The Regent Theatre Historical Society Inc.
COLLECTION MANAGEMENT & DISPLAY POLICY
1.0 Society objects & purpose
2.0 The Society Collection
2.1 Objects Collection
2.2 Supplementary Material
3.0 Managing the Collection
3.1 Acquisition policy
3.2 Collection periods
3.3 Acquisition procedure
3.4 Collection storage
4.0 Archives Management
4.1 Accessioning
4.2 Object Handling
4.3 Data base
4.4 De-accessioning
4.5 Access to collection
4.6 Donations
4.7 Reproduction of material held
4.8 Purchases
4.9 Lending & borrowing
4.10 Managing risks
4.11 Good Housekeeping
4.12 Ethical standards
5.0 Interpretation
5.1 Telling the stories
5.2 Social & historic content
5.3 Display themes
5.4 Display presentation
5.5 Community involvement
5.6 Display maintenance
5.7 Display Areas
Appendices
1. List of items held by RTHS (To be created after acquisition)
2. Archival storage guidelines (National Standards for Australian Museums and Galleries Version 1.0)
3. Photographic index layout
4. Forms
5. Code of ethics
6. Privacy Policy
7. Regent Theatre Historical Society Rules
Revised 31 - January , 2011
1.0 SOCIETY OBJECTS AND PURPOSE
The Regent Theatre Historical Society (RTHS) is a not for profit organisation, created for the purposes of preserving, re-using and displaying artefacts relating to the former Regent Theatre & Regent Cinema in Queen St Brisbane with the intention of promoting a specific interpretation of the heritage and culture of the Regent Theatre and Cinema Brisbane and to bring it to life by establishing and operating a museum and small theatre.
The organisation was formed in January 2011 and incorporated the same month.
The objects of the Society are
( a) to provide a means whereby any person interested in any phase of the history or operation of the Theatre & Cinema may associate with other persons with similar interests to their mutual benefit, education and enjoyment and to arrange and conduct such meetings, discussion groups and conventions of an educational or entertainment nature as are in furtherance thereof;
(b) to purchase, take under trust or otherwise acquire any item of Regent Theatre & Cinema historical significance and to maintain, repair, enlarge, operate and exhibit the same, and to dispose of either by sale, gift or as provided for in the terms of all or any such items;
(c) to encourage the study of Regent Theatre & Cinema operation past, present and future;
(d) to encourage and promote the compilation of authentic records relating to the Theatre & Cinema past, present and future;
(e) to produce, edit, publish, issue, sell, circulate and preserve such papers, periodicals, books, circulars and other literary matters as are conducive to the objects of the Society;
(f) to produce, edit, publish, issue, sell, circulate and preserve such auditory and visual records as are conducive to the objects of the Society;
(g) to arrange, promote, conduct and direct such outings and excursions as are in furtherance of the objects of the Society and to provide and sell refreshments and meals, souvenirs and articles of educational or tourist interest or attraction;
(h) to encourage, promote and produce continued display, interpretation of material and exhibits for the museum community and visitors. These displays, interpretation of material and exhibits are to further enhance museum visitor experience (eg. Theatre or Cinema Tours).
(i) to promote social exchange amongst members and to maintain a club including recreation, indoor and outdoor entertainments and libraries for the recreation of members and permitted visitors, and to buy, sell and deal in all kinds of provisions required by the members of the society or persons frequenting the society's premises.
The Society's Mission Statement is to collect, preserve and display preserving, re-using and displaying artefacts relating to the former Regent Theatre & Regent Cinema in Queen St Brisbane, with an objective of establishing and operating a museum and small theatre, for the benefit of the public in a safe and welcoming environment.
The Regent Theatre Historical Society (RTHS) is striving to be a World Class Theatre & Cinema Museum educating visitors in all aspects of the history of the Theatre and Cinema. The RTHS operates to educate and demonstrate theatre & cinema operations in an “As Was In Service” condition.
The Society's goals include
a) Financial stability of the Society and its operations.
b) Continuing high quality management, conservation and exhibition of the Society 's collection.
c) Developing and expanding a committed membership.
d) Participation with kindred organisations and building links with other relevant agencies.
e) Develop Community involvement within the Society.
The Society will endeavour to become a member of the Brisbane's Living Heritage Network (BLHN), and any other relevant network, group or society with similar objectives.
THE SCOPE OF THIS PAPER
This paper sets out the nature and scope of the potential acquisition of materials for the collection of historic Regent Theatre & Cinema artefacts and archival material.
It then proceeds in two parts; the growth & nature of the present displays (and a critical analysis thereof) and then sets out policy for displays and interpretation of material. This policy documents archival management procedures and practices for acquiring, documenting, handling, storing, preservation and disposal of objects in pursuit of the societies objects, mission & goals.
This document is to be read as a supporting document to other Society documents in pursuit of the Societies objects, mission & goals. This document is to be read as a supporting document to other Society documents.
2.0 THE SOCIETY COLLECTION
The collection will fall into two main parts. The historic artefacts, original furniture and fittings (objects) and the supplementary material relating to the construction and operation of the Theatre.
The collection will hold paper based records (archives), images and architectural drawings.
The Society collection will be totally based on the Brisbane Regent Theatre & Cinema and records of related historic nature.
The collection will be divided into two distinctive categories:
2.1 The Objects collection.
We anticipate acquisition of historic artefacts, original furniture and fittings from the Regent Theatre & Cinema in Queen St Brisbane, and combining these artefacts with existing artefacts salvaged from the Regent over the years since 1929.
Of greatest importance to our society is the acquisition of items that form part of the history of the Regent, including but not limited to the following:
FROM SHOWCASE CINEMA
1) Plaster Sunburst Panel from Showcase Cinema
2) Architectural Wall Details
a) Arches b) Any available lanterns, plaster entablature, balustrade panels c) plaster frieze d) panels and moulding e) plaster cornice, bulkheads and coffer panels f) small square ceiling tiles g) Triangular plaster ceiling frieze
FROM INNER VESTIBULE/BAR
a) Parts of the plaster ceiling b) plaster cornices and entablatures c) plaster mouldings
d) plaster ceiling panels e) plaster cornices (bar area) and plaster threshold panels and
columns f) timber doors g) carpet h) ornamentation in ceiling above bar i) Marble j) any other fitting or element that is available
FROM ELIZABETH STREET FACADE
a) Two theatrical grotesques, b) wrought iron grilles, c) other grotesques d) any ornamentation, parapet or architectural ornamentation that is made available e) Plastic Regent fluorescent Illuminated signage.
FROM REMNANT THEATRE BOX (not identified in the ERM HMP)
a) Portion of brickwork from both sides of the theatre box indicating the former location of the triple arch plaster ornamentation.
b) Disposed bricks from walls of cinema box, roofing, Air-conditioning,
FROM CINEMAS 2, 3 & 4 (not identified in the ERM HMP)
a) Interior wall surfaces including concrete castings, carpeting, seating, textiles of any variety, railings, doors, curtains, carpets and any other element currently set for disposal
FROM UPSTAIRS FOYER ENTRANCE TO 3 & 4 (not identified in the ERM HMP)
a) Red Plastic light coverings
b) Fountain Niches (when uncovered)
c) Signage from above doorways
2.2 Supplementary material (Paper based, images photographic collection)
The society will hold paper based records relating to the Regent Theatre and Cinema. This may include images, maps, diagrams and architectural drawings and plans including:
Broad based information
a) Newspaper Cutting Books,
b) Annual reports,
c) Brisbane City Council reports and memorandums,
d) Hoyts and Birch Carroll Coyle documents,
e) Newsletters and other documentation.
f) Original Movie Tickets
g) Movie posters & promotional printed matter
Operational information
a) Miscellaneous instructions from the General Manager,
b) Patronage Statistics,
c) Theatre schedules,
d) Seating Plans,
e) Staff Instructions,
f) Maintenance schedules & details.
g) Engineering & Technical information
Tickets
a) Tickets for various movies in various eras and various seating classes
Advertisements & signs
a) Paper-based advertising and any other form of advertising material
Images
a) Glass Plate negatives,
b) 35 mm negatives,
c) 35mm transparencies,
d) A large collection of photographic prints.
e) Digital files
Costumes
a) Uniforms and badges.
2.2.2 Internal documentation of the Society, its development & history.
b) Official minutes, newsletter and other records relating to the establishment and progress of the Society.
2.2.3 Annual Reports and other related items relating to The Theatre & Cinema in other cities in Australia and around the world.
a) Annual reports for Regent Theatre & Cinema systems in most other capital cities of Australia and cities in Canada, America and England.
3.0 MANAGING THE COLLECTION
"The collection" means the collection of historic material relating to Brisbane's Regent Theatre & Cinema more particularly set out at pages 3 & 4.
3.1 ACQUISITION POLICY. What the Society collects.
It is anticipated the collection of Regent associated hardware and records of the period, will be added to by negotiation with Brookfield Multiplex during the demolition of the Regent Theatre & Cinema throughout 2011.
Modest additions to the collection have subsequently preceded this on the general basis that any items relevant to the Regent's operating life would be collected.
Such basis extends to the collection of plaster ornamentation and other elements that can be found abandoned or will likely become redundant or discarded.
The intention is to restore damaged items to a reusable condition with the intention of reincorporation into a new theatre.
Acquired items will help to fill gaps in the Societies collection and assist the conservation of the original historic fabric by providing the basis for replica creation.
This document restates and codifies the established practice as seen in museums and collections throughout the world.
The Society will collect objects relating to Brisbane's Regent Theatre & Cinema for the years 1926 to 2011 according to the following criteria.
a) Artefacts relating to Brisbane's Regent Theatre & Cinema
b) Condition of the object falling within the condition classification grades of poor to excellent.
c) Cost of preserving and storing the object
d) Relationship to other objects that reinforce its significance.
e) Objects which complete or can be made to complete a series
f) Lack of availability of the object in collections elsewhere.
In each case the object must fall within the Significance criteria. (See Significance 2.0 by Collections Council of Australia Ltd)
3.2 Collection periods.
3.2.1 The collection shall be classified according to the following collection periods
a) 1926-1929 Planning, design and Construction
b) 1929-1954 Hollywood era
c) 1954-1978 Renovation and modernisation to re-development
d) 1978-1980 Demolition, and re construction as multiple cinemas.
e) 1980-2003 Hoyts Cinema era
f) 2003-2011 Birch Carroll Coyle, ISPT era
Artefacts are and will continue to be the societies principal objects in the collection. Such objects extend to related technology, furniture and the like, and any records.
3.2.2 This collection criteria does not exclude obtaining artefacts and replicas from other locations that add meaning to the history of Brisbane's Regent Theatre & Cinema story and/or may otherwise add to the visitor experience in the museum when it is established.
The society will collect any archive item that has a high degree of integration with the collection relating to former Regent Theatre & Cinema and will be held in the RTHS archives.
Any items that do not relate in part to the Regent Theatre & Cinema operation will be held in trust and passed onto an appropriate organisation.
Any items that do not relate in part to the Regent Theatre & Cinema operation may be held only in trust for a short period of time then passed onto an appropriate organisation, at the discretion of the management committee.
3.3 ACQUISITION PROCEDURE. How the society goes about collecting.
a) The Management committee will act as an acquisitions committee.
b) The Society Management committee will appoint member(s) with interest and competence as archives officers who will be given delegated power to act on assessing the collection and on a Society Management committee authority acquiring objects according to the collection criteria set the out under “Acquisition Policy”.
c) Objects considered for or presently held for the collection falling outside the scope of the criteria will be referred to the Society Management committee.
d) Objects for collection must have clear provenance and unencumbered title
e) The owner of any object rejected by the archives officer or the Society Management committee must be promptly supplied with a written explanation as to why the object was not accepted and wherever possible be given suggestions as to other interested institutions.
Collection of material will be influenced by the collection theme it relates to rather than by object, but this will not exclude collection of material related to theatre and cinema history that does not fit easily into the thematic descriptions above.
The society will continue to maintain close and effective relationships with officers of the Brisbane City Council, Queensland Government and also their archival sections, Brookfield Multiplex, ISPT, CATHS, State Library of Queensland, John Oxley Library, Queensland Museum and relevant Ministers so as to offer the society as a secure and well credentialed archive for Regent Theatre & Cinema objects not required by such agencies.
3.4 COLLECTION STORAGE POLICY. How the society looks after its objects
Storage of Artefacts and related objects will be housed undercover in secure built storage.
Artefacts will be restored and maintained to presentation standards and then placed on display either as part of a museum collection, or reincorporated into a newly constructed theatre.
Furniture will be maintained to presentation standards and have proper regard to public safety.
Paper, images, books, and textiles will be housed undercover in secure built storage with the ultimate location being in a dedicated archive section housed within the societies theatre or museum building.
The Society's archival collection is to follow guidelines from National Archives of Australia web site (Secure, store & preserve) and Collections Council of Australia Ltd.
In addition the collection management will have regard to the National Archives of Australia web site Records Management and Collections (http://www.naa.gov.au/about-us/index.aspx), outcomes from the Heritage
Collections Council (1998) National Conservation & Preservation, Policy & Strategy and advice from the State Library of Queensland & Queensland Museum.
Archival storage.
An archives room will eventually house the paper based, image and textile objects including costumes not on display. The paper basis of items including plans are to be stored according to Storage - National Standards for Australian Museums and Galleries Version 1.0 (Appendix 2) and Sustainable office & Archive storage systems by Darby Johns 2008. All items shall be cleaned prior to being placed in an approved storage box in accordance with best possible practice and after every display.
In addition all highly valuable items which can be stored, are to be stored in and archival safe.
This room will also house the computer for the society's collection management system.
Object Storage Management
a) All items stored in boxes should have a register number on the outside
b) Shelf lists list the items on shelf
c) Storage box lists, list items in a box.
Shelf lists
Keep a contents list of the exact items that are on the shelf within each cabinet. Using registration numbers.
Record on these lists any movement of the items. This list is helpful for easy retrieval of items and to accurately document the location of items
Temperature and Relative Humidity
Ideally, mixed collections should be stored in environments where temperature is constant and moderate and relative humidity is constant.
Light
Ideally objects should be stored in the dark where light is kept to minimum levels.
Light is a concern when items are on display. Try not to place fragile items in direct sunlight
Housekeeping
Appropriate housekeeping practices are to be used such as regular dusting and vacuuming of storage areas, and display areas. Thorough and regular cleaning and vigilance will help greatly in controlling insects and mould.
How to store items
a) Provide easy access to shelves, too many storage boxes is dangerous and leads to awkward handling.
b) Keep objects and storage boxes off the floor.
c) Do not store objects on top of one another.
d) Do not store objects made from dissimilar materials in contact with each other. Store with label on box visible
Pests and Integrated Pest Management
a) Make regular inspections in storage areas, cabinets and boxes. Signs of pest infestation include holes and frass. Frass is the wood powder left after boring insects.
b) Examine all newly acquired objects before placing in storage to avoid the possibility of pest infestation.
The same applies to objects which are being replaced in storage after display.
Packing materials
a )Use only approved packing materials for storing objects, such as acid-free tissue, polyethylene and mylar storage bags, costume and document boxes
b) Don’t use bubble plastic as protection use acid-free tissue.
c) If stored objects are not in drawers or boxes, cover them with cotton or Tyvek covers. These provide protection from dust and unnecessary exposure to light. They also provide some buffering against fluctuations in environmental conditions.
Display storage
Remember that display areas are another form of storage and should have the same environmental conditions for objects as the store itself. Avoid exposure to dust, air pollution, light and changes in temperature and relative humidity.
See especially Collections: Caring for Collections Across Australia published by the Heritage Collections Council (1998) and Caring for Our Culture published by Museums Australia 1998.
Library
A library will be established within the archival room. The library will house Regent Theatre & Cinema books; magazines and journals for general reading and reference will generally be used by the Museum members. Public may also assess this material from this library on authorisation of the archival officer. Items may not be removed from the library without approval and documentation by the archival officer.
The museum will collect the following for use in the library:
a) RTHS house magazine
b) Contemporary manuals journals and text books on electric and mechanical, cinema and theatrical technology from 1788 through to 2011
c) Books on Theatre & Cinema in Australia and around the world.
d) Current journals relating to history collections and museum management.
e) Journals from kindred bodies.
4.0 ARCHIVE MANAGEMENT
4.1 Cataloguing (accessioning) objects.
All items received shall be held in an archives room in separate storage from catalogued items until they have been properly identified and catalogued. Where appropriate, they will be identified by a removable label.
A cataloguing protocol is to be developed to clearly identify each item or group of items. The catalogue will also identify where necessary the source of the item.
Cataloguing will be facilitated by using a collection database and accessioning software system with associated peripheral devices.
4.1.1 Register number
Society's code followed by the year followed by the sequential number
RTHS. 2010. 1 (Regent Theatre Historical Society. Year. Successive number).
a) The systematic number of the object in the register and on the object itself.
b) The Society must have a registration book to hold a record of all items numbers and item names.
c) It is a unique number that distinguishes one object from another object.
d) Once a number is allocated it cannot be reused.
4.1.2 Cataloguing
Cataloguing is the process whereby all known relevant information about an object and its physical dimensions are recorded and filed.
4.1.3 Work Sheet
Cataloguing information is entered directly into a computer database, with a hardcopy printed for use if required. One series is accessioned at a time.
Accurate information included on the Work Sheet allows, over the long-term:
a) identification;
b) monitoring of the physical condition of an object;
c) research about an object without unnecessary handling;
Objects, images and archives require some separate information, and different formats for Worksheets may be used for each if desired.
All supplementary records pertaining to the item will be held with the work sheet in individual object files, which will be safely stored for information retrieval.
4.1.4 Labelling
Once accessioned onto paper or the computer database, items are labelled with the register number
a) Labelling each item ensures that no two items are ever given the same number.
b) ALL LABELING SHOULD BE REVERSIBLE
c) Labelling should be on the actual item
d) Label objects in an unobtrusive section of the item but not in a place where it will wear off.
e) Label items so that they are easily accessible when in storage.
4.2 Object handling
The use of correct handling procedures can prolong the life of the collection. A general rule is to handle items as little as possible to decrease the likelihood of accidents or general wear and tear.
4.2.1 Preparation
When it is necessary to handle objects without gloves make sure hands are freshly washed with soap and dried.
Fingerprints can damage items as skin leaves grease, acids, salts and dust on items.
Items are most vulnerable when being moved. Handle the objects as little as possible.
Protocols for accessioning the collection will be held in museum once created.
4.3 Data base.
(a) Thesaurus
This will be the document for archives officer that will contain the protocols for digitizing and accessioning the data plus rules for access. It is expected to develop over time and will be the only source of management information for the objects record.
(b) Photographic record access
a) Access to the photographic records will be based on an alphabetical layout as seen in the appendix 3 using unique identification and the RTHS register number.
b) Naming will be by code within the file name "saved as…"
c) The code will include the RTHS reference number, a cross-reference number (if any), actual or approximate the date of photograph, description, other reference number, source of photograph code, detail of publication (if any) and scan number.
d) Fields for catalogue records will be based on the default fields within collection database software which is to be acquired for installation on the Museum archive computer.
The database will be secured through downloading data on to DVD's or external hard drive that will be stored in the Museum archive safe within the workshop building or off site in a nominated location.
4.4 De - accessioning and disposing of objects from the collection.
Items previously formally accessioned may be disposed of with the approval of the Management committee. This will normally be only in the following circumstances:
(a) A transfer can be arranged to another more suitable repository.
(b) A similar or identical item in a better condition has been obtained.
(c) It is considered that there is an unnecessary duplication of items.
(d) It is considered inappropriate to retain such item due to the private nature of its contents. Eg confidential staff records. These records may be able to be pass on to the Queensland Archives
(e) The condition has deteriorated to such extent that it is no longer practicable to continue to retain such item. The item is no longer able to be restored and no longer holds significance due to its condition.
(f) There is a better or duplicate example available.
(g) It otherwise does not meet the acquisition criteria set out at page 5 and that no value can be seen in it, holds no significance or has no association with the museum.
In the case of (b) or (c), a decision will be made at the time of formal disposal from the archive collection as to whether it can be offered to another depository, returned to the donor or the donor's heirs, failing which it will be transferred to the library, offered for sale to members and/or the general public or to a kindred body. The most appropriate method will be adopted in the case of (d and e).
A member will be assigned to undertake a thorough review of what will be held (or disposed of) according to the policies outlined in this document. A record will be made of each disposal.
At time of de-accession all records, pertaining to the item will be modified. The museum will keep all records pertaining to items, including registration no. and catalogue details, for full accountability.
Appropriate regard will be had to disposal restrictions arising from the Museum’s possible future registration as an Income Tax Exempt Charity (ITEC).
4.5 Access to the archival collection
a) In the case of Museum members, unsupervised access may be allowed as determined by the archives officer or by the Management committee.
b) In the case of non-museum personnel, access to the collection will follow after approval of a written application to the archives officer.
4 Compilation of the thesaurus will have regard to National Archives of Australia Archives Advices 32 "Keyword AAA- thesaurus of general terms."
a) Such applicants must present with bone fide research interests having demonstrated competence in handling archive materials.
b) Approved non- museum personnel wishing to access the records would do so under supervision of an approved museum member in the archive area.
c) In the event of access being denied by the archives officer, the applicant must be given reasons in writing for the denial and the Management committee advised. The applicant may request the Management committee to review any denial by the archives officer and substitute its own decision, which must be conveyed in writing.
4.5.1 General research inquiries.
a) The Museum will respond to public inquiries in a timely way.
b) Reproduction of photographs and images will have regard to the Copyright Act.
c) The privacy of people will be respected and protected having regard to the Privacy Act and a Privacy Act compliance statement having regard to National Privacy Principles is prepared and included as appendix 6.
4.5.2 Current Museum Records.
Some active records (eg correspondence, current budget data) may be held off site in the homes of the relevant officers as a matter of administrative convenience. A register of records (according to a pro forma contained in the forms register will identify the record at its location.) These records will be subject to retention schedules and disposal authority set out in the Regent Theatre Historical Society Rules (appendix 7). Those records to be held for seven years or less for audit purposes may not be accessioned as part of the archived collection.
Similarly, correspondence and other secretarial records of the Museum will be stored in an area separate within the Archives section and in a manner that they may be easily disposed of at the end of the retention period. In the case of secretarial records items of permanent significance will be retained on a permanent basis.
4.6 Donations
Persons providing items to the Museum as a gift, including executors handling estates will normally be required to sign a form acknowledging that the gift is free of encumbrance and that the museum is able to retain or dispose of such items as it sees fit.
The completed form will be retained for future reference in the archives section with one copy to the donor, one for museum records and one with the items object file.
All offers will be, where possible, assessed as to their meeting the selection criteria noted above. In the case of items received without such a form, an acknowledgement of receipt will be sent to the donor requesting completion of such form.
In the case of items transferred from another authority or body, an appropriate acknowledgment will be given as soon as possible.
A form for making and identifying donations as will be used and listed in the museum's general forms register.
4.7 Reproduction of material held by the RTHS.
4.7.1 Public access
The RTHS holds objects and pictorial material that represents aspects of the history of Brisbane and Queensland. Pictorial material includes paintings and prints, photographs, transparencies and negatives.
The Regent Theatre & Cinema Museum encourages public access to and the widest possible use of its collections by permitting their reproduction.
Reproduction is defined here as any method of making an object or pictorial material available to the general public. Publication in print is the most common form of reproduction. However, CD-ROM, film, television, computer presentations, public exhibitions and industry promotion or advertising are also defined as forms of publication and thereby, reproduction
Having regard to guidelines from Museum's Australia Inc.
4.7.2 Copyright
a) Copyright law protects photographers, authors, artists and designers. According to the Copyright Act 1968 the copyright status of the object or pictorial material and the intended use of the copy are key considerations. The two main usages are ‘research and study’ and ‘publication’.
b) Archives officer should be familiar with relevant aspects of the Copyright Act 1968 and abide by its requirements scrupulously when dealing with requests from members of the public to reproduce material held by the Museum. Relevant Museum officers must also abide by copyright laws when researching and planning history public programs.
c) Ownership of objects and pictorial material by the RTHS does not in itself imply that the Museum owns the copyright to those objects and pictorial material.
d) The Archives officer is responsible for the collections of the museum and is required to maintain details of copyright ownership as they relate to specific collection objects and pictorial material.
4.7.3 Processing requests for permission to publish
a) All requests for copies of material held in the Museum’s collection should be received in writing by the Museum Archives Officer for delegation if required to the responsible member for processing.
b) The Archives Officer notifies the requestor regarding the copyright status of the object(s) or pictorial material, the publication fees payable, the likely costs of reproduction and the wording for acknowledgement. The Museum’s title to the object(s) or pictorial material must be acknowledged by the requestor.
c) The Archives Officer provides the requestor with the name(s) of the likely owners of copyright of any object or article or pictorial material where the Museum does not hold copyright. It is then the responsibility of the requestor to obtain written permission from the copyright holder, if the object(s) or pictorial material is still in copyright, before the Archives Officer processes the request. Where the copyright holder cannot be traced, the Archives Officer should advise the requestor to state, in their publication, that every effort was made to obtain copyright.
d) The responsible officer also obtains the details of the intended use of the copy, as permission to reproduce an object(s) or pictorial material relates only to the specific purpose for which it has been requested. For example, if the material is to be used in an exhibition as well as the exhibition’s catalogue then the requestor should state this. Any further use of the reproduction will require further permission, for example, the use of illustrations for a thesis that is subsequently published and available for sale. For recording these details, the responsible officer asks the requestor to complete the Reproduction Agreement (see Appendix 4).
e) Reproduction copies are, as a rule, supplied as a photographic print or data file. If a negative or transparency is requested, the museum requires their immediate return after use. Payment of a fee may be required to cover reproduction costs.
f) If a person requests to use a personal camera to photograph museum archive material, permission is at the discretion of the Management committee and may attract a fee for retrieval and handling.
4.7.4 Fees
a) Permission to publish fees may apply to all objects or pictorial material from the Museum collection.
b) Fees will be determined by the Management committee. The schedule of fees is to be made public upon any reasonable request.
c) Publication fees are separate from, and in addition to, the costs of reproduction which include photographic copying, courier and postal charges and are also payable by the person(s) making the request. The Archives Officer issues the requestor with a tax invoice which complies with the Museum’s financial processes.
d) Publication fees, if applicable, will apply irrespective of whether or not the RTHS
owns copyright to the object(s) or pictorial material. If the Museum does not own copyright then separate copyright fees may be payable to other individuals, agencies or organisations.
e) The Museum will not charge a copyright fee for objects or pictorial material for which it holds copyright.
f) If fees are applicable, the Museum may charge different fees for commercial and non-commercial usage. Fees may be reduced or waived at the discretion of the Management committee for some purposes, such as promotion of the RTHS, or for particular not-for-profit promotions related to the Museums strategic purpose.
g) Government agencies are not exempt from any application of a publication fee.
4.7.5 Obtaining Copyright for objects held in the Museum Collection
a) It is desirable for the RTHS to hold copyright for material held in its collection, or to have written permission to reproduce the material from the copyright holders.
b) Generally objects owned by the Regent Theatre & Cinema Museum, through donation, bequest, transfer or purchase, are copyright to the Museum. Authorised Museum officers or members can therefore give permission for these objects to be photographically reproduced.
c) The ownership status of photographs held in The Museum collections may be complex. Ownership by the Museum, or objects/materials residing at the Museum does not necessarily imply ownership of copyright. The owner of a photographic print or negative cannot reproduce the work without the permission or licence of the owner of copyright.
For photographs taken before 1 May 1969 copyright expires 50 years after the end of the year in which the photograph was taken. Publication is irrelevant. For unpublished photographs taken after 1 May 1969 copyright may be perpetual. For published photographs taken after 1 May 1969 copyright lasts until the expiration of 50 years after the expiration of the calendar year in which the photograph is first published (see Copyright Act 1968 Sections 32(1), 33(6). The owner of a photograph taken before 1 May 1969 is the person who, at the time when the photograph was taken, was the owner of the material on which the photograph was taken (see Section 208). The
owner of a photograph taken after 1 May 1969 is the person who took the photograph or is commissioner of the work (Section 35).
d) Many of the photographs held in the Society photographic collection may have been donated to Museum or copied by Museum members, from the collections of individuals, families, and bodies related to the Regent Theatre, Hoyts, Birch Carrol Coyle, or the RTHS. At the time of donation or copying, the Archives Officer should take steps to ascertain if the intending donor or owner does in fact hold copyright and to have copyright ownership assigned, transferred or willed to The Regent Theatre Historical Society using the Pictorial material Donation and Reproduction form. (See Appendix 4). An assignment of copyright can only occur in writing and must be signed by the owner of copyright. Carefully explain the copyright issues and provide a copy of the Objects and Pictorial Material: Copyright: Donor Information sheet.
It is best if the donor or owner is prepared to hand over copyright on signing the Pictorial Material Donation and Reproduction form. If they are not, encourage the donor or owner to nominate a date 5-10 years from signing when copyright will transfer to The Brisbane Regent Theatre & Cinema Museum Society.
With an appropriate sense for the occasion, the Archives Officer should explain the
difficulties associated with contacting the donor or owner at some future date.
Brief the donor or owner that it is The Museum policy to encourage the widest possible use of material in its care.
4.8 Purchases. Where an offer to sell is received, such offer will be assessed against established criteria in this policy to determine whether it is relevant to the scope of the museum's acquisition policy, the reasonableness of the price and the comparable rarity of the item. An alternative method of disposal may be suggested. All such
offers shall be referred to the Management committee before the purchase is made.
The Management committee may also as appropriate make direct purchases of items from other sellers when it is considered appropriate to further develop the archives contents.
4.9 Lending and borrowing objects
Archival material will not be available for loan except by the approval of the Management committee for display purposes only. Where it is desired that photos and other items be used for illustrative purposes in books and journals etc., permission may be given provided that an acknowledgment is given to the Museum and, if
appropriate, the original source of the material. The originals will not be released except with specific permission of the Management committee. Arrangements will be made for the necessary copies to be made by the Museum. All external costs are to be recovered. An internal fee may be set for photocopying as deemed appropriate.
Where it is desired to use archival material in a display, copies will generally be made for such use, though the Management committee may approve use of originals.
In the case of uniforms, the conditions of each use will be determined at the time of approval.
4.10 Managing risks and responding to disasters
The Management committee is ultimately responsible for the risks management of the Museum and archives and will carry out audits as required as set out in section 3.2 of the RTHS Operations Manual. Risks management and audits will abide by the Queensland Government Workplace Health and Safety act and regulations where
applicable.
Disaster preparedness plan of the archives can be developed in 9 main steps and will follow the guidelines as set out in “9 Steps to Disaster Preparedness for Your Collections by Kim Morris Art and Archival Pty Ltd 2009 which are:
a) Risk assessment,
b) Determining the type of collection material,
c) Prioritisation of collections,
d) Determining current resources in house,
e) Determining current external resources,
f) Determining the availability of other resources,
g)Writing the plan,
h)Allocating responsibilities to key staff,
i) Maintaining the plan.
The Museum will be a non-smoking area. No food or drink will be allowed in the archives room, or any storage/exhibition sheds or any property owned or leased by the society.
4.11 Good housekeeping practices.
The Museum has an obligation to ensure that systems are in place to care for the collection on display and in storage to ensure the collection’s long-term preservation. It attempts to meet that obligation in the following ways:
4.11.1 Storage of collection.
Lock up undercover storage will be provided with these characteristics: -
a) buildings well ventilated. (UV controlled where possible),
b) buildings inspected half yearly for pest infestation points (birds, rats, snakes) with,
remedial attention as indicated,
c) clear passageways,
d) cleaning schedules for buildings. (floors, windows, cobwebs etc),
e) separate workshops for vehicle maintenance, with small roped off area for public access.
4.11.2 Conservation of collection
For display items, a housekeeping calendar is kept. This includes monitoring:-
a) cleaning schedules for all items including according to RTHS operations manual,
b) checking for any damage after each use according to RTHS operations manual,
c) servicing schedules for operational vehicles according to RTHS manual.
For items being restored for conservation, the museum adopts good conservation practice, seeks advice from specialist bodies and much as is practically possible, will follow national and international guidelines as set out in documents such as, but not limited to:
a) Engineering Heritage & Conservation Guidelines. Institution of Engineers (Australia),
b) Charter for the Conservation of Places of Cultural Significance, The Burra Charter, Australia ICOMOS(1999),
c) Australian Institute for Conservation of Cultural Material (AICCM) Code of Ethics and practice.
d) National Museum of Australia Return of cultural objects policy
e) Museums Australia Cultural diversity policy
f) Museums Australia Museums and sustainability: guidelines for policy and practice in museums and galleries
4.11.3 Storage & conservation of other objects.
The Museum also makes every effort to ensure the long-term preservation of objects stored and or displayed by:
a) checking regularly for fading or other signs of deterioration in objects on display,
b) ensuring displays cases are safe, regularly cleaned and checked for damage,
c) ensuring display areas are clean and well lit,
d) using copies or facsimiles of photographs or other original paper based materials,
e) seeking specialist advice from other organisations in the event of deterioration in any fabrics.
4.12 Applying ethical standards for committee members and volunteers.
All persons working in the archives area will be approved by the board and will be expected to adhere to the ethical standards set out in the in the museum's Operations Manual, and be especially alert to the potential for conflicts of interest.
Museum volunteers/members are bound by a code relating to their conduct and responsibilities. The code will be more particularly set out in broad form in the Museum’s Operations Manual, The Operations Manual will be introduced to all new members as part of the induction process.
The published code of ethics relevant to the collection management responsibilities of the museum curator is the Museums Australia (MA) Code of Ethics for Art, History and Science Museums (Revised edition, 1999).
Those sections of the Museum’s Australia Code of Ethics that the RTHS members/volunteers particularly acting as curator should follow pertain to acquisitions to museum collections, the display of collections, and the disposal of collections. There is also a section on professional conduct that details principles, the responsibilities of the curator to the collection, the public, the employing authority and to colleagues. (See sections 3–11 in Appendix 5).
5.0 Interpretation
5.1 Telling the stories
The main opportunity for telling the stories that the collection can tell is by way of display and interpretation of objects at the museum, and their re-use and incorporation into a new theatre or cinema.
The museum will mount displays from the collection, generally at the museum, in the following ways:
a) Standing display and interpretation of restored historic items and related outdoor furniture & artefacts at the museum
b) Standing interpretation of aspects of Brisbane's Theatre & Cinema history.
c) Changing exhibitions utilising items held in the collection.
d) Displays & interpretations mounted away from the museum at suitable venues as the opportunity presents.
e) Temporary display & interpretation as may be relevant to external events. Eg. Museum of Brisbane.
The museum will rely upon the following policy to inform the development and redevelopment of its collection display
5.2 Social and Historic content
All displays in photographs and artefacts will be based on the notion of social history and theatre cinema history being co-relational.
Stories of Brisbane's Regent Theatre & Cinema to illustrate this in displays will be drawn from but not limited by the points below.
a) The development and establishment of the theatre and its relation to the history of Brisbane in general
b) The huge success and subsequent decline of the theatre, and interesting points along the way.)
c) The many proposals to redevelop the site
d) The Save The Regent campaign, the demolition of the Theatre and reconstruction within the theatre box as a cinema.
e) The history spanning 1980 to 2003 when Birch Carrol Coyle took over the lease.
f) The second Save The Regent campaign and the ISPT and Regent Tower era
g) The history of the museum
5.3 Display themes
Within the context of social & theatre cinema history there will be standing displays grouped in themes, such as
a) The development and establishment of the theatre and its relation to the history of Brisbane in general
b) The huge success and subsequent decline of the theatre, and interesting points along the way.)
c) The many proposals to redevelop the site
d) The Save The Regent campaign, the demolition of the Theatre and reconstruction within the theatre box as a cinema.
e) The history spanning 1980 to 2003 when Birch Carrol Coyle took over the lease.
f) The second Save The Regent campaign and the ISPT and Regent Tower era
g) The history of the museum
This storytelling will also be facilitated through a printed guide to the museum's collection and displays, museum volunteers using common prompt cards when conducting tours or responding individually to informal queries from visitors, all of which information will be accessed by properly researched commentary from the
museum's archives.
5.4 Display presentation
a) Artefacts and displays will be displayed indoors to best advantage in safe and secure surroundings and be interpreted by storyboards either beside them or within them. Museum staff will be available and trained to tell their stories.
b) Tours will we available for the public during the museum opening times and special events.
c) Wall mounted and freestanding displays will be attractively presented to contemporary standards to attract visitor interest and interaction.
d) There will be a variety of display media, including video, photo, text, objects and "hands on".
e) The displays will be mounted to engage an audience in the telling of history and relate to the wider objectives of the museum.
f) Standing displays will be subject to regular housekeeping and examined for wear and tear.
g) As present displays are revisited and new displays developed better thematic continuity will be sought and visual clues using a common house style will be employed.
h) Standing displays will be refreshed from time to time with temporary exhibitions.
5.5 Community involvement
a) The community will be involved wherever possible and the museum made available for related community displays.
b) Indigenous history and cultural protocols will be acknowledged on the relevant displays if applicable.
c) Museum hold special events, which mark special occasions within the Regent Theatre & Cinema history to encourage public involvement within the museum
d) Museum volunteers will be trained in welcoming visitors and conducting guided tours and special programs.
5.6 Display maintenance
The Museum will maintain storage and display environments to ensure long term preservation of the collection
a) The displays will be well maintained and refreshed with partial rotation of temporary material and through regular housekeeping.
b) Objects will be subject to regular housekeeping including cleaning, checks for fading or other deterioration, indoor display cases checked for safety and outdoor displays checked for hazards.
5.7 Display Areas
The museum may have several display areas within the boundary of the museum for the purpose of displaying objects. Examples may include:
a) A museum shop,
b) A vestibule and bar area,
c) A theatre or cinema,
d) A projection room,
e) An entrance hall
This policy is to be reviewed every two years and any amendments approved by the Management committee.
RTHS would like to acknowledge the help of the Queensland Museum, the State Library of Queensland John Oxley Library, the Brisbane City Council, National Library of Australia and the Queensland Government for their assistance in the preparation of this document.
The Management committee of the RTHS hereby approves this policy on 1st January 2011. Revised 4 February , 2011.
This document will be reviewed annually after establishment of the museum.
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