The OCMP should outline the reasons for the establishment of the collection or acquisition of
the object, and determine if these reasons are still valid. It should specify what the collection
should and should not consist of.

PRESERVATION ASSESSMENT
The OCMP should identify the most appropriate way of retaining significance, including care
of the object or collection. Use the AICCM Preservation Needs Assessment Template
www.aiccm.org.au/index.php?option=com_content&view=article&id=48&Itemid=48 (ignore
the collection management components of this template)

Authenticity, intactness and integrity

For objects, the OCMP should determine how much of the original fabric and/or components
are present and identify and document any replica or non-original materials or components.
For collections, it is important to identify to what degree the collection or part of the collection
is genuine or original and what are props, furniture, later additions or otherwise extraneous
to the significant components or phase of the collection.

Risk assessment
This section should identify threats to the object/collection such as insect infestation, fire,
flood, earthquake and security. It should include risk management strategies based on recent
research, for example that done by Robert Waller et al. Proposals for future use and access
should be evaluated for their effects on the significance of the object/collection.

Location of object or collection

The plan should address the suitability of the current or proposed location for the object and
any associated collections. An environmental survey conducted over a year or more may be
necessary to assess the environmental conditions fully and determine if the current
environment is protective of collections or not.

Heritage Victoria

Management Plan for Heritage Objects and Collections

Materials Conservation

Recommended conservation actions should be described, including any need for the
involvement of additional specialists, technical analysis or examination.

Prioritised maintenance, storage and treatment recommendations containing short

and long-term conservation requirements should be provided and form part of the
formal treatment schedule, which includes sufficient information to guide more
detailed treatment interventions and should define unacceptable actions.

Any urgent or emergency treatments should be clearly flagged. The relative urgency
of each proposal should be determined.

It may also be necessary to comment on existing treatment proposals or treatments

already carried out. These comments should incorporate the significance findings to
ensure that resources are directed appropriately.

Staged re-housing plans and treatment proposals should be developed which

prioritise the most significant objects in the most fragile condition

Recommendations for retention, removal or inclusion of replica or replacement

components should be included.

Recommendations for treatment/ works should comply with AICCM Codes of Ethics
and Practice
http://www.aiccm.org.au/index.php?option=com_content&view=article&id=39&Itemid=38

Permits under the Victorian Heritage Act 1995

The Victorian Heritage Council encourages the use of Management Plans.
In issuing permits the Executive Director is guided by the OCMP but not bound.
Discussions should be undertaken with Heritage Victoria before submitting a permit
application or proceeding with conservation treatment.

Heritage Permit Exemptions

The conservation policy should contain recommendations for conservation treatment that
could be undertaken without a permit under the Victorian Heritage Act 1995, Sections 33, 42
(2) and 66. http://www.heritage.vic.gov.au/Permits.aspx

PRIORITISED RECOMMENDATIONS & IMPLEMENTATION STRATEGY

A prioritised summary of all the recommendations must be prepared. It should be based on
the Statement of Significance for the object or collection and should take into account the
information collected on the current condition of the object/collection, use, owners current
and future requirements, statutory requirements, community views, storage/display location,
social context, potential threats, tourism potential (if relevant), interpretation/educational
opportunities and financial resources/needs. The Policies must address the state and locally
significant components of the object or collection in particular and provide more general
advice on the less significant components.
The management arrangements through which the OCMP will be implemented should be
described, including the means of providing security and regular maintenance/
housekeeping.

Heritage Victoria

Management Plan for Heritage Objects and Collections

The prioritised recommendations for ongoing management should include preventive action,
treatment, use and interpretation as appropriate. Possible object/collection management
policy options should be discussed and the relevant rationale outlined clearly. The plan
should maintain and, where appropriate, reveal or enhance the significance of the object or
collection.
The OCMP should contain a formally agreed Action Plan based on the information outlined in
the Plan which includes:

Recommendations for the statutory protection of the object/ collection

Proposals for preventive action as necessary

The prioritised treatment schedule containing short and long-term conservation

requirements

Collection documentation policies

Sources of financial and technical assistance.

OCMP FORMAT
The OCMP should be typed and spiral-bound in an A4 vertical format. In addition to the
content outlined above, it should include the title, the name of the client, author and date on
the cover, a list of contents as outlined in attachment A, a list of illustrations and a list of
sources and bibliography.
Graphic material should be included as needed to show the nature and condition of the
object/collection, the chronology of use, areas of primary and contributory significance and
basic existing condition plans with significant components numbered for reference purposes.
Photographs, maps and drawings should be of a suitable quality to enable reproduction, and
should be provided as necessary to support the Management Plan. Drawings should be
capable of reduction to A4, and should be provided no larger than A3 size folded into the
report.
In all cases, conclusions and sources of information should be fully documented.
Reports should be no more than 40 pages in total. However it is recognised that in some
cases where little previous research has been done, this restriction may be too tight. In such
cases a summary should be provided in the OCMP, and the main body of the research
should be submitted as an appendix in the form of a separate document. Similarly, in the
case of complex object or collections with many items, the inventory with condition record
should be submitted as an appendix in the form of a separate document, with a summary in
the body of the OCMP. Alternatively, the Analysis and Assessment may form one (Part 1)
document, and the Management Policy and Action the Part 2 document. Where an existing
analysis of the object/collection exists, this should be reviewed and summarised for this
Management Plan.
The consultant should prepare two electronic versions of the document on CD and two
bound copies of the report, and one unbound to enable further copies to be made by the
client. One digital and one hard copy are to be submitted to Heritage Victoria.

Heritage Victoria

Management Plan for Heritage Objects and Collections

RESOURCES
This section lists useful resources, publications and web links:
HERITAGE VICTORIA

Heritage Council of Victoria Criteria for the Assessment of Cultural Heritage

Significance http://www.heritage.vic.gov.au/Registration/Criteria-for-assessment.aspx

Permits under the Heritage Act (1995) http://www.heritage.vic.gov.au/Permits.aspx

Heritage Victorias guidelines for undertaking significance assessments

http://heritage.vic.gov.au/admin/file/content2/c7/200910_significance_grant_conditions.pdf

OTHER RESOURCES

James Semple Kerr (2004) The Conservation Plan. A guide to the preparation of
conservation plans for places of European cultural significance, 6th ed The National
Trust, Sydney. ISBN 1 86364 026 6

The Australian ICOMOS Charter for the Conservation of Places of Cultural

Significance (Burra Charter) 1999 and its guidelines.
http://www.icomos.org/australia/burra.html

The US APT/AIC New Orleans Charter for the Joint Preservation of Historic
Structures and Artifacts http://www.apti.org/resources/charters1.cfm

Collections Council of Australia, 2009, Significance 2.0 a guide to assessing

significance of collections http://significance.collectionscouncil.com.au/

What is Intangible Cultural Heritage? UNESCO

http://www.unesco.org/culture/ich/index.php?pg=00002

National Standards for Australian Museums and Galleries

http://keystone.collectionsaustralia.net/publisher/nationalstandards/

Museum Methods http://www.collectionsaustralia.net/sector_info_item/11

Small Museums Cataloguing Manual

http://www.mavic.asn.au/services/small-museums-cataloguing-manual/

An example of a concise and well constructed collection management plan is that of

the Marianna Kistler Beach Museum of Art, Kansas, USA
http://beach.k-state.edu/collection/7/collection-management-plan

AICCM Preservation Needs Assessment Report Template

http://www.aiccm.org.au/index.php?option=com_content&view=article&id=48&Itemid=48

AICCM Codes of Ethics and Practice

http://www.aiccm.org.au/index.php?option=com_content&view=article&id=39&Itemid=38

Department of the Environment, Water, Heritage and the Arts, 2009, Cultural Gifts
Program List of Approved Valuers July 2009
http://www.arts.gov.au/tax_incentives/cgp

Legal information for community organisations

o http://www.pilch.org.au/community_org/
o http://www.liv.asn.au/public/legalinfo/commassoc/
o http://www.business.vic.gov.au/BUSVIC/STANDARD/PC_50054.html

Heritage Victoria

Management Plan for Heritage Objects and Collections