2. 1
Table of Contents
Mission Statement ..............................................................................................................................3
History of the Stanley Archives ...........................................................................................................3
Legal Status .......................................................................................................................................3
Stewardship .......................................................................................................................................3
Purpose..............................................................................................................................................4
Authority Statement............................................................................................................................4
Scope of Collections ...........................................................................................................................4
Categories of Collections ....................................................................................................................4
Acquisitions and Accessions ...............................................................................................................5
Acceptable Means of Acquisition.....................................................................................................5
Criteria for Acquisitions ..................................................................................................................5
Authority Statement........................................................................................................................5
Deaccession and Disposal ...................................................................................................................5
Purpose of Deaccessioning ..............................................................................................................5
Criteria for Deaccessioning..............................................................................................................6
Acceptable Means of Disposal.........................................................................................................6
Use of Proceeds from Deaccessioning ..............................................................................................6
Authority Statement........................................................................................................................7
Incoming Loans..................................................................................................................................7
Who May Send Loans.....................................................................................................................7
Acceptable uses of Incoming Loans .................................................................................................7
Authority Statement........................................................................................................................7
Loan Duration and Recall................................................................................................................7
Care Statement...............................................................................................................................7
Restrictions/Exemptions..................................................................................................................7
Outgoing Loans..................................................................................................................................7
Who May Receive loans..................................................................................................................7
Acceptable Uses of Outgoing Loans.................................................................................................8
Authority Statement........................................................................................................................8
Loan Duration and Recall................................................................................................................8
Care Statement...............................................................................................................................8
Restrictions/Exemptions..................................................................................................................8
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Objects in Custody..............................................................................................................................8
Temporary Deposits........................................................................................................................8
Found in Collections .......................................................................................................................8
Unclaimed Loans............................................................................................................................9
Documentation ...................................................................................................................................9
Collections Care.................................................................................................................................9
Staff Responsibilities ......................................................................................................................9
Preventive Conservation..................................................................................................................9
Handling ........................................................................................................................................9
Conservation Treatments.................................................................................................................9
Packing and Shipping....................................................................................................................10
Storage.........................................................................................................................................10
Pest Control..................................................................................................................................10
Inventories ...................................................................................................................................10
Access and Use ................................................................................................................................10
Who May Access the Stanley Hotel Archives .................................................................................10
Methods of Access........................................................................................................................10
Appropriate Collection Use ...........................................................................................................10
Risk Management and Insurance .......................................................................................................10
Risk .............................................................................................................................................10
Insurance......................................................................................................................................11
Policy Review and Revision..............................................................................................................11
Glossary...........................................................................................................................................13
Organizational Chart 2015.................................................................................................................14
Bibliography.....................................................................................................................................15
4. 3
Mission Statement
The Stanley Hotel Archives will collect and conserve furniture, objects, artifacts, documents and
images pertaining to the history of the Stanley Hotel and the owners, guests and staff associated
with it for the purpose of enriching the experience of contemporary visitors and guests by
disseminating knowledge about the property’s past and its historical and geographical context in
a scholarly, accurate and engaging manner.
History of the Stanley Archives
The Stanley Hotel Archives is the current storage location for the documents and artifacts
pertaining to the hotel’s long and storied history. The Stanley Hotel was created in 1909 by F.O.
Stanley as a gift for his wife when they were forced to move to Colorado after he contracted TB.
Mr. Stanley and his twin brother were major photography moguls and responsible for the Stanley
Dry Plate, the Stanley Steamer, and F.E. Stanley even invented the airbrush. Given this in depth
history perhaps it is no surprise that there is a museum that honors them their New England
birthplace. This organization was not connected to the Stanley Hotel and in the 90s this was
rectified when an extension of the Stanley Museum was opened in the renovated Hotel’s
basement. Unfortunately the Stanley Hotel and the Stanley Museum had different goals as the
Stanley Museum’s charter forbids charging for access to the collection. As a result the museum
was forced to pull out of the arrangement. The room and equipment, along with the Stanley
Hotel’s own collection, remained and so the Stanley Hotel Archives was created. Today the
main use of the Stanley Archives is as a prop on tours and as a collection for researchers both
from within and without the hotel.
Legal Status
The Stanley Hotel Archives is that unique beast amongst museums, a branch of an otherwise for
profit institution. To this end, unlike most museums, the primary motivation behind the
institution is not simply the provision of knowledge, but earning money through this act. As
such, the behavior of the Stanley Hotel Archives will likely look different and strange to those
familiar with non-profit museums, as well as to those who are not familiar with museum
management at all.
Stewardship
The primary duty of the Stanley Archives is to preserve artifacts and documents that are inherent to the
hotel’s history. Many of these artifacts are irreplaceable. Given the unique nature of these objects, and
the Stanley Archives’ unique access to such collections, it is the duty of the Stanley Archives to continue
protecting these artifacts for as long as they are deemed within mission. Several challenges face the hotel
in this regard, such as windows that align with the ground surface and exterior walls that periodically
flood which are close to many of the artifacts.
The Stanley Hotel Archives is a for-profit institution but serves to the best for any guest. As such the
Stanley Hotel Archives also serves as a point of knowledge for researchers and those who may want an
object authenticated.
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Purpose
This document started life in 2015 as a joint project between the Archivist and Architecture and
History Manager. After both left the hotel, this document was continued as part of a class by the
Archivist with the intent of providing it to the hotel for further use. The current Stanley Archivist
is aware of and has requested a copy of this document.
The primary purpose of any such document is to better preserve the artifacts in the care of the
museum. In this case, these artifacts are mainly documents and images. The purpose of the
archives is to spread knowledge, interest, and awareness of the Stanley legacy, and to serve as a
research base for tour guides so they may provide accurate information and answer questions
knowledgeably. The archives serves as a valuable source of firsthand knowledge for researchers
working on a dissertation, and even hotel employees who need old photos for marketing.
Authority Statement
It is the primary duty of the Archivist to maintain the Stanley Hotel Archives. As such any and all actions
are to be directed through them. Any donation, request for access,or any other use of the collection,
regardless of which level of management was originally contacted, should be immediately directed to and
controlled by the Archivist. If a specialized action is requested of the Archivist, such as a private tour, this
request should be made in advance. This way,if the Archivist is unavailable, another staff member can
be trained for the event. Any object that is to be removed from the collection, or deaccessioned, must not
only be authorized by the Archivist, but also be approved by at least two higher level of managers. (See
Organizational Chart)
Scope of Collections
The collections in the Stanley Hotel Archives consist of firsthand documents, images, and artifacts from
throughout the hotel’s history. These range from the original death certificates for Mr. and Mrs. F.O.
Stanley to images of the staff in 1936. Some anachronistic artifacts, both to the hotel and to Estes Park,
Colorado, are also found in the collection. These serve as props to enhance the atmosphere of the Stanley
Hotel Archives. These artifacts are the property of the Stanley Hotel and are used in ways that best benefit
the hotel. The artifacts in the Stanley Hotel Archives’ collection are not considered public property.
Categories of Collections
The collections of the Stanley Hotel Archives vary widely, but can generally be grouped into several
categories:
Pictures/postcards
Objects pertaining to Room 217
Objects pertaining to the Stanley Steamer
Objects pertaining to the Stanley family
Objects from the period 1885-1940
Objects and documents related to Estes Park
Blueprints from throughout the hotel
Hotel memorabilia
Objects pertaining to The Shining
6. 5
Acquisitions and Accessions
Acceptable Means of Acquisition
The Stanley Hotel Archives allows for acquisitions only in ways that are legal and within
currently accepted practice within the country of acquisition and the United States and the State
of Colorado. Given the for-profit nature of the organization, it is expected that some form of
compensation may be given. Typically, this compensation involves either the hotel’s amenities
or direct monetary payments. Acquired objects include:
Objects purchased from legitimate sellers
Objects purchased from guests, preferably with proof of ownership
Objects from elsewhere in the hotel
Objects donated with transfer of title
Criteria for Acquisitions
In order for an object to be considered for accession, meaning acceptance into the permanent
collection of the Stanley Hotel Archives, it must first fulfill a number of criteria.
In order to be accessioned the object:
Must be owned in full by the donor/seller
Must be given or sold with full title
Must be of exhibition quality
Must be in good enough condition to be exhibited
Must pertain to the Stanley Hotel Archives mission (See Above)
Should be of the same or better quality than already exists in the collection
Must be legal to own, sell, or trade in the State of Colorado
Must be legal to own, sell or trade in the United States of America
Must physically fit in the Stanley Hotel Archives and the Stanley Hotel
OR
Must be accepted by the Stanley Hotel Archivist or management of a higher level.
Authority Statement
Only the Archivist can accept objects into the collection. Any management of equal or higher level can
pass guests onto the Archivist for potential acquisition, but no management below the General Manager
or Grand Heritage Hotel Group can acquire objects without the Archivist’s permission.
Deaccession and Disposal
Purpose of Deaccessioning
Deaccessioning is the process of removing an object from a museum collection, the opposite of
accessioning an object. This means that the object is no longer in the care or control of the museum and
can be “disposed” of, the actualremoval of the object through such means as sale or destruction.
Deaccessioning does not always mean the object is destroyed, and in fact the preferred methods usually
involve keeping the object in ways for the public. In most non-profit museums this is also highly
regulated.
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At most museums, deaccessioning is a good way to make room for more objects and potentially acquire
more, and usually means giving objects to another institution. It may be because the object is damaged,
dangerous, or no longer fits the museum mission. At the Stanley Hotel Archives this has a different, but
similar, purpose. The Stanley Hotel Archives is a rare breed of museum that is a for-profit institution.
This means deaccessioning is not only necessary,but the primary way the archives gains new artifacts. As
a for-profit institution, the Stanley Hotel always strives to do the best for its guests, but also to maintain
an income. This means that an object that is not serving this purpose is as detrimental the mission as an
extraneous item would be to a non-profit museum. In either of these cases the object must be removed.
Criteria for Deaccessioning
Just because the Stanley Hotel Archives, or any other institution, deaccessions,does not mean they
deaccession everything. The Stanley Hotel Archives has strict criteria for what can and should be
deaccessioned.
An object can and/or should be deaccessioned if it fits one or more of the following criteria:
The object is damaged beyond reasonable repair
The object no longer fits the mission of the Stanley Hotel Archives
A similar object of better quality has been accepted into the collection
A similar object that is more representative has been accepted into the collection
o Such as a local chair being replaced by a Stanley Hotel chair
The object is to be used in the acquisition of an object better suited to the collection
o Such as a trade of local jewelry for a Stanley Hotel key
Other reasons as dictated and agreed upon by Stanley Hotel and Grand Heritage Hotel Group
Management
Acceptable Means of Disposal
Any object deaccessioned by the Stanley Hotel Archives must then be disposed of by methods deemed
acceptable by the Stanley Hotel and the Grand Heritage Hotel Group. Any such method must be legal in
the State of Colorado, the United States of America, and the City of Estes Park. These methods include:
Donation or sale to another institution with preference to:
o Estes Park institutions
o Institutions with missions referencing the Stanleys
Donation or sale to a private entity with permission of management higher than the Stanley Hotel
Archivist
Use of Proceeds from Deaccessioning
While a hot topic in modern museum discourse, this particular section is not as important to the Stanley
Hotel Archives. As an extension of a for-profit institution, the Stanley Hotel Archives does not have the
same legal restrictions as non-profit museums. In terms of the ethical considerations, however, the
Stanley Hotel Archives strives to be an exemplary extension of the hotel, including in deaccession
practices. (See AAM Standards)
In regards to deaccessioning, the Stanley Hotel Archives uses all deaccession funds in the same manner as
any other funds furnished to the hotel. As such, no restrictions are placed upon these funds nor, is their
use restricted in anyway. Any suggestions or comments regarding these or any other policies should be
directed to the appropriate Stanley Hotel Management.
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Authority Statement
Any staff who designate an object for deaccession must first notify the Stanley Hotel Archivist who must
then notify at least two higher level members of management before signing off on any deaccession.
Incoming Loans
Who May Send Loans
Anyone willing to loan to the Stanley Hotel Archives as a for-profit institution is permitted to loan. No
stipulations such as long-term loans, loans requiring free access or other such requirements may be met.
Any loan must already meet the other regulations and expectations of the Stanley Hotel and affiliates.
Acceptable uses of Incoming Loans
The main use of incoming loans is for display in the Stanley Hotel Archives or the other displays in the
basement level of the Stanley Hotel. The other potentially acceptable use is for research being conducted
by an in-house, or outside, researcher in the Stanley Hotel Archives.
Authority Statement
Only the Archivist is allowed to accept incoming loans. Any incoming loan must come through the
Archivist or higher level manager but only the Archivist can verify that the loan meets the requirements
of the Stanley Archives and vice versa. All contracts will be verified by the Stanley Hotel Attorney.
Loan Duration and Recall
All loans must have a determined end date. This end date does not have any particular minimum or
maximum, and can range from weeks to years, as is deemed appropriate by the lender and the Archivist.
If the loan is not recalled after that agreed upon date, all loan agreements will be required to have
language allowing for transfer of title to the Stanley Hotel. According to Colorado State Law property is
considered abandoned after 7 years from the last point of contact, at which point the Stanley Hotel will
consider the title transferred and treat it as any other part of the collection.
Care Statement
The Stanley Hotel Archives will treat any incoming object with the same care the object would receive if
it were the Stanley Hotel’s own object. As such, any potential lender should be prepared that if the object
arrives in subpar condition it may not return in the same condition it was loaned. Any other expectations
by either party should be agreed upon in writing.
Restrictions/Exemptions
Any organization deemed inappropriate by the Grand Heritage Hotel Group or the Stanley Hotel will be
listed here. At the present time no such organization exists.
Outgoing Loans
Who May Receive loans
Any institution with the same requirements as the Stanley Hotel Archives that the Stanley Hotel wishes to
have a relationship with may request loans. Any institution that desires a loan from the Stanley Hotel
Archives must be prepared to have a statement noting the loan came from the Stanley Hotel in a font at
least as large as the smallest font on the label. The Stanley Hotel does not loan to private individuals.
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Acceptable Uses of Outgoing Loans
Any use that does not involve the destruction of the object, but follows proper conservation protocol, is an
acceptable use of a loan. This includes both display and research. In order to be considered display,
however, conservation requirements must be met. Individual display on the wall of a CEO’s office would
not fit the requirements of the Stanley Hotel Archives. A display behind glass of various famous rags to
riches stories with appropriate lighting in a private bank would qualify however.
Authority Statement
The Archivist and Front of House Manager must both agree on any outgoing loan and a loan agreement
must be received in writing. Any such agreement must be read and agreed upon by the Stanley Hotel
Attorney.
Loan Duration and Recall
The maximum and minimum loan time would depend on the object, status of the loaning institution, and
other factors,and would be dependent on a case by case basis. Any potential borrower should make a
specific request to the Archivist to determine this information.
The Stanley Hotel reserves the right to recall any object and terminate any loan if it is determined these
obligations are not met.
Care Statement
It is expected that any potential borrowing institution have the facilities and resources to take care of the
objects at least as well as they would be treated at the Stanley Hotel Archives. This includes the proper
use of documentation, maintenance, and care that would be normally expected. (See Collections Care)
Restrictions/Exemptions
While the Stanley Hotel does not loan to private individuals, a private researcher may have use of objects
for research for an out of state or country project. In the event of such a scenario, the private borrower
should arrange for an organization to operate on their behalf and the Stanley Hotel Archives will treat that
institution as the borrower. In such a scenario, however, both the borrower and the institution should be
aware that the institution will be held responsible for the artifacts as if they were the original borrower.
Objects in Custody
Temporary Deposits
Given that all acquisitions of the Stanley Hotel Archives must be done by the Archivist, any potential
donation or purchase may need to be held by the Stanley Hotel for a short period of time. In this event the
Stanley Hotel will create,and the owner should expect, a document called a “Temporary Deposit Form.”
(See Appendix).This form will state that the object is in the custody of the Stanley Hotel without transfer
of title. The standard timing of such an agreement should not exceed a week (7 business days). In the
event that it must exceed one week (7 business days), the guest should request and expect the specific
date in writing. If the object is not claimed by the Stanley Hotel and the owner does not claim it within
this period the object will be considered abandoned by the Stanley Hotel and the process of transfer of
title will begin. If no contact is made 7 years after this period the Stanley Hotel will claim full ownership
and may accession and/or dispose of the object. (See Unclaimed Loans).
Found in Collections
In the event an object, artifact, or document is “Found In Collections” (FIC), the first step the Stanley
Hotel will perform is to add it to the collection. These steps vary according to state law and the Stanley
10. 9
Hotel will perform these duties according to applicable Colorado Law. (See Appendix) The first step will
involve informing the appropriate owner or heir of the object. If no such entity is found, or if contact is
not returned after 120 days, the Stanley Hotel Archives will consider the object owned for the statute of
limitations. In Colorado this period is considered 7 years,(CRS 38-14-101), at which point the Stanley
Hotel Archives can claim the object. If the object is to be deaccessioned it will be done at the end of this 7
year period.
Unclaimed Loans
Any loan or object otherwise considered abandoned will be treated in similar fashion to the above. All
Stanley Hotel contracts of loans or Temporary Deposits will have language preparing for the transfer of
title once a period of time is up. After 120 days of initial contact, a museum in Colorado must wait 7
years with no contact,if both of these conditions are met then the object is considered legally abandoned.
Once this occurs the object will be considered in the ownership of the Stanley Hotel and the Stanley Hotel
Archives.
Documentation
As part of the normally expected duties of the Stanley Hotel Archives and Archivist, accurate and detailed
records will be maintained regarding: the objects in the collection, the treatment of the artifacts in the
collection, any loans, and any direct correspondence. The original acquisition documents will also be
maintained and all of these records will be maintained in both physical form and digital form in
PastPerfect. These records are not considered public property, nor does the public have any expectation
of access. These records, however, may be provided upon request if the Stanley Hotel determines that
such access is allowed.
Collections Care
Staff Responsibilities
It is the duty of the Stanley Hotel Archivist and any employee who may be in the Stanley Hotel Archives
to ensure the safety of the artifacts in the collection. It is expected that if the staff member is alerted to or
personally witnesses anything strange or in need of attention that it should be immediately noted and dealt
with. This includes: immediate collection dangers such as water, and physical plant issues such as a faulty
HVAC,faulty lighting, and suspicious activity. The IT and security specialists are also expected to use
the live feed camera in both the Stanley Hotel Archives and the Ice House to ensure the safety of the
artifacts.
Preventive Conservation
The first point of contact for any object in need of repair is the Archivist. However, it is expected that a
conservator look at every object in the collection at least once over a 3 year period, or in the event the
repair or conservation is beyond the knowledge of the Archivist.
Handling
In general most objects in the collection should not be handled unless absolutely necessary. In the event it
is necessary gloves are accessible to staff. Only trained staff should be allowed to handle artifacts. Unless
a very special case,guests should never be allowed to handle artifacts.
Conservation Treatments
True conservation should happen to every object at least once over a 3 year period. True conservation
treatments should only be performed by trained conservators, preferably ones that specialize in that
11. 10
specific type of collection item. A paper conservator should not work on the furniture and a painting
conservator should not conserve the pool table.
Packing and Shipping
Packing should only be done by the Archivist with the assistance of trained tour guides. Shipping from
the Stanley Hotel elsewhere should be assisted by in house maintenance staff while incoming shipments
may benefit from assistance from the original shipping site. No package for the Stanley Hotel Archives
should be opened without the express knowledge of the Front of House Manager or Archivist.
Storage
In the event that an artifact must be moved or conserved,such as the Stanley Steamers,or other artifacts
in the Ice House,the Archivist and Front of House manager must both be alerted to the new location, and
the movement should preferably be overseen by at least one trained tour guide if not the Archivist.
Pest Control
Pest control is overseen by the Stanley Hotel maintenance crew.
Inventories
Inventories are conducted periodically, at least once a year, by the Stanley Hotel Archivist.
Access and Use
Who May Access the Stanley Hotel Archives
Any individual who is over the age of 10 and who possesses a ticket or is granted permission by the
Archivist and is accompanied by a staff member with access may enter the Stanley Hotel Archives. This
includes guests on tours, researchers,and in-house staff.
Methods of Access
The only way to access the Stanley Hotel Archives is with a staff member with an appropriate key. Even
staff members may only enter accompanied by another trained staff member. Guests are allowed
primarily through the purchase of a ticket or with advanced permission.
Appropriate Collection Use
The two main uses of the Stanley Hotel Archives are research and experiencing the collection. These
typically involve paid guests on tours, or other such scenarios. Examples include guests whose tour may
otherwise be restricted, are on an Archives tour, or who have a disability or other limitation that may
restrict their enjoyment.
Risk Management and Insurance
Risk
At the time of writing there is an emergency plan and a disaster plan in place for the Stanley Hotel.
Neither of these,however, have specific requirements for the Stanley Hotel Archives. The current
situation is to react when the disaster arises and compensate as necessary. It is the hope of the Stanley
Hotel that the ensuing expansion will remedy this.
12. 11
Insurance
The Stanley Hotel is responsible for any artifact or object on the premises. In the event of a loan the
hosting institution is expected to cover the object when it leaves the Stanley Hotel to when it arrives back
at the Stanley Hotel.
Policy Review and Revision
This policy is to be reviewed by the Stanley Hotel Tours Department every February. The current policy
will then be updated by the Stanley Hotel General Manager every 3 years and by the Grand Heritage
Hotel Group every 10 years.
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Glossary
ACCESSION:An object or set of objects that are added to the museum’s collection.
ACQUISITION:The act of obtaining objects, or the objects being obtained.
ARCHIVIST:The assignment manager level individual with the primary powers over the Stanley Hotel
Archives.
DEACESSION:The act of removing objects from the museum’s collection.
DISPOSE:The act of actually getting rid of the objects of a collection. Such as sale or destruction.
ICE HOUSE: An auxiliary building on the property used to house a number of Stanley Steamer related
objects and as an event venue.
STANLEY HOTEL:The property managed by the Grand Heritage Hotel Group including all auxiliary
buildings.
STANLEY HOTEL ARCHIVES:The arm of the Tours department that houses the collection of the
hotel.
16. 15
Bibliography
Buck, Rebecca A., and Jean Allman Gilmore. MRM5: Museum Registration Methods. Print.
"Collections Management Policy." Cable Museum. Cable Museum. Web. 05 May 2016.
Colo. Rev. Stat. § 38-14-101
Malaro, Marie C. A Legal Primer on Managing Museum Collections. Washington, D.C.:
Smithsonian Institution, 1998. Print.
