OSARC Collections Management Policy

Mission Statement

The North Carolina Office of State Archaeology (OSA) serves North Carolina’s citizens through examining and preserving remains of North Carolina’s cultural material on land and beneath state waters. The OSA has a stewardship responsibility for archaeological materials owned or maintained by the Department of Natural and Cultural Resources (DNCR). The Office of State Archaeology Research Center (OSARC) is the primary location for the preservation and storage of these and many of North Carolina’s archaeological collections. The OSARC strives to guarantee availability of archaeological collections and records to researchers and the public, and to ensure collections meet the professional standards of curation.

Purpose of Collections Management Policy

This Collections Management Policy outlines the protocols for the management and care of the tangible collections curated at the OSARC. This policy serves as a standard for the care of collections housed within the OSA, general guidelines, and information for interested members of the public.

Responsibilities

The OSA is responsible for the preservation and curation of archaeological objects and associated documentation collected during state or federal fieldwork, cultural resource management, and academic excavation (07 NCAC 04R .0803). Curation is based on professional archaeological practices, to classify, accession, preserve, and when feasible, exhibit or loan materials and make them available for study (07 NCAC 04R .0802, SAA Code of Ethics).

Code of Ethics

In all matters dealing with collections, staff will ascribe to the standard ethics policies set forth by the Society for American Archaeology (SAA), the American Institute for Conservation of Historic and Artistic Works (AIC), and the American Alliance of Museums (AAM). Under no circumstances will staff members use their position for personal financial gain. OSA staff should strive to avoid situations in which there is a potential for conflict of interest that may affect the quality of work, lead to the dissemination of false information, or give appearance of impropriety. No staff member will appraise artifacts for any purpose.

Scope of Collections

OSARC collections are composed of artifacts, records, and reports that reflect the prehistoric and historic cultural history of North Carolina and retains specific contextual and provenience information as to their location, excavation, and disposition. These collections are included in the following general categories:

• Collections resulting from compliance review

• Collections resulting from State or Federal ARPA permits

• NC State Historic Sites projects

• OSA projects

• Private donations

No expansion of the collections beyond that outlined above is permitted without the formal approval of the North Carolina State Archaeologist and the Laboratory Supervisor. Preexisting privately donated collections that do not pertain to North Carolina cultural heritage remain in the OSARC collection as comparative materials for researchers.

Types of Collections

The Permanent Collection contains accessioned artifacts, paper and digital fieldwork and artifact records, and archaeological reports that have been received under the criteria established in the Scope of Collections. These objects have been curated with the OSARC with the long-term goal of preservation, study, education, and dissemination in fulfillment of the OSA’s mission. The highest degree of care and documentation is given to these objects, and the greatest degree of accountability is attached to these collections. Only those objects deemed suitable for curation within the OSARC’s permanent collection are accessioned, curated, and managed by OSARC staff. Ownership of artifacts in this collection is transferred to OSA via Deed of Gift upon submission.

Federal and State Collections are curated by the OSARC through an indefinite loan agreement with federal and state agencies. These collections meet the same guidelines for curation as the permanent collection and are often a result of compliance review or an ARPA permit. Ownership of collections is maintained by the loaning federal or state agency (e.g. NC State Historic Sites, NC Department of Transportation, Army Corp of Engineers, etc.) and collections can be removed by that agency at any time. OSARC is responsible for providing space for storage and ensuring preservation of artifacts.

The Teaching Collection contains materials that are not accessioned into the OSARC’s permanent collection but fulfill education or exhibition needs as props or teaching tools. They consist of objects that may be reproductions, non-archaeological period pieces, or archaeological artifacts with no associated provenience or context, thereby not meeting the criteria established in the Scope of Collections.

The Human Remains and Cultural Items Collection is curated under guidance from state and federal statutes and attendant regulations providing general directions for the recovery, handling, treatment, analysis, and disposition of human skeletal remains and associated objects. These include the Indian Antiquities, Archaeological Resources, Unmarked Human Skeletal Remains Protection, and Archaeological Record Program Acts (G.S.70), Abandoned and Neglected Cemeteries (G.S. 65 Article 12), and the Native American Graves Protection and Repatriation Act (P.L. 101-601). Regardless of the historical or cultural associations of discovered human remains, all burials and cultural items deserve respectful treatment transcending the care afforded to any other class of archaeological materials. The exact methods for recovery and disposition of human remains and cultural items should be determined on a case-by-case basis. Each case requires specificity that goes beyond the general and often confusing or contradictory regulatory requirements. Legal procedures must be followed, but the methods of how each burial is to be handled should be properly defined in the terms of agreements among the concerned parties (descendants, landowners, agencies, and archaeologists). Unlike other archaeological materials, most human remains and cultural items will eventually be returned to the next of kin or descendants for reburial. The remains and cultural must be carefully handled, documented, and protected from unnecessary harm or deterioration during the entire process of removal, transportation, and analysis. Human remains are not available for research or display. Documentation of burials may be provided to researchers if tribal consultation allows the sharing of this sensitive information. Cultural items may be researched or displayed provided the duty of care requirements under the Native American Graves Protection and Repatriation Act are met, and tribal consultation results in the approval of display or research.

Incoming Collections

Curation

To request submission of a collection to the OSARC, complete the Incoming Collections Form. contact the Laboratory Supervisor. Decisions regarding the acceptance of collections will be made in writing by the State Archaeologist or their designee (07 NCAC 04R.0803).

All collections submitted for curation must be in acid-free archival boxes measuring 10”x12.5”x15”. Curation charges are $200 per square foot, or $220 per box. Half boxes measuring 10”x6”x15” may be submitted for paper documentation or for smaller sites. All checks should be made out to the North Carolina Office of State Archaeology and submitted with collection delivery or mailed to Dee Nelms, 4619 Mail Service Center, Raleigh, NC 27699-4619.

All artifacts must be cleaned, accessioned, and packaged in 4-mil polyethylene zip-seal bags organized by provenience. Relevant paperwork must accompany the collections, including box and artifact inventories, archaeological site forms, ownership documentation, field records, and digital photographs. For more details, please refer to the OSA’s curation standards within the Archaeological Investigation Standards and Guidelines.

Appointments for delivery are made with the Laboratory Supervisor, with at least two-weeks advanced notice. Collections can be mailed to the OSARC with prior approval and must include a packing list (sent to OSARC and in the packages), tracking number, and insurance coverage. Notification of receipt is provided to the submitting institution at time of delivery.

Donation

Donations are evaluated individually, based on the integrity of the collection and whether they fulfill the OSA’s mission; not all donations can be accepted. Interested parties should contact the Laboratory Supervisor with a detailed description of the collection they wish to donate, any information regarding the collector, origin of collection, and any associated documentation. Collections for which these details are identified are more likely to be accepted. Donors must be willing to transfer ownership of materials to OSA through a Deed of Gift. Use of donation is at the discretion of the OSARC staff. Donations may be added to the teaching collection or the curated collections depending on the information received. Donors may not always be credited for their contribution in exhibits or displays. If acceptance is approved, the donor will receive the Deed of Gift to transfer ownership of materials. Appointments for delivery are made with the Laboratory Supervisor, with at least two-weeks advanced notice. Collections can be mailed to the OSARC with prior approval and must include a tracking number, packing list, and minimum insurance.

Loans

Loans are temporary assignments of collection objects from the OSARC for a stated purpose, such as exhibition and research. These assignments do not include a change in ownership. Loans are made to nonprofit, education institutions or local, state, or federal agencies with the ability to properly care for the artifacts (07 NCAC 04R.0802(b)). It is the policy of the OSARC not to loan objects to unaffiliated individuals for any reason. The Laboratory Supervisor directs all loan creation and correspondence. All loans are subject to the Conditions for Outgoing Loans.

All requests for loans of artifacts are submitted in writing to the Laboratory Supervisor at least 30 days before the requested loan period (07 NCAC 04R .0802(f)). The artifacts, documents, and records shall remain the property of the State of North Carolina and may be removed by the State with 30 days written notice to the borrower (07 NCAC 04R .0802(d)). Borrowers requiring a valuation for insurance coverage must have an independent qualified appraisal made of the value of their loan (see Appraisals for more information).

Extension requests for loans must be made to the Laboratory Supervisor 30 days prior to loan expiration and must include a condition report with photographs of all items on the loan. Loan extensions are granted on a case-by-case basis and duration of extension is at the discretion of the Laboratory Supervisor.

Individuals wishing to receive a loan for research purposes must have a supporting institution that meets the criteria of a borrower above and artifacts must be housed for study at that institution. The institution must also have a supporting staff member to approve of this arrangement and sign the loan agreement.

Discarding Collections

No physical materials within the OSARC permanent collection shall be discarded without the approval of the North Carolina State Archaeologist and the Laboratory Supervisor and if deaccessioned, the Historical Commission. Any associated records or documentation for a discarded artifact must be preserved. Parties must consider whether the artifact possess any new or undiscovered historical or archaeological information to add to the scientific community and whether other comparable artifacts exist, ensuring that there is no reason to retain the artifacts for future scientific research and reference purposes (07 NCAC 04R .0802(a)). Reasons for discarding may include:

• The OSA cannot preserve the artifact.

• The artifact has deteriorated beyond usefulness to study.

• Space limitation for storage of redundant materials.

• The object poses a hazard or risk to other objects in the collection or to staff.

Materials in the Federal and State Collection shall not be discarded without consultation with the loaning Federal or State agency. Materials in the Human Remains and Cultural Items Collection shall not be discarded under any circumstances.

Access to the Collections

The collections are an educational resource and will be made available to the public for research, close inspection, and photography, under proper control, subject to the approval of the Laboratory Supervisor. Access to storage and working areas is limited to those who are accompanied by an OSARC staff member or those who are authorized by the Laboratory Supervisor. The size of the group may be limited at the discretion of the OSARC staff. No food, drink, or tobacco usage is permitted in the storage or working areas.

Visitors wishing to use the collection must first request an appointment at least two weeks in advance of the time of visit and must be approved by the Laboratory Supervisor. Access to the collection will be decided upon the following criteria:

1. The individual must have a legitimate reason for examining the collection (e.g. scholarly research, family relation, etc.).

2. The individual should have knowledge of appropriate techniques for handling objects or be given this instruction by staff before handling objects.

3. The individual must comply with the general security precautions for the collections and the OSARC’s collection procedures.

4. The individual must provide necessary equipment to complete his/her project and expect to work during the OSARC’s regular operating hours.

5. If the individual wants to take images of artifacts, authorization is required even for private and personal use. Images to be used for patron publications must follow all DNCR credit guidelines, and DNCR copyright must be respected.

Researchers must complete a Research Access Request and submit a proposal for research to the Laboratory Supervisor. Approved researchers must provide the OSA with a copy of the completed project (e.g. thesis or dissertation, article, poster, etc.). Researchers are expected to follow the guidelines set forth in “07 NCAC 04M .0150 Public Research Facilities.”

Individuals wishing to receive a loan for research purposes must have a supporting institution that meets the criteria of a borrower (as specified under Loans), and artifacts must be housed for study at that institution. The institution must also have a supporting staff member to approve of this arrangement and sign the loan agreement.

The OSARC facility is open to the public on appointment basis for general interest tours. Appointments must be requested at least two weeks in advance of the time of visit and must be approved by the Laboratory Supervisor. Access to and handling of collections will be limited during these visits.

Keys are only issued to staff members. Collection storage units and areas, offices, and records will be locked or protected from public access when no staff members are present.

Electronic Access

The OSA maintains several computer databases of its collection records and reports. OSA employees have varying access to each of these databases. Information contained in these databases must be requested or accessed by Secretary of the Interior-qualified professionals through appointment with the OSA. Data that provide sensitive information, such as location, are not made visible to the public. (N.C.G.S. § 121-5)

Appraisals

There is an inherent conflict of interest if the OSA, its employees, or its representatives appraise the monetary value of artifacts for the public. Therefore, no employee will give appraisals for the purpose of establishing the fair market value of objects owned by another institution or by the public or offered to the OSA. Donors wishing to take an income tax deduction must have an independent qualified appraisal made of the value of their gift. Borrowers requiring a valuation for insurance coverage must also have an independent qualified appraisal made of the value of their loan. If requested to suggest an independent appraiser, staff will provide information without any recommendations for or against a particular appraiser.

OSA staff shall not appraise, identify, or otherwise authenticate objects under circumstances that could encourage or benefit illegal, unethical, or irresponsible traffic in such objects. Identification and authentication may be given for professional or education purposes and in complying with the legitimate request of a professional or government bodies or their agents.

As a service to the public, OSA archaeologists may attempt to identify or authenticate objects brought into OSA facilities or via digital communication. In-person identifications are done on an appointment basis and the individuals should take their possessions with them when they leave the facility. Electronic identifications are conducted via photographs at the discretion and availability of OSA archaeologists.

Insurance and Risk Management

Careful handling, storage security, proper environmental control, conservation, and good housekeeping provide the first lines of defense against loss or damage to the OSARC’s collections and records. Many of the OSARC’s objects and records are one-of-a-kind and could not be replaced. While the OSA does not carry insurance on its collections, it strives to limit risk to its collections and to ensure that resources are available for recovery in the event of damage or loss.

Inventory

A full collections inventory will be conducted every 10 years. A digital record and a paper copy will be produced and stored in a secure location. As feasible, a digital photograph will be taken of artifacts and stored with their database information. The collection inventory is inspected annually via a selection of 200 random boxes (per DOI Museum Property Directives 21: Inventory of Museum Collections).

Record Keeping and Documentation

OSARC collections documentation will be maintained by the Collections Manager. The records relevant to the OSA’s collection serve several purposes: 1) they represent the archaeological record, establishing historical and cultural significance of an object and site, which the OSA is ethically bound to maintain; 2) to document the legal status of an object; and 3) to document the object’s condition, movement, and care.

Collections records consists of the following:

Site Records

Environmental review paperwork, field or site documentation, artifact catalogs, and archaeological and compliance reports all comprise site records. These are stored at either or both the OSARC facility and the main office of the OSA depending on file type. Digitization of site records is currently in progress.

Incoming Collections and Loans Files

The ownership and movement of artifacts in and out of the OSARC facility are tracked in the incoming collections forms, deeds of gift, and outgoing loan forms. Digitization of incoming collections and loan files is currently in progress.

Computer Database

Site Forms, project reports, and artifact catalogs are maintained in electronic form on Access databases. These databases are backed up on a regular basis by the DNCR IT department.

Institutional Records

Records from retirees containing institutional knowledge, legal standings, self-published research, and other miscellaneous documentation.

All records maintained by the OSA are subject to North Carolina Public Records Law (N.C.G.S. § 132).

Public Disclosure

Public Records refers to all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions. (N.C.G.S. § 131-1(a))

Disclosure of Collections Records

The public records and public information compiled by agencies of North Carolina government or its subdivisions are the property of the people. Therefore, it is the policy of this state that the people may obtain copies of their public records and public information free or at minimal cost, unless otherwise specifically provided by law. As used here, “minimal cost” means the actual cost of reproducing the public record or public information. (N.C.G.S. § 132-1(b); see also 07 NCAC 04M .0106 Duplication Services)

Care of Collections

The OSARC shall provide, manage, determine access to, and oversee the care, safety, and preservation of the collections according to current and acceptable archaeological and curatorial standards. The Laboratory Supervisor shall be consulted regarding measures possibly impacting the collections. Any OSA staff working directly with the collection shall adhere to written guidelines or instructions provided by the Laboratory Supervisor.

The collections, collections storage, and exhibit areas shall be monitored or inspected periodically, and problems or concerns shall be immediately addressed. To fulfill its mandate to preserve the artifacts and records in its collection, the OSARC will use accepted professional methods of conservation, adhering to written conservation policy and procedure outlined in the Laboratory Manual to preserve and stabilize objects in its custody.

1. No conservation work done to an object will be irreversible or experimental.

2. Artifacts will be protected as much as possible from potentially harmful conditions such as extremes of temperature and humidity, light, dirt, improper handling, fire, water, and insects.

3. Artifacts will be housed and stored in appropriate environments and accepted archival materials will be utilized for their care.

4. Materials detrimental to the collections will be restricted from the collection areas and exhibitions.

Integrated Pest Management

The OSARC works to prevent insect and destructive elements, such as mold or mildew, from damaging the collection and implements procedures and guidelines for pest management programs. The OSARC facility is periodically inspected for pests by a contractor of the Department of Administration Facilities Management. OSARC staff should be consulted regarding contracted general or specific pest control measures implemented in the building to consider effects on the collections.

In attempting to have a pest-free environment, infested or problem artifacts or records may be isolated to prevent damage to the collections, and incoming artifacts or records shall be quarantined for examination and/or treatment before inclusion in the collection.

Policy Approval

This OSARC Collections Management Policy is modeled after the DNCR Division of History Museum’s 2008 Collections Management Policy. It will be updated annually. The North Carolina State Archaeologist, the Deputy State Archaeologist, and the Laboratory Supervisor, approved this Collections Management Policy on 01/16/2026.