Manitoba Sports Hall of Fame & Museum Collections Management Policy

1. The Manitoba Sports Hall of Fame & Museum may build its collections through four methods of acquisition.

a. Donations
Donations will be accepted if the legal owner gifts or bequests objects to the museum. The donor and a representative of the museum must sign a Gift Agreement Form.  This form transfers all legal ownership to the museum.  A Transfer of Copyright form should be filled out as necessary.  The donor and heirs relinquish all control, rights and title to the donated material.

b. Gifts in Kind
An item may be donated to the museum in exchange for a tax receipt. Gifts in kind must be handled according to regulations set by Revenue Canada.

c. Incoming Loans
Material may be received on a short term loan basis for specific purposes such as research, copying or exhibition, at the discretion of authorized staff. Materials loaned to the Manitoba Sports Hall of Fame & Museum will receive the same standard of care as the MSHFM collection. Loans are not to be added to the collection on a permanent basis. A loan agreement form must be drawn up outlining the terms and conditions mutually agreed upon by the owner and the MSHFM.  Issues such as special handling instructions, restrictions for further use, copyright restrictions, responsibility for insurance, arrangements for packing and transport, and return date should be fully outlined in the agreement. Both the borrower and lender must sign the loan agreement form.

Materials will not be accepted for a long term loan. The MSHFM will not become a storage area for materials which it does not own or for which it has no further use, but for which it is liable.

d. Purchase
The museum may, with the approval of the Executive Director, the Museum Management Committee, and the Board of Directors, purchase artifacts for the collection if they cannot be obtained by donation, or when a loan is not feasible or possible. Proper invoices outlining the terms of sale, and documentation giving provenance should be acquired. A Transfer of Copyright form should be filled out if necessary.

2.  New acquisitions will be accepted by authorized staff, with final approval of the board of directors. 

3. The Manitoba Sports Hall of Fame and Museum Inc. is responsible for the collection of artifacts and archival material which document the history of sport in Manitoba, from 1800 to the present. This includes the territory from Lake of the Woods eastward to Thunder Bay, which at one time was part of the province of Manitoba. 

4. The Museum collects material in the following order of priority.

• a. Materials directly related to the Honoured Members of the Manitoba  Sports Hall of Fame & Museum.
• b. Materials related indirectly to the Honoured Members of the Manitoba Sports Hall of Fame & Museum.
• c. Materials relating to sport in Manitoba.
• d. Materials which are relevant to current research, exhibition, or interpretation programs.
• e. Materials relating to sport which are in danger of loss or destruction.
• f. Materials relating to sport which are important because of their uniqueness or rarity.

5.  The Museum will not collect curiosities and oddities that do not contribute to the understanding of sport in Manitoba. 

6. All artifacts in the collections will be catalogued according to procedures outlined in the Manitoba Sports Hall of Fame & Museum Procedures Manual.

7.  All archival material in the collections will be processed according to Rules for Archival Description and procedures outlined in the Manitoba Sports Hall of Fame & Museum Procedures Manual.

8. The Manitoba Sports Hall of Fame & Museum collection will be used for research, exhibition, and the dissemination of information to the public to illustrate the history and development of sport in Manitoba, the sporting careers of Honoured Members and outstanding athletes, participants and contributors to sport in Manitoba.

9. The Manitoba Sports Hall of Fame & Museum will accept into the collection duplicate objects of greater historical value or higher quality.  Duplicate materials may be accepted into an education collection if used for programming or into a support material collection if used for exhibit or the restoration of other artifacts.

10. The Manitoba Sports Hall of Fame & Museum will lend artifacts to other museums temporarily for the purpose of exhibition, research or education. The borrower must ensure the standard of care, handling and security of the loaned materials set by the MSHFM is enforced.  All outgoing loans should lead to further education, research and enjoyment by the general public. 

• a. The museum must give principal consideration to the physical well being of its collections and the protection of its interests.
• b. The borrower must provide loan agreement forms which cover all terms and conditions and which state the dates of receipt and return. The loan agreement form must be signed by the borrower and the museum.
• c. If at any time the MSHFM determines that the material on loan is not being cared for according to standards set in the loan agreement form, the MSHFM may cancel the loan and request the immediate return of the material.
• d. The items loaned should be in sound condition. If not, one of the terms of the loans might be that conservation take place at the expense of the borrower or the loan might not take place.
• e. All transportation, packaging, and related loan costs must be borne by the borrower. 
• f. Insurance coverage will be prearranged between the borrower and the lender. 
• g. If the work is to be reproduced, Canadian laws covering copyright must be observed. Any item may only be reproduced for catalogue, publicity, personal or educational purposes with the permission of the MSHFM.

11. The Museum has the right to deaccession artifacts which do not support the mandate of the museum. The removal of an artifact occurs only in order to strengthen the collection and must be in accordance with the Manitoba Sports Hall of Fame & Museum Deaccession Policy.

12. Personal collecting by employees, volunteers and immediate families is not to be in competition with the collecting activities of the museum and archives.  Employees may not use their Hall of Fame connection to promote their personal collecting.  If upon employment the employee has an existing collection relating to materials in the MSHFM, the employee must notify the museum of the collection and its contents in order to avoid a conflict of interest. 

13. The Manitoba Sports Hall of Fame & Museum also has a separate archival collection which is governed by separate Acquisition Policy and Access Policy.  All other aspects of this policy also apply to the archival collections.