Meeting Notes

Interior Museum Property Committee Meeting

# Thursday, December 6, 2007

**9:00 AM \-- 3:00 PM**

Room 2603A, Main Interior Building, Washington, DC

The next meeting will be scheduled when events warrant. Meanwhile, work
of the Interior Museum Property Committee (IMPC) will continue through
subordinate working groups and through e-mail and telephonic
communications.

These notes were prepared following review by meeting participants. IMPC
meeting notes are posted on the Interior Museum Program (IMP) web pages
at this URL <http://museums.doi.gov/impc.html>.

Ron Wilson opened the December 6 meeting at 9:00 a.m. with
introductions. Meeting participants are listed below.

BIA/DECRM Robin R. Belmard **703-390-6343** bellpepper_87114@yahoo.com

BLM Emily S. Palus **202-452-7721** emily_palus@blm.gov

FWS no representative

IACB Kenneth Van Wey **202-208-3773** kenneth_van_wey@ios.doi.gov

MMS Tracy Helmick (on phone) **703-787-1140** tracy.helmick@mms.gov

NPS Lynn Black **202-354-2002** lynn_black@nps.gov

Terry Childs **202-354-2125** terry_childs@nps.gov

Ann Hitchcock **202-354-2271** ann_hitchcock@nps.gov

OS/NBC/DOIU Erin McKeen **202-208-5105** erin_mckeen@nbc.gov

OS/PAM Brian Biegler **202-208-4698** brian_biegler@ios.doi.gov

Debra Sonderman 202-208-6352 debra_sonderman@ios.doi.gov

Ronald C. Wilson **202-208-3438** rowilson@os.doi.gov

OS/PFM Debbie Smith **202-208-3250** deborah_l_smith@ios.doi.gov

OS/PPP no representative

OS/OST no representative

Reclamation Tom Lincoln **303-445-3311** tlincoln@do.usbr.gov

USGS Joanna Campagna (on phone) **703-648-7326** jcampagna@usgs.gov

Re:discovery Software Scott Stone **434-975-3256** scott@rediscov.com

**FY2007 Annual Reports** (PAM, PFM, PPP)

Debbie Smith, Office of Financial Management (PFM), reported that three
bureau -- BIA, FWS, and Reclamation -- received notices of findings and
recommendations (NFRs) related to insufficient condition assessments for
museum collections. The Federal Accounting Standards Advisory Board's
(FASAB) Accounting and Audit Policy Committee (AAPC) final guidance on
stewardship land and heritage assets is expected by February 2008.
Debbie noted that auditors generally followed the draft AAPC guidance
during their FY2007 audits. Bureaus reported that some audit teams
appeared to be working from older guidance and inappropriately asked for
item-level data. Debbie noted that quantity data on number of museum
collections will be moved to "basic" information in FY2008, and will be
audited using the same audit standards used for financial data. She
noted continuing concern regarding the age of some museum collection
condition assessments and missing condition assessments for other
collections. Details on financial reporting requirements used by PFM can
be found in OMB circular A-136, posted at
<http://www.whitehouse.gov/omb/circulars/a136/a136_rev_2005.pdf>.
Departmental reports can be accessed at
<http://www.doi.gov/pfm/deptrept.html>.

Ron Wilson, (Office of Acquisition and Property Management (PAM),
apologized for not yet having department-wide totals for FY2007
item-level museum summaries. He is still working with BIA to obtain
final BIA data. (The BIA museum program manager position was vacant for
almost all of FY2007.) The recently BIA hired curator is scurrying to
catch up.

**Management control reviews**

Ron Wilson distributed a memorandum dated November 20, 2007 and signed
by Debra E. Sonderman, Director of the Office of Acquisition and
Property Management. The subject is FY 2008 Internal
Control/Departmental Functional Review Guidance for Acquisition,
Financial Assistance, and Property Management. Requirements include
targeted management review questions on museum property management
related to basic accountability for museum property. **Responses are due
to PAM by June 1, 2008.**

**Interior Collections Management System** (ICMS) -- Status? Next steps?
Timetable?

ICMS Project Manager Lynn Black explained that the ICMS project is
behind the schedule that was discussed at the November 2006 IMPC
meeting. This is due to 1) the lateness of getting the funds in FY07
(the funds didn't arrive until May) & 2) the fact that the funds were
reduced. Original plans included having separate contracts in place for
support, licensing, and customization. Because of the FY2007 budget
reduction, the customization was postponed to this fiscal year (FY2008).
She explained that the customization part of the project that will
require working closely with the bureaus as discussed at the 2006
meeting. The implementation schedule continues to be subject to when
FY2008 appropriated funds become available.

Debra Sonderman, the system owner of ICMS, emphasized the importance of
having a single consistent system. Bureau-specific variations required
to meet statutory requirements will be honored. Otherwise, consistency
is expected. Debra also noted the importance of keeping all stakeholders
up to speed on developments as the project proceeds. We may need the
assistance of the Office of the Solicitor in evaluating authorities that
differ among bureaus.

Lynn responded to questions from bureau representatives. Among the
answers: Data in ICMS will continue to be owned by the federal
government, as it is in current systems. ICMS will meet all security
protocols defined by the Department. Non-federal institutions that house
DOI collections may use the ICMS to manage the DOI collections housed
there. The initial contract will include funds for converting data from
other systems. ICMS is an open system that accommodates import and
export of data using Access or Excel. Data input will be done by people
who manage bureau collections; contractors and holders of bureau permits
may be used for data input. ICMS will not be web-based because it is too
big, and because many Interior locations do not have sufficient internet
access. ICMS includes management functions in addition to basic data
entry functions.

Ann Hitchcock noted that providing public access to catalog data and
images via the web is important. Lynn said that this need could be
accommodated, but is not currently part of ICMS.

Ron Wilson asked bureau representatives to review contact information
for their representatives on the ICMS team. Lynn agreed to hold monthly
conference calls to keep the team updated (beginning in late January
2008).

**FY2008 Museum Training and Technical Assistance**

Brian Biegler announced IMP training sessions including "Managing Museum
Property" in Tucson January 14-18, and "Managing Natural History
Collections" in Alaska in late April. The on-line "Introduction to
Managing Museum Property" is proceeding with a final draft expected from
DOI University by late December. You can track updates on the IMP
website at <http://www.doi.gov/museum/> or
<http://www.doi.gov/museum/classroom.htm>.

**Troubling trends in the FY2007 annual reports** (slight improvement
from FY2006?)

Ron Wilson noted that FY2007 bureau museum property management summary
reports continued to include troubling trends -- insufficient staffing
and funding, and several bureaus that have still not completed baseline
data on their collections more than 15 years after the mandate to do so.
On a more positive note, several bureaus have filled vacant curator
positions, and Congress continues to support Indian Arts and Crafts
Board museums.

Bureau representatives recommended that we expand use of the IMP website
to highlight positive partnerships involving Interior collections. They
also asked IMP staff to consider ways to present museum program data
graphically and to prepare a short glitzy summary of FY2007 data.

**Repository Assessments** for use in GPRA, Strategic Plan, and
Financial reporting, and in collection management planning -- how best
to coordinate efforts? (Note GAO report on Smithsonian facilities
distributed to IMPC on October 3, 2007)

Ron Wilson agreed that IMP staff will continue to compile department
data on condition assessments, and noted the need to start tracking the
dates of assessments. IMP staff will work with staffs of the five large
bureaus to better share these data.

**Bureau- and Unit-level planning documents** -- How to get more done to
support accuracy of annual reports, Asset Management Plans and Capital
Planning and Investment Control

Bureau representatives recommended that the IMP develop a "SWAT Team" to
work on unit-level planning documents, perhaps including a hands-on
workshop that would be designed so participants would leave the workshop
with draft documents. It was also suggested that we consider week-long
museum program reviews in specific geographic areas that include units
of multiple bureaus. The goal would be to assess unit performance and to
produce reports with unit-specific recommendations.

**Reports of Bureau museum programs** (BMP) activities and priorities

[Bureau of Indian Affairs]{.underline}

Robin Belmard introduced herself as the recently hired BIA Curator. She
is still in orientation mode.

[Bureau of Land Management]{.underline}

Emily Palus reported that she is continuing to work on building the BLM
museum program infrastructure.

-   Compiling available documentation on BLM museum collections in
    non-Federal repositories.

-   Information shows that there are significant and important
    partnerships in place between the BLM and several museums and
    universities to curate collections and to develop public exhibitions
    and programs.

-   BLM is developing a five-year plan to conduct evaluations of
    non-Federal repositories holding BLM museum collections; evaluations
    will include condition assessments and reviewing inventories
    information.

-   Efforts have also focused on addressing the 1999 Office of Inspector
    General Audit recommendations to improve stewardship and
    accountability of museum collections.

[Bureau of Reclamation]{.underline}

Tom Lincoln reported that Reclamation is working on accessioning more
collections and on a little cataloging. He praised the work or Rochelle
Bennett, who has been with the Reclamation museum program for about a
year. He noted that some Reclamation regions have reduced their museum
program funding.

[Fish and Wildlife Service]{.underline}

Eugene Marino reported after the meeting that FWS continues with its
national program to assess the condition of its non-federal
repositories. Our contractor will once again evaluate a select number of
facilities in order for us to augment our existing condition
information. Additionally, FWS is under going a self certification of
the condition of its in-house collections. Federal repositories housing
collections are supplying information on their current standards.

[Indian Arts and Crafts Board (IACB)]{.underline}

No report.

[National Business Center]{.underline}

Erin McKeen reported on current exhibits at the Interior Museum,
including Viet Nam Veterans and Bats & Bees as pollinators. She noted
that 2008 is the 70^th^ anniversary of the museum. Since building
modernization will begin affecting the Interior Museum in about six
months, the anniversary may be noted primarily on the web.

[National Park Service]{.underline}

Ann Hitchcock reported that Current NPS service-wide initiatives and
recent accomplishments include *(new items since November 2006 report in
italics):*

-   Establishing significance criteria

-   Integrating museum management and the incident command system--- DOI
    has an Interagency Agreement with FEMA and Reimbursable Support
    Agreements with bureaus to provide recovery assistance for
    Hurricanes Katrina, Rita, Wilma. *NPS completed and approved its
    Environmental Safeguards Plan.*

-   Continuing project to extend the longevity of NPS film-based
    collections---(Fee Program funding). Assessed the need *and started
    prototype project with centers and parks. Established standard for
    packaging materials for freezer storage.*

-   Continuing project to prepare high quality digital images of
    significant objects in NPS museum collections and post the images on
    the web greatly expanding web access to park catalog data and images
    (Fee Program funding)

-   *Completed and submitted a Congressionally mandated service-wide
    storage strategy*

-   Developing service-wide repository agreements and maintaining an
    agreement with American Type Culture Collection to serve as
    repository for biological collections in cryogenic storage.

-   Renewing policy, DO#24 NPS Museum Collections.

-   Completing a service-wide management review of implementation of
    deaccessioning and annual inventory procedures in parks

-   Maintaining Museum Management Program web site with *23* web
    exhibits and *30* lesson plans---*posted new web exhibits featuring
    collections from Eisenhower NHS, Everglades NP, and Arlington House-
    The Robert E. Lee Memorial, and new Teaching with Museum Collections
    lesson plans, the most recent of which are from Eisenhower NHS and
    Arlington House.*

-   Maintaining the Web Catalog---collections from *28* parks
    featured*.*

-   Coordinating development of Interior Collections Management System

-   Coordinating development of deaccessioning regulations under 36 CFR
    79.

-   *Updating nationwide repository fee study, which will include trends
    analysis from previous two studies.*

[Office of Special Trustee for American Indians]{.underline}

No report.

[U.S. Geological Survey]{.underline}

-   Joanna Campagna reported that she has completed an exhibit on
    Clarence King, the first Director of USGS. The exhibit is located
    near the USGS Director's office in Reston, Virginia

**IMP action items for FY2008**

Ron Wilson reported that IMP staff will continue to work these ongoing
activities as resources permit:

1st Tier Issues and Projects

-   **Oversight** and **development** of the department-wide museum
    management software program - Interior Collection Management System
    (ICMS)

-   **Complete** and **implement** online training course "Introduction
    to Managing Museum Property"

-   **Oversight** and **follow-up** of museum property reporting,
    management control, and audits

-   **Provide** training to DOI staff to adequately manage museum
    property, including a 36-hour Managing Museum Property class in
    Tucson in January 2008

-   **Develop** briefing materials for managers, perhaps in the context
    of refining information that will be needed for transition briefing
    materials in 2008. The goal is to have draft documents for IMPC
    review by early February and final documents by March.

-   **Advise** and **assist** bureau staffs and departmental managers on
    museum property management requirements and techniques

-   **Follow-up** on bureau implementation of Contaminated Collections
    guidance, and ensure that this requirement is incorporated into ICMS

2nd Tier Issues and Projects (Things we should accomplish but are
secondary to the first tier):

-   **Coordinate** Interagency Federal Collections Alliance

-   **Prepare** a briefing on federal museum issues for the Federal
    Preservation Institute

-   **Compile** a set of various discipline-specific codes of ethics for
    IMPC use and for sharing with the Office of the Solicitor

-   **Host** an IFCA briefing for DC-area agencies

-   **Draft** a Strategy for Federal Museum Collections modeled after
    the Strategy for Federal Archeology that was signed by the Secretary
    a few years ago.

-   **Conduct** bureau site visits upon request to mitigate museum
    management issues and provide planning assistance

-   **Oversight** of department-wide Heritage Assets Partnership to
    integrate heritage assets into the department's Asset Management
    Plan