Curation Agreement
Smithsonian Site Numbers
IMACS Site Forms
Conservation and Environment
Handling
Cleaning
Label Application and Materials
Catalog of Materials
Conservation/Treatment
Organization
Packaging
Documentation
Shipping
Access to the Collections
Fees

Curation Agreement

A curation agreement is necessary before a collection can be deposited with IMNH IARC. A Memorandum of Agreement (MOA) or a Memorandum of Understanding (MOU) detailing curatorial services and responsibilities, as well as the Depositor's responsibilities, is required prior to the acceptance of a collection. This Agreement should be arranged during the planning phase of a Depositor's project and signed by the Depositor's authorized representatives and the authorized representatives of the IMNH/State Board of Education (Idaho State University).

At the onset of any contract or project the Depositor will provide the curation center with the following information: (1) the location and scope of the project; (2) name and address of managing parties involved (principal investigator, institution, organization, agency, contractor, etc.); and (3) the anticipated nature and volume of the collection, noting if conservation problems are expected. In addition to this advance notice, it is necessary to notify the Collections Manager thirty (30) days prior to the delivery of a collection to the curation center.

Only collections that have received a Smithsonian site number designation will be accepted for curation. For southeastern Idaho, Smithsonian site numbers are assigned by the State Historic Preservation Office, Idaho State Historical Society, Boise ( 208/334-3847). Contact should be made with that agency for information on the appropriate procedures to be followed in order to obtain Smithsonian site numbers.

As soon as possible after the pertinent site information is collected and a Smithsonian site number is assigned, it is the Depositor's responsibility to send properly completed IMACS site forms to the regional curation center and the State Historic Preservation Office in Boise. IMACS site forms and Users Guides can be obtained from the IMACS Administrative Office at the University of Utah (801/581-8663). If the Depositor is subcontracting under a Federal Agency (i.e., Bureau of Land Management, U.S. Park Service, Bureau of Reclamation, etc.) IMACS site forms and Users Guides may be obtained from that agency.

Each IMACS site form must be completely filled out, following the IMACS Users Guide. A photocopy of the appropriate USGS 7.5' (or 15' where no 7.5' is available) topographic quadrangle showing the area in which the site lies must accompany each site form. The location of each site must be plotted accurately on the map.

In order to maintain the scientific value of collected materials and to assure proper care, all collections accepted for curation must be handled according to proper conservation procedures and documented appropriately. It is the responsibility of the Depositor to clean, sort, label, catalog, document, and package collected materials and documentation according to IMNH IARC Curation Standards. These standards may change from time to time as improved procedures are developed in order to provide the best possible care for the collections.

The guidelines that follow emphasize conservation of artifacts in the field and lab, including handling, cleaning, labeling and packaging, as well as requirements for supporting documentation. A list of archival suppliers is also provided in the event that the Depositor experiences difficulty in obtaining any of the suggested labeling, packaging or paper material noted herein.

Everything deteriorates, even though it is not always visible to the naked eye. It is possible to slow down the deterioration process and safeguard the object, but it is essential for anyone undertaking this responsibility to understand the basic concepts of conservation so that no irreparable damage is done inadvertently to an object.

Every material has a stable form in relation to the environment in which it exists. When a change in the environment occurs, the material of which an object is made will begin to adapt to the new conditions. Changes in temperature, relative humidity, light levels, and pH are the most damaging to any object. Some materials are more sensitive than others to change. Stone and well-fired pottery may deteriorate little in response to change, but many organic materials can disintegrate within hours.

When handling, moving, or storing objects, keep environment in mind and do whatever you can to minimize change or fluctuation. For example, in the field, never leave artifacts in the sun. Make sure that containers (i.e., zip-lock bags) holding organic objects are ventilated to allow moisture to escape (please introduce any ventilation holes prior to placing the object into the container). Don't leave objects outside or in a vehicle. If an object is wet when recovered, keep it wet (i.e., with damp acid-free tissue and/or Ethafoam in a zip-lock bag) until it can be treated in the lab.  Likewise with objects recovered from a frozen environment.

Never pick up an object unless it is absolutely necessary. Handle artifacts as little as possible, not only in the field, but also during cleaning, processing, studying, and packing. Assume that all objects are extremely fragile. Small objects should be picked up in one hand with the other cradling or supporting it. Pick up larger objects with two hands at the strongest part and in such a way as to distribute the weight of the object evenly. Never pick up any object by its handle, rim, or any other protrusion.

Use a padded surface when working with artifacts to avoid breakage. Try to keep the distance between the object and the table to a minimum. For example, to examine an object closely, bring your eyes down to the object. Do not bend flexible materials such as textiles, fibers, skin, hide, or metals. Fragile items should be placed on a sheet of non-buffered acid-free tissue, acid-free board, or polyethylene foam for support and so they can be picked up and moved without actually being handled. Only inert acid-free materials should come in contact with objects, even in the field.

Avoid attempting to clean objects in the field by scraping, brushing, rubbing, or washing. This can cause damage to the surface and edges of the object. Wait to clean objects in the lab.

Excess surface soil and dirt must be removed from objects before a label is applied. Wet or dry cleaning methods may be used but must be appropriate for each object. The use of water for cleaning should be avoided whenever possible. Clean bone, pottery, wood and metal with a dry, soft-bristled brush - never with water. Excessive cleaning beyond the point necessary for analysis or conservation is not encouraged. A good compromise is to thoroughly clean only the portion of the object to be labeled. Consult a professional conservator (or the curation center) before attempting to clean skin or hide products, feathers, basketry, cordage, etc. or if you are unsure about how to clean an object.

All collection materials accepted for curation must, at a minimum, be labeled with a Smithsonian site number designation and artifact number. The Smithsonian site number should be the primary portion of the label with the artifact number following (i.e., 10CA483-514 or 10CA483.514). Do not use a slash between the site number and artifact number (10CA483/514) as it is often mistaken for a number 1.

The label must be both permanent and reversible. Sandwiching an ink label between two layers of reversible resin (Soluvar brand varnish recommended) is the suggested method. Apply a base coat of varnish and let dry thoroughly. (The Smithsonian recommends thinning of Soluvar varnish by 50% with mineral spirits; however, we have found that 3 parts of varnish to 1 part of mineral spirits to be more appropriate for stone artifacts.) Clear fingernail polish must not be used.  In addition to being expensive, it yellows and cracks over time.

Never use "Liquid Paper" or a similar product for a label base as it will chip and peel. If a white or colored base coat is necessary, use a water-based artist's painting medium; it dries rapidly, remains flexible and can be used on a variety of surfaces. Apply the site and catalog numbers with a water-based opaque ink such as India ink.  Higgins brand white non-waterproof ink can also be used on a dark surface; it writes well on most varnishes and will not dissolve when a top or sealing coat is applied. The ink may be applied with a quill pen or a rapidograph-type pen. Make sure all numbers and letters are legible and dry before applying the sealing coat of varnish. Be certain that object labels are completely dry before repackaging for final storage.  Labels on tags, bags, boxes or vials should be made with permanent ink.

Whenever possible, labels should be applied physically to the object. Labels must be legible and should be applied to an area least likely to be subjected to handling or other abrasion. Should the character of any item be such that physical application of a label is inappropriate, the item may be placed in a polyethylene bag or acid-free box, as appropriate for the object, and the container then properly labeled with indelible ink (see "Packaging" below). For some objects an acid-free string tag or a cotton tape tag sewn around the object may be the most appropriate. For a detailed discussion of methods for labeling objects of various material types see Museum Registration Methods, 3rd edition, revised, pp. 52-63; American Association of Museums, Washington, D.C. If you have any questions or unique labeling requirements, please call the Collections Manager (208/236-4954).

All materials accepted for curation must be accompanied by an artifact catalog. In addition to listing Smithsonian site number and catalog numbers, the catalog should contain, at the very least, entries for artifact class and type (general to specific), material type, description, and counts for groups of items included under one catalog number (such as a lot bag of flakes or pottery sherds). Each site must have its own catalog; no more than one site per page. Acid-free or 100% rag paper is preferred. Use #2 lead pencil or permanent ink. If typed or computer printed use a carbon based ribbon.  Catalogs printed with a laser jet printer cartridge are also acceptable.

Proper care and conservation are the responsibility of the Depositor as well as the Curation Center. A Conservation Manual for the Field Archaeologist by Catherine Sease provides basic conservation techniques necessary to safeguard and protect artifacts from the time they are unearthed until they can be treated in a properly equipped lab by a professional conservator. This book emphasizes handling, what materials are suitable to use on artifacts, as well as packaging and storing. It is a good resource, but should not be considered definitive as there are products recommended that are no longer used or recommended by conservators. Two things to remember when considering treatment is that (1) often the best treatment is no treatment and (2) any treatment must be reversible. The Collections Manager at the Repository must be consulted prior to any treatment. If needed, a professional conservator can be contacted through the Collections Manager or the Curator of Anthropology.

If an object has been treated it must be accompanied by a treatment report. This report should include procedures and chemicals used, date of treatment, name of consulting conservator, and name of person who performed the treatment. IMNH IARC will not accept any treated object without this documentation.

Unless it is absolutely necessary for research, pieces of an object should not be joined. If joining is performed, the procedures for treatment noted above must be followed. White glues such as Elmer's are not acceptable. White glues cross bind with molecules of the object making it impossible to remove without also removing part of the object. Remember that uneven joins put the object at high risk when handled and make it unsafe for exhibit or loan.  Partially assembled vessels are especially difficult to store and require frequent monitoring for stability. An alternate suggestion is to gently nest the pieces in a container filled with sand, photograph the assemblage, and then bag each fragment individually with piece by piece joining information clearly marked on the individual containers.

Materials submitted for curation should be sorted consistent with the organization of the artifact catalog. If the collection to be deposited is from an archaeological survey, or is representative of more than one site, it must be sorted by site number designation. Within the chosen organizational framework, it is desirable to group artifacts by type and by gross material classifications for storage. This grouping will enhance accessibility and help to assure that the items receive appropriate care; the storage conditions considered appropriate for items of one material may serve to accelerate the deterioration of items of a different material.

Items considered by the Depositor to be unusually significant, valuable, fragile, or are constructed using two or more diverse material types (such as metal and bone) should be brought to the attention of the Collections Manager.

Packaging is part of the conservation process and consultation with a trained conservator is encouraged, particularly with regard to organic materials such as wood, skin or hide products, textiles, bone or basketry.

Use common sense in packaging materials for shipping so as to avoid abrasion, breakage and deterioration. The use of polyethylene zip-lock type bags, non-buffered acid-free tissue paper and boxing of fragile items, using acid-free boxes and inert support materials such as Ethafoam, helps serve these purposes. Materials requiring special handling or care should be separated from the remainder of the collection and labeled accordingly.

The packaging of the artifacts themselves should be appropriate for the material types and their individual conservation needs. Always separate objects by material type (i.e., bone and stone should not be packaged together). Diagnostic and fragile objects should be packaged separately from bulk lots or samples.

Most objects can be packaged in zip-lock polyethylene bags. Do not secure bags with twist ties, staples, string, paper clips, or rubber bands.

Metal, wood, hide, and textiles may be temporarily packaged in zip-lock polyethylene bags that have been perforated (e.g., with a paper punch or bamboo skewer), but for curation it may be necessary to repackage organic items in order to adequately protect them. Feathers should not be placed in polyethylene bags because the static electricity in the bag can be strong enough to pull off barbs and barbules. They should be packed flat in a rigid container which is well padded with a polyethylene foam base covered with non-buffered acid-free tissue. Every bag and box should be labeled with the Smithsonian site number and catalog number.

Sample remains should be bagged appropriately and labeled. Soil, flora, faunal and pollen samples should be stored in zip-lock polyethylene bags. Double bagging is preferred, with an acid-free paper label sandwiched between the two bags. Radiocarbon samples should be packaged in the same manner that will be used to send the sample to the dating laboratory. All sample bags should be labeled with at least the site number, type of sample, and all provenience information. IMNH IARC will not accept objects in paper bags or envelopes as they deteriorate rapidly and, because they are acidic, can damage objects near them as well as in them (especially metals, organic materials, and glass). Paper bags and envelopes are also a source of food for certain insects such as silverfish, so they should not be kept in the collections area.

All bags and boxes must be labeled with the Smithsonian site number and catalog number, if individually packaged. Again, if there are any questions or concerns with regard to packaging, please contact the Collections Manager at the curation center.

All archaeological materials accepted for curation must be fully documented. If a collection is produced through a research or investigative project that yields a published report, a copy of that report must be submitted with the objects as part of the supporting documentation. When a collection is the result of work made possible by grant or contract, and there are special conditions or restrictions to data or collection use, a copy of the grant or contract must be submitted as part of the supporting documentation. Written materials such as field notes, records, correspondence, catalogs, etc., must be legible, clearly labeled and well organized. Organization should be by Smithsonian site number and appropriate to the project and specific collection. The use of acid-free or 100% rag paper is recommended to prolong the life of documents. Never use yellow legal pad paper or felt-tip pens.

Large drawings, maps, etc., should be rolled and placed in a tube (acid-free) and labeled with Smithsonian site number, project name, map/drawing subject, and date. Do not secure rolled documents with rubber bands, tape or staples.

All photographic media should be submitted for curation as part of the supporting documentation. All slides, negatives and prints should be placed in archival quality sleeves appropriate for long term storage. Materials such as acid-free papers, polyester (i.e., Mylar), triacetate, polypropylene, and polyethylene are all acceptable materials. Do not use glassine envelopes, vinyl or other plasticized sheets containing PVCs, non acid-free papers, kraft paper envelopes, rubber bands, paper clips, and pressure-sensitive tapes.

Each storage sleeve or envelope should be labeled with the Smithsonian site number, date, project name or other information as appropriate using archival approved permanent ink products. Contact sheets must accompany each set of negatives and should be labeled with the same information. Slide mounts should be labeled across the bottom with the site number (and catalog number as appropriate). All photographic materials must be accompanied by a photographic record that is organized by roll and frame, listing the date and brief subject description for each frame or slide. All materials must be self-indexed, so that any individual item that is separated from the collection can be identified easily and restored to its proper place.

IMNH IARC should be notified thirty days in advance of any shipment. All objects should be hand delivered whenever possible. If objects must be mailed a return receipt must be requested. If the objects submitted for curation are contained in more than one box, the box containing the documentation should be labeled as such.

Collections access and use are governed by the IMNH Collections Management Policy as approved by the State Board of Education in June 1989. The IMNH Division of Anthropology has three forms which must be read, filled out, and signed before access to the collections (including documentation) will be authorized.  Site file access is governed  by the State Historic Preservation Officer (SHPO) and will be granted only after a Statement of Confidentiality is read and signed by the requesting party. Two weeks advance notice is required to schedule an on-site visit.  Additional forms will be required for any off-site loan of objects or documentation.

If a collection is federally owned and research requires that the collection is temporarily removed from the custody of the Repository, a letter of temporary custody transfer and approved use from the federal land-owning agency will also be required.  This letter (subject to verification) must be obtained from the appropriate agency by the person/s and/or  institution/s requesting the loan.  Please be aware that destructive analysis is not currently addressed by federal mandates (CFRs), and may take quite some time to obtain approval for.

IMNH IARC currently assesses a one time processing fee of $31.48 per hour (eight objects per hour) to take in a collection for long term curation.  This fee includes physical inspection of all materials for compliance with IMNH IARC Curation Standards, related paperwork, placing objects and records into storage, any required minor object conservation, archival supplies, and adding information to a computer data base for management purposes.

The Repository will also consider processing and cataloging collections recovered from archeological projects that will either be housed at other curation facilities or that do not comply with IMNH IARC Curation Standards on a case by case basis at a fee to be determined through consultation with the Collections Manager.

A fee of $25.00 per hour (or any portion of an hour) is assessed for on-site visits to examine or photograph collections, view photographs or other documents in the archives, and to accommodate site file research requests.  Document copying costs are set at $.10 per page.  Costs for reproducing photographic media are based on a variety of factors and must be determined on an individual basis. Please call (208) 236-4954 or e-mail the Collections Manager for fee details, to request copies of forms, or to schedule an appointment.