Historical Society of Pottawattamie County Archives and Collections.
1907 and Council Bluffs had already been a fur trading center, the country’s first Indian reservation, a religious enclave, the widest open town of the frontier, and now an emerging industrial powerhouse. The town had experienced more history in 75 years than most communities would in a millennium and many of the people who actually lived during these times were getting on in years. Prominent local citizens were concerned this complex and important history would be lost. The Historical Society was formed that year to ensure that wouldn’t happen by preserving artifacts, photos, documents and other material which told that story.
For almost 120 years the Society has depended upon thoughtful and concerned citizens to donate items that will help preserve the rich history of Pottawattamie County. To ensure the materials are well cared for policies have been implemented by the board of directors to guide the process in an organized fashion. If you have questions or items you are considering donating to Society please email us at Information@TheHistoricalSociety.org.
Historical Society of Pottawattamie County
Collection Policy
I. The Society Scope
a. The Historic Society of Pottawattamie County:
The Society collects items relating the human experience in the area currently part
of Pottawattamie County
i. The RailsWest History Museum:
The RailsWest History Museum collects items that reflect the history and
impact of the railroad on the local community and residents of
Pottawattamie County, Iowa. The museum collects items connected to the
Council Bluffs Rock Island Depot, the other local Council Bluffs depots, and
to the personal and community relationships between Pottawattamie
County residents and the railroad. The collection also includes items
related to passenger depot operations, passenger travel, and to the train
equipment currently displayed at the museum.
1. Railroad equipment
a. RailsWest only accepts railroad equipment to which it is able
to restore, preserve, display, and store.
i. RailsWest only accepts railroad equipment in
conditions within the HSPC’s restoration capacity.
RailsWest and the HSPC must have a plan and
schedule for restoration before accepting large
railroad equipment.
ii. RailsWest accepts railroad equipment that can be
used in restoring the railroad equipment currently
housed at the museum.
b. RailsWest will not accept railroad equipment to which it is
unable to restore, preserve, display, and store.
c. Priority is given to railroad equipment that is connected to
Pottawattamie County.
ii. The Squirrel Cage Jail:
The Squirrel Cage Jail collects items relating to the Pottawattamie County
jail from 1885-1969 and the people involved with the jail, they also collect
items relating to the policing in Iowa starting in the early 1800s in line with
their position as a museum of the ISSDA.
1. Priority is given to objects relating to policing in Pottawattamie
County
2. Items showing both the perspective the law enforcement and the
prisoner are collected
Do not collect:
Version 3 approved by the Board January 20, 2025
-Duplicates
-Items which another institution has preserved
-Items outside the sites or societies assigned scope
-Items which to the opinion of the Curator/committee it is unable to preserve
b. References Material
-Materials which are not accession in the collection but are kept preserving access
to the information in research or development including:
Society business records
Society events and history records
Newspapers, magazine, and books which provide a source for research
II. Accession/Deaccession
a. The Process
An item can enter the system in two general ways:
i. a. Drop off or phone/email/personal communications at one of the
museums. If the item is physically presented, it will be accepted and the
“Temporary Custody” form filled out. If the item is not presented and the
potential donor merely inquiring, staff may ask for more information about
the proposed donation and present this to the collections committee for
further action. It is imperative the potential donor be thanked sincerely for
making this effort. Countless valuable links to local history are lost every
year through lack of knowledge, interest, or concern. The person who takes
the extra effort to seek preservation is deserving of our utmost respect.
b. Presented to a board member or Society representative outside a
museum, typically at a society event. To facilitate acquisition and help
ensure the donor doesn’t lose momentum and follow through. board
members may have the individual fill out a short form that transfers
ownership and accept the item on the spot. The donor is given a receipt with
instructions to the Society’s complete collection policy online. To assist the
Society staff in processing, the board member can enter additional
information obtained from the donor via an online portal. The form and item
should be taken to one of the museums when convenient and the staff
notified
ii. The item is presented to the collections committee for vote on
accession/deaccession
iii. If the committee votes a majority to approve the decision is presented to the
board for final approval
iv. A majority vote of the board for accession or deaccession is the final step of
approval
v. The Site Manager/Curators proceed with accession or deaccession
Version 3 approved by the Board January 20, 2025
b. Disposal of Deaccession items
i. In the following order disposal should be attempted
1. Return to the Donor or family
2. Donation to another institution
3. Sold to the public, with proceeds going to collection care
4. Thrown away or otherwise disposed if specific measures must be
taken for safety
c. If a vote fails
i. If a vote for Accession fails, the curator/site manager is to follow the
methods of disposal for deaccessioned items
ii. If a vote for deaccession fails, the item is to remain in the collection
III. Collections Committee
a. Members:
-The RailsWest History Museum Site Manager
-The Squirrel Cage Jail Site Manager
-3 Board Members
b. Meetings:
Meeting occurs in person bimonthly in January, March, May, July, September, and
November
c. Accession/Deaccession Voting rules:
i. Committee
1. A Committee member must recuse themselves from voting on items
which they donated
2. For votes to be successful the outcome must be a majority
ii. Board
1. A Board member must recuse themselves from voting on items
which they donated
2. For votes to be successful the outcome must be a majority