Archaeological sites are by nature unique, destructible, and nonrenewable resources. The mode of investigation often results in the partial or total destruction of Archaeological sites. Once investigation has been completed, the only Archaeological remains of a site or portions thereof may be those artifacts or records produced by the investigation. They become the data base, both present and future. Accordingly, the careful documentation, cleaning, labeling, inventorying, use, and permanent disposition of these records and collections should be of utmost concern and consideration to all members of the archaeological community.

Archaeologists currently working on projects/research are expected to integrate these guidelines into project budgets, schedules, and material/personnel requirements. Likewise, curating repositories are expected to incorporate these guidelines in institutional staff and policy development, long range planning, and physical plant modification/expansion.

Curation is a two-fold process; therefore, these guidelines consist of two segments. The first deals with the preparation of records and collections by a Submitting Archaeologist (SA)--usually the project's Principle Investigator. The second deals with the curation and housing of records and collections by a Qualified Archaeological Repository (QAR). In Hawaii, it is often the case that the archaeological consulting individual, business, or institution which produces/recovers archaeological materials requiring curation also serves as the curation facility. In these cases, the individual, business, or institution is expected to meet requirements for both the SA and the QAR.

These guidelines are written to supplement the "Curation of Federally-Owned and Administered Archeological Collections (36CFR Part 79), and are not intended to supersede those regulations as required by federal laws and regulations.

1.2 Applicability

These guidelines pertain to all archaeological collections and associated records in the State of Hawaii, regardless of their origin.

Archaeological collections and their associated records that are created by compliance with historic preservation or environmental laws, regulations, and guidelines must be housed at qualified repositories that have capability to ensure adequate permanent storage, security, and ready access to qualified users.

Any repository providing curatorial services for a collection created pursuant to Federal, State, or County laws and regulations must possess a collection policy and management plan that insures the capability to provide adequate permanent curatorial services, and also safeguard and preserve the associated records and materials that are deposited in its care.

1.3 Definitions

Archaeological Collection(s)--Material remains that are excavated or removed during a survey, excavation or other study of a prehistoric or historic resource, and associated records that are prepared or assembled in connection with the survey, excavation or other study.

Associated Records--Original records (or copies thereof) that are prepared, assembled and document efforts to locate, evaluate, record, study, preserve or recover a prehistoric or historic resource. Some records such as field notes, artifact inventories and oral histories may be originals that are prepared as a result of the field work, analysis and report preparation. Other records such as deeds, survey plats, historical maps and diaries may be copies of original public or archival documents that are assembled and studied as a result of historical research. Classes of associated records (and illustrative examples) that may be in a collection include, but are not limited to:

Records relating to the identification, evaluation, documentation, study, preservation or recovery of a resource (such as site forms, field notes, drawings, maps, photographs, slides, negatives, films, video and audio cassette tapes, oral histories, artifact inventories, laboratory reports, computer cards and tapes, computer disks and diskettes, printouts of computerized data, manuscripts, reports, and accession, catalog and inventory records);

Records relating to the identification of a resource using remote sensing methods and equipment (such as satellite and aerial photography and imagery, side scan sonar, magnetometers, subbottom profilers, radar and fathometers);

Public records essential to understanding the resource (such as deeds, survey plats, military and census records, birth, marriage and death certificates, immigration and naturalization papers, tax forms and reports);

Archival records essential to understanding the resource (such as historical maps, drawings and photographs, manuscripts, architectural and landscape plans, correspondence, diaries, ledgers, catalogs and receipts); and

Administrative records relating to the survey, excavation or other study of the resource (such as scopes of work, requests for proposals, research proposals, contracts, antiquities permits, reports, documents relating to compliance with section 106 of the National Historic Preservation Act (16 U.S.C. 470f), and National Register of Historic Places nomination and determination of eligibility forms).

Curation/Curatorial Services--Managing and preserving a collection according to professional museum and archival practices, including, but not limited to:

Inventorying, accessioning, labeling and cataloging a collection;

Identifying, evaluating and documenting a collection;

Storing and maintaining a collection using appropriate methods and containers, and under appropriate environmental conditions and physically secure controls;

Periodically inspecting a collection and taking such actions as may be necessary to preserve it;

Providing access and facilities to study a collection; and

Handling, cleaning, stabilizing and conserving a collection in such a manner to preserve it.

Material Remains--Artifacts, objects, specimens and other physical evidence that are excavated or removed in connection with efforts to locate, evaluate, document, study, preserve or recover a prehistoric or historic resource. Classes of material remains (and illustrative examples) that may be in a collection include, but are not limited to:

Components of structures and features (such as houses, platforms, enclosures,  terraces, fortifications, and mounds);

Intact or fragmentary artifacts of human manufacture (such as tools, weapons, pottery, basketry and textiles);

Intact or fragmentary natural objects used by humans (such as rock crystals, feathers and pigments);

By-products, waste products or debris resulting from the manufacture or use of man-made or natural materials (such as dumps, cores, and debitage);

Organic material (such as vegetable and animal remains, and coprolites);

Human remains (such as bone, teeth, hair, burials and cremations);

Components of petroglyphs, pictographs, or other works of artistic or symbolic representation;

Components of shipwrecks (such as pieces of the ship's hull, rigging, armaments, apparel, tackle, contents and cargo);

Environmental and chronometric specimens (such as pollen, seeds, wood, shell, bone, charcoal, tree core samples, soil, sediment cores, obsidian, volcanic ash, and baked clay); and

Paleontological specimens that are found in direct physical relationship with a prehistoric or historic resource.

Religious Remains--Material remains that have been determined are of traditional religious or sacred importance to Native Hawaiians, an Indian tribe, or other group because of customary use in religious rituals or spiritual activities.  (See NAGPRA Rules for more information.)

Research Design--A written plan that provides the rationales, goals and methods for investigations of archaeological sites including, but not limited to:

1. The scientific and anthropological reasons for pursuing the proposed investigation.

2. Hypotheses to be tested and the questions to be asked of the data; that is, what the investigator hopes to determine about past human activity, including such items as occupational sequence, settlement patterns, subsistence strategies, chronology, trade and social networks, alliances, etc.

3. The explicit manner in which data will be collected and analyzed, and how these relate to the research goals.

4. Plans for consultation with affiliated Native Hawaiians, and/or other cultural groups.

5. Inferential techniques to be used to interpret the data.

6. Schedule and work effort estimates.

Submitting Archaeologist (SA)--Any individual, agency, or institution that accumulates archaeological records and material collections and submits these for housing at a Qualified Archaeological Repository (QAR).

Qualified Archaeological Repository--A facility such as a museum, archaeological center, laboratory, or storage facility managed by a university; college; museum; other educational or scientific institution; a federal, state, Native Hawaiian group, or county government agency; or private institution (e.g., corporation or association) that can provide professional, systematic, and accountable curatorial services on a permanent basis in accordance with the guidelines provided in sec. 3 below.

Qualified Collections Manager--A person who possesses knowledge, experience and demonstrable competence in museum and archival methods and techniques appropriate to the nature and content of the collection under the person's management and care, and commensurate with the person's duties and responsibilities at a qualified repository. A collection management professional should, as a minimum, have experience in collection management and a graduate degree from an accredited institution in anthropology, history, museum studies, or related discipline, or equivalent experience.

2. Standards and Procedures for the Submitting Archaeologist

The "Submitting Archaeologist" (SA) is defined as any individual, agency, or institution that accumulates archaeological records and material collections and submits these for housing at a Qualified Archaeological Repository (QAR), or undertakes curation in-house.

2.1 Arranging for Housing/Curation with a Qualified Archaeological Repository

2.1.1 Choice of Repository

In choosing a repository, the SA should try to consolidate archaeological collections while taking into consideration the origin of the materials (island, area, and site represented). Materials from the same site should be kept together when possible; attention should be paid to the existence of previous investigations. As much as possible, materials from a large-scale project should be kept intact. For materials from new sites, housing/curation is best arranged as near the site of origin as possible, but at the very least should be arranged on the island of origin in the case of all Hawaiian materials.

2.1.2 Letter of Request for Housing

The SA must submit a Letter of Request for Housing to a repository or repositories prior to fieldwork. Basic information to be stated in the letter must include:

1. Name of submitting archaeologist

2. Name of sponsoring individual/agency/institution

3. Nature of investigation

4. Date of investigation

5. Project area or site(s) location(s)

6. Need for housing of material collections and records, or records only

7. Projected date for curation

8. Specifications of ownership and legal responsibilities

2.1.3 Provisional Housing Agreement

The SA needs to secure a Provisional Housing Agreement from an QAR. For Antiquities Permit projects, a copy of the Provisional Housing Agreement must be submitted to the Hawaii SHPD as a part of the permit application.

2.1.4 Housing Specifications

The SA should confer with the curator of the selected repository as to specific procedural, packaging, and grouping guidelines required by that particular facility.

2.1.5 Letter of Transfer/Ownership

Upon transfer of materials from the SA to the QAR, the SA is to prepare a letter accompanied by a generalized inventory which specifies ownership of materials to be curated, and clarifies any legal responsibilities to be assumed by the repository. The SA should see that an authorized agent of the sponsor is also a signator to the transfer letter.

2.1.6 Letter of Acceptance

When appropriate, the SA should ask the QAR to supply a letter stating acceptance of records and material collections, thus indicating that the SA has met minimum curation obligations.

2.2 Standards for Submitting Archaeological Records

When cultural materials are encountered as the result of a prehistoric or historic resource survey, excavation, or other study, archival procedures must be followed and decisions must be made by qualified archeologists as to what must be recorded, discarded, or saved for a permanent collection. Decisions to eliminate material may have to consider hazards to health and safety, deterioration of material beyond its ability to be preserved, importance for scientific research, heritage appreciation, or educational value, or its age being too recent to qualify as historical. Such decisions also must consider practical factors, such as weighing the costs of curation against the present and potential heritage and research values of the materials. As it is extremely difficult to predict future values, a conservative approach is recommended.

When a qualified archaeologist conducts a prehistoric or historic resource survey, excavation, or other study, the collection strategy should be stated in the research design and approved by the lead agency responsible for the enforcement of environmental laws and regulations in consultation with the curator or collection manager of the selected repository. The goals of collection should be defined in the research design. Recordation practices and procedures should be coordinated with the curator or collections manager and included in the archaeological budget. Of particular concern should be the following:

1. All paper products used for field notes, catalogs, labels, and tags should be of archival quality.

2. Electronic records should be compatible with the repository's computerized database management system(s).

3. Photographs should be archivally processed and stored in archival quality holders.

4. Identifying labels and/or numbers should be permanently affixed to each artifact whenever possible, with archivally stable materials.

When a qualified archaeologist assembles a collection, the following issues should be considered in consultation with the curator or collections manager in charge of the repository: What types of materials should be included within a collection? Decisions should be based principally upon the value of cultural materials for future research, heritage appreciation, education and interpretation. These values may vary in accordance with (1) the type of prehistoric or historic archeological resource investigated, (2) the research goals of the investigation, (3) concerns of culturally affiliated groups, (4) the distinctive curatorial goals of the repository, (5) specific regional goals specified in historic preservation plans, and (6) other factors. Accordingly, flexibility in the selection of materials for curation should be maintained. This should be governed by a collections management plan that addresses the management and research goals of the project, the types of materials to be collected and curated, and a sampling strategy that is acceptable to the principal investigator, review agencies, and recipient repository. Each collection management plan should also contain a provision for periodic review so that future needs can be considered. As a minimum, the collections management plan should include provisions that a representative sample of all classes of cultural materials should be retained unless there is an overarching concern (e.g., health risk, repatriation of human burial remains to culturally affiliated Native Hawaiian groups, or impracticality of stabilization). Complete finished objects are generally rare and should receive high priority for research and interpretive display. Fragmentary objects with diagnostic attributes (e.g., patterns, complete dimensions, temporal attributes, stylistic attributes, makers' marks, use-wear marks, etc.) are important for comparative analysis and should generally be saved. Material with resides, chemicals, or elements potentially useful for future studies should be considered for retention.

What amounts and percentages of materials should be saved? Considerations should include heritage values, future research potential, sampling theory, and practical storage limits. Can organic and metallic materials survive untreated, or will they require conservation treatment? If treatment is required, what type of treatment if desirable and at what cost? If treatment cannot be assured, then all reasonable efforts should be taken to document the material attributes. Conservation measures for initial preservation should be completed prior to acquisition by the permanent repository, a part of the project proposal costs. Permanent conservation and maintenance measures should be the responsibility of the repository.

In the event that all recovered materials will not be curated, the following should be considered:

Have materials which are to be discarded been adequately documented? Could discarded materials be stored in containers labeled by provenance? Culled material need not be discarded as refuse. Controlled disposal could be implemented so that some materials would be stored in inexpensive containers at selected "deep storage facilities," not qualifying as curation repositories. In the event that re-examination were deemed necessary, at least some potential would exist that culled material could survive.

Finally, the qualified archaeologist who recovered the collection should provide the SHPD with the information regarding the location of each site specific collection so that this information can be incorporated into the site record inventory.

Archaeological records submitted for curation should be organized and in good condition, a responsibility of the Submitting Archaeologist. While each QAR will have its own format or guidelines for the organization of these records, all SAs should:

2.2.1 Include original documents unless an alternate agreement has been reached with the repository. According to the agreement, either copies or the originals should be retained by the SA (agency/institution/corporation). Consideration should be given to the longevity and improved reproducibility of the original, as well as adequate accessibility for future researchers. All curated records must be on archivally stable (lignin-free, acid-free) material and must be in archivally stable folders or binders, as appropriate. Large individual records such as maps and profiles are to be on archivally stable paper or polyester film.

2.2.2 Review all records submitted for curation prior to submission to ensure that they are legible and reproducible, particularly if they are handwritten or in pencil. Special care should be taken to ensure that secondary documents (typed or rewritten) are accurate.

2.2.3 Include, as minimum documentation of a site, a completed survey or data form and a location shown on a USGS topographic map (1:24000 if available or its nearest equivalent). The completed survey form must have all blanks filled or reason for omission noted so that the researcher can distinguish among unavailable, unknown, ignored, or overlooked data.

2.2.4 Provide Universal Transverse Mercator coordinates, at least to site centerpoint, or latitude and longitude if no UTM ticks are marked. The map plotting should indicate the approximate extent of a site and note any possible continuations. If a site is part of a survey, unless the project contract specifies otherwise, survey boundaries, technique, and coverage should be indicated. These data are of assistance to researchers, as negative survey results are often overlooked.

2.2.5 Whenever feasible, continue consecutive ordering of number series used in previous investigations. Thus lot numbers, photo numbers, excavation units, etc., would be continuous and retain logical, non-duplicated designations. Archaeologists should check with the chosen repository concerning previously recorded sites. The various QARs should monitor and integrate such series so as to eliminate confusion of data or duplication of numbers. It is understood that it will not be possible to number continuously when multiple repositories are used, as variations in organizational systems preclude this.

2.3 Standards for Submitting Archaeological Collections

Archaeological material collections submitted for curation should be organized by site and in good condition. It is held that, with only rare exceptions, material collections to be housed have been analyzed, and therefore artifact cleaning, preservation, cataloguing, and inventorying have been completed according to set guidelines. While specific guidelines are formulated by each QAR, all QARs require an SA to see that:

2.3.1 Material collections are accompanied by all documenting records, including a formal Letter of Transfer/Ownership. An explanation of the cataloguing system should be provided.

2.3.2 All materials are cleaned and preserved using appropriate reversible, nondestructive techniques. The materials should be accompanied by documents listing these techniques.

2.3.3 Specimens needing ongoing conservation are separated and documented, and valuable specimens noted. If ongoing preservation costs are not included in the initial fee, additional charges may be assessed.

2.3.4 All specimens are labeled individually in accordance with the accessioning, cataloguing, and labeling systems of the QAR.

2.3.4.1 Unless alternate arrangements have been made with the QAR, all specimens should be individually labeled (indelible stamp, india ink, etc.) with a site designation and intrasite provenience. Specimens too small to be numbered and/or large groups of similar specimens retaining original provenience groupings are to be placed in labeled containers to ensure against loss of provenience and/or analysis groupings.

2.3.4.2 Fabric or paper tags should be affixed to perishable or fragile specimens that are not to be directly marked upon.

2.3.4.3 Tags with bulk samples (e.g., matrix, soil, burned rock) should be enclosed in plastic bags within containers.

2.3.4.4 Containers should be labeled with permanent markers on their exterior surfaces.

2.3.4.5 All paper labels and tags should be sprayed with an aerosol acrylic lacquer (e.g., Krylon).

2.3.4.6 Labels in or on containers should provide the following information: site designation, project name and date, provenience data, analytical group, and number of specimens.

2.3.5 The quantity of bulk samples (e.g., matrix, soil, burned rock) to be curated is set before submission to the QAR. These determinations should give consideration to the potential of specimens for future research and to the limited space for housing in most repositories.

2.3.6 All artifact bagging is done with polyethylene plastic bags, rather than paper bags, in accordance with the packaging system of the QAR.

2.3.7 The use of plastic or cardboard containers in addition to plastic bags is considered when they are appropriate for protection, separation, and/or future use of the collections. Boxes, if used for housing bagged materials, should be sturdy (may be reinforced with tape if cardboard) and should fit the size/shape requirements of the repository.

2.3.8 Following analysis, analytical categories are maintained and not disassembled and returned to field provenience separations for housing.

2.3.9 If unusual circumstances exist and a collection is not analyzed, it is packaged according to its field recovery provenience and accompanied by a corrected and updated field catalogue.

2.3.10 A specimen inventory accompanies each collection. This inventory must accurately reflect the quantity of material and the analysis and packaging order. Analytical group designations on inventories should correspond to those used in the final report and on packaging labels.

3. Standards and Procedures for the Qualified Archaeological Repository

In light of the quantity of archaeological records and material collections being generated from archaeological investigations and the variability in accessibility and care for these records and materials, it is imperative that standards be established for facilities assuming the responsibility of permanent custodianship. Facilities which accept the responsibility of curating archaeological records and materials collected from out-of-house and/or in-house sources and meet acceptable standards are designated as "Qualified Archaeological Repositories" (QARs). Facilities which are designated as QARs must meet the following standards which are not intended to be rigid or inflexible. These standards and guidelines are intended to be changed and upgraded with continued professional development. An institution may request status as a Qualified Archaeological Repository and qualify in good faith during a probationary period that provides time to demonstrate an upgrading program of facilities, staff, and other areas to approved standards.

3.1 Specifications Defining a Qualified Archaeological Repository (QAR)

3.1.1 General Description

A QAR must be a permanent educational and/or research-oriented agency/institution which provides in perpetuity legal housing and curation of records and material collections from out-of-house sources and/or self-generated records and collections. They must have an acceptable plan for assuring continued adequate curation of their collections should they terminate their operation.

3.1.2 Primary Function

The primary function of a QAR is to house and curate records and material collections in a systematic and accessible manner. Accessibility is defined as the capability of records/collections to be used by a researcher other than the original investigator.

Accessibility encompasses two aspects:

1. Physical availability of material collections--how and where items are housed--which includes housing in protective packaging and facilities, with materials cleaned, catalogued, stabilized, documented, and easily located within a reasonably short amount of time.

2. Retrieval of associated data (record system employed)--which involves organization in an efficient, effective retrieval system allowing for rapid use, and which is based on a unified record-keeping mechanism. Of particular importance is the necessity of regularly migrating electronic media to newer versions so that they continue to be accessable.

A collection is not accessible if it has to be cleaned and/or catalogued before use. It is not accessible if various components have been widely dispersed. However, this by no means precludes the repository maintaining a variety of housing units and microenvironments to provide appropriate conservation measures for each component of the collections/records. The make-up of a collection (with the possibility of much variability in size, shape, weight, durability and condition of the components) often requires the splitting of collections, and possibly of records, for housing. It may be desirable to house bulk or special samples (matrix, burned rock, shell, radiocarbon, etc.--which require involved processing such that restraints are placed on analysis) in a less prominent housing location. Considering the space limitations of most repositories, it is generally taken that the most highly accessible collections (physical availability) be those which are most frequently used or most likely to be used by the majority of researchers. This in no way implies that the data retrieval system be at different degrees of availability or that portions of the collection be housed in a manner which will be considered "inaccessible."

3.2 Qualified Archaeological Repository Duties

A Qualified Archaeological Repository should routinely engage in the following activities for existing as well as incoming records and collections:

3.2.1 Organize, consolidate, clean, stabilize, and repackage previously accessioned records and/or material collections as time and money allow.

3.2.2 Monitor collections/premises for and control infestation and deterioration of records, material collections, and of housing in general.

3.2.3 Correspond with knowledgeable informants concerning housed materials; confirm, amend, update, and correct data.

3.2.4 Add pertinent books/reports to the repository's library.

3.2.5 Improve cross-reference systems.

3.2.6 Provide cultural resource management data to authorized researchers; answer external requests for data.

3.2.7 Make records and material collections available to professional researchers, students, and serious avocational archaeologists. For greater security, researchers should be encouraged to use the collections in the housing institution if work space and use of available equipment can be provided.

3.2.8 Cooperate with SHPD reporting procedures designed to maintain accurate records of the location of archaeological materials.

3.2.9 Maintain expertise in collection management developments and advances in techniques and materials for collection and archival/record care.

3.2.10 Keep track of and integrate number series so as to eliminate duplication of numbers.

3.2.11 Defer the preparation of records and collections for curation to the SA. The SA has the responsibility of ensuring that the records and material collections are organized and in a condition to be curated. Standards for preparation of records and material collections are provided in Sections 2.2 and 2.3.

3.3 Staff

The QAR must be staffed by a professional collections manager with specific knowledge of and experience in the field of archaeology; and who is familiar with the cultural materials with which she/he is working.

3.3.1 Collections Manager: A person who possesses knowledge, experience and demonstrable competence in museum and archival methods and techniques appropriate to the nature and content of the collection under the person's management and care, and commensurate with the person's duties and responsibilities at a qualified repository. A collection management professional should, as a minimum, have experience in collection management and a graduate degree from an accredited institution in anthropology, history, museum studies, or related discipline, or equivalent experience.

3.4 Policy Development

The professional staff should:

3.4.1 Seek institutional/agency support for curation responsibilities by recommending acceptance of curation standards at the highest administrative policy level.

3.4.2 Prepare and use a repository-specific procedures manual.

3.4.3 Provide a repository-specific policy on loans of records and material collections for the purpose of research and educational exhibit. The policy must have the security of the collections/records as its primary concern. The terms of the loan policy are at the discretion of each individual repository; however, the following points should be addressed:

1. A written loan agreement should state the type and length of loan, loan restrictions, and specific liabilities and/or responsibilities. Written documentation of these loan stipulations provides safeguards for both the QAR and the borrower. While the QAR is assured that the materials from its facility will be cared for and used for appropriate purposes, the borrower is assured that his/her study time and resource needs will be met. Loans should be made to reputable agencies/ institutions, with a particular person responsible for the loaned material.

2. For greater collection security, researchers should be encouraged to use the collections in the housing institution whenever feasible. In turn, if possible, researchers should be offered work space and use of available equipment.

3. Lending institutions should specify acknowledgement/credit in resulting reports and/or publications, with copies provided to the institution.

3.4.4 Have a policy against fulfilling requests for appraisals of artifacts/collections not already owned/cared for by the repository.

3.4.5 Delineate guidelines for transfer of collections specifying the conditions under which such action would occur and taking into account the collections, regions represented, housing availability, and requirements of other QARs.

3.4.6 Specify use of the Smithsonian trinomial system of site designation, and cross-reference any accessioning/cataloguing system to the permanent trinomial designation.

3.4.7 Establish and provide a fee scale for submitted materials/records and the conditions under which a fee may be waived (submission by local archaeological society, individual, etc.). Fees, whether figured by drawer, artifact, cubic foot, or percentage of project, should be accompanied by a justification based on reasonable and adequate costs for curating and housing the materials so that their integrity and scientific value are maintained and their accessibility for future researchers is assured. The fee variation from institution to institution should not be so great that it becomes a bid factor.

3.5 Qualified Archaeological Repository Facilities

The QAR should currently exhibit or demonstrate in long range plans for physical plant renovation, remodeling, or construction that it can dedicate the requisite secure facilities, equipment and space necessary to properly store, study, and conserve the collections under appropriate climate control; and can provide appropriate access for cultural practices. Space used for storage, study, conservation and (if exhibited) any exhibition, should not be used for non-curatorial purposes that would endanger or damage the collection. All collections should be kept under physically secure conditions within storage, laboratory, study, and any exhibition areas. To do so they must:

3.5.1 Have facilities that are structurally sound.

3.5.2 Conform to public health and safety standards.

3.5.3 Have an appropriate and operational fire detection and suppression system.

3.5.4 Have adequate lighting and access to stairways, exits, etc.

3.5.5 Have an appropriate security system; including a system for controlled ingress/egress.

3.5.6 Store records in an appropriate insulated, fire resistant, locking cabinet, safe, vault or other container, or in a location with a fire suppression system.

3.5.7 Have adequate environmental-control systems (e.g., temperature and humidity control).

3.5.8 Be pollution-free.

3.5.9 Be free of insects and vermin.

3.5.10 Have adequate space for collection housing to deter overcrowding and ensure accessibility. Collections are not accessible if they are housed in boxes which are excessively stacked on top of one another and/or in bunched rows, or if they are too tightly packed in boxes, with specimens piled on top of one another. Preferable storage is in drawers, shelving, or closed cabinets which allow adequate space within a secure area, off the floor and in a clean, controlled environment (not subject to the elements), in a location which is frequently checked by personnel for security and infestation.

3.5.11 Have appropriate lighting in housing areas, taking into consideration both adequate lighting for employees/researchers and preservation of collections (e.g., dimmer switches, task lighting, light shields).

3.5.12 Have defined, well-illuminated work areas and laboratories.

3.5.13 Houses or has access to equipment for duplication of records (e.g., photocopy, microfilm or microfiche, darkroom).

3.5.14 Is maintained in good repair and inspected by personnel for irregularities (e.g., temperature/humidity fluctuations, infestation).

3.6 Qualified Archaeological Repository Methods Capabilities

A QAR must demonstrate that staff accessions, labels, catalogs, stores, maintains, inventories and conserves collections using professional museum and archival practices; and complies with the following:

3.6.1 Maintains complete and accurate records of the collection, including:

3.6.1.1 Records on acquisitions;

3.6.1.2 Catalog and artifact inventory lists;

3.6.1.3 Descriptive information, including field notes, site forms and reports;

3.6.1.4 Photographs, negatives and slides;

3.6.1.5 Locational information, including maps;

3.6.1.6 Statement on the condition of the collection, including any completed conservation treatments;

3.6.1.7 Approved loans and other uses;

3.6.1.8 Inventory and inspection records, including any environmental monitoring records;

3.6.1.9 Records on lost, deteriorated, damaged or destroyed property; and

3.6.1.10 Records on any deaccessions and subsequent transfers, repatriations or discards.

3.6.2 Handles, stores, cleans, conserves and (if exhibited) exhibits the collection in a manner that is culturally sensitive and:

3.6.2.1 Is appropriate to the nature of the material remains and associated records;

3.6.2.2 Protects them from breakage and possible deterioration from adverse temperature and relative humidity, visible light, ultraviolet radiation, dust, soot, gases, mold, fungus, insects, rodents and general neglect; and

3.6.2.3 Preserves data that may be studied in future laboratory analyses.

3.6.3 Stores site forms, field notes, artifact inventory lists, computer disks and tapes, catalog forms and a copy of the final report in a manner that will protect them from theft and fire. And regularly migrates electronic media to current standards. It is recommended that a hardcopy be kept of each file.

3.6.4 Periodically monitors inventories in the repository to:

3.6.4.1 verify the location of the material remains, associated records and any other property that is furnished to the repository; and

3.6.4.2 inspect the collection for possible deterioration and damage.

3.6.5 Takes appropriate remedial measures when deterioration and/or damage to material remains is noted.

3.7 Qualified Archaeological Repository Approval

Facilities which meet the standards set forth herein and accept the responsibility of curating archaeological records and material collections from out-of-house and/or in-house sources will be designated as "Qualified Archaeological Repositories" (QARs). The approval process is viewed as a positive aid to the QAR in meeting collections and records goals while providing a "yardstick" for agencies and Submitting Archaeologists in choosing permanent repositories. Initial acceptance may be awarded on the basis of committed monies for staff or facility expansion/improvement as well as to those institutions where such projects are in progress or nearing completion.

QARs must be approved by the State Historic Preservation Division (SHPD). This approval will be based on the demonstrated ability of the proposed QAR to meet the standards presented and described in Section 3.1, and below.

A committee appointed by the SHPD will consult with and review requesting potential curation facilities to determine if they meet minimum requirements to be considered QARs.

3.7.1 Consultation and Review Committee

The Consultation and Review Committee, consisting of five individuals selected from that portion of the professional archaeological and museum community having three or more years professional background and experience in archaeological collections management, should be non-political. No more than two Committee members are to come from the same agency/institution.

3.7.2 Consultation and Review Committee Responsibilities

3.7.2.1 The Consultation and Review Committee will approve a repository, based on established guidelines. Each Committee member is exempted from meetings or portions of meetings concerned with the approval application, reviews, and determinations of his/her agency/institution.

3.7.2.2 The Committee will establish a mechanism for arbitrating grievances between QARs and SAs.

3.7.2.3 The Committee can rescind a QAR's approval based on a defined procedure.

3.7.3 QAR Approval/Re-Approval

The Committee will also establish a period of time after which a QAR must undergo re-approval. This would enable evaluation for consistency in:

3.7.3.1 Basic curation/conservation methods.

3.7.3.2 Procedures manual format/outline.

3.7.3.3 Fees established for housing/curation.

3.7.3.4 Use fee policy.

3.7.3.5 Cataloguing system(s).

3.7.3.6 Accessibility of collections/records.

The period between approval and re-approval would permit "good faith" actions to upgrade and improve collection/records housing deemed insufficient at the time of the initial evaluation to be monitored by the Committee for completion, scope, and continuity.

3.8 Qualified Archaeological Repository Collection Acquisition Procedure

3.8.1 Fee

Each project will be charged a one-time set fee for housing and curation of archaeological materials comparable to that assessed by other QARs. This fee is necessary to defray the expense of housing/curating archaeological materials. Curation costs are accepted as an integral part of overall archaeological costs, whether contract or in-house institutional grant. A federal regulation (36 CFR Part 66, Proposed) permits the inclusion of curation funds; NSF expects to see curation costs as part of the research budget, as do NEH and other federal granting agencies. State and private agencies are including curation costs as standard practice in their budgets.

3.8.2 Letter of Request for Housing

Before a collection is accepted, the QAR should require a Letter of Request for Housing from SAs. It is suggested that, during project budget preparations, SAs request the aid of the chosen repository in estimating curation needs, and that the request be project-specific so as to better estimate project requirements. Each project, even those that are sponsored by a component of the curating institution, should include a "real money" estimate for curation/housing. Once the materials are received by the repository and actual cost determined, the contractor/researcher is responsible for meeting that cost.

3.8.3 Provisional Housing Agreement

The QAR should provide a Provisional Housing Agreement to SAs outlining the fee schedule and estimated cost, what is to be received and within what time frame, and a mechanism for altering/adjusting the provisional agreement should the need arise.

3.8.4 Letter of Transfer/Ownership

The QAR should receive a letter from the SA specifying ownership of curated materials and clarifying any legal responsibilities to be assumed by the repository.

3.8.5 Letter of Acceptance

For each Antiquities Permit and/or federal project, the QAR should provide to the State Historic Preservation Division (SHPD) a letter stating acceptance of records and material collections from the SA. Clearance from an QAR will be required by the SHPD for project sign-off.

3.9 Archaeological Records and Material Collections Which May Be Housed at a QAR

A Qualified Archaeological Repository should be willing to accept for housing "archaeological records" and "archaeological collections," terms which include any or all of the following, but may also include other documents or materials not listed here which result from, or relate to, archaeological investigations.

3.9.1 Archaeological records include the following categories:

1. Survey form with accompanying USGS map section

2. Daily journal

3. Photographic log

4. Survey or excavation notes

5. Photographs (e.g., prints and negatives, color slides, infra-red)

6. Maps and mapping notes (e.g., transit, plane table, floor plans, sketches)

7. Field catalogue of specimens

8. Laboratory inventory of specimens

9. Analysis notes

10. Special studies notes

11. Drafted plates and illustrations

12. Final report, manuscript draft

13. Correspondence

14. Microfilm or microfiche data

15. Computer Media (Disks, Code Sheets, computer printouts)

16. Transcripts, tapes; oral/historical documentation

17. Copies of historic documents

18. Bibliographic records

19. News clippings, miscellaneous published materials

20. Financial and budget records

21. Explanation of cataloguing system used

22. Letter specifying ownership of curated materials

As noted in Section 2.2, records submitted to the repository with collections should be sufficient to document the project and collections (daily journal/field notes/photographic log...). This is to assure researchers that all records necessary for future analysis are curated with the collections.

3.9.2 Archaeological collections include the following categories:

1. Ceramics (e.g., vessels, figurines, sherds, pipes)

2. Lithics (e.g., tools, debitage, burned rock, comparative materials)

3. Glass (e.g., window panes, bottles, beads)

4. Metal (e.g., nails, buttons, armaments)

5. Synthetic materials (e.g., plastic, nylon)

6. Faunal materials (e.g., human and animal osteological, shell, horn)

7. Vegetal materials (e.g., radiocarbon, pollen, phytolithic, matting, basketry)

8. Coprolites

9. Matrix samples

10. Soil samples

11. Archeomagnetic samples

12. Thermoluminescence samples