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Collection Management Tool

Spontaneous Memorial Collection Tool

This decision-making tool is designed to guide practitioners through the various stages of collecting spontaneous memorials. You’ll be asked a series of questions grouped into the themes of “Who, What, When, and Where.” Select all answers that apply. When you’re finished, generate a checklist and browse tailored resources to support your planning.

Who

Who are you collecting for?

The community
Bereaved family members and/or victims
Museums or archives – to support public education and long-term preservation
Academic or research institutions – to contribute to scholarly understanding

Who do you need to work with?

Local community and/or charity groups – to foster trust and legitimacy through co-ownership
Local council or local authority
External specialists (restoration services/removal firms)
Funding bodies and/or academic institutional partners – to align on scope, ethics, and support

Who do you need to talk to?

Cultural organisations with experience – to create advocacy and resource/expertise sharing
Support groups and organisations – resilience hubs, survivor support groups, psychological support
Those most affected – the community, victims, bereaved families, survivors
The public – establish a clear communication plan for sharing plans and intentions

How will you communicate plans with others?

The media/press release
Social media or other online platforms
Workshops/focus groups
Community consultation activities

What

What will you collect?

Everything available – to preserve the full context and emotion of the memorial
A curated sample – to represent the diversity of materials and messages
Items from specific categories – e.g., organic matter, textiles, paper-based items
Items with specific significance – based on community requests or symbolic value

What factors influence these decisions?

Cultural or social significance – ensuring items hold meaning to the community
Practical concerns – including space/storage, conservation, or preservation feasibility
Emotional sensitivity – particularly for grief-related or trauma-linked collections
Ethical considerations – such as consent, ownership, and future use of materials

When

When do you decide to collect?

Immediately – to preserve items before they’re lost, damaged, or moved
After an initial period of mourning or reflection – out of respect for the community
In response to community request or invitation
When conditions (weather, access, permissions) allow for safe, responsible collection

Who will be responsible for the collection process?

Designated cultural heritage professionals – with training in ethical and sensitive collecting
Volunteers from the community – guided by a shared protocol or vision
A hybrid team – combining institutional staff and local collaborators
Community-appointed representatives – chosen through collective decision-making

Where

Where will you store the collection?

Temporary site
Permanent repository
Hybrid approach
Distributed storage

Will any objects be selected for public display?

Yes – curated public display
Yes – rotating displays
No – dedicated for research and preservation
Conditional – display items only with explicit community or stakeholder approval

Discussion Points

In 2018, the Network met to discuss our shared and individual experience of collecting and working with spontaneous memorial collections. Here are some of those discussion points.

Who are you collecting for?

It’s really important to involve the people who actually left objects at the memorial site, but this is difficult due to the nature of how such memorials are created.

What will you collect?

The immediacy of the situation makes it hard to do appraisal on the spot. There is a good argument about taking everything at first and do the appraisal later

When will you collect?

There’s no best practice in terms of when to remove a memorial, or when to start, or when to stop; putting any kind of parameters is unhelpful.

Where will you store?

A temporary site near to the memorial can be a helpful place for deciding what steps to take next. In some cases, organisations have removed everything to a private, safe space