Ipswich Room Collections Policy

Ipswich Room Collections Policy

I.	Mission Statement
	The mission of the Ipswich Room is to collect, preserve, and make available to researchers materials with historic significance concerning the inhabitants, government, institutions, built and natural environments of the Town of Ipswich, including those areas of the original Town which were later incorporated as separate communities. The collections include books, broadsides, manuscripts, maps, memorabilia, microfilm, newspapers, pamphlets, photographs, postcards, serials, town government documents, audiocassettes, videocassettes, and 16 mm films. These materials are arranged for use by researchers and, as far as possible, finding aids and electronic cataloging information will be provided to promote use of the collection.
II.	Standards of Care
	A.	Acquisition Condition
	1. Title to the items must be free and clear, without restrictions as to use or future disposition. Donors of materials to the Library’s Collections will be asked to execute a Deed of Gift by which they affirm they had clear title to the donated property, that they transfer all rights to that property, including copyrights, to the Ipswich Public Library, and that they understand that the Library may keep, exchange, or sell the donated property at some future date without notice to the donor.
	2. The Library can provide for the storage, protection and preservation of the items in a manner that assures their availability for Library purposes and kept according to professionally accepted standards.
	3. Materials will be retained in the collections as long as they remain useful for the mission and purposes of the Ipswich Room.
	4. Library Director must approve acquisitions.

	B.	Documentation of the Collections
	The Library Director or designee shall create the following records (as appropriate) of the collections in the Ipswich Room:
	1. Deed of Gift, bill of sale, exchange agreements
	2. Accession files which shall record: · Accession Number and Date · Donor/Vendor’s Name, Address, Telephone, and Email · Individual or organization creating records · Individual or organization creating records · Relationship (if any) to Donor/Vendor · Loan Agreements
	3. Name & Description of Collection · Date Range (span and bulk) · Quantity and type of materials · Quantity and type of materials · Provenance (what has happened to these materials since they were created) · Location of similar/related materials · Physical condition of items in the collection · Copyright, if registered (and owner, if known) · IRS Form 8283, if applicable (IRS 8282 if materials are returned to donor) · Detailed description of collection · Preservation / Conservation reports, if any · Appraisals provided by donor · Deaccession / discard information, if any
	Records of accessions shall be promptly created, entered and retained in the Director’s Office. All accession files or other primary records relating to the ownership of the Library’s Ipswich Room collections shall be safeguarded from hazards by the maintenance of duplicate files housed in the Ipswich Room for both security and reference purposes.

	C.	Access Standards
All materials in the Ipswich Room owned by the Library will be accessioned and catalogued or described fully and the catalogue or collection descriptions, whether in written or electronic medium, will be available to the public upon request. All archival and library materials will be available to researchers regardless of the purpose of their research. Researchers will complete a registration form indicating at minimum their name, permanent address, and the subject of their research at the time of their first visit, at which time written rules for photocopying and permission to quote will be provided.

III.	Types of Programs Supported by the Collection

	A.	Research
	Materials collected and made available shall support the research of patrons in the areas of Ipswich genealogy, history and land ownership. Some official documents are retained permanently to support research needs of the town’s residents and local government.

	B.	Education
	The varied collections in the Ipswich Room shall serve as an educational resource not only to teachers and students in the community but also to residents and visitors, thereby promoting greater appreciation of Ipswich’s place in history.

	C.	Exhibits
	Library staff shall occasionally mount exhibits using Ipswich Room materials. Exhibits may be viewed in the Rogers Room in a secured glass display case. Materials in the collection may be made available on temporary loan to museums upon formal request and approval of the Library Director.

IV.	Clients Served

	A.	General Public
	Most patrons who visit the Ipswich Room are genealogists researching their family histories. Ipswich Public Library also provides information by regular mail and e-mail for people who cannot visit the library in person. A fee of $15 is charged for providing basic genealogical research, other than quick responses, for which there is no charge.

	B. Professional Researchers and Genealogists
	On occasion professional researchers visit the Ipswich Room to conduct research for publications or exhibitions or to research local properties. Researchers will be referred to other community organizations as needed. It is recommended that professional researchers make an appointment with the Reference Librarian by calling 978-356-6648.


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