Image credit: Clay Banks on Unsplash
Establish clear, ethical deaccession policies that protect your collection while reinforcing transparency and public trust.
Deaccessioning–the process of permanently removing an object from your collection–is one of the most sensitive topics in the museum and cultural institution world. Done well, it can strengthen your collection and ensure your mission stays focused. Done poorly, it can spark controversy, damage public trust, and even jeopardize funding.
Whether you’re a small nonprofit or a large collecting institution, having a clear, transparent deaccession policity is essential. Here’s what to consider when creating or updating yours.
Why have a deaccession policy?
A deaccession policy serves several important purposes:
-
Clarity and Consistency: Establishes a clear decision-making framework so that all stakeholders follow the same process.
-
Risk Management: Reduces legal and ethical risks by ensuring actions align with your bylaws, accreditation standards, and professional guidelines.
-
Public Trust: Demonstrates transparency and accountability to donors, funders, and your community.
-
Collection Stewardship: Helps you refine your collection and focus resources on works that support your mission.
6 key elements of a strong deaccession policy
1. Purpose & Guiding Principles
State why you deaccession and reference your institutional mission. Many organizations note alignment with professional standards, such as the American Alliance of Museums (AAM) Code of Ethics, which advises that proceeds from deaccessioning be used only for acquiring new works or direct care of the collection.
2. Criteria for Deaccessioning
Clearly define why an object might be removed. Common criteria include:
-
Deterioration beyond repair
-
Duplication within the collection
-
Lack of relevance to mission or scope
-
Provenance or authenticity issues
-
Legal or ethical concerns regarding ownership
Artwork Archive Tip:
Use Artwork Archive to document and store the full rationale for deaccessioning–including condition reports, board meeting notes, and supporting research. Keeping a transparent, time-stamped record makes it easy to legitimize your decision if questioned and to share documentation with stakeholders, auditors, or accrediting bodies.
3. Approval Process
Outline who makes the decision (curatorial staff, collections committee, board of trustees) and the steps for review. Transparency in governance is critical.
4. Disposal Methods
Specify acceptable methods of removal, such as:
-
Transfer to another nonprofit or public institution
-
Sale through public auction
-
Exchange with another museum
-
Destruction (for items that are damaged beyond repair)
Always document the rationale and process, including appraisals and condition reports. Imagine, a family member of the artist or the donor may contact your institution in the future and you'll want to be ready with documentation.
5. Use of Proceeds
State exactly how proceeds from any sale will be used. Best practice is to restrict funds to acquisitions or direct care of the collection, in line with sector standards.
6. Record-Keeping
Maintain a permanent record of deaccessioned objects, including photographs, provenance documentation, and reason for removal. Platforms like Artwork Archive make it easy to store this history digitally for compliance and reference.
Always consider: ethics and public perception
Deaccessioning can draw scrutiny–especially when high-profile works are involved. Communicate openly with stakeholders and the public, and avoid even the appearance of selling work to cover operating expenses unless your governing policies explicitly allow it (and it aligns with local laws and funding requirements).
How Artwork Archive supports deaccessioning
Our online collection management system helps institutions:
-
Tag and group works under consideration for deaccession.
-
Store and organize documentation, appraisals, and board minutes.
-
Track the final outcome and maintain a permanent digital record.
-
Generate reports to share with committees, boards, or accrediting bodies.
With the right policy and tools in place, deaccessioning becomes less about controversy–and more about responsible stewardship.
Next steps
If your institution doesn’t have a deaccession policy, now’s the time to create one. And if yours hasn’t been reviewed in years, schedule an update to ensure it reflects current best practices and your organizational mission.
