Where not clearly specified otherwise any reference herein to "the Society" or "Society" shall mean the Smithfield Maine Historical Society.
It is the policy of the Smithfield Maine Historical Society to collect or to accept as donations only those artifacts, documents, publications, pictures, archival materials and other materials that are clearly identified as of specific interest to the descendents of the Town of Smithfield, and of those ethnic groups and regions from which or to which that population immigrated/migrated from.
The Smithfield Maine Historical Society should collect or accept those artifacts which it is able to preserve, store and make available to the public in an appropriate manner, unless the collection is in imminent danger of being destroyed or lost. In that case the Smithfield Maine Historical Society may accept the collection until an appropriate repository can be found.
The Smithfield Maine Historical Society will accept only those items for which the donor has a clear title, and which are given without restrictions as to its use. The transfer of all items must be accompanied by a signed conveyance. It is the donor’s responsibility to make arrangements for an independent value appraisal if such is needed by the donor at their own expense. In the event the item(s) are deemed to be of no value to the Smithfield Society, it shall be offered back to the donor at no charge.
Ordinarily the Smithfield Maine Historical Society does not accept items in deteriorated conditions, and the Society may request restoration or repair by the donor as part of acceptance. Sometimes size may be a factor in acceptance.
The consent of the members of the Smithfield Maine Historical Society will be sought for those desirable accessions that do not clearly fall within the above guidelines. A majority of active members will be necessary to decide such questions, and a clear explanation of the reasons for acceptance will be kept in the minutes of the regular monthly meeting of the Smithfield Maine Historical Society.