COLLECTION POLICY 2019

FREMANTLE PRISON

Fremantle Prison site plan, c.1897-1908, Fremantle Prison Collection (00.98).

1.

2.

INTRODUCTION

4Preamble
1.1 Methodology
1.2 Plan Structure
1.3 Terminology

5
6
7
7

THE COLLECTION AND ITSSIGNIFICANCE

8

2.1 History and Nature of the Collection
9
2.2 Statement of Significance
124.

COLLECTION DEVELOPMENT
FRAMEWORK
14
Introduction
3.1 Acquisitions
3.2 Deaccessioning and Disposal

15
15
22

COLLECTION MANAGEMENTFRAMEWORK

26

Introduction
4.1 Collection Facilities Review
4.2 Preservation Conservation
4.3 Documentation
4.4 Loans
4.5 Copyright and Moral Rights
4.6 Privacy
4.7 Collection Access
4.8 Displays
4.9 Supporting Documents

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31
33
35
36
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37
39
40

FREMANTLE PRISON | COLLECTION POLICY 2019 • Contents

CONTENTS

3.

3

INTRODUCTION

1Photograph, Fremantle Prison vegetable gardens, c.1910s, Fremantle Prison Collection (99.733).

4

Preamble
This Collection Policy (CP) has been prepared to ensure that the Fremantle Prison
Collection (the Collection), is managed in a consistent and effective manner inaccordance with current industry standards. The CP is a second-tier management
document which sits directly under the principal guiding management document forthe site, being the Fremantle Prison Heritage Management Plan 2019 (HMP). This CP
supersedes the Fremantle Prison Collection Policy 2016.

H E R I TA G E M A N A G E M E N T P L A N
MASTER
PLAN
Zone
Conservation
Management
Strategies

Collection
PolicyInterpretation
Plan

Managers of Fremantle Prison seek
to collect, document and interpret thehistory of the site, alongside relatedcolonial and penal histories, throughpreserving, managing and researching
the Collection. The conservation andmaintenance of the Collection for future
generations will allow Fremantle Prison to:• Document the experience ofincarceration over a period of
136 years• Support the objectives of any
Fremantle Prison Interpretation Plan
• Support academic and curatorial
research into the history of Fremantle
Prison specifically, and the penal andcarceral history of Western Australia
more broadly.
The operational management of theCollection is the responsibility of theCuratorial team under the Conservation
branch of Fremantle Prison. The
Curatorial team is comprised of theCurator and Assistant Curator, who reportto the Heritage Conservation Manager,
Fremantle Prison.

ArchaeologicalManagement
Plan

HMP POLICY 41
Fremantle Prison will manage its
collection of objects consistent withthe ‘Fremantle Prison Collection Policy’(March 2016) and the ‘Fremantle Prison
Collection Significance Assessment’(October 2017) read with, and subject
to, the World Heritage List’s Statementof Outstanding Universal Value (OUV),
the assessment of heritage values
presented on the National Heritage List,
and the WA State Heritage Register’sStatement of Significance.
HMP POLICY 43
Fremantle Prison will utilise its movable
heritage to meet the aims expressed in
the Australian Convict Sites Strategic
Plan 2017–2020 which include: Present
and interpret the Property’s OUV,
emphasising each site’s contribution to
the whole (i.e. of the Convict Site World
Heritage listing).

FREMANTLE PRISON | COLLECTION POLICY 2019 • Introduction51.1 Methodology
The methodology used in the preparation ofthis CP is consistent with the principals anddefinitions contained in The Burra Charter:
The Australia ICOMOS Charter for Places ofCultural Significance (the Burra Charter).

Management Documents

The adoption and future review of this CP
is the responsibility of the Fremantle Prison
Curator. Any changes required to update oramend this document must be done by theCurator with the approval of the Heritage
Conservation Manager and the Fremantle
Prison Director.

Guidelines

Fremantle Prison undertakes to operatein accordance with the Provisions of the
Burra Charter1. Fremantle Prison is subject
to the UNESCO charter regarding thepurchase and export of cultural property2,
the Commonwealth Protection of Moveable
Cultural Heritage Act (1986), and otherrelevant legislation.
Fremantle Prison is a member of theAustralian Museums and Galleries
Association (AMaGA) and recognises The
National Standards for Australian Museums
and Galleries (2014)3, the ICOM Codeof Ethics for Museums (2006)4 and theMuseums Galleries Australia’s Code of Ethics(1999)5 as guiding principles. The Collection
Policy has been prepared in accordancewith the following management documents,
guidelines and assessments respectively:
1
2
3
4
5

6

• Fremantle Prison Heritage Management
Plan (2019)• Fremantle Prison Master Plan (2019).

• UNESCO Convention on the Meansof Prohibiting and Preventing the
Illicit Import, Export and Transfer ofOwnership of Cultural Property (1970)• Commonwealth Protection of Moveable
Cultural Heritage Act (1986)• Australian Best Practice Guide toCollecting Cultural Material (2015)• The National Standards for AustralianMuseums and Galleries (2014)• ICOM Code of Ethics for Museums(2006)• Museums Australia Code of Ethics(1999)• AMaGA First Peoples: A Roadmap for
Enhancing Indigenous Engagement inMuseums and Galleries (2018).

Assessments of the Collection• Fremantle Prison: Significance
Assessment (2017)• Fremantle Prison: Preservation Needs
Assessment (2019) (draft).

ICOMOS, The Burra Charter: The Australia ICOMOS Charter for Places of Cultural Significance, Australia ICOMOS,International Council on Monuments and Sites, Burwood Victoria, 2013
Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural
Property, 1970
The National Standards Taskforce, The National Standards for Australian Museums and Galleries V.1.4, Melbourne, 2014
International Council of Museums, Code of Ethics: ICOM Code of Ethics for Museums, Paris, 2006.
Museums Galleries Australia’s, Code of Ethics for Art, History and Science Museums, 1999

Introduction • FREMANTLE PRISON | COLLECTION POLICY 2019

1.2 Plan Structure

1.3 Terminology

This CP is based on consultation with
Fremantle Prison personnel within the
Heritage Conservation branch. The content
of this CP reflects the realistic and practicalrequirements of site personnel for theappropriate management of the Collection ona day-to-day basis, alongside future decision
making and planning. The CP is divided into
the following three sections:

The terminology in this CP follows definitions
presented in the Burra Charter, Article 1, thatprovides the following definitions:

1. Intellectual framework within which theCollection operates
2. Strategies for developing and assessing
collection material
3. Collection management guidelines.
The CP is designed to operate as acohesive document, with policy frameworks
supporting one another. Procedures anddocument templates for the implementationof particular policies are listed at theconclusion of this report and are regularly
reviewed and updated by the Curator.

Place means a geographically defined area.
It may include elements, objects, spaces
and views. Place may have tangible andintangible dimensions.
Cultural significance means aesthetic,
historic, scientific, social or spiritual value for
past, present or future generations.
Cultural significance is embodied in
the place itself, its fabric, setting, use,
associations, meanings, records, related
places and related objects. Places may havea range of values for different individuals orgroups.
Fabric means all of the physical materialof the place, including elements, fixtures,contents and objects.
Preservation means maintaining a place inits existing state and retarding deterioration.
AMaGA means The Australian Museums andGalleries Association.
HMP means Heritage Management Plan.
ICOMOS means International Council
Of Monuments and Sites.
ICOM means International Council
Of Museums.
OUV means Outstanding Universal Value,
in relation to the World Heritage Listing.
UNESCO means United Nations Education,
Scientific and Cultural Organisation.
The Fremantle Prison Collection or ‘The
Collection’ refers to all moveable heritage
retained and conserved by Fremantle Prison
and includes both Primary and Secondary
Collections as defined in this document(2.1.5).

Peter Cameron, Why Emu Cannot Fly, linocut print on
paper, 1990, Fremantle Prison Collection (2012.128.3).

FREMANTLE PRISON | COLLECTION POLICY 2019 • Introduction

7

THE COLLECTION AND ITSSIGNIFIC ANCE2

8

2.1 History and Nature of the Collection
The Fremantle Prison Collection is a diverse
collection of moveable artefacts comprising
approximately 15,000 items, including photographs,
documents, furnishings, artworks, tools, clothing
and textiles, institutional paraphernalia, letters, weapons
and archaeological material. The Collection spans theentirety of the Prison’s operational life, from the beginning of
construction in 1851 through to 1991 when the Prison closed.
2.1.1

The Prison Museum

Items currently held in the Collection havebeen acquired in several ways. Some havebeen transferred from the Fremantle Prison
Museum, which opened on 14 December
1979, and was run jointly by the Departmentof Corrections and the Fremantle City Council.6
These objects form the founding collection
and include convict material such as clothing,shackles, tools and punishment items like
birches and whips. A Museum Register listing390 items entered in this early collection
from 1978 to 1985 is a precious record, but
unfortunately lacks provenance information.

2.1.2

1991: Prison closure

A second large source of objects containedin the Collection are the items left onsite
by prisoners, staff, and the Department ofCorrective Services when the Prison closed in
November 1991. These include documents,
artworks, tools and furnishings. Like theobjects gathered in 1978 to form the founding
collection for the first Museum, these objects
lack provenance and contextual information.

Leg irons, c.1850s-1880s,
Fremantle Prison Collection (1978.61.11).

2.1.3

Archaeological Collection

A considerable part of the Collection
stems from archaeological excavations.
Archaeological watching briefs are conductedwhen works are executed in a sensitive areaof the site or at the request of Fremantle
Prison to answer research questions. The
first archaeological excavations within thesite took place in 1990 (Bavin, 1990)7. The
same year the Archaeological Zoning Planof the Prison was commissioned8. This
document continues to play an importantrole informing and guiding conservation andcapital works projects within the precinct
and will be updated in alignment with the
HMP priority actions. Two notable examples
of subsequent archaeological excavations
include the excavation of the basement of
the Main Cell Block, 4 Division, in 1993, andthe cellar of No. 14 The Terrace in 2009 - thislatter excavation produced approximately
200 items accessioned under collection
number 2011.2, as well as additional material
that has not been accessioned.
An Archaeological Management Plan iscurrently in development. The plan will
provide a framework for the management ofarchaeological resources at Fremantle Prison.

6
78‘Fremantle Prison Museum. Keeping the past alive’, Ad Rem Fremantle Prison newsletter, June 1991, p. 27
Louise Bavin, Archaeological Excavations in the Prison Compound, Centre for Prehistory, University of Western Australia,
Perth, 1990
Louise Bavin, Archaeological Zoning Plan of the Prison Compound, Centre for Prehistory, University of Western Australia,
Perth, 1990

FREMANTLE PRISON | COLLECTION POLICY 2019 • THE COLLECTION AND ITS SIGNIFICANCE

9

Left: Revel Cooper, painting on board, c.1970s, Fremantle Prison Collection (99.731).
Right: Communion set, 1851, Fremantle Prison Collection (1978.185.5).

2.1.4

Donations and other modes of entry into the Collection

The Prison also accepts donations ofmaterials, which are largely donated byformer staff and inmates of the Prison, of
their families.
Records from 1983 show the transfer ofparticular items into the Prison Museum
Collection from the WA Prison’s Department;these include Chubb padlocks, leather
bandoliers and a powder keg.
In some instances the Prison may purchasematerial for the Collection, such as the Tim
Kluwen Collection of original paintings by
Aboriginal prisoners, as featured in the book
North of the 26th 9 (2007.19).
Items found on-site or removed from theprison structure during works are in someinstances assessed to be of high significanceand are included into the Primary Collection.
When they fail to meet the criteria for suchinclusion they are assessed for inclusion into
the Secondary Collection (2.1.5 below).

The acquisition of items which are notdirectly provenanced to the Prison but areof significance are considered on a caseby case basis. (Such items which were notproduced by, or within, the Prison system
must add to the understanding of Fremantle
Prison to be considered, and they must
relate to the key themes identified as being of
relevance to the Fremantle Prison (see 3.2.3
below for a list of themes). For example, ascrimshaw representing the first convict ship
The Scindian (2018.1.1) and a matchstickboat representing the last convict ship The
Hougoumont (2018.2.1) were commissioned
in 2017 for display and entered into theCollection. ‘The Hanging Man’, sculpture by
local artist Theo Koning and representing
Eric Edgar Cooke (2014.24) is another suchexception.

Rocking horse, 1989s, Fremantle Prison Collection (2018.4).

9

10

Helen Weller, North of the 26th: a collection of writings, paintings, drawings and photographs from the Kimberley Pilbara andGascoyne regions, Nine Club, East Perth, Western Australia, 1979

THE COLLECTION AND ITS SIGNIFICANCE • FREMANTLE PRISON | COLLECTION POLICY 2019

2.1.5

Secondary Collection

In 2018 the Collection was divided
into two tiers – the Primary andSecondary Collections. Many objects
were retained and looked after by
the curatorial team but not enteredinto the Collection. These objects
did not meet the minimum thresholdfor selection into the Collection as
they were assessed to be of very
low significance. The reasons forthe retention of such items varied:they could serve as props in the
exhibitions, they had some researchvalue, could be used as educationmaterial, for future re-instatementin the fabric of the site or had been
deaccessioned from the PrimaryCollection. These items were poorly
documented and managed. With thecreation of a Secondary Collection,these management issues are
addressed. The Secondary Collection
fits within the key criteria outlinedin the Collections Development
Framework (Section 3), but ismanaged differently to the PrimaryCollection.

CONSIDERATIONSACQUISITION METHODS
Prison Museum

Criteria

Prison closure
Archaeological works

SignificanceDonations and gifts
Purchases

ThemesFinds/removed duringconservation works

Policies

Commissioned

PRIMARY
COLLECTIONSECONDARYCOLLECTION(replicas, props, educational
supports, reference andresearch material,building material
resources etc)

ARCHAEOLOGICALCOLLECTION

The Secondary Collection is a
supporting collection of material of
lesser significance and includes:• props and replicas of existing
Collection items used in displays

DISPOSALCONSIDERATIONSMETHOD• educational, reference andresearch material

Fails to satisfy
acquisition criteria

1. Return todonor/family

Damaged beyond
repair/hazardous

2. To relevantcollecting
institution• Building Materials Resource(BMR) removed from thestructure during works andretained for research and/or
possible reinstatement• deaccessioned objects from thePrimary Collection

Excessive conservation
and/or storage costs
Lesser quality than otherobject/s or bulk samples

3. Appropriate
disposalprocess

No potential for interpretation
research or education
Request for return toowner/donor

Return todonor/family

FREMANTLE PRISON | COLLECTION POLICY 2019 • THE COLLECTION AND ITS SIGNIFICANCE

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Straightjacket, c. 1970s, Fremantle Prison Collection (1983.3.3)

2.2 Statement of SignificanceThe Australian Collections Council defines
significance as ‘the values and meanings
that items and collections have for people
and communities.’10 The Fremantle Prison
Collection’s statement of significance aims
to summarise the inherent value of theCollection.
In 2017 the Collection was assessed forits significance. The ensuing report is areference for the day-to-day management of
the Collection11. The assessment was basedon the Collection being divided into four
distinct historical time periods:• Convict Era (1850-1885)• Colonial Era (1886-1901)• Early 20th Century (1902-1946)• Late 20th Century (1947-1991)

10
11
12

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The statement of significance of theCollection was reviewed in the document andis as follows:
The Fremantle Prison Collection includes
items of varying significance from ones
with international and national heritage
value, to others that tell a modest local
prison story. Excellent interpretation andstories are possible owing to a clear
collection policy, close adherence to thecollection objectives and sound standardsof museum practice embodied in allprocedures and staff training.
The Fremantle Prison Collection
is a diverse collection, comprising
approximately 12,00012 items, including
photographs, documents, furnishings,
artworks, tools, clothing and textiles,
institutional paraphernalia, letters,
weapons and archaeological material.

Roslyn Russell and Kylie Winkworth, Significance 2.0: a guide to assessing the significance of collections,Collections Council of Australia, South Australia, 2009 p. 10
Heritage TODAY and the Fremantle Prison Heritage Team, Fremantle Prison Collection Significance Assessment,
Courtesy of an Australian National Library Community Heritage Grant, October 2017
Since 2017 the total number of items in the Collection was estimated to be closer to 15,000. This number is due to growwith regular new acquisitions and as the curatorial team attends to the backlog in accessioning.

THE COLLECTION AND ITS SIGNIFICANCE • FREMANTLE PRISON | COLLECTION POLICY 2019

The Collection spans the entirety of
the Prison’s operational life, from the
beginning of construction in 1851
through to 1991 when the Prison was
decommissioned and closed.
Fremantle Prison was inscribed on the
UNESCO World Heritage List in 2010, as
part of the Australian Convict Sites serial
listing. The exceptional social, historic andspiritual significance along with strong
provenance which links the convict-era(1850-1900) artefacts to the Fremantle
Prison site, combined with the OUV of
the site itself, elevates the convict-era
section of the Fremantle Prison Collection
to international significance. Adding
further to the overall international heritage
significance is the excellent condition andsingularly valuable interpretative potentialof the individual items that range fromtextiles in the form of convict clothing toarchival material such as the Ticket ofLeave document.
While Fremantle Prison’s colonial
history (1886-1901) is perhaps the least
represented in the Prison Collection, thoseobjects which the Collection retains fromthis era are significant on a national levelowing to the rarity, social and historic
heritage values. These artefacts tend
to have exceptional provenance, suchas the baptismal font, which retains its
memorial plaque outlining its construction
by Fremantle prisoners as a gift to St.
Andrew’s Church. Another example
is the Prison site plan, which provides
handwritten documentary evidence of thedevelopment of the Prison site over time,and its relationship to changing social
ideas of punishment.
Artefacts from the early twentieth century(1902-1946) in the Fremantle Prison
Collection are important on a national
level as they represent society’s changing
attitudes to prison systems and reform, as
the world moved further into the twentiethcentury.

13

The early twentieth century collection,
which holds an increasing number ofarchives compared to the earlier eras,
contains some artefacts high in socialand historic significance supported
by assessments of research potential
and rarity. The PEJ sketchbook is one
such artefact, hailing from the underrepresented Female Division, containing
personal annotations of life inside the
Women’s Prison, both through poetry
and art.
The late twentieth century era (19471991) of the Fremantle Prison Collection
expresses a more personal prison
experience for those incarcerated at thissite. The artefacts from this era include
many personal expressions of individual
experiences, feelings and culture,through artwork, handmade furniture anddocumentary evidence.
More recent artefacts from the latetwentieth century bear high social andhistoric significance, at national andinternational level. Of note is the inclusionof the first examples of film footage
and oral histories in the Collection. The
1991 film footage captures a candid andcomprehensive record of everyday life in
the Prison before its closure, marking theend of 14 decades of occupation, andas such, has exceptional historic value.
Along with the collection of black andwhite images by Karin Calvert-Borshoff,
the film footage was assessed as having
international significance owing to its highinterpretative potential and rarity.
Meanwhile the Prison’s oral history
program captures the real, and often
confronting, stories of those who lived andworked inside the Prison. The candour
with which memories are shared throughthese oral histories delivers some of thehighest social significance of any object in
the Collection, providing the uncensoredstories from those who experienced prison
life13.

Heritage TODAY and the Fremantle Prison Heritage Team, Fremantle Prison Collection Significance Assessment, Courtesy ofan Australian National Library Community Heritage Grant, October 2017, pp.2-3

FREMANTLE PRISON | COLLECTION POLICY 2019 • THE COLLECTION AND ITS SIGNIFICANCE

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COLLECTION DEVELOPMENT
FRAMEWORK

3

14

Introduction
The Collection Development Framework sets out criteria for the acquisition,assessment, and disposal of material pertaining to the Collection.
The criteria governing acquisitions heavily draws from Significance 2.0 (2009)14 and arelisted under sections 3.115.
The Collection is managed according to assessed levels of significance described under
section3.1. The Significance Assessment of the Collection uses the same key criteria
and levels of significance to establish the significance of a large number of collection
items.

3.1 Acquisitions
3.1.1

Key Criteria for Acquisition

To curate a relevant and significant collection,
Fremantle Prison may acquire material
through donation or purchase, only when thematerial is clearly provenanced to the Prison16
or relates to at least one of the key themes
listed in section 3.1.3. The material mustalso satisfy at least one of the following key
criteria:
Historic significance – the object orcollection relates to themes or people
associated with Fremantle Prison andwill make a valuable contribution to theunderstanding and interpretation of theFremantle Prison site.
Research value – the object or collection
represents an exceptional addition toexisting knowledge of the Fremantle
Prison site.
Social or spiritual significance – theobject or collection is of particular value togroups or individuals who were associatedto Fremantle Prison.

14
15
16

3.1.2

Secondary Criteria for Assessmentof Significance

These criteria are used to assess whether
the material is of high, medium or low
significance, after it has been established thatthe item does satisfy at least one of the key
criteria for acquisition:
Contextual information/ provenance –the object is well documented for its type.
Its history is well established, beyond its
connection to Fremantle Prison.
Rarity – the object is unusual andotherwise not represented in theCollection. The object is one of the few
remaining examples of its kind in Western
Australia or Australia.
Representativeness – the object
is a good example of its type and ischaracteristic of the type.

Roslyn Russell and Kylie Winkworth, Significance 2.0: a guide to assessing the significance of collections,the Collections Council of Australia, South Australia 2009
Roslyn Russell and Kylie Winkworth, Significance 2.0: a guide to assessing the significance of collections,the Collections Council of Australia, South Australia 2009
The object or collection can be authenticated and clearly traced back to its origin within, or association through,Fremantle Prison.

FREMANTLE PRISON | COLLECTION POLICY 2019 • Collection Development Framework

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Condition or completeness – the item
is intact or complete, in good condition, in
its original, unrestored condition.
Interpretive potential – the object
supports the interpretation of the site,
illustrates a story and is likely to be
displayed.
Artistic or aesthetic significance – theobject is particularly well designed orcrafted and is a good example of a style,artistic movement or an artist’s work17.
These secondary criteria must be considered
in concurrence with the OUV, the assessmentof heritage values presented on the National
Heritage List and the WA State Heritage
Register’s Statement of Significance. The
Significance Assessment of the Collection18 isa useful guide for assessing significance.

HMP POLICY 44
Where there are competing demands
on Fremantle Prison’s resources suchthat it must choose between two or
more objects (in terms of acquisition,conservation priorities, de-accession,storage or display) Fremantle Prison
will have regard to the ways in whichthat object embodies and expresses
the place’s OUV (in the first instance),
its National Heritage values (in thesecond instance) and the site’s State
Significance (in the third instance).
This will be done on a case-by-casebasis. In some circumstances it will beappropriate to (for example) acquire an
object that does not embody the place’s
OUV instead of one that does, wherethat OUV is adequately embodied andexpressed through other objects ormeans.
HMP POLICY 42
Fremantle Prison will balance theimperative to conserve the OUV of theplace against the need to conserve themore recent layers of the place’s history
and heritage, insofar as that is possible
through its movable heritage.

Convict Waistcoat, c.1850s-1880s,
Fremantle Prison Collection (1978.96)

17

18

16

While this criteria is listed as a primary criteria in Significance 2.0 (2009), this criteria is rarely used at Fremantle Prison due tothe extremely specific context of carceral life. While the Collection includes an art collection, the value of the artworks lie in
their social function rather than in their intrinsic aesthetic value.
Heritage TODAY and the Fremantle Prison Heritage Team, Fremantle Prison Collection Significance Assessment,
Courtesy of an Australian National Library Community Heritage Grant, October 2017

Collection Development Framework • FREMANTLE PRISON | COLLECTION POLICY 2019

3.1.3

Themes

The following key themes are identified as being of relevance to the Collection; taken collectively,
these themes express the scope of the Collection and the interpretive subject matter ofFremantle Prison.
The following key themes are reflected in the OUV, the National Heritage Values, and the WA
Statement of Significance. They are to be prioritised accordingly.
1.

Colonisation of Western Australia as related to the establishment of a penal colony

2.

Convict histories and experiences of the men and juveniles who were forcibly migrated
to the colony of Western Australia from the period 1850 – 1868, and their subsequent
lives in the colony and state

3.

Experiences and histories of prisoners incarcerated at Fremantle Prison from 1886
until the Prison closed in 1991

4.

Transfer of imperial control to local authorities in 1886 and related issues

5.

Experiences and histories of female prisoners held at Fremantle Prison from 1886
until 1970, including women who may have been transferred to Bandyup

6.

Histories and experiences of Aboriginal prisoners incarcerated at Fremantle Prison,and the issue of Aboriginal over-representation in prisons in Western Australia inthe 20th century

7.

Rottnest Island Prison, the experiences of the prisoners held there, and the works they
undertook, including the period of its operation by Fremantle Prison

8.

Use of Fremantle Prison by the military, including the experience of those incarcerated
as ‘enemy aliens’ and prisoners of war

9.

Histories and experiences of Prison guards, officers and staff from 1850 until the
Prison’s closure in 1991, encompassing the initial period of constructing the Convict
Establishment, administering the institution, the introduction of Prison Officers, and theemployment of adjunct staff such as teachers and social workers

10.

Prisoner attitudes and behaviour, including rioting and disobedience, activities andactivism, and attitudes towards the Prison

11.

Penal philosophy and reform from the Victorian era until the Prison closed in 1991,
including criminology, approaches to justice, and various theories of education

12.

Fremantle Prison administration and operation, including functions as a lock-up,
remand centre, and maximum security prison

13.

Architecture of Fremantle Prison and the separate system

14.

Fremantle Prison tunnels, their construction, and the supply of water to the port ofFremantle until early in the twentieth century

15.

Prisoner art as a genre, and the work of individual artists, both Aboriginal andnon-Aboriginal, undertaken while inside or outside of Fremantle Prison

FREMANTLE PRISON | COLLECTION POLICY 2019 • Collection Development Framework173.1.4General policies governing acquisition

Ownership
Policy 1

All items must be legally obtained. Ethical standards, as outlined in the Codesof Ethics of the International Council on Museums (ICOM), the Australian Best
Practice Guide to Collecting Cultural Material (Australian Government, Ministry
for the Arts) and by the Australian Museums and Galleries Association (AMaGA)
must be met.

Policy 2

Fremantle Prison will not accept material into the Collection on the basis of apermanent loan. Title must be acquired with the object or collection.

Policy 3

Where items satisfying the acquisition criteria are offered in good faith by adonor who is uncertain of the identity of the legal owner, and Fremantle Prison isunable to ascertain correct title through reasonable effort, the Prison will accept
the object or collection, and document the circumstances of its acquisition.

Policy 4

Where unsolicited material is received, with no means of contacting the donor
after reasonable investigation, Fremantle Prison Curatorial staff may either
proceed to acquisition, given the material fits within the key criteria, or moveto dispose of the material in accordance with the deaccessioning and disposal
policies (3.1).

Policy 5

Offered objects or collections that may relate generally to Fremantle Prison, butmore specifically to another collecting institution or local history area, will bereferred to the relevant collecting institution or local history society.

Decision making
Policy 6

The decision to accept or reject material for the Fremantle Prison Collection
rests with the Fremantle Prison Curator in the first instance, with input from the
Heritage Conservation Branch where appropriate. Significant purchases must be
approved by the Director.

Policy 7

Development of the Fremantle Prison Collection is subject to issues of staffing,conservation, appropriate storage facilities, and funding.

Criteria governing inclusion in the Collection

18

Policy 8

Material bequeathed to the Fremantle Prison Collection or purchased toenter the Collection must satisfy at least one of the key criteria for acquisition(3.1.1) at the time of donation/purchase. The secondary criteria (3.1.2) and thethemes identified as being of relevance to Fremantle Prison (3.1.3) further guideacquisition.

Policy 9

Material acquired is assessed for its significance using the secondary criteria(3.1.2). If it fails to demonstrate significance despite satisfying a key criteria for
acquisition (3.1.1), the material may not be retained or may be included into theSecondary Collection.

Collection Development Framework • FREMANTLE PRISON | COLLECTION POLICY 2019

Duplicates
Policy 10

When a prospective acquisition is identified as a duplicate of material already in
the Collection, consideration of its acquisition will be done using the secondary
criteria to assess its level of significance. This should not automatically be anargument against acquisition; if an item is highly significant, or particularly well
documented or conserved it may still be acquired. It could also be considered
for inclusion in the Secondary Collection.

Gaps
Policy 11

Gaps in the Collection may become apparent as the documentation andresearch process evolves, in which case Fremantle Prison staff may actively
seek to address such gaps through pursuing donations and, where budgetary
constraints permit, purchases.

Donations
Policy 12

Donations will be governed by the Donation/Gift Agreement Form. Donors willbe thanked via a letter including two complimentary day tour passes.

Research library
Policy 13

Fremantle Prison will add to the understanding of the Collection by collating
research material such as publications, oral histories, archival footage, andresearch files. These documents will form a research library accessible toFremantle Prison staff and researchers by appointment only.

Ticket of Leave, 1881, Fremantle Prison
Collection (2017.4).

FREMANTLE PRISON | COLLECTION POLICY 2019 • Collection Development Framework

19

Left: Shiner Ryan, The Reclamation, print on paper, c.1939-1944, Fremantle Prison Collection (2002.18).
Right: Bedside cabinet, Fremantle Prison Collection.

3.1.5

Specific policies governing the acquisition of archaeological materialLong term preservation and management of archaeological collections present a challenge forcuratorial staff at Fremantle Prison. This situation is common in other institutions within Australia andinternationally19, who like Fremantle Prison also face a rapid growth of archaeological collections.
The numerous excavations which have occurred at Fremantle Prison since 1990 resulted in alarge volume of poorly documented and decaying artefacts stored in poor storage conditions
across the Fremantle Prison site.
Some excavation reports do not include a catalogue of artefacts and some do not provide any
in-depth analysis of the materials excavated. In many cases this documentation is incomplete
and lacks essential information expected from best practice industry standards.20
Two of the approximately 30 Fremantle Prison archaeological collections have beenaccessioned into the Fremantle Prison Collection and are documented in the collection
management system (MOSAiC). The artefacts excavated in 1993 from the cellars of the Main
Cell Block, 4 Division, were all accessioned into MOSAiC (387 records), regardless of theirsignificance or state of conservation. Of these artefacts only the 44 convict-era axe heads were
further studied or displayed. The other archaeological collection accessioned into MOSAiC
originated from the excavation conducted in 2009 in the cellar of No. 14 The Terrace. Of the
194 records 108 are currently displayed in our permanent Convict Depot display but a muchlarger proportion has not been accessioned.
The current poor state of documentation of the Fremantle Prison archaeological collections
described above has a negative impact on the research potential of the collections. Better
documentation of the artefacts would facilitate future research and would also enable the Prison
to better communicate the existence of the archaeological collection, thus potentially attracting
future research. More importantly, a detailed catalogue of the artefacts would enable the Prison
to at least salvage the data in instances where the objects are rapidly degrading, such as is thecase with corroded metals, bones and other organic materials.
19
20

20

Ilka Schacht, Determining Research Significance In Archaeological Collections from Historic Sites, PhD Thesis, Deakin
University, 2008
Ibid. pp. 21-24

Collection Development Framework • FREMANTLE PRISON | COLLECTION POLICY 2019For guiding principles on disturbances and archaeological investigations within the Fremantle
Prison site refer to section 5.3 of the Heritage Management Plan, Archaeology (2019)21. The
same section of the document also outlines principles for retention and the management ofarchaeological collections.
Policy 14

Materials recovered from archaeological excavations within the site are handed
over to the Curatorial Team and stored at Fremantle Prison.

Policy 15

Archaeological collections are recorded in Fremantle Prisons Electronic
Records Management System (EDRMS), following the data entry guidelines forarchaeological material.

Policy 16

The excavation reports relating to the excavations are deposited in the Fremantle
Prison Research Library and EDRMS.

Policy 17

During the recording procedure the artefacts within the archaeologicalcollections are assessed for their significance. If the artefacts meet the criteria forinclusion into the Collection they are recorded in the MOSAiC database and arestored with the Fremantle Prison Collection.

3.1.6

Specific policies governing the acquisition of material to be included into theSecondary Collection

Policy 18

Building fabric removed from the Fremantle Prison site during conservation
works, maintenance or renovations is offered to the Curator. If the material has
research potential and/or is likely to be reinstated in the future it is retained andadded to the Secondary Collection.

Policy 19

Props, replica of collection items and other non-authentic materials are added
to the Secondary Collection if they demonstrate research, educational orinterpretive potential.

21

Extent-Lovell Chan, Fremantle Prison: Heritage Management Plan, 2019, pp. 41-59

FREMANTLE PRISON | COLLECTION POLICY 2019 • Collection Development Framework21

Postcard, Fremantle Prison Main Gate, c.1900, Fremantle Prison Collection (99.731).

3.2 Deaccessioning and Disposal
3.2.1

General policies governing the deaccessioning and disposal of collection material

Deaccessioning is an important aspect of good collection management; however, caution
should be taken to avoid disposing of material whose relevance may only become apparent
with further research.
Deaccessioning
Policy 20

An object can be deaccessioned from the Fremantle Prison Collection for thefollowing reasons:• The object fails to satisfy at least one of the key criteria for acquisition• The object is damaged beyond repair• The conservation and storage costs for the object are beyond the means ofFremantle Prison• It is less significant or is of lesser quality than a similar object already in theCollection• A reasonable request for the return of the object to its original owner/donor
is received.

22

Collection Development Framework • FREMANTLE PRISON | COLLECTION POLICY 2019

Policy 21

Decisions pertaining to the disposal of individual items within the Collection
may be made by the Curator, and, together with the recommended method of
disposal, must be brought to the notice of the Heritage Conservation Manager.
Where there is a significant amount of material, or the suitability of material fordeaccessioning is in doubt, input and advice may be sought from the Heritage
Conservation Branch.

Policy 22

Once material has been formally deaccessioned it should be disposed of inaccordance with the disposal procedures (policies 23-29).

Disposal
Policy 23

Where an object or collection not acquired through donation has been approvedfor disposal, it shall be offered to another collecting institution as the firstpreference.

Policy 24

Where the object or collection has been donated it should first be offered for
return to the donor, or their family if the donor is deceased. Should they not wish
to accept it, it may be offered to a suitable collecting institution, as above.

Policy 25

If a suitable collecting institution cannot be identified, or the material is rejected,
then it may be sold for its worth in accordance with relevant government
asset disposal procedures. The proceeds of the sale will be invested in theconservation of the Fremantle Prison Collection.

Policy 26

Fremantle Prison staff and their families should not benefit from the disposal.

Policy 27

If the material has no monetary value or is unlikely to attract interest, it may bedisposed of through household or industrial waste disposal methods.

Policy 28

Where an object is severely degraded or contaminated to the extent that it
cannot be returned or transferred, it should be disposed of by the appropriate
waste disposal methods.

Policy 29

The deaccessioning process must be fully documented and recorded. The
object’s register entry, its data sheet and all other records will be amended withthe date of deaccession and the reason for deaccession. Records documenting
the deaccessioning process will be retained by Fremantle Prison in perpetuity.

FREMANTLE PRISON | COLLECTION POLICY 2019 • Collection Development Framework233.2.2

Specific policies governing the deaccessioning of archaeological material

The disposal of archaeological material has the potential to impact the interpretation of
future research by distorting the data in favour of more complete individual items. As such,determining significance of individual items or type of items, is virtually impossible without
knowing the full scope of future research potential. This being said, some material is of low
research potential and can be deaccessioned once it has been recorded to an appropriate levelbased on the significance of the material. Refer to ‘Action 11’ of the Heritage Management Plan
(2019)22.
Policy 30

The following items are considered to have low potential for future research andmay be deaccessioned after a minimal level of recording23:
Materials that have lost their original provenance relating to specificarchaeological sites within the Fremantle Prison complex, provided the individual
object is not considered individually significant
Bulk/soil samples
Material that is unable to be identified past base identification of fabric.

Policy 31

A ranking system is outlined in the data entry guidelines (2015). Eacharchaeological find should be ranked using this system which attributes aranking of 1-5 to the material. A low ranking (1 to 2) and sometimes an averageranking (3) will result in deaccessioning of the material.

Policy 32

Deaccessioned material is to be recorded as such in all records which mention
the material.

Policy 33

Once the material has been formally deaccessioned it should be disposed of inaccordance with the disposal procedures (policies 23-29).

22
23

24

Extent-Lovell Chan, Fremantle Prison: Heritage Management Plan, 2019, p.51
The minimal standards for recording are described in the Fremantle Prison Collection: Data entry guidelines for archaeologicalmaterial (2015)

Collection Development Framework • FREMANTLE PRISON | COLLECTION POLICY 2019

3.2.3Specific policies governing the deaccessioning of Secondary Collection material

Policy 34

An object can be deaccessioned from the Secondary Collection for the following
reasons:• The item is damaged beyond repair• The item has no potential for research, interpretation, education and/or
possible reinstatement• The conservation and storage costs for the object are beyond the means ofFremantle Prison.

Policy 35

The deaccessioning process must be fully documented, including photographsof the item, and recorded. The object’s register entry (Master Register),its MOSAiC record and all other records will be amended with the date ofdeaccession and the reason for deaccession. The records documenting thedeaccessioning process will be retained by Fremantle Prison in perpetuity.

FREMANTLE PRISON | COLLECTION POLICY 2019 • Collection Development Framework

25

COLLECTION MANAGEMENTFRAMEWORK

426

Introduction
The Collection Management Framework sets out the guidelines for the documentation,
preservation, and management of material pertaining to the Collection. A list of
documents associated with the framework is included at the end of this document.
Fremantle Prison works collaboratively with the other Australian Convict Sites and withother collecting institutions and Museum sector organisations to achieve its goals ofconserving the Collection for future generations.

HMP POLICY 49
In the conservation of its objects, Fremantle Prison should observe an active
program of collaboration with the other Australian Convict Sites and with othermuseums and galleries.

4.1 Collection Facilities Review
A collection facilities review was conducted
in 2013. The review found that the Collection
was stored in eight different storage areas,
most being inadequate for the storage ofcultural material. The review was updated
in 2015 following the addition of the new
Visible Storage Facility (VSF) and thedecommissioning of one of the inadequate
storage areas (the Cool Rooms in the
Prison kitchens); then again in 2019 after
all moveable material was moved out of
the Main Cell Block to allow for major
conservation works.
In 2019 the Collection was stored in sevenstorage areas, the Visible Storage Facility(VSF) offering excellent conservation
conditions for the Collection. The
Photography and Archives Room (PAR) as
well as the Clothes Store (CS) where the Art
Collection is stored are retained as collection
areas because they offer good conservation
conditions. The conservation conditionsin Tailors’ are poor. Objects in this facility

should only be stored temporarily while
they are cleaned and accessioned prior tobeing moved to the storage areas offering
better conservation conditions. If needed,robust objects and the Secondary Collection
should be stored in Tailors’ and protected as
required. Also offering poor conditions is theRefractory storage which is in the process of
being emptied of its Primary Collection items.
The Refractory storage is also impractical,
with poor access but may need to beretained for storing Secondary Collection
items. The two storage facilities - Carpenters’and Helmet Industries - offer the poorest
conservation conditions. The Curatorial teamare currently emptying these storage facilitiesof their collections, aiming to decommission
them as collection storage by the end of
2020.

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27

Once the process of de-commissioning
the poorest of collection storage facilities iscompleted, the collection storage facilities
will be consolidated to five facilities: VSF,
PAR and CS for the storage of the PrimaryCollection and Tailors’ and Refractory for the
storage of the Secondary Collection. Tailors’
in the West Workshops will be used forprocessing newly acquired collection material
and to carry out conservation work; some of
the large collection objects which will not fit
in the VSF will be stored in this space despite
the poor environmental conditions along withsome large Secondary Collection objects.
Overall, this reorganisation of the Collection
will greatly improve collection management
at Fremantle Prison, with a smaller numberof facilities requiring monitoring andmaintenance until a plan for a purpose built
on site storage facility has been adopted24.

24

28

HMP POLICY 45
Fremantle Prison should conserve
its collection of objects utilising highstandard conservation facilities, ideallyonsite.
HMP POLICY 46
Fremantle Prison should consolidate
its collection within high quality
storage facilities.

See section 5.7, Movable Heritage of the Extent-Lovell Chan, Heritage Management Plan, 2019, p.62, and section 9,
Delivering a Centre for Heritage Excellence of the Fremantle Prison Master Plan, 2019, currently in draft form.

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

LocationWest
Workshops– Visible
Storage
Facility (VSF)

Number And
Types of Objects(Approximations Only)
1,350 objects - large
and small, wood,
metal, leather andtextileStorage Type

Conditions

Metal cupboards
and open shelving

Excellent; stablemuseum standard
environment with
HVAC system (heating,ventilating, and air
conditioning)

Recommendations for
Improvement / Actions
Improve HVAC filters tomigrate dust
Add air curtains to sliding
doors to improve seals
Maintain regular pest control

Cupboards – adequate
for any material; open
shelving – not for light– sensitive objects
Some dust
LED tubes activatedon sensor
Photography
and Archives
Room (PAR)8,000 paper-based
objects, and 1,0001,500 photographs,
cassettes and DVDs

Book cases, withall objects enclosed
in Solander or Poly
boxes
Metal cupboards,
map drawer andfiling cabinets

Good; air-conditioning
and mobile
dehumidifier assists
with moisture control
and temperature–
though the room isprone to rising damp
Some dust

Clothes Store
(CS)

West
Workshops –Tailors’

850 artworks,
handful of other very
vulnerable material

800 objects – metal
objects, industrial
and furniture, newacquisitions
3,000 objects –archaeologicalmaterial

Compactus,
cupboards, metal
shelving

In boxes, both
cardboardand plastic, incupboards, on open
shelves and on
pallets

Regular monitoring of
humidity is required(de-humidifiers emptied threetimes weekly)
Maintain regular pest control
Upgrade open bookcases toclosed metal cupboards

Good; air-conditioning
and mobile
dehumidifier assists
with moisture control
and temperature

Regular monitoring of
humidity is required(de-humidifiers emptied
three weekly)

Poor; not well sealedwith dust entering.
Natural light coming
through windows anddoors. No control overclimate or humidity

This room is currently used
as a curatorial workshop andholding room where objects
are processed and moved toa suitable storage

Maintain regular pest control

With some improvements
could be used as storage forCollection material.
Add UV filters screens forwindows, air curtains todoors to improve seals,
HVAC system, maintainregular pest control
Upgrading of storage toclosed metal cupboards is inprocess
Cover open storage withcalico or Tyvek covers

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29

Location
Refractory

Number And
Types of Objects(Approximations Only)
1,000-1,300- items, ofall varieties including
paper (no textiles)

Storage Type

Adequate to poor,
depending on material
type; it is adequate forhighly stable materials
such as ceramics
and glass, however
the open storage
arrangement is not
idealThis space is being emptied
of its Primary Collection items

On floor and open
shelving

Poor; flaking limestone
from walls is a serious
issue, as is other dust,
dirt and pest

This space is being emptied
of its Primary Collection items
and will continue to store
Secondary Collection

Open shelving, on
pallets

Poor – highfluctuations intemperature andhumidity, easily
accessible to pigeons
and other pests, prone
to flooding after heavy
rainfallThis space is being emptied
of its collection items

Open shelving,some cupboards

Approx. 900 areaccessioned

East
Workshops

50 metal objects,
industrial objects,
some very heavy
Secondary Collection(ex-BMR) – 400
objects

HelmetIndustries

30

200 objects; mostly
furniture, some very
heavy

Recommendations for
Improvement / Actions

Conditions

Could be used for storing
Secondary Collection materialWill be used to temporarily
store deaccessioned objects
waiting on being moved on

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

4.2 Preservation Conservation
The preservation of heritage material isachieved through ensuring appropriate
storage and handling. This extends to thehiring of qualified and properly trained staff
both for the Fremantle Prison Curatorial
Team and contractors involved in handlingcollection material.
The Secondary Collection is cared for by
the Curatorial Team but is not conserved
using the same best-practice and industry
standards. For example, while items arehandled with care, they will not require
handling by trained staff only, and they will
not be stored in the most appropriate storage
facilities, these being reserved for the moresignificant items that are included in thePrimary Collection. Objects in the Secondary
Collection are kept with the intention of using
them for specific purposes. Objects from thePrimary Collection are always given priority
over Secondary Collection objects whencompeting for resources.

HMP POLICY 47
Fremantle Prison will continue toobserve its regular review and updateof its Disaster Preparedness Plan
dated April 2016.

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31

General principle
Policy 36

Objects from the Primary Collection are always given priority over archaeologicalassemblages and Secondary Collection objects when competing for resources.

Handling
Policy 37

Handling, treatment and display of all Collection material will be in accordancewith best practice and industry standards.

Policy 38

Handling of objects should be kept to a minimum, and in accessioning or
documenting material double handling should be avoided where possible.

Storage
Policy 39

Collection material will be housed in accordance with best practice and industry
standards, where possible; these standards include controlling the temperatureand humidity of storage spaces in order to prevent the absorption of moisture,
the growth of mould, the cracking of surface treatments and varnishes,brittleness and breakage, and other issues that arise from exposing material tovariable and fluctuating conditions25.

Policy 40

Objects should not be in open storage (i.e. left exposed on shelving) unlessconditions are excellent; housing items in archival boxes and/or polyester
sleeves will provide some protection where external conditions are not ideal.

Policy 41

All storage spaces will be monitored and cleaned regularly.

Policy 42

An integrated pest management plan will be maintained.

Interventive conservation
Policy 43

It is the intention of Fremantle Prison to preserve the majority of the Collection
through appropriate management practices (preventive conservation), however
external conservation assistance will be sought where objects are at risk due totheir age or condition.

Policy 44

Conservation services should only be sought from individuals and contractors
with the relevant experience and qualifications.

Disaster management plan
Policy 45

25

32

Fremantle Prison will maintain a current disaster management plan for each of
the collection storage areas.

The current recommendation from the Australian Institute for the Conservation of Cultural Material (AICCM) for the housing ofmost collection materials are:Temperature: between 15–25°C with allowable fluctuations of +/-4°C per 24 hr.
Relative Humidity: between 45-55% with an allowable fluctuation of +/- 5% per 24 hr.
Where storage and display environments experience seasonal drift, RH change to be managed gradually across a wider
range limited to 40% – 60%.

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

4.3 Documentation
Documentation is an integral part of effective collection management. Correctly cataloguing
objects can avoid issues of double handling, loss of collection material, and can allow forcommunity engagement through virtual means such as the internet.
Secondary Collection items are documented in the same way as Primary Collection items,
and recorded in the Collection Management System MOSAiC, but less time and resources areinvested in the recording process and associated research.
Archaeological assemblages are recorded using different processes as outlined above under
3.1.5 (Policies 14 to 17).
In order to best manage the Fremantle Prison Collection, the following standards will apply to
documenting the Collection.
Collection Master Register
Policy 46

Upon arrival the acquired object is registered in the Collection Register and isassigned a unique accession number. The entry is a single line entry in a boundbook, located in the Curators’ office. Secondary collection objects are marked
with the prefix ‘SEC’.

Documentation of acquisitions
Policy 47

In the case of a donation, a donation form must be signed by the donor. The
donor is to retain a copy. The original donation forms are saved in a ‘Donations’file, kept in the Curators’ office. A scanned copy of the donation form is to beplaced on the EDRMS.

Policy 48

As much contextual information as possible is collected at the time of acquisitionand noted in the acquisition folders. Original documents are kept at Fremantle
Prison with scanned copies placed on the server and the records keeping
system.

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33

Collection Management System (CMS)
Policy 49

Fremantle Prison uses the MOSAiC collection management system or database
to document and manage the Collection.

Policy 50

All the relevant information obtained at the time of donation is to be recorded in
the object’s record, in the MOSAiC database.

Policy 51

All items in the Collection will be represented by corresponding collection
records on MOSAiC, completed to the standard outlined in the Fremantle Prison
Data Entry Guidelines26.

Documentation of loans
Policy 52

Collection material leaving the Fremantle Prison site for loan, valuation,or conservation purposes will be appropriately documented through therelevant paperwork including a condition report. The object movement will be
documented on the MOSAiC system.

Collections online
Policy 53

Where appropriate Fremantle Prison takes part of initiatives by other cultural
institutions and the collecting sector to share the Collection to a wide audience.

Policy 54

Fremantle Prison shares the Collection online via the MOSAiC web platform.
Presenting collections online requires a certain standard of documentation,
so records will only be uploaded when their documentation is considered
acceptable (in accordance with the Data Entry Guidelines27).

Policy 55

When uploading records to MOSAiC web or other platforms, it will be ensured
that copyright laws are not infringed. (Objects or images where the Prison is not
the copyright holder will not be uploaded). At present MOSAiC does not have asystem whereby the records can be uploaded without an image.

Policy 56

It will be ensured that no material falling under privacy legislation is uploaded(see policy 69 on privacy).

Policy 57

Moral or ethical reasons should also be considered before uploading material
online. Only appropriate material should be uploaded.

26
27

34

Fremantle Prison Collection: data entry guidelines (2015)
Fremantle Prison Collection: data entry guidelines (2015)

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

4.4 Loans
From time to time Fremantle Prison may require additional material for exhibition purposes. Thiscan be acquired on loan from other institutions, individuals, or groups.
Conversely, other collecting or exhibiting institutions may request material from Fremantle Prison
for their own exhibitions. These loans are governed by the following policies.
Inward loans
Policy 58

Inward loans, that is material borrowed by Fremantle Prison from externalsources, may require acceptance of that institution’s Loan Agreement as acondition of loan. In this case, loans will be governed by the policies of thelending institution, provided they are acceptable to Fremantle Prison. An up-todate Facility Report is available for the information of lending institutions.

Policy 59

Fremantle Prison also has an Inward Loan Agreement form, which will govern allother inward loan activity.

Policy 60

Wall-to-wall insurance for all material coming into Fremantle Prison on loan isprovided by Riskcover Insurance. Riskcover Insurance must be informed aheadof time about any material coming into the Prison for exhibition or loan.

Policy 61

Inward loan requests will be generated by curatorial staff, though protocol may
occasionally require they be sent from the Director.

Outward loans
Policy 62

Loan requests from other collecting or exhibiting institutions are subject toseveral conditions, and are governed by the Outward Loan Agreement form.
Loan requests will be approved by the Curator, and will be subject to operational
requirements.

Policy 63

The conditions of loan require the provision of suitable storage, preparation,and display conditions, as appropriate to the requested material, e.g. lightlevels, climate controlled preparation area, appropriate mounting and display
techniques.

Policy 64

The arrangement and provision of appropriate transport and wall-to-wallinsurance is the responsibility of the borrowing institution.

Policy 65

The periods of the loan should be clearly set out by the requesting institution,and two months-notice minimum given for the request to be considered. Loan
extensions must be formally requested, and are subject to approval.

Policy 66

Fremantle Prison will not typically lend any collection material to privatecompanies or individuals. Such requests will be carefully assessed and will only
be agreed to if conditions described under Policy 63 are guaranteed.

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35

Convict bible, 1854, Fremantle Prison Collection (1993.23.1).

4.5 Copyright and Moral Rights
In some instances Government exceptions may prevail but Fremantle Prison will always strive
to abide by relevant copyright law. For further information please refer to the various fact sheets
published by the Australian Copyright Council28.
Policy 67

In the case of donations, Fremantle Prison will endeavour to obtain licensing
approval for the donated objects where the copyright is held by the donor.

Policy 68

Intellectual property rights and copyright restrictions apply to the reproduction of
all creative works that form part of the Prison Collection.

4.6 Privacy
Policy 69

28

36

Some of the material held in the Prison Collection is restricted through privacy
legislation, and permission to access restricted material must first be grantedby the Department of Justice. This encompasses any material which identifies
prisoners, and is in force for 70 years from the original date of the item. Material
where the prisoner has voluntarily identified themselves, for example signing theirname on an artwork, is exempt.

A particularly useful publication is: Australian Copyright Council, Galleries & Museums: A copyright guide, Redfern, NSW:
The Council, 1993.

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

4.7 Collection Access
Providing access, both physical andintellectual, to the Collection and to
information regarding the Prison precinct toresearchers, students, and interested parties
is an important part of engaging with thecommunity and stakeholders.
On-line access to the collection is describedunder section 4.3, Policies 53 to 57.

HMP POLICY 48
Fremantle Prison will make its
collection of objects available to bonafide researchers and teachers insofar
as the physical well-being of theobjects allows and having regard tocultural sensitivities.

Public enquiries
Policy 70

The Curatorial team responds to a number of enquiries from members of the
public, either via the general email address curatorial@fremantleprison.com.au,over the phone or in person. All enquiries are recorded.

Policy 71

These enquiries often relate to convict ancestors or family members connectedwith the Fremantle Prison site. The records relating to the operational years of
the Prison are held by the State Records Office of Western Australia, with some
additional material including photographs held at the Battye Library. Enquiries
along these lines are referred to the relevant organisation.

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37

Research library
Policy 72

The Prison maintains a research library, which is available to researchers byappointment. The Library includes extensive files on aspects of the Prison’s
history, documents relating to the conservation and future use of the Prison, anda number of publications relating to the site.

Policy 73

An appointment to use the Library should be made with the Curator.

Access to the physical collection

38

Policy 74

Access to the Fremantle Prison Collection is limited, in order to ensure thepreservation and security of the Collection. Minimising the physical handling ofcollection material is paramount to managing the Collection for its long-termpreservation, however in some instances access to collection material may be
granted.

Policy 75

Giving physical access to the Collection involves threats. Whenever access isgranted risks are assessed and measures are taken to minimise the risks.

Policy 76

It is expected that those requesting access to Collection material have a clearly
defined research subject, and that they will comply with any and all restrictions
imposed by Fremantle Prison staff, in addition to the restrictions imposed byprivacy legislation, intellectual property rights, and copyright legislation.

Policy 77

Requests from donors, their families and descendants to see objects related tothem should be granted provided that the regular precautionary measures havebeen taken.

Policy 78

Requests to access the Fremantle Prison Collection must be made to theCurator, preferably using the curatorial@fremantleprison.com.au email address.

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

4.8 Displays
Visitors are given access to semi-permanentand temporary exhibitions. These aredeveloped in-house and aim to increase
exposure to the Collection as well as interpretthe Prison’s history. Exhibitions, displays andinterpretation enhance visitors’ experience ofthe site.
The permanent exhibitions are reviewed every
five years and are accessible free of charge
within the Gatehouse. In 2019 these are:
• The Visible Storage• The Convict Depot• Contact/Non-Contact

Temporary exhibitions, also free of charge,
are located in the Gatehouse area:• The Front and Side Galleries – exhibitionchangeover occur every second year.
• The Gallery – exhibition changeover
occurs four times a year, currently
in agreement with the Departmentof Justice and showing Insider Art
exhibitions (art made by contemporary
prisoners in custody in WA).
• Semi-permanent exhibitions are also
found on-site, on the tour route or in thevenues which are for hire:• Reception• Special Handling Unit (SHU)• Administration• Display cells

Policy 79

The exhibitions’ themes and contents are developed in conjunction with the
Heritage Interpretation Officer, with the approval of the Heritage Conservation
Manager.

Policy 80

Objects on display are the responsibility of the Curatorial Team who monitors
the exhibitions found across the site. Objects are chosen for display withconsideration to their fragility and display conditions. i.e. a fragile, ancient textile
is not selected for long-term display in a well-lit or dusty area.

Policy 81

The semi-permanent exhibitions, and in particular the ones located on the tour
route, are essentially comprising props or Secondary Collection material andobjects selected for their ability to endure the conditions of the location for along period of time.

FREMANTLE PRISON | COLLECTION POLICY 2019 • COLLECTION MANAGEMENT FRAMEWORK

39

4.9 Supporting Documents
All procedures, templates and forms listed below are found on the EDRMS.
Archaeology
Archaeology Procedures
Project codes and abbreviations
Artefact tags template
Box label template
Donations
Gift agreement form
Donation thank you letter template
Emergency Procedures
Disaster preparedness plan – Art Store
Disaster preparedness plan – Photography and Archives RoomDisaster preparedness plan – Visible Storage Facility
Risk Management Framework
Exhibition spaces
Fremantle Prison Main Gallery facility report
Fremantle Prison Front and Side Galleries facility report
Loans
Inward loan agreement form
Outward loan agreement form
RecordingFremantle Prison Collection: data entry guidelines
Research Library: data entry guidelines
Object assessment form
Object deaccession assessment form
Volunteers
Volunteer policy
Volunteer personal information form
Volunteer role description form

40

COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019

Approval and Review
Document Details
Authorised By:

Paula Nelson, Director, Fremantle Prison

Date Last Reviewed:

27/09/2019

Date Approved:

11/11/2019

Next Review Date:

11/09/2024

Version No:

2019.1POLICY OWNER
Title:

Fremantle Prison Director

Name:

Paula Nelson

Directorate / Branch / Section:

Fremantle Prison, State Heritage Office

POLICY AUTHOR
Title:

CuratorName:

Olimpia Cullity

Category:

Corporate-Standards And Integrity

Previous Policy ID:
Objective File Reference:
Objective ID:

Document Review Tracking Information
Date
Reviewed

AuthorAmendment Details

Version No.

27/09/2019

Olimpia Cullity

Major update2019.1

Date
Approved

FREMANTLE PRISON | COLLECTION POLICY 2019 • COLLECTION MANAGEMENT FRAMEWORK

41

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COLLECTION MANAGEMENT FRAMEWORK • FREMANTLE PRISON | COLLECTION POLICY 2019