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Collection Policy

 

Collection Policy April 1 2004

VJA's primary theme and historic period is set out in the Mission Statement, and specifically relates to Australian jazz.

The geographic area of the primary collection covers all performances by Australian musicians whether local or overseas. The collection covers all aspects of such performances, and includes recordings, recorded performances, published articles, reviews and photographs of Australian jazz musicians and jazz personalities. Performances by overseas jazz artists in Australia will also be collected.

A secondary theme will be where overseas jazz material, especially recordings and publications, are offered to the Archive to be used for its Reference Library. The contents of this Reference Library will be offered as a research facility to tertiary teaching institutions, such as the Victorian College of the Arts Music School, and to jazz research students. This material will be registered and catalogued, and inserted onto database as resources allow.

The physical items collected by the Archive will be:-

  • Sound Recordings: 78rpm records and transcriptions, including acetates.

  • 7" Eps &LPs. 10", 12", 14", 16" records and transcriptions, including acetates

  • Audio cassettes, C-12 through to C120.   Audio Reel to Reel tapes

  • Audio Wire recordings .   CD-ROM, CDR, CD, DVD.

  • Video: Video Tapes, Video Tape sound only recordings

  • Film:- 8mm, 16mm & 35mm.

  • Images: Photographs, Negatives, 35mm Transparencies, Posters, Handbills, Leaflets and Brochures.

  • Publications: Books, Booklets, Catalogues, Discographies, Programmes, Magazines, Journals, Scrapbooks.

  • Musical Instruments: All types if used by jazz musicians

  • Other items: Ephemera, Banners, Placards, Diaries, Ledgers, Clothing and any memorabilia not listed above which falls within the boundaries of this Collection Policy.

Access to the Archive’s collection is to the Public, Researchers, Music Students, Schools and members of the Archive, and the media as appropriate.

How the Archive will collect

Method of collection

The Archive shall acquire objects for the permanent collection by way of Donation, Deposit, Bequest or Purchase, which will be approved by the Acquisitions Committee.

The Archive will have the right to freely display, preserve and where necessary deaccession material. Permanent and long term loans will not be accepted by the Museum.

With material donated to the archive via a Donation Contract, the donor transfers all copyright to the material to the Archive.

However, where material that has been deposited with the Archive, and the appropriate Deposit Contract has been signed, this material will be held by the Archive for the length of time specified in the Contract. The Donor retains the copyright to such material

Access conditions will be rigidly controlled.

Collection criteria

  • Relevance. The objects must be relevant to the Archive’s aims and objectives.

  • Documentation. Priority will be given to objects with associated documentation and support material.

  • Condition. The condition of the object will be taken into consideration when acquiring material. Rarity of material will dictate whether to transfer this material to the appropriate archival medium. This is most important with aluminium and glass based acetate recordings.                                                            Any object damaged beyond repair will not be accepted. Unplayable recordings with historical labels or covers may be accepted for Archive display.

  • Duplications. It is the policy of the Archive to hold the three best copies of audio/ video recordings and all other objects, including film, publications, posters, programmes and all other memorabilia will be kept.          All surplus copies may be deaccessioned via the Archives deaccession criteria

  • Legal Requirements. The Archive’s Donation and Deposit contracts make provision for the transfer of copyright material to the Archive, and wherever possible transfer of copyright will be sought. Where the Archive decides to reissue rare sound recordings, copyright requirements will be followed, as specified within the law of Copyright.

Collection care - documentation, conservation and storage

  • The Archive will maintain an effective documentation system at all times.

  • All Donation Receipts, Deposit forms, Archive Registers and Catalogue information will kept in the Archive’s files - and will be held on the premises fully secured.

Acquisition

The Archive will follow these guidelines when acquiring material.

  • The owner collector, or his/her agent will bring the object to the Archive, or it will be assessed on site by the responsible officer of the Archive.

  • An Interim Receipt Form will be issued to the owner or agent recording the object, name and address of the owner, with contact phone number and date. The Interim Receipt Form will record that the Archive is simply holding the object - and does not mean or imply the object has been accepted as part of the permanent collection. The act of leaving an object with the Archive does not constitute acceptance into the collection. The object will be immediately tagged, detailing when the object was acquired, who it was acquired from and their appropriate address and phone number, and a Donor ID number issued.

The Acquisition Sub-Committee will meet to assess the donation for inclusion in the Archive’s collection. This decision will be documented in the form of Minutes. Refused objects will be returned to the owner or agent. If the object is not claimed within 90 days, it will become the property of the Archive and may be disposed of by the Archive.

Donors will be sent an acknowledgment letter, also where appropriate,  two Donation (Deed of Gift) Contracts, whilst owners of Deposit material will receive two copies of the Deposit Contract. Both forms to be signed by the Donor or Depositor. One form will be returned to the Archive and filed. The other copy will be retained by either the Donor or the Depositor. The object must be registered, numbered and catalogued.

Display

The Archive has the right via its Donation and Deposit Contracts to display all material in its possession, as long as the material for display, especially recordings and photographs, does not infringe the personal rights of the individual.