Collections Use and Loans
Access to the archaeological collections is available upon request for professional purposes including research and teaching. Access to collections by representatives from Native American Tribes or Government Agencies shall be available upon request and shall be subject to the same restrictions as research access. Prior notification and approval from staff is required for access to the collections area by Facilities Operations or other maintenance personnel.
Requests for use of collections are by appointment only. Appointments are scheduled by the curatorial staff by telephone, letter, or email at least one week in advance. Unaffiliated researchers should provide a brief resume and a statement of research objectives. Research requests may be sent by fax, email, or regular mail.
Researchers must read and sign the In-House Loan Form by which they agree to follow the established procedures for the use of collections before gaining access. A specific workspace in the ARC will be arranged for researchers and the following guidelines shall apply:
The collection hours are 9:30—4:00, Monday through Friday.
- Food and drink are not allowed while working with collections.
- Unless specified, please use a pencil to avoid possible permanent ink damage. Laboratory equipment and supplies may be available depending on specific requests.
- The ARC staff will be responsible for removing requested objects or collections from storage and returning them after use.
- The use of gloves may be required.
- Copies of associated documents, maps, and photographs will be made at the expense of the user (see the Fee Schedule). Arrangements can be made with the collections manager or curator.
- A copy of any final product (publication, thesis, term paper, etc) resulting from collection use must be deposited in the ARC.
- The researcher will acknowledge the ARC in any publication or presentation using collections and/or associated documentation. If the materials used are Federal property, the researcher will acknowledge the appropriate Federal agency.
- The ARC maintains a limited library. Books and journals are located in both the conference/research library and classroom. We welcome your use of the library, but see the Library Use Policy for use of books outside of the ARC.
- The archaeological collections are also supported with associated documentation, maps, and photographs. Use of the archives follows the same procedure as collection use.
- Specific additional guidelines may apply to the use of the collections, determined on a case-by-case basis.
- Any collection in the ARC on loan from another institution or individual must have an associated loan form.
- Under no circumstances are objects to be taken from the ARC without proper loan paperwork (see loan policy and procedure).
Loans do not involve transfer of title but are the temporary reassignment of objects from the Archaeolgy to another institution or to Archaeology. All loans are for a defined period of time and for the purposes of education and/or research. A record of all incoming loans and outgoing loans shall be maintained as part of the permanent archaeological records of Archaeology.
The borrowing and lending of objects require specific procedures to assure object management. Loan procedures are found in Archaeology’s procedural manual. The curator or collections manager must approve all loans.
Incoming loans shall be accepted only for purpose of research under the following condition:
No indefinite or long-term loans shall be accepted.
Incoming loans shall only be accepted if they meet with the standards outlined in the ethics section and do not violate any laws outlined in the Acquisition Policy.
While the loan is curated in Archaeology, the objects will be stored, handled, and exhibited as required by the lending institution or otherwise accorded the same professional care as if they were part of Archaeology’s permanent collections.
Outgoing loans are lent to qualified institutions for scholarly research and exhibitions subject to the policies and practices consistent with Archaeology according to the following guidelines:
- Loans are not made to individuals. All borrowers must be approved and affiliated with a qualified museum, educational, or research institution. A standard facility report will be required of all borrowing institutions.
- All required insurance is the responsibility of the borrower.
- Loans requested by students require faculty or institutional endorsement and will be considered the direct responsibility of the faculty member or institutional representative endorsing the loan.
- Loans shall not be transferred by the borrower to any other institution or individual without prior approval.
- All objects must remain in the same condition they were received. They shall not be cleaned, repaired, retouched, treated, mounted, or marked. Tags should not be removed without approval by the ARC.
- Any damage to an object must be reported to the ARC immediately. No action should be taken to repair the damage without ARC approval.
- The duration of the loan is specified on the loan form. Loans may be renewed in writing by the borrower.
- The borrower may photograph objects for scholarly publications, with acknowledgement and credit to the ARC followed by the catalogue number. When on display, all objects borrowed must be credited to the ARC.
- A signed copy of the Loan Agreement must be in the possession of the ARC before any physical transfer of objects occurs.
- When returning the borrowed objects, the objects shall be packed in exactly the same manner as received. The borrower shall insure the object at the value stated by the ARC.
Destructive analysis is a procedure that destroys or alters all or a portion of an object. The purpose of the destructive analysis policy is to establish parameters for permitting responsible and ethical use of objects and to balance the loss to the collections caused by destructive analysis with the potential gain from research.
Destructive analysis may be allowed on archaeological collections for research purposes (such as radiocarbon dating) and requires the prior approval of the ARC staff. Every effort should be made to limit destruction to less than the entire object and to save what remains so it will continue to be available for research and education.
Written requests for destructive analysis must detail the object(s) required, the reason for destructive analysis, and the procedures to be conducted. The request should be submitted to the collections manager at least six weeks in advance. Any remains from the analysis are the property of the ARC. Copies of data resulting from the destructive analysis shall become part of the collection for the ARC and will be maintained with the records associated with the object(s) analyzed.