These Indiana University Paleontology Collection policies are based on those of the University of Iowa and Yale Peabody Museum, whose policy documents served as templates for this text.
III. Deaccessions
A. General Statement
The deaccession process shall be cautious, deliberate, and scrupulous. The term “deaccession” applies to any specimen or specimen lot brought into the repository for research purposes whether or not it is catalogued. Before specimens can be disposed of, reasonable effort shall be made to ascertain that the Repository has clear title to and is free to dispose of the specimens. If there is any question as to encumbrances on the specimen(s), the Repository will seek advice of legal counsel. A committee consisting of the curators, the department chair, and one outside specialist will, in consultation with the Office of the Vice Provost of Research, use the following criteria when considering deaccession of material:
- The material does not fall within the scope of the collection as described in this policy;
- The material lacks the associated geologic and geographic data that enhance its scientific value;
- The material lacks physical integrity or has deteriorated beyond usefulness;
- The material is redundant and no alternative use can be determined;
- The department cannot provide adequate care for the material; or
- The material is occupying space and using valuable resources that could be better used to improve or strengthen the collection in order to further the Repository goals.
The Repository maintains a small group of “give away” specimens. These specimens are kept isolated from the research collection and are given to teachers for classroom use or to children for their collections. The specimens are those that were found in the collection without data and have gone through the formal deaccession process. Also included are specimens that were donated specifically for this purpose and were never accessioned into the collection because the taxa and localities are already well represented in the collection.
B. Disposal of Material
Specimens or collections having an estimated market or intrinsic value less than $1000 may be disposed of by the curators with the approval of the Deaccessioning Committee (described above). Collections with estimated market or intrinsic value greater than $1000 shall be deaccessioned only with the explicit approval of the Chair and/or Office of the Vice Provost of Research (OVPR). The Chair or OVPR may request additional outside expert advice in dealing with special cases or cases where the judgment of the Committee may be called into question. Priorities for the method of disposal are:
- Transfer to another IU collection or department;
- Transfer to the Indiana State Museum (in the case of material that originated in the State);
- Transfer (by donation or exchange) to another non-profit research or educational institution or organization, preferably within the state of Indiana, where the material will be used for research, education, exhibit, or public service;
- Return to the original owner, or heir;
- Sale in a manner consistent with Indiana University regulations (only as a last option; only through public sales or auctions; vertebrate fossils will never be sold, unless the sale keeps the material in the public trust, as recommended by Article 12, Code of Ethics, of the Member Bylaws of the Society of Vertebrate Paleontology); and
- Destruction, only in cases that the material has deteriorated beyond usefulness or cannot be disposed of as described above.
Deaccessioned specimens may not be transferred to employees, trustees, non-paid research associates, volunteers, or members of their immediate families or agents.
C. Exceptions to Disposal
Type specimens, extinct biological specimens, endangered/threatened species, voucher specimens, figured or illustrated specimens, or specimens described in any professional or scientific publication may not be deaccessioned. Other unusually valuable specimens may also be so designated.
D. Documentation
All reviews and deaccessioning decisions will be documented according to professional standards. These documents will be made part of the permanent record. Collection records (i.e. the catalogue) will be updated to reflect deaccessioning activities.