Collection principles and organization of collections

1. MISSION, HISTORY AND PRINCIPLES OF OPERATION OF THE MUSEUM

1.1. Mission

1.2. A brief overview of the creation of the museum and the development of the museum collection

1.3. Museum collection

1.4. The structure and mechanisms of action of the museum

1.5 Museum cooperation network.

1.6. The museum’s activities are regulated and influenced by legislation and strategic documents

2. IMPROVEMENT OF THE MUSEUM COLLECTION

2.1. Purpose of collection

2.2 Brief analysis of the collections of other similar operating museums.

2.4. Substantive criteria for supplementing the museum collection

2.5. The current state of the museum collection and analysis of replenishment needs and growth opportunities

2.5.1 Archaeological collection (designation A)

2.5.2 Archive document collection (designation ArD)

2.5.3 Archive library (symbol ArR)

2.5.4 History collection (symbol Aj)

2.5.5 Ethnographic collection (designation E)

2.5.6 Photo collection (symbol F)

2.5.7 Numismatic collection (symbol N )

2.5.8 Art collection (mark K)

2.5.9 Nature collections:

2.5.10 Collection of Honors (designation Av)

2.5.11 Help group (designation TA)

2.6. Procedures for updating the museum collection

2.7. Analysis of growth opportunities

2.8. Analysis and valuation of the museum collection

2.9. Excluding museums

3. DOCUMENTING THE MUSEUM COLLECTION

3.1. Documentation method

3.2. Completion and storage of accounting documentation

3.3. Actions, roles and responsibilities to be documented

3.3.1. Reception of objects

3.3.2. Movement and temporary use of museums

3.3.3. Inventory

3.3.4. Storage procedures

3.3.5. Exclusion of the museum from the museum collection and return of the deposited item

3.4. Retrospective documentation

4. USE OF THE MUSEUM COLLECTION

4.1. Responsibility

4.2. Procedures and documentation related to the use of the museum collection

4.3. Principles of digitization

5. STORAGE

5.1. Roles and responsibilities

5.2. Storage conditions

5.3. Ensuring storage conditions

5.4. Security

6. CONTINUITY OF OPERATION

6.1. Emergency plan and its implementation procedure

1. MISSION, HISTORY AND PRINCIPLES OF OPERATION OF THE MUSEUM

1.1. Mission

SA Ajakeskus Wittenstein/Järvamaa Muusum (hereinafter Järvamaa Museum) collects, researches and preserves culturally valuable objects related to historical Järvamaa and the living environment of Järvamaa people and organizes their mediation to the public for scientific, educational and entertainment purposes in order to value the history of the county and its development.

1.2. A brief overview of the creation of the museum and the development of the museum collection

The Järvamaa Museum has been open since 02.07.2013. SA Ajakeskus Wittenstein structural unit, using the state-owned museum collection under contract.

In 1904, the Järvamaa Antiquities Preservation Society was founded. Founders and leaders of the society

there were pharmacist and mayor O. Brasche, pastor C. Rall, merchant A. Stamm and others. 31. the first entries in the guest book of Järvamaa Museum date from July 1905.

In 1906, the first temporary exhibition of Pezold’s watercolors was organized in the museum. In 1912, Paide pharmacist Magister Oskar Brasche donated the most valuable collection to the museum – the furnishings of Paide’s old pharmacy consisting of over 200 items. In 1926, the Society for the Preservation of Antiquities ceased operations, and according to the statutes, the museum was handed over to the Estonian Literary Association, which formed a branch of the Provincial Museum. Continued as the Home History Museum of Paide District. Since 1950, the Järvamaa Museum has been located in the former veterinary clinic on Lembitu tn. 5, Paide, where in 1956 the permanent exhibition of the Home History Museum of Paide District was opened. It was opened in 1958 in Vetepere village, Albu municipality, Järva county. Järvamaa Museum branch – AH Tammsaare Museum, where 04.12.2002. SA AH Tammsaare Museum started operating.

1990 – 01.07.2013 Järvamaa Museum operated as a county museum.

1.3. Museum collection

The museum’s collection has been formed according to the eras and taking into account historical priorities.

The size of the museum collection as of 01.01.2019

80,539 museums, which are divided between 12 sub-collections: history collection, archeology collection, archival document collection, archive library, artefacts collection, ethnography collection, photo collection, art collection, numismatic collection, botany collection, geology collection, zoology collection; To classify the museums and make it easier to find them, the museum collection is divided into 55 collections. (explanations in the overview of subgroups)

1.4. The structure and mechanisms of action of the museum

The Järvamaa Museum is a structural unit of SA Ajakeskus Wittenstein, using the state-owned museum collection under contract.

There are a total of 4 employees, of which 3 are employees related to museum collections (according to the job description): part-time curator-collector (manages the photo collection), assistant manager-collector (manages the archive document collection) and chief treasurer.

Järvamaa Museum’s work is coordinated by a member of the board of SA Ajakeskus Wittenstein.

The useful surface of the museum buildings is 636 m2 in total, which is divided as follows: exposition 216 m² (incl. temporary exhibition hall 42 m2), storages 224 m2 in total, handbook library – an intermediate space for home history researchers 31 m2, work rooms 85 m2, other rooms (lobby, corridors, wind chambers, technical room) 80m2.

The permanent exhibition provides an overview of the representatives of the animal and bird kingdom in the nature of Järva County, archaeological finds in Järva County, the history of Järva County and the city of Paide from prehistoric times to the 1970s of the 20th century. The exhibited objects and photocopies reflect the economic, cultural, educational and political development history of the county and the city.

Ethnographic objects from the museum’s collection have been deposited in SA AHTammsaare Museum

In the Paide police station of Lääne Prefecture (paintings and graphic pages by Järva County artists).

1.5 Museum cooperation network.

Järvamaa Museum is a partner for educational institutions and small museums in Järvamaa. Cooperation with schools and children’s institutions in Järva County, Paide and Türi: museum lessons are held; supervision of students’ homework; methodological advice for small museums in the county.

In addition to the institutions and organizations mentioned above, cooperation with the following institutions and persons adds a mutually supportive effect:

Institute of Archeology of the University of Tartu – archaeological objects found in Järvamaa displayed in a permanent exhibition;

Newspaper Järva Teataja – articles from Järvamaa and Järvamaa Museum collections, photos from temporary exhibitions;

Estonian Heritage Protection Board (Järvamaa archaeological finds);

OÜ Muinaslabor – archeology consultancy and cooperation in the opening of the permanent exhibition in 2010;

Estonian History Institute Department of Archaeological Collections: cooperation and consulting, temporary exhibitions in Järvamaa Museum.

Cooperation of the Society of Friends of Järvamaa Museum in the organization of the upcoming new permanent exhibition, preparation of research, publications, publication.

Municipalities of Järva County – consulting on publication of publications, preparation of exhibitions.

1.6. The museum’s activities are regulated and influenced by legislation and strategic documents

Laws

Museum Act; Copyright Law; Public Information Act; Digital Signature Act; Personal Data Protection Act.

Regulations

The procedure for supplementing the museum collection and depositing an object of cultural value in the museum; The procedure for marking and preserving the museum and the thing deposited in the museum for more than a year; Establishment and statute of the museum database.

Other strategic documents

SA Ajakeskus Wittenstein development plan 2014-2019; Järva County Development Agreement 2014-2020; ICOM Code of Ethics;

Agreement for the use of the state-owned museum collection.

2. IMPROVEMENT OF THE MUSEUM COLLECTION

The main activity of the museum is the preservation and appreciation of the historical cultural, spiritual and material heritage of Järva County.

2.1. Purpose of collection

The museum collection is purposefully supplemented based on the principle of its integrity.

Due to the museum’s mission and development plan, the collection is related to other activities of the museum – research, presentation, mediation.

Järvamaa Museum collects objects of cultural value related to the people of Järvamaa and their living environment in order to organize their dissemination to the public for scientific, educational and entertainment purposes.

In order to achieve the set goals, the museum cooperates with municipalities, museums, institutions and individuals of Järva County and neighboring counties.

2.2 Brief analysis of the collections of other similar operating museums.

SA AHTammsaare Museum on Vargamäe (foundation) The AHTammsaare Museum was officially opened on the second floor of the house built by the writer’s brother August Hansen on January 30, 1958. On December 4, 2002, the AH Tammsaare Museum Foundation was established on Vargamäe. Uses the museum halls of Järvamaa Museum in the exposition.

Türi Museum (municipal property)

The history of Türi city, municipality and parish through companies and people.

Aravete Village Museum

History of Ambla parish in Kurisoo manor.

Museum of Sargvere Rural Culture Promotion Society History related to Paide municipality and Sargvere manor.

Koeru Municipality Museum

History of Koeru parish in nature, architecture, memories.

Museum of vintage equipment club Retrom

History of the fire department in Kärevere village, Türi municipality.

JKHK Särevere educational site and Türi parish museum History of Särevere state farm machinery located in Särevere manor

Museums of Järva-Jaani:

Järva-Jaani Fire Department Museum – History of Järva-Jaani Fire Department; Refuge of old equipment – a storage place for old equipment that was in use in Estonia; Järva-Jaani Cinema Museum – cinema history in Järva County and also in Estonia; Järva-Jaani Museum in Orina Manor – History of Järva-Jaani Municipality (in the early stages).

Jürimard Farm Museum

Exhibited items from the 19th century Jürimard farm, located in Järva-Jaani municipality.

Seidla Windmill (municipal property)

The historical story of a Dutch-type windmill in Estonia and Järva County, located in Seidla, Albu municipality.

Päinurme Home History Museum

History of Päinurme village, Koigi municipality.

Estonian Broadcasting Museum (municipal property) History of Estonian broadcasting. Türil was located in 1937-1941. State Broadcasting station.

SA Estonian Dairy Museum (foundation)

The story of the development of the Estonian dairy industry in the first building of the Estonian Joint Dairy Service in Imavere in Järva County.

SA Juuru and Hager Parish Museums (foundation)

Common county and parish borders with Järva County.

Viljandi Museum (state museum)

Common county and parish borders with Järva County.

Estonian National Museum SA (foundation)

ERM is an institution that collects, preserves, researches and mediates the source materials of the culture of the Estonian and Finno-Ugric peoples and its history of development, whose activities support the preservation of Estonian national identity, the Estonian language and national culture, the development of a wise and balanced society, and the strengthening of collective memory. Depositing the Järvamaa Museum museum for the planned ERM opening permanent exhibition.

Estonian History Museum SA (foundation)

The Järvamaa Museum uses the museums of the Estonian History Museum for its permanent exhibition on the archeology of Järvamaa (opened in 2010).

2.3. General principles of replenishment of the museum collection

Museums come to the museum as a result of collection work in the framework of exhibition projects and research, as well as through donations, purchases, bequests and gifts.

The following principles are taken into account when supplementing the museum collection:

the museum must refuse a donation, gift, bequest or the complete collection of another museum

from being considered as a museum, if it does not correspond to the development plan of the museum;

the museum may not accept a donation, gift or legacy as a museum, if its transferor presents special conditions that conflict with the long-term interests of the museum and its visitors;

the museum may not take into account as a museum an object for which there are no conditions or budgetary possibilities for preserving, exhibiting or keeping records;

2.4. Substantive criteria for supplementing the museum collection

Basic criteria:

historical value- connection with Järvamaa.

(is the object related to a specific person, place, event or activity; what does it tell about a historical process, theme or way of life; whether/how the object helps to better understand history.);

aesthetic value – connection with Järva County.

(whether the object is masterfully made or an excellent example of certain skills; whether it is a good example of a style, design, art movement or the work of an artist; whether it is of original or innovative design).

2.5. The current state of the museum collection and analysis of replenishment needs and growth opportunities

2.5.1 Archaeological collection (designation A)

The amount is 01.01.2021. as of 5761 museums.

The older, well-preserved collections of the Järvamaa Museum date back to the time of the Järvamaa Antiquities Preservation Society. The largest part is the treasure finds of Kabala, Kihme and Vao; Viisu, Tarbja and archaeological finds from Paide Vallimäe. The collection will be preserved and, considering the completeness of the collection, collections of finds from archaeological excavations in Järva County will continue to be collected and individual finds, which have been conserved and documented by experts in the relevant field, will be donated to the museum.

Collections:

Collection of the Society for the Preservation of Antiquities of Järva County.

Vao treasures (Vao treasures were discovered in 1966 when digging a ditch. Near Vao manor, 11th century) Archaeological find in the garden of Türi church (archaeologist M.Lõhmus-)

Archaeological research in the Church of the Holy Cross in Paide in 2007 (archaeologist V. Kadakas) Archaeological research in the garden of the Church of the Holy Cross in Paide in 2013. (archaeologist V. Kadakas)

Öötla treasure (found in 2012, at the request of the donor in the museum collection of Järvamaa Museum, archaeologist M.Kiudsoo)

Archaeological incidents Paide, Posti tn. 12 archaeological survey 7-19 August 2017. (archaeologist P. Piirits)

Archaeological survey Paide, Posti tn 12, 2018.

Archaeological survey Roosna-Alliku manor park 2018.

Paide, Tallinna tn. 11, arch. findings 2020.

The findings of Paide Vallimäe in 1987.

The findings of Paide Vallimäe in 1990.

Paide coins 1989.

The findings of Paide Vallmäe in 1986.

The findings of Paide Vallmäe in 1989.

Ask for treasures from the JMAS collections

Tarbja stone grave 1958-1959.

2.5.2 Archive document collection (designation ArD)

The amount is 01.01.2021. as of 14,230 museums

The largest collections are the documents of Kuksema parish, Paide city government, Ambla parish and Russian Orthodox church, Ida-Järva Hague Court, Järva-Madis parish. Among the personal collections, the Johannes Tohvelmann document collection is the largest.

Original documents and home research materials related to Järva County and the life and activities of people from here, home history publications, chronicles, documents about people and companies are collected. Newspapers published in Järva County, Paide District and Järva County.

The need to supplement Järvamaa pharmacies with publications and documents, to continue to collect memories of pharmacists. Collect material from Järvamaa Local Government Association (JOL) and Järvamaa municipalities.

The final analysis for inclusion in the auxiliary collection is carried out during the inventory of the archival document collection.

Collections:

Ambla parish archive

Anton Härma’s legacy (connection with Paide Gymnasium, manuscript material)

Helmi Riesen’s legacy (connection with Paide Gymnasium)

Johannes Tohvelmann’s collection

Järva-Madis parish archive

Archive of the Järva County architect-inspector

Järvamaa Boys’ Choir (diplomas awarded to the choir during 15 years of operation)

Materials of the collection “Paide district”.

Kuksema municipality archive

Archive of the Church of the Dormition of the Apostolic Mother of God in Paide Archive of the City Government of Paide

Väätsa school archive

Archive of Vodja School

Öötla school archive

2.5.3 Archive library (symbol ArR)

The amount is 01.01.2021. as of 6,174 museums

The archive library has the oldest Estonian-language print from 1699, school textbooks, magazines, Bibles

Collections:

Adele Variklo collection

Anton Härma’s legacy

Legacy of August Tobro

Estate of Benita and Rudolf Aimla

Ferdinand Rei Library

The legacy of Helmi Riesen

Mihkel Vaimu library

Peeter Naaris collection

The library of the Péinurme Museum

Estate of Richard Janno

It will be supplemented with works compiled and printed in Järva County and by authors from Järva County, which reflect the history, culture, art, education and sports of Järva County and Paide District. Valuable publications printed in Paide, as well as with dedications from the donor, an author with a connection to the Paide district and Järva County.

2.5.4 History collection (symbol Aj)

The number is 6,208 museums as of 01.01.2021

The museum’s historical collection has been formed according to the eras and taking into account historical priorities. The items collected by the Järvamaa Antiquities Preservation Society are highly valued, the interior of Paide Apteeg is a rarity.

Historical items related to the former Paide district and Järva County are collected. Items related to pharmacies necessary to change the concept of the exposition.

Collections:

Collection of the Society for the Preservation of Antiquities of Järva County

The legacy of Helmi Riesen

Adele Variklo collection (connection with the Paide Music School, items from the 19th century)

Jaan Karu shoemaker’s tools

The legacy of Jaan and Miina Simonlatser (connection with the city of Türi, items from the 19th century)

Paide’s old pharmacy

Paide-Türi people’s race

The collection of the museum of the turn

Raimo Rajaste watches

2.5.5 Ethnographic collection (designation E)

The amount is 01.01.2021. as of 1772 museums

The years 1902-1905 have been evaluated. Collected by the Society for the Preservation of Antiquities of Järva County. The collection includes archaeological finds from the JMAS times.

The collection will not be supplemented, but the admissions committee must decide on each offered item during the work.

Collections:

Anete Eirand’s legacy

Legacy of Helmi Reisen

Kaalep’s treasures from the JMAS collections

Five treasures JMAS.a.

2.5.6 Photo collection (symbol F)

The quantity is as of 01.01.2021. 39449 museums

The photo collection is the largest of the core collections of the Järvamaa Museum. The collection is the oldest daguerreotype in Estonia and many rare photographs from Järva County.

Assessed collections:

Helmi Tohvelmann’s legacy

Johannes Ehrenverth’s collection of glass negatives

Considering all the completeness, original photos and postcards related to historical Järvamaa, reflecting events, persons and places, will continue to be collected.

The membership of the photocopies in the main collection is decided during the inventory of the photo collection.

2.5.7 Numismatic collection (symbol N )

The quantity is as of 01.01.2021. as of 2609 museums. A collection of coins and paper money since the founding of the Järvamaa Antiquities Preservation Society, added to from the days of the Paide Home History Museum, mainly money used in the Republic of Estonia.

Can be used in Järvamaa Museum’s pedagogical work, exhibitions.

Not replenished.

2.5.8 Art collection (mark K)

The number is 696 museums as of 01.01.2021

The entire main part is made up of objects from the collection and times of the Järvamaa Antiquities Society.

The main part is made up of works, drawings and objects of artistic value by artists related to Järvamaa and Paide.

Will be supplemented as purchases with the works of Järvamaa artists as possible.

2.5.9 Nature collections:

The botanical collection (label B) is as of 01.01.2021. 467 museums

The geological collection (mark G) is as of 01.01.2021. 46 museums

The zoological collection (symbol Z ) is as of 01.01.2021. 236 museums

Among the natural collections, stuffed animals, herbariums from the 20th century, limestone samples from the town of Paide are the most valued.

Museums from collections are preserved. Exhibited at exhibitions, used in the pedagogical activities of the museum. The idea is rather illustrative of exhibitions and

Nature collections (botany, zoology, geology) are not replenished.

2.5.10 Collection of Honors (designation Av)

There are a number of honorary throws on 01.01.2021. as of 470 museums.

It will be updated during the collection and donations of material related to Järvamaa, cooperation with the Association of Järvamaa Municipalities.

Collections:

20th year since the restoration of independence (Järva County)

Paide-Türi People’s Run (DVD)

Järva County Boys’ Choir (DVD)

2.5.11 Help group (designation TA)

The auxiliary collection includes 446 items.

Full description

It is divided into sub-collections: TA Archive Documents, TA Archive Library, TA Photo Collection, TA Nature Collection, TA History Collection, TA Auvistekogu, TA Art Collection

The principles of enhancement

Objects, photographs, manuscripts, documents, honorariums, digital materials that do not meet the criteria for admission to the main collection, but deserve to be preserved for a shorter or longer period of time for educational, research or exhibition purposes, are included in the auxiliary collection.

2.6. Procedures for updating the museum collection

All museum employees are responsible for updating the museum collection. The collector (museum employee) is responsible for collecting the information needed to document the museum, who mediates the delivery of materials from the previous owner to the museum. The collector writes down information about the material to be collected (data of the transferor, author or previous user, time of manufacture and use, legend, peculiarities and condition).

The committee for supplementing the museum collection and depositing the object in the museum (Order No. 44/2018) evaluates the value and suitability of the materials collected or offered to the museum. A committee of at least three members, which includes, among others, a member of the board, the chief treasurer and the curator-collector, the head of research decides on the inclusion of culturally valuable items in the museum collection. In the case of a purchase, the commission determines the purchase price, confirms and evaluates the price offered by the seller.

The museum’s digital database MuIS is used to store the data collected about the museum, to register the actions performed and to present it to the public free of charge.

2.7. Analysis of growth opportunities

Rooms

In 2021, the Järvamaa Museum collections will be transferred to the new completed storage facilities, Paide linn, Tallinna tn 9.

There is no separate storage room for receiving lost items in warehouse I (Lembitu 5, Paide), but there is in warehouse II (Pärnu tn 54a, Paide). The space-constrained storage room I is best known for the storage space of the art collection, as well as for the storage of nature collections and ethnography. Several collections gathered in one room.

Labor force

Accepted museums are described by the curator-collector, assistant manager-collector and chief treasurer. Museum employees are responsible for several sub-collections at the same time and are fragmented between different tasks, which reduces the opportunity to work through the museum in a timely manner and to the necessary extent. Due to the lack of manpower and time, the description of the museum collection data and the entry of digital images into MuIS are also postponed.

Storage conditions

The sub-collections are divided by rooms and storages. Most of the surface of the storages is filled with museums (about 80%), which places restrictions especially on the collection of larger objects. The warehouses are equipped with primary storage furniture (shelves).

The storage conditions (heat, humidity, light) are relatively good and mostly meet the standards. All warehouses have fire and security alarms. Central heating in storage I ensures a uniform temperature that can be set from room to room. The climate of the warehouses is monitored by the chief treasurer. The condition of the items is monitored on an ongoing basis by the curator-collector of the sub-collections, the assistant manager-collector. Storage II (Pärnu tn. 54A, Paide) has a moisture collector and electric heating allows the temperature to be adjusted accordingly.

2.8. Analysis and valuation of the museum collection

In order to carry out the evaluation of the existing museum collection, the suitability of the museums for the collection and their condition are analyzed in parallel with the inventories taking place. During the evaluation of the museum collection, their importance and significance are assessed, both as individual objects and as part of the collection. The analysis also reveals whether there is a need to include certain museums in the auxiliary collection or out of the museum collection.

2.9. Excluding museums

Regarding the exclusion of museums from the collection, § 11 of the Museum Act and the guide http://www.kul.ee/sites/default/files/kum_valjaarvamise_nouanded.pdf are based

3. DOCUMENTATION OF THE MUSEUM COLLECTION

3.1. Documentation method

At the moment, the web-based Estonian Museums Information System MuIS is used to store the data collected about the museum, to register the actions performed and to present it to the public free of charge.

Until 2003, all documentation related to the museum collection was formalized in Järvamaa Museum on paper. Since 2003, the reception and accounting documentation and scientific inventory information of museums began to be formalized in the local digital database KVIS.

In 2009, the all-Estonian MuIS database was joined. In parallel with MuIS, paper-based index cards remained partially in use, which are not updated, but are still used in daily work today. Cartographic maps mostly contain information related to the museum and are useful for researchers as a search tool for the museum.

In parallel with the main work, the retrospective input of museum results and description information is continuously updated. Due to the large number of museum collections, a large part of museum information is on paper, while museum inventories, internal movement, and other operations certifying loans to museums are formalized in MuIS.

3.2. Completion and storage of accounting documentation

All accounting documentation is formalized in the MuIS database.

Accounting documentation incl. The minutes of the museum collection replenishment commission, acceptance acts, publication acts, inventory acts and collection exclusion acts are generated in MuIS. Documents are printed on paper, signed by the transferor-receiver and approved by a board member, digitized and added to MuIS.

The documents are assigned a permanent storage period and are kept in the archive of the Järvamaa Museum. If possible, the mentioned documents are digitally signed in MuIS. Digitally signed documents are stored in MuIS, but a printout is also made on paper and the note: digitally signed is added to the signature box.

Inventories are carried out on a collection basis and the act is prepared in MuIS. Regardless of the format of the prepared inventory list, one copy of the act is always kept in paper form. The compiled inventory is approved by the manager, to which a description of the inventory process and conclusions is added (in the MuIS comment field). Inventory lists and documents are permanently stored in the museum archive.

Access rights are decided by the employee responsible for the Personal Data Protection Act (chief treasurer or, in his absence, the designated deputy). At the same time, an access restriction may be imposed on the item if the person transferring the item to the museum or the data subject of the personal data has requested it. Public access to data entered in the information system without access restrictions is ensured through the MuIS website of the information system in accordance with the Public Information Act.

3.3. Actions, roles and responsibilities to be documented

When accepting objects into the museum collection, MuIS possibilities are used and based on the guidelines and legislation:

” Instructions for recording and depositing as a museum “;

” Procedure for supplementing the museum collection and depositing an object of cultural value in the museum “;

” Establishment and Statute of the Museum Database “.

3.3.1. Reception of objects

Primary documentation

When receiving or collecting an item, the collector writes down a general legend concerning the entire collection (if necessary, a legend concerning individual items) based on the data provided by the transferor. Based on the collected information, the chief treasurer or an employee related to the collections formalizes the information registration page in MuIS, which contains at least the following data:

1) initial name;

2) author (in the case of a work);

3) primary brief description and background information (based on data provided by the transferor);

4) condition;

5) damage (if any);

6) name, personal identification number or registry code and contact details of the transferor.

The information on the pre-registration sheet is not stored on paper.

Preparation of the deed of transfer of the matter

From the information registration page, the data is forwarded to the act of handing over the matter. By signing this document, the transferor waives ownership of the items. The act is signed on paper or digitally.

Acceptance of the item into the museum collection;

Depositing the thing in a museum

The committee for supplementing the museum collection and depositing the item in the museum (hereinafter: the committee) decides on donated or collected items: to accept or return them. It is also within the committee’s competence to deposit the matter in the museum. Regarding the committee meeting, the museum enters the following data into the information system:

1) date and place of the event;

2) name and personal identification number of the chairman of the commission;

3) names and personal identification numbers of committee members;

4) name and personal identification code of the reporter;

5) assessment of the cultural value of each thing or a set of similar things;

6) selling price (in case of purchase);

7) assessment of the correspondence between the selling price and the normal value of the item (in case of purchase);

8) decision (regarding the matter as a museum, including it in the auxiliary collection, depositing it in the museum

about non-acquisition).

The decision of the committee is formalized as a protocol of the committee for supplementing the museum collection and depositing the matter in the museum.

Taking into account as a museum

The act of acceptance is formalized by the chief treasurer. In addition to the data of the culturally valuable object recorded in advance, the document states:

1) method of acquisition for the museum;

2) purchase price (in case of purchase);

3) ownership of copyrights related to matters of cultural value;

4) digital image.

Describing the museum

The description of the museum in stages I and II takes place in MuIS and is based on the guide for describing museums Describing the museum in MuIS – guide 1.0 – https://kule.kul.ee/avalik/muuseumid/111214_muis_juhend.pdf

Depositing the thing in a museum

If the object is stored in the museum for longer than one year, a temporary storage certificate will be drawn up. The item will not be accepted into the museum collection, it will be stored on the same basis as museums.

3.3.2. Movement and temporary use of museums

Museums are primarily lent to other museums for non-museum use. In exceptional cases, the museum may be lent for a short period of time to a legal or natural person who can ensure the preservation and display of the museum’s security. If the borrower is not another museum, the conditions for using or exhibiting the museum are determined, and during the loan period, the purposeful use of the museum and established security requirements are monitored.

Within the museum, museums rent their own buildings for exhibitions, for photography or in the museum’s temporary reading room. In the case of museum loans, an act of internal museum use is formalized in MuIS.

3.3.3. Inventory

The inventory of the museum collection on the preservation and existence of the museums is carried out regularly once every five years. At the justified request of the museum, the Minister of Culture may extend the deadline. The plan for carrying out inventories is approved by the head of the museum.

As a rule, inventories are carried out on a total basis. In the case of voluminous sub-collections, if necessary, the inventory is carried out in several stages, according to the nature of the museum or the location of the repository.

During the inventory, the primary/most important information about each museum is recorded: unique number, location, name and condition.

3.3.4. Storage procedures

Climate monitoring data is stored on paper.

3.3.5. Exclusion of the museum from the museum collection and return of the deposited item

Documentation related to the museum excluded from the collection is stored in the museum archive for a permanent period, and the museum’s unique number is not used again. If the museum is transferred to another museum, a copy of the museum’s documentation is also transferred. The reasons for exclusion from the museum’s collection and an official confirmation of exclusion are added to the museum’s documentation.

The deposited item is returned to the owner or his legal heir(s). The transfer of the object is fixed by signing the return deed.

3.4. Retrospective documentation

The retrospective entry and description of museums in the information system is based on the guide for describing museums, Describing a museum in MuIS-guisde 1.0 – https://kule.kul.ee/avalik/muuseumid/111214_muis_juhend.pdf

When the collections are entered retrospectively, the descriptive data of the museum is entered into MuIS or the descriptions of the museums transferred from KVIS, which were previously scientifically inventoried, are organized and made visible in the Web Gateway of Estonian Museums.

Retrospective input of the results and description information of the museums is done in parallel alongside the main work.

4. USE OF THE MUSEUM COLLECTION

4.1. Responsibility

Chief treasurer – is responsible for the maintenance of documentation related to museum exhibits that are loaned out from the museum; for serving researchers, properly lending museums, referring museums to digitization in accordance with the digitization plan and submitted orders.

Curator-collector and assistant manager-collector are responsible for serving researchers, proper lending of museums.

4.2. Procedures and documentation related to the use of the museum collection

Access to the sub-collections and control of museum movement is ensured by the following measures: Museums are loaned to other museums for non-museum use. In exceptional cases, museums may be lent for a short period of time to a natural person who is able to ensure safe display of the museum, a proper storage environment and return by the stipulated deadline. In general, museums are not given for temporary use and outside the museum for more than three years.

Digital copies and photographs of the museums are made on site at the Järvamaa Museum. Borrowing of museums elsewhere for making copies or filming takes place only in exceptional cases with the special permission of the board member and the general treasurer.

The borrower of the museum submits an application or a letter of guarantee to the chief treasurer of the museum, which states the purpose of the loan, the duration, a list of museums and a guarantee for preservation and security. An act of publication is drawn up, signed by the transferor and recipient and approved by a member of the board. The borrower of the museum is responsible for the transport that meets the security requirements of the museums.

Inside the museum, the museums rent their own house for exhibition, digitization or for researcher’s in-house use.

In-museum borrowing for an exhibition – the curator-collector, the head of research presents the chief treasurer with a list of the museum items exhibited at the exhibition, the act of in-museum use is formalized in MuIS, which in turn is linked to the exhibition passport.

Issuing from the repository if digitization is necessary – the curator-collector, assistant manager-collector, chief treasurer enters the museum items issued from the repository into the act of internal museum use in MuIS.

Lending to researchers for perusal – in order to take the museum items out of storage, the researcher must inform them of their wish by phone or e-mail. The researcher records each visit in the visitors’ diary. In cooperation with the curator, the researcher identifies the museums he is interested in.

The chief treasurer, curator-collector, assistant manager-collector has the right not to allow the use of the museum or to limit the use of the museum due to its age, condition or other problematic reasons. Museums can only be viewed in the museum, museums can be taken out of the museum building only in exceptional cases with the special permission of the board member or the chief treasurer.

The museum’s collections can be viewed by anyone who wishes. It is possible to make sketches, order reproductions or digital copies and images of museums. Payment for services is made according to Järvamaa Museum’s service prices and usage procedure (confirmed in 2013).

4.3. Principles of digitization

The order of digitization of the museum collection is based on:

items of national, national or cultural historical value;

rare items;

the most used sub-collections, item groups or items;

items in poor condition for which there is an interest in use;

complex digitization of items of the same type, size or material;

items that require more planning, lighting, etc. to photograph. Digitization is organized by the chief treasurer and carried out by curators-collectors, assistant managers-collectors or specialists in the relevant field. The museum has the option of up to A3 size photos, etc. for scanning paper museums. There is a small format digital camera for photographing objects. Digitization service is ordered for higher performance.

The naming of files is based on the instruction “Principles of file name formation”.

5. STORAGE

Prevention of damage to collections is at the fore in preservation activities. The main focus is on improving the storage conditions and reducing the risk of damage both during the storage of museums and their display and research.

5.1. Roles and responsibilities

The chief treasurer or curator-archivist of the corresponding sub-collection, assistant manager-archivist, whose more detailed tasks and responsibilities are defined in the job descriptions, are responsible for the maintenance and physical preservation of the collections. Climate monitoring in the warehouses and the exhibition building is carried out by the chief treasurer. Monitoring data is stored.

The curators of the collections, the chief treasurer deal with preventive conservation and simpler cleaning work. More complex conservation and restoration work is ordered from the Conservation and Digitization Center of the SA Estonian Open Air Museum, Kanut, etc. from a competent service provider.

5.2. Storage conditions

In 2021, the Järvamaa Museum collections will be transferred to the new completed storage facilities, Paide linn, Tallinna tn 9.

The museum collections are stored in two different buildings, in the museum’s main building in storage I (Lembitu 5, Paide) and in museum storage II (Pärnu tn. 5, Paide). The publication “Museum treasurer’s memory” (Tln 1994) guides you in finding suitable storage conditions.

Maintaining the storage environment relies on simple measures such as smoothly increasing or decreasing the indoor temperature to regulate the relative humidity. Considering the nature of museum collections and resource possibilities, the main focus is on controlling the level of relative humidity in the repositories and avoiding sudden changes in it. (Temperature on average 18…20°C, up to 55% RH)

Among the most important shortcomings of the warehouses, we can mention: the poor quality of the windows of the warehouse I (heat loss, dust intrusion). Storage capacity is high and, as a result, the availability of museums is limited. The surface is full for the large ones. The art collection is in very narrow conditions, and the entire use is difficult.

At the museum, the museum storage room is filled with storage of large objects.

5.3. Ensuring storage conditions

Appropriate storage conditions can be ensured by continuous monitoring of environmental conditions in warehouses and permanent exhibitions. All storage and exhibition rooms are included in the monitoring. Data is collected by electronic gauges that show temperature and relative humidity levels. The inspection interval is at least once a month, twice a month in storage during the wet period. Monitoring data is stored on paper.

The condition of museums is assessed visually. The basic method of controlling biological pests is continuous visual inspection of museums. Museums made of materials with a high risk of insect damage are inspected at least twice a year. The product is checked and sorted before storage. When placing and packing museums, the special features of museum materials and construction are taken into account. Museum packaging and covers are made of materials suitable for long-term storage.

5.4. Security

The museum buildings have round-the-clock technical surveillance (motion and fire detectors).

Only those museum employees who need it to perform their duties are allowed to enter the repositories. Investigators may go to the repository only in exceptional cases accompanied by the chief treasurer.

6. CONTINUITY OF OPERATION

6.1. Emergency plan and its implementation procedure

The Järvamaa Museum has prepared an emergency plan, which outlines the guidelines for behavior in various dangerous situations. The threat plan will be revised if there are significant changes in the structure, work processes or environment of the museum. Order No. 45/2018.