Requirements
for the Submission of
Archaeological Collections and Records
The following paragraphs outline the guidelines for submitting archaeological materials for curation at the Center for Archaeological Research, UTSA. Please contact CAR's curatorial staff at (210) 458-7822/4425 to set up an appointment or if you have questions concerning the following procedures.
Collections/Records
In general, collection materials to be curated at CAR must be submitted in the analytical categories used for analysis and reporting. The groups of items must be clearly identified by analytical category through the use of a tag prominently displayed inside the bag. The labeling of the ziplocking bag does not fulfill this requirement. Ceramics and lithic tools typically reported by categories can be grouped into bags. Collections submitted without meeting these standards will be rejected.
1. All collections, including records and materials, must be complete when submitted for curation. A CAR Collections Inventory Summary Worksheet(s) must be included with the collections at the time of delivery. There shall be a separate worksheet for each site and for each phase of investigation at each site (e.g., survey, testing, or excavation collection). This document provides a listing of materials by analytical category (Curation Submittal checklist).
2. Clean and preserve all materials using CAR-approved, nondestructive, and reversible techniques. Document all techniques and materials used in processing a collection on the Collections Processing Record
- Individually labeled items should include a site designation and intra-site provenience designation (CAR recommends a lot/provenience system). These designations should be written on the items with permanent ink on a base coat of Acryloid B-72 and recoated with B-72 for protection. It is critical that all porous materials have base coats to insure reversibility. Dark specimens are to be labeled using the white Acryloid B-72 solution as a base coat or labeled with permanent white ink. Do not use whiteout as a base or clear nail polish as a coating. Although CAR recommends B-72, a PVA resin is acceptable if acetone or ethanol has been used as the solvent.
4. Paper bags will not be accepted for curation at CAR. Use 4-mil reclosable (zip locking) polyethylene bags for all artifacts. Writing on the polyethylene bag is not an acceptable substitute for a tag inside the bag.
5. All artifact tags/labels must be on acid-free paper. Information handwritten on labels must be written in pencil or archival ink. Labels must be readily visible, legible and accurate at time of submission to CAR. The tags/labels must include the following:
Project Name and #, if assigned
Date of Investigation
Investigative Company/Agency
Site #
Intrasite Provenience
Lot/Cat or Tracking #
Class or Type of Artifact
Count and Weight (all samples must have a weight)
Any changes made to tags during analysis and reporting should match listing in submitted inventory. Labor expended to make these changes will be added to the invoice.
6. No organic material should ever be in direct contact with a tag. In general any materials that may continue to deteriorate must be double-bagged. Any heavy bulk samples must be double-bagged.
7. CAR uses standard sized boxes to shelve the materials submitted. The cost of these boxes is included in the curation shelf cost. However, materials should be packaged so that a minimum of time is expended to move the materials into their new containers. Lithic materials should not be packed with organics as these materials will not be placed in the same boxes. The submission of human remains must be arranged in advance. CAR will not accept any human remains without clear documentation as to its NAGPRA status.
8. Each box of collections or records should be clearly labeled with contents and an inventory of materials placed inside the box. If the materials are to be shipped, CAR recommends that the materials be sent by a carrier insuring and tracking each box. Please contact the curatorial staff to make sure we know you materials are in transit and to make sure that they have arrived.
9. As of January 1, 2008, PDF (portable document format) versions of all records must be submitted in additional to the original paper records. These files should be submitted on a CD or DVD. Any submittals without PDF files will be assessed the labor costs to produce the files. See the detailed submission requirements for scanning documents and saving as PDF files (PDF submittal requirements). An additional curation cost for media storage will also be imitated on January 1, 2008.
10. Paper records should be submitted in archival folders and labeled with in project name, number (if applicable), site number, intrasite provenience and recorder’s name clearly marked on each page. For large submittals, records should be separated into unit/level records, feature forms, daily journals, etc. A copy of the photographic log should be submitted both as part of the records and with the photographs. CAR prefers the original records, but if necessary a good, clear copy is acceptable. However, please do not submit large numbers of copies without informing CAR staff in advance. Soiled records or records with ballpoint pen, sharpie or felt tip pen should be placed into archival quality page protectors.
11. A hard copy and electronic specimen inventory at least to the class level should be included with materials. This may be a report from a database. However, any original individual specimen catalogues should also be submitted. Both of these inventories should include full provenience information and the lot and catalogue numbers assigned to each individual item or class of items. Any specific cataloguing schemes should be spelled out in the records. Each state and federal held-in-trust collection inventory shall be verified before accepted for final curation. The specimen inventory or catalogue should be designed to facilitate this verification. This inventory must also include any items that were discarded as a record of held-in-trust inventories. The copy of the letter from THC authorizing this discard should accompany the records for the project as well as a copy of the permit.
12. Digital photographs are to be submitted on a CD in a standard format and each image should be printed on acid-free paper using a laser printer and have identification to verify the photo log. Ink-jet images will not be accepted. Color laser printed images are acceptable. Each image is required to have a corresponding description that contains the same information as the photographic log.
13. Photographic materials in print media format (negatives, contact sheets and prints) should minimally be reconciled with the photographic log (roll and shot number). Please add an additional category of frame number for clarification if shot numbers and printed frame numbers do not match. Negative strips are required and either a contact sheet or prints of each roll must be submitted. Negatives and slides should be submitted in polyethylene sleeves. Prints or the contact sheet must be placed into polyethylene plastic sleeves and the roll and frame number clearly written on the back with a short description. Use only film-marking pen or pencil for handwritten information. Foil-backed adhesive labels are preferred for any computer-generated labels.
14. Any large format documents or maps (larger than 11 X 14) should be submitted in archival folders. Folders may be purchased from any of the archival suppliers and come in sizes ranging from ledger to larger than a standard 7.5’ topographic map. Multiple maps may be submitted in one folder if acid-free tissue paper has been placed between the maps for protection.
Also see “Curation Costs” for a breakdown of storage costs and fees charged for materials submitted that do not adhere to these standards. A list of Archival Material Suppliers can be viewed.
Curation Forms
A request for curation services is required to be submitted and approved before any collections are accepted. CAR can refuse a submission, or delay the review of a submission, without prior provisional acceptance.
No collection will be processed for curation with the submission of the required forms. Two forms transfer of custodianship of the collections from the contracting firm and the sponsor/owner for the project. Curation of the collection and thereby accessioning will not be complete or legal without these forms. In some cases the held-in-trust transfer form serves the purpose of these two forms when the sponsor is also the owner of the property. A deed of gift form must accompany any collections from private land.
Three additional forms must be included with the submission. The checklist document is a revision of the old transfer inventory and collection worksheet forms. Enter counts and/or weights (where appropriate) on the upper part of the page and use a check mark to indicate the kinds of records submitted. An Excel® file using the artifact categories from the form may be submitted if desired. A hard-copy should also be submitted.