ISM Cooperative Agreement.docx

COOPERATIVE AGREEMENT

Cooperative Agreement between the Illinois State Museum and the ____ for curation of artifacts and records from archaeological sites in Illinois.

It is mutually agreed as follows:

A. The Illinois State Museum shall:

1. Serve as a repository for collections of prehistoric and historic archaeological materials and associated documents resulting from archaeological reconnaissance of sites in Illinois by ___ with the provision that the specified materials do not violate the Museum's Acquisition Policy.

2. Accession archaeological collections and documentation of their recovery and maintain them in a designated secure area of the Museum.

3. Maintain the right to accept or reject any collection due to its size, nature, or lack of adequate documentation.

4. Allow access to collections deposited by ___ for study and exhibition in accordance with the Museum’s Collections Policy.

5. Provide space for viewing the collection pending adequate advance notification.

B. _______ shall:

1. Deposit artifacts, documentation (e.g., the original and one copy of all field records, maps, etc.), photographs, and photographic negatives, and two copies of final reports (or one hard copy and an electronic version) at the Illinois State Museum. The collection will be organized in accordance with Illinois State Museum curation standards (Attachment A).

2. Provide all pertinent site and provenance data concerning the material to be curated, specifically including date of recovery, individual who recovered item, specific vertical and horizontal location of excavated items, legal location of area of recovery, and state site designation.

3. Allow study and exhibit of collections in accordance with Illinois State Museum policy.

4. Authorize payment of a one-time Collection Maintenance Fee of $250 per Illinois State Museum standard container (circa one cubic foot) for collections of artifacts and documentation.

Approval:

The Illinois State Museum By:______________________________

Title: Museum Director

Date:____________________________

Title: ___________________________

Date:_____________________________

ATTACHMENT A

ILLINOIS STATE MUSEUM

STANDARDS FOR CURATING ARCHAEOLOGICAL COLLECTIONS

This document provides standards for the processing and curation of archaeological collections deposited at the Illinois State Museum (ISM) under terms of cooperative agreements for curation. These standards ensure that archaeological collections are preserved in a manner that will facilitate their future use for education and scientific research. They apply to both the organization of objects and documents, the means by which they are housed, and the materials used to ensure long-term preservation. Compliance with these standards is mandatory. Inadequately curated collections will not be accepted until the deficiencies are rectified. Consultation with the Anthropology Collections Manager is strongly recommended. If needed, the Collections Manager will clarify the standards, provide advice on their implementation, and provide assistance in obtaining archival-quality materials such as paper and containers.

Artifacts

1. Materials must arrive cleaned and clearly labeled, or in containers that are clearly labeled. The only exceptions are materials requiring specialized analysis. Dry brushing of certain materials is preferred to water or chemical cleaning. Check that washed artifacts are completely dry before they are placed in storage containers.

2. Temporally or culturally diagnostic artifacts will be catalogued and labeled with the state site numbers and provenience. Items will be grouped by material type, placed in plastic bags with the exterior permanently labeled, and a mylar strip or acid-free paper labeled with the appropriate provenience information placed within the bag.

3. Plastic bags for artifact storage will be made of polyethylene at least 2 ml thick with zip lock closures. These should be perforated for air exchange and prevention of internal condensation. Inert cloth bags (e.g., cotton) are acceptable if they can be securely closed and labeled. Archivally stable materials must be used for items that require special packaging.

4. A written explanation is provided for the assignment and recording of provenience information (e.g., grid numbers, test unit designations, lot or bag numbers).

5. Each bag is labeled with state site number and provenience on the exterior and contains an internal label on either a mylar strip or on acid-free paper.

6. All artifacts are in Illinois State Museum acid-free storage boxes (15.5 inches long x 10.5 inches wide x 10.0 inches tall). *Please note the weight limit should not exceed 25.9 pounds (25lbs, 15oz).

7. Each box has an internal box inventory of contents, including the state site number, site name, detailed provenience information, number of bags or items, description of material in each bag, and a temporary paper box label indicating basic content information (e.g., source, site number, site name, material class, year, general provenience, material class, and box number).

Documentation

1. The depositor will provide a list of all types of documentary information that accompany the collection.

2. Two copies of the final report (or one hard copy and one electronic version) will accompany the collection.

3. A complete inventory of all recovered objects is included. This may be a part of the final report (e.g., a detailed artifact inventory that was included as an appendix to the project report). If particular items described in the report were not retained for curation, these items should be noted along with the reason they were not retained (e.g., discarded; kept by landowner; etc.).

4. A separate list will identify the presence of human remains and/or those objects requiring special conservation treatment.

5. Two copies of all original field documentation (i.e., field notes, excavation forms, feature description forms, maps, wall profiles, etc.) will be submitted on acid-free paper. This should be the originals and a copy either printed on acid-free paper or scanned onto a CD. The ISM maintains two sets of accession files in case of a disaster. The originals are kept at the ISM Research and Collections Center (RCC) together with the artifact collection, and the copies are stored in the ISM archives.

6. An inventory of photographic materials will be provided along with an explanation of the photographic labeling procedures.

7. A master set of permanent record slides, black and white contact prints, negatives, or digital images on compact disc(s) will accompany the collection. These should be labeled minimally with state site number and provenience information, and stored in archivally stable containers.

8. The depositor will provide information on the landowner(s) where the project was conducted or where the artifacts were found. If the project was conducted on private land, copies of the landowners’ sign-off letters or ISM Deeds of Gift will accompany the collection. If the project was conducted on public lands, identification of the governmental agency that was responsible for the project and collection (e.g., USACE, USFWS, IDNR, IHPA, County Forest Preserve District, etc.) will accompany the property transfer.