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Washington, D. C. 20240
April 19, 2006
In Reply Refer To:
1300, 8100, 8160 (240/NBC) P
Instruction Memorandum No. 2006-136                                                          
Expires: 09/30/2007
To:                  All State Directors
From:              Director
Subject:          Museum Collections in non-Federal Facilities: Call for Data DD: 06/09/2006
Program Area: Museum Collections Management/Bureau of Land Management (BLM) Reporting Requirements
Purpose: This Instruction Memorandum (IM) requires State Offices to compile and report existing data on number and condition of museum collections in non-Federal facilities using Departmental formats. This request builds on data received in 2005, and States should only report on museum collections data that they have readily available within their own offices.
Policy/Action: In Fiscal Year (FY) 05 BLM required States to report museum collections materials on an individual object basis. These State Office reporting requirements are intended to bring BLM into compliance with Departmental Manual 411, Policies and Standards for Managing Museum Collections, 36 CFR 79, Curation Of Federally-Owned And Administered Archaeological Collections, as well as to provide data required for the Department’s Museum Collections Management Summary Report, and the Heritage Assets disclosures included in the BLM Annual Report, which are required by Statement of Federal Financial Accounting Standards 29.


Each BLM State Office must supply narrative language and data for inclusion in the BLM's FY06 annual report on museum collections located in both internal facilities and external non-Federal facilities. This information, required by the Department of the Interior (DOI), should be submitted by June 9, 2006, to the Washington Office (WO) which will collate and submit the data in a report to the Department. Data requirements are listed below by individual report and accompanied by data category definitions. The data reported for FY05 provided the base line for annual reports. Only data that can be documented should be supplied as any figures provided, will be forwarded to the Department and are subject to audit. If estimates are provided, they must be qualified (i.e., estimate is based on numbers of cubic feet converted into objects as the result of a random sampling of 50 boxes). Any documentation of figures is to be kept at the State Office. Templates to be used for reporting purposes are attached to this document. 
A. Museum Collections Management Summary Report (http://elips.doi.gov/elips/release/3142.htm)
1. Summary of FY06 Accomplishments. Summarize major highlights in the management of museum collections in your State.
2. Resources. Summarize the resources (funds and Full Time Employee (FTE)) allocated or expended for managing your state's museum collections during FY06.
3. Issues. List and describe issues during FY06 that affect your state's ability to manage collections that originated from public lands. Describe actions taken to address these issues.
4. Collection Size. Collections must be listed by:
·        number (individual objects)
·        discipline (archaeology, paleontology, historic)
·        location (facility name)
5. Individual Object-Level Condition. Provide the number of cataloged items with individual object-level condition. If the condition is not recorded on the catalog record or does not reasonably correlate with the definitions below, then do not report object-level condition. Of the total items identified indicate whether the condition is good, fair, or poor. Response to this requirement will be based on information that is readily available and documented. Where such information does not exist, States will indicate that a response is not possible at this time.
·        Good individual object condition means in stable, usable condition.
·        Fair individual object condition means in need of minor repair or cleaning to bring to usable condition.
·        Poor individual object condition means in need of major conservation treatment to stabilize.
6. Agency Museum Collections Contacts. Provide the names, addresses, telephone numbers, and e-mail addresses of museum contacts for your State, if they are different from what was reported last year.
B. Collectible Heritage Assets  (http://fasab.gov/pdffiles/sffas_29.pdf )
1. Confirmation of the Number of External Facilities Housing BLM Collections. Identification of external repositories has been provided already by all states to the WO. However, documentation confirming the presence of BLM collections in each listed facility needs to be obtained and forwarded to WO-240 by the due date. 
The best form of documentation is a formal curation agreement between the BLM and the facility, although other forms of documentation will be accepted for the present. 


2. Facility-Level Condition. Provide facility-level condition status. Four standards may be used to assess facility condition. Only one standard is necessary: 
·        American Association of Museums (AAM) - If the facility has received accreditation by the AAM a “fair” rating may be assessed for facility condition. A location’s participation in the AAM’s Museum Assessment Program may not be used to assess condition for Interior reporting purposes.
·        Army Corps of Engineers (COE) scores - The U.S. Army Corps of Engineers Mandatory Center of Expertise for the Curation and Management of Archeological Collections scores may be used if one was performed for the facility in question.
Good Facility Condition - 70 percent or greater score assigned by COE for a facility.
Fair Facility Condition - between 50 and 70 percent score assigned by COE for a facility.
Poor Facility Condition - less than 50 percent score assigned by COE for a facility.
411 DM Checklist - The DM checklist may be used to assess condition.
Good Facility Condition - 70 percent or greater of the applicable DOI standards are met at a facility.
Fair Facility Condition - between 50 and 70 percent of the applicable DOI standards are met at a facility.
Poor Facility Condition - less than 50 percent of the applicable DOI standards are met at a facility.
·        Condition scores determined by another Interior bureau may be used if the collections of more than one bureau share the same location.
3. Additions and Withdrawals of Facilities Housing Collections during FY 2005. Because we created baseline data for FY05, additions would be shown for facilities identified during this FY (data recovery from permitting activities, etc.). For facilities that were identified prior to FY06 that no longer house BLM collections, please note the withdrawal of this facility. 


4. Deferred Maintenance of Collections. Deferred maintenance is maintenance that was not performed when it should have been or was scheduled to be and which, therefore, is put off or delayed for a future period. Provide documentation of the estimated cost needed to fund the correction of deferred maintenance of facilities (only applicable to three BLM collections facilities). If available, please provide the estimated cost needed to fund the correction of deferred maintenance at the item-level, including conservation surveys, conservation treatments,
re-packaging collections for long-term storage, cyclic maintenance, etc. (reported only if a formal condition assessment has been previously made). Do not provide estimated costs for general building maintenance.
Time Frame: Each State Office must provide the data that is available by June 9, 2006.
Budget Impact: There should be no impact on budget this year as the Field is required to report only that information that is readily available and already documented. No additional funding or resources are available; therefore data will be gathered without additional expenditures. 
Manual Sections Affected: Manual Section 8160 – Preserving Museum Collections is affected by this policy.
Coordination: Michael Kluherz, Chief, Financial Programs and Investments Branch, BC612 (303) 236-6325.
Contacts: Questions or concerns regarding this policy or data call should be addressed to Ed Shepard, Assistant Director, Renewable Resources and Planning, (202) 208-4896 and Carolyn McClellan, Division Chief of Cultural, Paleontological Resources and Tribal Consultation, (202) 452-5090 (Carolyn_McClellan@blm.gov).
Signed by:
Authenticated by:
Selma Sierra
Robert M. Williams
Acting, Director
Division of IRM Governance, WO-560
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Last updated: 10-21-2009