Deaccessioning & Disposal

Deaccessioning is the formal process used to permanently remove an object from the museum’s collection. This module ensures that removals are ethical, legal, and fully documented.

:::note [TODO: Add Screenshot of Deaccession Proposal Form] :::

Proposing a Deaccession

An object can be proposed for deaccessioning if it no longer fits the museum’s mandate, is severely damaged, or is a duplicate.

1. Navigate to the Item Detail page for the object.
2. Click the Propose Deaccession button.
3. Provide a detailed Reason (e.g., “Irreparable damage” or “Repatriation”).
4. Select a Disposal Method (e.g., Sale, Transfer, Destruction).
5. Submit the proposal.

The Approval Process

All deaccessions must pass through a strict approval workflow.

• In-Review: The proposal is visible to the Acquisitions/Disposals Committee.
• Authorisation: A Senior Curator or Director must formally approve the disposal.
• Completion: Once approved, the record is automatically updated.

:::note [TODO: Add Screenshot of Deaccession Approval Workflow] :::

:::tip [RESERVED: Placeholder for guide on Ethics and Legal requirements for disposal] :::

Effect on Item Records

• Catalogue Visibility: Approved deaccessions are typically hidden from the public catalogue.
• Metadata Retention: All original metadata and the deaccession history are retained for archival purposes.
• Status Overlay: A “Deaccessioned” status banner will appear on the record in the staff portal.

Permissions Required

• View Deaccessions (deaccessions_read): Allows viewing the list of proposed and past deaccessions.
• Propose Deaccession (items_deaccession): Permission to initiate the deaccession process for an item.
• Manage Deaccessions (deaccessions_manage): Required to edit proposal details.
• Final Approval (approvals_manage): Only high-level staff can formally approve the removal of items.

Finalizing the Disposal

Once the physical objects have left the building (or been destroyed), update the Deaccession record:

1. Navigate to the Deaccession record.
2. Click Edit.
3. Change the Status to Disposed or Approved.
4. Add any final notes regarding the physical transfer or destruction.
5. Click Save Changes.

Items linked to a finalized Deaccession remain in the database for historical auditing and provenance tracking, but are visually flagged to indicate they are no longer part of the active, physical collection.