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Network Activity 2 – Collections Management
Improving collections management, enhancing accessibility and conserving the unique value of European natural history collections
The previous SYNTHESYS project (NA C) recognised a need to further quantify and improve the standard of European collections management. It developed a set of collections management benchmarks and a peer collections assessment methodology was devised to produce a report on the current status of natural history collections in Europe. A step change in collections management standards was achieved, in part, as the data was utilised by institutions to successfully raise standards. It was observed that 72% of institutions failed to meet the collections management training benchmark and as a result, three over-subscribed general collections management courses were held to promulgate current standards and practices. Delegate feedback indicated a need for additional training in specific areas of collections management, including online data management. A pan-European, multi-disciplinary group of collections management experts were identified and NA2 will consolidate these individuals into a Support Group who will effectively work as a one-stop shop providing advice for less experienced collections managers. A combination of training courses and the Support Group will give collection managers the information they need to implement best practice.
NA2 will create a self-assessment tool to increase the dataset of the current status of natural history collections in Europe by enabling all museums and herbaria to measure themselves against the set of collections management benchmarks already established. To ensure consistency and integrity of results, NA2 trained auditors will visit a institutions to validate results of self-assessments. The comprehensive collections status report will be used to inform the development of targeted tools such as performance indicators, collections management templates and training courses.
NA2 will also provide resources to help raise standards e.g. delivering universal performance indicators and collection management policies enabling infrastructures to maximise use of their existing resources and avoid duplication of effort within Europe. These tools will be developed through dialogue with other science sectors and industries to identify new approaches to common problems.
Aims and objectives
- Provide Performance Indicators (PIs) in collections management
- Quality assessment in collections management
- Advanced training in collections management
Present and future access to European natural history collections will be optimized by meeting common standards of condition, management and availability of specimens and associated data. The aim of NA2 will be to significantly reduce the potential barriers to future access by identifying the current standard of European collections and targeting key areas for improvement. Training, improved access to expert advice and the development of procedures for maximising use of current resources will achieve this aim. Products of NA2 will ensure maximum interoperability of standards, benchmarks and performance measures throughout the European natural history research community and beyond.
Through the creation and use of an online self assessment form, NA2 will engage institutions not assessed in SYNTHESYS FPVI, in particular the EU new Member States. The combined results will give a clear and in-depth picture of the state of collections in Europe, assist in increasing accessibility and findings will be used to inform the content of subsequent SYNTHESYS training courses.
Description of work
Performance Indicators
A set of PIs will be designed that reflect the activities of collections management and related policies. The traditional measures supplied to funding bodies, etc., such as numbers of loans, are limited in their value for determining genuine change or attainment of a benchmark. The PIs will have precise definitions to enable comparison across Europe. They will be designed in such a way as to allow institutions to not only create their own subset of indicators for internal management but also feed them into an integrated European set.
NA2 will feed in best practices from different fields of science to promote a broader use of the PIs developed. Current practices in collections management will be analysed and compared with other industries that manage large numbers of objects and data, for example the Museums Association, whose members include large art galleries. A workshop will be held to permit a two-way exchange of ideas and new methods will be sought to improve workflows and processes to maximise the efficient use of staff time and other resources. Some processes currently in use have remained unchanged for many years and may reflect the use of obsolete technologies or inefficient use of new technologies.
Develop a Web-based self-assessment process (including audit)
A self-assessment form will be developed based on the Collections benchmarks developed in the pervious SYNTHESYS project. This will allow institutions to self-assess at the level most appropriate to their collections and available resources, whether at institutional, departmental, or lower levels of granularity. In order to ensure survey consistency, an efficient audit system will be developed to validate the results of the self-assessments.
Raise collections management standards and encourage best-practice in European institutions
The results of all the assessments will be used to provide “help packages” to assist institutions in raising collection standards. These will consist of case studies on how particular problems have been solved around the world. For practical advice on specific areas, e.g. pest management, access will be provided to the Collections Standards Group.
The Collections Standards Group will be initiated (in conjunction with EDIT to ensure involvement from a large cross-section of the European institutions) to provide advice and to review all aspects of collections management, with the aim of transferring results to a wide community. It will advise policy makers on implementation of the standards developed and encourage best practice in their institutions.
Develop an EU-wide set of competencies for collections management
Competencies will be developed in association with requirements defined in the EDIT project. These will be a set of personal attributes, including skills and knowledge, which are a measure of staff performance. Uptake of these competencies will improve performance, and promote staff training and mobility within European institutions.
Advanced training in collections management
Currently there are few staff within Europe that can provide training in collections management. NA2 will train key individuals to run collections management courses nationally or regionally.
Training courses will be provided for collections managers and Users of collections, so that resultant improvements can be made to collections and sustained beyond the life of the project. These courses will be broken down into specific modules, which will include surveying collections, disaster planning, integrated pest management and strategic planning in collections growth and management.
An ongoing network will be established to facilitate staff within Europe in making temporary or longer term moves to institutions that have particular strengths or areas where development is needed; thus, training will be supplemented by matching existing expertise to need.
Progress reports
Work started in September 2009. There is nothing to report yet .
Outcomes and deliverables
Work started in September 2009. There is nothing to report yet .
Events
There are no events planned yet. Check back for information on upcoming training course for collections managers
How to get involved
If you are interested in completing a self-assessment please contact synthesys@nhm.ac.uk.
If you are interested in becoming a “trainer” please contract synthesys@nhm.ac.uk.