1. Introduction

12. Standards and Procedures for the Accredited Archeological Repository

1 2.1 Specifications Defining an AAR

1 2.2 Accredited Archeological Repository Accreditation

3 2.3 Accredited Archeological Repository Collection Acquisition Procedure

4 2.4 Accredited Archeological Repository Duties

5 2.5 Accredited Archeological Repository Facilities

5 2.6 Archeological Records and Material Collections Which May Be Housed at an AAR

63. Standards and Procedures for the Submitting Archeologist

7 3.1 Arranging for Housing/Curation with an Accredited Archeological Repository

7 3.2 Standards for Submitting Archeological Records

8 3.3 Standards for Submitting Archeological Collections

Archeological sites are by nature unique, destructible, and nonrenewable resources. The mode of investigation often results in the partial or total destruction of archeological sites. Once investigation has been completed, the only archeological 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 archeological community.

Archeologists 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 curation and housing of records and collections by an Accredited Archeological Repository (AAR). The second deals with the submission of these records and collections by a Submitting Archeologist (SA).

In light of the quantity of archeological records and material collections being generated from archeological 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 archeological records and materials collected from out-of-house and/or in-house sources and meet accreditable standards are designated as "Accredited Archeological Repositories" (AARs). Facilities which are designated as AARs 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 an Accredited Archeological 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 accreditable standards.

2.1 Specifications Defining an AAR

2.1.1 General Description

An AAR must be a permanent, nonprofit 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.

2.1.2 Primary Function

The primary function of an AAR 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.

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."

2.1.3 Staff

The AAR must be staffed by a professional collections manager or curator with specific knowledge of and experience in the field of archeology.

2.1.3.1 Collections Manager: As defined by the American Association of Museums (Glaser 1980:31), "The collections manager is responsible for supervising, numbering, cataloguing, and storing the specimens within each department or division and may perform the combined functions of registrar and curatorial assistant."

2.1.3.2 Curator: The curator functions as a "specialist in a particular academic discipline relevant to the museum's collections. The curator is directly responsible for the care and academic interpretation of all objects, materials and specimens belonging to or lent to the museum; recommendations for acquisition, deaccession, attribution, and authentication; and research on the collections and the publication of the results of that research. The curator also may have administrative and/or exhibition responsibilities and should be sensitive to sound conservation practices" (Glaser 1980:28).

These position descriptions are followed by suggested qualifications in education, experience, references, knowledge, ability, and skill.

2.1.4 Policy Development

The professional staff should:

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

2.1.4.2 Prepare and use a repository-specific procedures manual.

2.1.4.3 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 AAR and the borrower. While the AAR 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. See Report Guidelines 4.1.3.

2.1.4.4 Have a policy for internal insurance appraisal/evaluation of the collections owned by or under the custodianship of the repository. Fulfilling requests for appraisals of artifacts/collections not already owned/cared for by the repository is not a function of the repository and should be declined.

2.1.4.5 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 AARs.

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

2.1.4.7 Establish and provide a fee scale for submitted materials/records and the conditions under which a fee may be waived (submission by local archeological 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.

2.2 Accredited Archeological Repository Accreditation

Facilities which meet the standards set forth herein and accept the responsibility of curating archeological records and material collections from out-of-house and/or in-house sources will be designated as "Accredited Archeological Repositories" (AARs). The accreditation process is viewed as a positive process to aid the AAR in meeting collections and records goals while providing a "yardstick" for agencies and Submitting Archeologists in choosing permanent repositories. Initial accreditation 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.

AARs must be accredited by the Accreditation and Review Council (ARC). This accreditation will be based on the demonstrated ability of the proposed AAR to meet the standards presented and described in Section 2.1 and in the document(s) described below.

The Committee appointed to implement curation standards and develop the accreditation procedures and process has the authority to review, revise, upgrade, add, or delete any part of the Curation Guidelines as is deemed necessary in order to ensure that the Council of Texas Archeologists endorses and continues to follow the currently acceptable standards for curation which are effective and efficient. The Implementation Committee will produce a separate document that addresses: a) the basic principles of CTA accreditation; b) procedures for establishing and operating the Accreditation and Review Council and selecting membership; c) procedures for application as an Accredited Archeological Repository; d) procedures for initial review, evaluation, notification of committee decision, appeal, and suspension of accreditation; e) procedures for accreditation and its review process; and f) any other actions which may be deemed necessary to organize and initiate the Accreditation of Archeological Repositories program.

2.2.1 Accreditation and Review Council

The Council should be nonpolitical; it consists of five individuals elected from that portion of the CTA membership having three or more years professional background and experience in archeological collections management. No more than two councilors are to come from the same agency/institution.

2.2.2 Accreditation and Review Council Responsibilities

2.2.2.1 Accredit a repository, based on established guidelines. Each Council member is exempted from meetings or portions of meetings concerned with the accreditation application, reviews, and determinations of his/her agency/institution.

2.2.2.2 Establish a mechanism for arbitrating grievances between AARs and SAs.

2.2.2.3 Rescind an AAR's accreditation based on a defined procedure.

2.2.3 AAR Accreditation/Reaccreditation

The Council will also establish a period of time after which an AAR must undergo reaccreditation. This would enable evaluation for consistency in

2.2.3.1 Basic curation/conservation methods.

2.2.3.2 Procedures manual format/outline.

2.2.3.3 Fees established for housing/curation.

2.2.3.4 Use fee policy.

2.2.3.5 Cataloguing system(s).

2.2.3.6 Accessibility of collections/records.

The period between accreditation and reaccreditation 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 Council for completion, scope, and continuity.

2.3 Accredited Archeological Repository Collection Acquisition Procedure

2.3.1 Fee

Each project will be charged a one-time set fee for housing and curation of archeological materials comparable to that assessed by other AARs. This fee is necessary to defray the expense of housing/curating archeological materials. Curation costs are accepted as an integral part of overall archeological 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.

2.3.2 Letter of Request for Housing

Before a collection is accepted, the AAR 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.

2.3.3 Provisional Housing Agreement

The AAR 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.

2.3.4 Letter of Transfer/Ownership

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

2.3.5 Letter of Acceptance

For each Antiquities Permit and/or federal project, the AAR should provide to the Texas Antiquities Committee and/or the State Historic Preservation Officer (SHPO's office) a letter stating acceptance of records and material collections from the SA. Clearance from an AAR will be required by the TAC and/or the SHPO for project sign-off.

2.4 Accredited Archeological Repository Duties

An Accredited Archeological Repository should routinely engage in the following activities for existing as well as incoming records and collections:

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

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

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

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

2.4.5 Improve cross-reference systems.

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

2.4.7 Make records and material collections available to professional researchers, students, and serious avocational archeologists. 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.

2.4.8 Work with representatives of the State Historic Preservation Plan to heighten awareness of the location of archeological materials.

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

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

2.4.11 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 3.2 and 3.3.

2.5 Accredited Archeological Repository Facilities

As noted by Marquardt, Montet-White, and Scholtz (1981), the AAR should currently exhibit or demonstrate in long range plans for physical plant renovation, remodeling, or construction that it

2.5.1 Is structurally sound.

2.5.2 Conforms to public health and safety standards.

2.5.3 Has a fire alarm and fire prevention system.

2.5.4 Has adequate lighting and access to stairways, exits, etc.

2.5.5 Is secure for the safety of collections and employees.

2.5.6 Has a system for controlled ingress/egress.

2.5.7 Has a burglar alarm system and security patrol.

2.5.8 Is pollution-free.

2.5.9 Is free of insects and vermin.

2.5.10 Has adequate environmental-control systems (e.g., temperature and humidity control).

2.5.11 Has 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.

2.5.12 Has 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).

2.5.13 Has defined, well-illuminated work areas and laboratories.

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

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

2.6 Archeological Records and Material Collections Which May Be Housed at an AAR

An Accredited Archeological Repository should be willing to accept for housing "archeological records" and "archeological 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, archeological investigations.

2.6.1 Archeological 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. Key punch cards and/or 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 3.2, 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.

2.6.2 Archeological 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 osteological, shell, horn)

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

8. Coprolites

9. Matrix samples

10. Soil samples

11. Archeomagnetic samples

12. Thermoluminescence samples

The "Submitting Archeologist" (SA) is defined as any individual, agency, or institution that accumulates archeological records and material collections and submits these for housing at an AAR.

3.1 Arranging for Housing/Curation with an Accredited Archeological Repository

3.1.1 Choice of Repository

In choosing a repository, the SA should try to consolidate archeological collections while taking into consideration the origin of the materials (site and area of the state represented). Materials from the same site should be kept together when possible; attention should be paid to the existence of previous investigations. Another goal should be to keep materials from a project intact (reservoir survey, etc.). For materials from new sites, housing/curation should be requested from the appropriate regional (e.g., East Texas, Panhandle-Plains) or specialized (e.g., Historic, Caddo) repository; either a repository in the region in question, or one already housing materials from that region or specialization. In particular, it is most important that materials be housed in the state of origin.

3.1.2 Letter of Request for Housing

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

1. Name of submitting archeologist

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

3.1.3 Provisional Housing Agreement

The SA needs to secure a Provisional Housing Agreement from an AAR. For Antiquities Permit projects, a copy of the Provisional Housing Agreement must be submitted to the TAC/SHPO as a part of the permit application.

3.1.4 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.

3.1.5 Letter of Transfer/Ownership

Upon transfer of materials from the SA to the AAR, the SA is to prepare a letter accompanied by a generalized inventory which specifies ownership of curated materials 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.

3.1.6 Letter of Acceptance

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

3.2 Standards for Submitting Archeological Records

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

3.2.1 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.

3.2.2 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.

3.2.3 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. See Performance Guidelines 4.2.3.9.

3.2.4 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.

3.2.5 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. Archeologists should check with the chosen repository concerning previously recorded sites. The various AARs 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.

3.3 Standards for Submitting Archeological Collections3.3 Standards for Submitting Archeological Collections

Archeological 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 AAR, all AARs require an SA to see that:

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

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

3.3.3 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.

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

3.3.4.1 Unless alternate arrangements have been made with the AAR, 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.

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

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

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

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

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

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

3.3.6 All artifact bagging is done with plastic, rather than paper, bags in accordance with the packaging system of the AAR.

3.3.7 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.

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

3.3.9 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.

3.3.10 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.