SOCS_Template_Instruction_Memo.docx

SOCS Template Working Group 15 August 2022 SOCS Template Instructions This memo accompanies the draft Scope of Collections Statement template for the National Park Service. It provides guidance on how to use the template, and ways to make it work best for your park. Always make sure that your park SOCS meets the requirements laid out in the Museum Handbook, Part I, Chapter 2. Refer to Part 1, Appendix E for the SOCS checklist.

Important notes:

This template reflects laws, policies, and guidelines that apply to NPS museum collections, but it is not a policy document. The template language provided should not be interpreted as NPS/DOI/federal policy, except where specific policies/laws/regulations are cited in the text.

Many of the sections provide suggested language that was developed and concurred by members of the National SOCS working group. If the suggested language does not work for your park, feel free to rework it so that the SOCS functions for your park.

It is important that SOCS development be an interdisciplinary effort (ideally involving the unit’s Museum Property Committee, as per DM 411, Volume 1 or the park’s Collections Advisory Committee, as per MH II, Appendix B). When working within this template, make sure that park representatives from cultural resources and natural history, as well as compliance, permitting and other relevant persons are given the opportunity to provide feedback. If you don’t have park staff representing these different areas, reach ouch to your regional office staff.

There are hyperlinks throughout the document. The links should be checked and updated, if necessary, before sending your SOCS for signature.

There are several appendices, these can be included in any order. Remember, if you choose to change the appendix order, update the text callouts throughout the document.

How to use the template:

Symbols Throughout the document, you'll see standalone text and text inside different types of symbols.

The standalone text is required language for the template, please do not alter it.

{ } The curly bracket designates optional template language. Text within these brackets can be used or not, altered, etc., so that the language best meets the needs of your park. Once you've decided what language to use, remove the brackets.

[ ] The square bracket designates a fill in the blank, you'll most commonly see these symbols like this: [PARK]. In this situation, you'd replace [PARK] with whatever your park alpha code is. Once you've filled in the text, remove the brackets.

< > The less than/greater than symbol designates a prompt. Text in these brackets will typically include a sentence or list of prompt language to fill in. For example, if you see <Report on the most recent CMR information for History objects in your park>, Write a sentence describing the most recent CMR information for History objects. Once you've completed the prompt, remove the brackets.

Acquisition categories Throughout the document, each discipline within the cultural and natural resource collection headings has four acquisition categories listed: mandated acquisitions, should be acquired, may be acquired, and not to be acquired. Generally, the text within each category is determined fully by the park. We’ve supplied sample template language in most cases. For some disciplines, certain objects are mandated by law to be acquired and maintained as museum objects with supporting field documentation. In those cases, the language in the “Mandated acquisitions” section will not be in brackets. Determining the text for each category can be tricky, but a thorough understanding of your park’s mission and what is already in the collections will make the process easier. Make sure that any limitations on collections storage and staff time are considered when completing these sections.

Mandated acquisitions: The functional difference between mandated and the other categories is that mandated collections (“scientifically generated archeological and natural history field collections and their associated records from NPS-administered land”) are not reviewed by the CAC (MH II, Appendix B, p B:1). This does not mean that these collections do not need to meet some acquisition criteria. In the case of mandated archeological or natural history collections, acquisition/collecting criteria should be described and approved during the research design and permitting process. The research design should also have a NAGPRA component in case of inadvertent discoveries.

Curatorial staff (or collateral duty staff) should work together with park natural and cultural resources staff to review all research permits as well as NPS research projects.

If a proposed research permit duplicates an existing and recent project/collection, the permit does not have to be approved. Have a conversation with natural resources to understand the need within the park (if there is a need). Be sure to review other park natural resource research pages and the requirements (YELL, BADL, EVER – links in the SOCS template).

Specific collecting limits and procedures should be agreed upon between the researcher/park resources staff/park curatorial staff during the permitting process. Ex: archeological material and associated records from a Section 106 compliance project within the park.

Should be acquired: This category is primarily for items that have been identified and justified for acquisition. During the SOCS development process, park staff should work to identify gaps in the collection, items that specifically contribute to the park’s mission or interpretive themes/periods, or items identified during inventory/monitoring or in park planning documents. In addition, parks must justify those collections will be acquired by authoritative and professional staff and will be managed according to professional collections management standards, ethics, and practices. Items in this category must be reviewed and justified for acquisition by the CAC. Ex: Artifacts seized, and records generated from an ARPA investigation May be acquired: Items related to the park’s mission and goals but not necessarily identified as top priority acquisitions. Ex: a diagnostic artifact picked up on a trail by park staff. Do these items have scientific integrity?

Not to be acquired: Object categories and types that do not contribute to the park’s mission or interpretive themes/periods; objects that are already represented in abundance in the collection; hazardous materials; objects in very poor condition. This category cannot include legally mandated materials. Ex: archeological material collected from outside of park boundaries

NOTE:

Natural History Collections NPS natural history collections are diverse, including plant, animal, geological, and paleontological specimens associated with the lands that today are under NPS stewardship. NPS natural history collections are primarily specimens collected from within park boundaries. Because ecosystems, both living and fossil, and geological features extend beyond park boundaries, some specimens may originate outside park boundaries and be acquired by means other than field collection.

Museum Handbook, Part I, Chapter 1: National Park Service Museum Collections and Collections (nps.gov) pg. 1:17

Signature page:

The signature page will potentially have five signatures. The first signature must be from the individual who prepared the SOCS document. If that person is different from the park’s Custodial Officer, then the designated Custodial Officer should review and sign the document on the next signature line. All SOCS should be concurred by your Regional Curator. This person may have a more specific title, depending on the region. Optionally, the SOCS document can be approved by the regional Cultural Resources Division Chief. The SOCS must be approved and signed by the Superintendent for it to be considered valid.

Sections of the SOCS template:

This template has seven major headings:

· Introduction,

· Context for park museum collections,

· Types of collections (divided further between #3 cultural resources and #4 natural history),

· NAGPRA,

· Acquisitions, and

· Management Actions.

Each section within these headings exists for a reason and descriptions therein provide valuable context for the collections, particularly for parks that do not have full time/full performance curatorial staff. If the section does not make sense for your park/region, feel free to leave it out or modify it so that it works best for you. If you need assistance with determining how to modify a section, please reach out to your regional office staff or a member of the working group.

The introductory section of the SOCS template includes an executive summary and a statement about the purpose of the Scope of Collections Statement.

The Executive Summary (or Scope of Collection Summary) is one or a few paragraphs that summarize the park’s collections and highlight the most significant aspects or individual items. An example can be found in the Museum Handbook, Part I, Chapter 2.

Following the executive summary is the Purpose of the SOCS, this is template language pulled from Museum Handbook and DM 411. To this section, we’ve added language from DO 24, which define some of the required features of the Scope of Collection Statement.

Part 3 of this section, Context for Museum Collection includes four subsections:

· Park Purpose/Significance.

· Park and Collections history,

· Collection themes and categories, and

· Special designations.

Information for this section can be pulled from enabling legislation, administrative histories, management plans, foundation documents, and interpretive plans. Make sure that any documents used to develop this section are added to the Bibliography (Appendix H).

The Park History section (I.3.B.) should be brief but still provide necessary context for how the collection came to be and how it can grow. If your park already has an administrative history, or other related/similar documents, you can include hyperlinks to those documents in this section.

The second major heading for the SOCS template is Types of Collections. This section describes the current holdings of each discipline within the cultural and natural history collection. It also defines acquisition criteria for each discipline and sets collecting limits, where appropriate. Each disciplinary section (history, archives, biology etc.) starts with a prompt to report your park’s CMR numbers. Use the most recent year available on the NPS CMR Repository.

Archeology: This is one of the few discipline areas that is heavily featured in laws and regulations and museum management policy. While much of the template language can be adjusted to best meet your park’s needs, the information included in the Mandated Acquisitions section fully spells out considerations that must be made for permitting and acquiring archeological objects and associated records.

USCODE-2017-title16-chap1B-sec470aa.pdf (govinfo.gov) ARPA - (3) the archaeological resources which are excavated or removed from public lands will remain the property of the United States, and such resources and copies of associated archaeological records and data will be preserved by a suitable university, museum, or other scientific or educational institution, and (4) the activity pursuant to such permit is not inconsistent with any management plan applicable to the public lands concerned.

https://www.nps.gov/archeology/tools/36CFR79.HTM

(2) Associated records means original records (or copies thereof) that are prepared, assembled and document efforts to locate, evaluate, record, study, preserve or recover a prehistoric or historic resource. Some records such as field notes, artifact inventories and oral histories may be originals that are prepared as a result of the field work, analysis and report preparation. Other records such as deeds, survey plats, historical maps and diaries may be copies of original public or archival documents that are assembled and studied as a result of historical research. Classes of associated records (and illustrative examples) that may be in a collection include, but are not limited to:

(i) Records relating to the identification, evaluation, documentation, study, preservation or recovery of a resource (such as site forms, field notes, drawings, maps, photographs, slides, negatives, films, video and audio cassette tapes, oral histories, artifact inventories, laboratory reports, computer cards and tapes, computer disks and diskettes, printouts of computerized data, manuscripts, reports, and accession, catalog and inventory records);

(ii) Records relating to the identification of a resource using remote sensing methods and equipment (such as satellite and aerial photography and imagery, side scan sonar, magnetometers, subbottom profilers, radar and fathometers);

(iii) Public records essential to understanding the resource (such as deeds, survey plats, military and census records, birth, marriage and death certificates, immigration and naturalization papers, tax forms and reports);

(iv) Archival records essential to understanding the resource (such as historical maps, drawings and photographs, manuscripts, architectural and landscape plans, correspondence, diaries, ledgers, catalogs and receipts); and

(v) Administrative records relating to the survey, excavation or other study of the resource (such as scopes of work, requests for proposals, research proposals, contracts, antiquities permits, reports, documents relating to compliance with section 106 of the National Historic Preservation Act (16 U.S.C. 470f), and National Register of Historic Places nomination and determination of eligibility forms).

This instruction document includes optional guidance sections for period pieces and historic fabric/architectural elements, either or both can be added to the history section if it makes sense for your park.

Archives: Because the archives collection is governed by multiple sets of policies/guidelines, it can be confusing, so we’ve split this section into two parts –

· Manuscripts

· Records that document the management of park resources and may be used as reference and support management actions for those resources (commonly called resource management records or RMR)

Manuscripts: There are no mandates for the acquisition of manuscripts, but many parks benefit from manuscript collections from people significant to the park’s mission or interpretive themes/periods. All potential manuscript acquisitions must be evaluated by the CAC.

Resource Management Records are more complex.

Park Resource Management Records: Using your discretion, determine if/how they support the management of the resources and if they are active records.

Associated Records for Archeology, Biology, Paleontology, NAGPRA (definition from DM 411) are included in RMR. There are differences in how the term associated records is interpreted and applied across federal laws/regulations, DOI policy, and NPS policy. To simplify, we’ve limited Mandated Acquisitions under RMR to records that are associated with archeological and paleontological research and NAGPRA. Based on the definition of Associated Records in DM 411 (link above) mandated records could reasonably be expanded to include documentation associated with objects (artifacts, specimens, other resources) that are designated museum property.

I&M Records: Records associated with park Inventory and Monitoring activities to be accessioned into the museum collection. The 2006 Management Policies also say that records associated with research activities within the park will be managed within the park museum collection. All RMR (except those associated records mandated by federal law) should be evaluated by the CAC before accessioning into the museum collection. If your park CAC does not include a Records Manager or someone who has had records management training recently, reach out to your regional office to find such a person to assist in the evaluation of RMR collections.

Biology: Optional language regarding retention of objects and associated records from park inventory, monitoring, and research projects have been added to the Mandated acquisitions section. To curb exponential growth of the collection in these areas, it is recommended that a curatorial staff member be included in the review process for all park permits and that the park diligently use RPRS to track scientific research within the park.

Management Policies 2006 (nps.gov)

4.2.3 Natural Resource Collections Natural resource collections include non-living and living specimens. Guidance for collecting and managing specimens and associated field records can be found in the Code of Federal Regulations (36 CFR 2.5) and NPS guidance documents, including the museum handbook. Nonliving specimens and their associated field records are managed as museum collections. Living collections will be managed in accordance with the provisions of a park’s general management plan, the Animal Welfare Act, and other appropriate requirements. Field data, objects, specimens, and features obtained for preservation during inventory, monitoring, research, and study projects, together with associated records and reports, will be managed over the long term within the museum collection. Specimens that are not authorized for consumptive analysis remain federal property and will be labeled and cataloged into the NPS cataloging system (ANCS+, or its successor) in accordance with applicable regulations (36 CFR 2.5).

Geology: Optional language regarding retention of objects and associated records from park inventory, monitoring, and research projects have been added to the Mandated acquisitions section. While not a specific legal mandate, we are professionally obligated to follow these policies. To curb exponential growth of the collection in these areas, it is recommended that a curatorial staff member be included in the review process for all park permits and that the park diligently use RPRS to track scientific research within the park.

Paleontology: As with archeology, the acquisition of paleontological objects and associated records are mandated by law, in this case, PRPA.

The paleontological resource and copies of associated records will be preserved for the public in an approved repository, to be made available for scientific research and public education; https://www.law.cornell.edu/uscode/text/16/470aaa-3 Any paleontological resource, and any data and records associated with the resource, collected under a permit, shall be deposited in an approved repository. The Secretary may enter into agreements with non-Federal repositories regarding the curation of these resources, data, and records. https://www.law.cornell.edu/uscode/text/16/470aaa-4

Optional sections to include if appropriate:

Artist in Residence Program (If your park has an active Artist in Residence Program or plans to initiate one in the next 5 years, this section can be included within the Art section of the SOCS. Acquisition of art from these programs should be agreed upon with the park Superintendent, the CAC, and if park approved, during negotiations prior to the artist starting their residence in the park).

National parks provide a rich source of inspiration for a wide variety of artists. Both professional and amateur artists may produce many different types of art using a wide variety of media, including visual arts, such as paintings, drawings, fabric arts, enameling, printmaking, photography, sculpture, and jewelry; literary arts, such as poems and stories; and sonic arts, featuring music and sound. Although most artists in parks work independently, the NPS may commission artists to create works of art inspired by a specific park or resource. In addition, NPS artist-in-residence, writer-in-residence, youth arts in parks, junior ranger, or summer arts programs may generate visual, literary, or sonic arts.

<Briefly describe any Artist in Residence Program objects in the park collection> Mandated acquisitions: There are no legal mandates for the acquisition of artist in residence collections.

Should be acquired: There are no recommendations for this section.

May be acquired: {Visual, literary, or sonic arts inspired by the park and its cultural or natural resources are created by professional and amateur artists of all ages. Acquisition considerations include preservation concerns for digital arts, inherently unstable materials, and risks presented by modern artistic expressions which may include foods, bodily fluids, or other hazards for people and collections. In instances of deliberately fugitive art, it may be appropriate to photograph or otherwise document the work, in agreement with the artist. If the park decides in the future to participate in the NPS artist in residence or similar programs, determine in advance if one piece from each artist will become part of the museum collection or if it would be managed as other (non-museum) property.} Not to be acquired: {Visual, literary, or sonic arts with no direct association to the park.

Objects that are inherently unstable which causes it to deteriorate or destroy itself.}

Historic Fabric (Depending on the types of architectural resources highlighted in your park’s mission/enabling legislation/foundation document, this could go in the Should be acquired or May be acquired section) Should or May be acquired: During ongoing/future repair and rehabilitation of historic properties within the park, household objects and samples of architectural fabric should be acquired, where appropriate.

In cases where it is no longer viable to retain original architectural fabric in the structure, the best (highest quality/most complete) example of a particular element should be evaluated for inclusion into the park's museum collection. Consideration must be taken regarding the significance of the resource, the condition of the resource, and the park's capacity to curate the resource.

If original elements are to be reused in the structure or recreated, a sample of the original element could be retained in the museum collection. Elements in this category should be characteristic of the period of significance, for example tiles that are unique to the structure itself, or character-defining features that are associated with the original owner. If representative samples of these elements would be useful for future management of the resource, then they should be included in the museum collection. Other elements such a paint or wallpaper samples, roof shingle samples and related materials would be good candidates for inclusion in the museum collection, as these materials would also be beneficial for continued management of the structures.

Historic fabric/architectural elements Not to be acquired: Very large items (sections of concrete, beams, etc.), items in very poor condition, and items not unique to the structure or period of significance would generally not be considered for inclusion in the museum collection but should be evaluated on a case-by-case basis.

Period pieces and Reproductions A park must have a compelling reason, and CAC review, to suggest including period pieces and reproductions in the museum collection. In general, these will not be part of a park SOCS.

For information regarding period pieces and reproductions, consult Museum Handbook Appendix N: Reproductions, Period Pieces, Living History Items, Exhibit Props, and Outdoor Exhibits (nps.gov) The period pieces, reproductions, and 3D models must be clearly documented so that they are not confused with objects original to the site.

(Generally, discourage the acquisition of period pieces for the museum collection. If pieces are acquired based on recommendations from an Historic Furnishings Report, or similar document, objects should be reviewed by the CAC before being accessioned.)

Period Pieces, Reproductions, 3D models. To fill minor exhibit gaps, especially in historic furnished structures, parks may acquire items that are of the same period and are documented to be similar to items original at the site. Parks may also add reproductions to the collections to fill gaps or to substitute on exhibit for a fragile original. Similar to reproductions, parks may include 3D models or reconstructions of historic furnishings located in the historic houses at one time.

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