Permittee Collections

Permittees wishing to transport collections out of the State of Colorado for any reason, following field collection, must secure a loan agreement between the out-of-state facility and the approved state repository with which a curation agreement has been secured and seek consent from History Colorado through the submission of the Curation Request Form.

Any transport of collections outside of the State of Colorado for any reason, at any time, requires the written consent of History Colorado. Being granted a permit for which the research design indicates that generated collections will be transported out of state does not constitute an exemption, substitution, or satisfaction of this requirement.

• Relocation inventories must be conducted and included as part of the written loan agreement.

• The loan and transportation of the collection must be insured for liability purposes.

• Loans may not exceed 3 years, and all material must be returned to the repository within 3 years.

• Collections and their associated sites must be fully recorded and cataloged in the state system.

• Ancillary samples as specified in 8 CCR 1504-7, Sec. 9(C) 2) are not subject to this requirement.*

Required Attachments:

• CV (s) of the researcher(s)

• A draft copy of the loan agreement

• Proof of insurance

Does any of the collected material need to be disposed of?

To minimize over-collecting and avoid disposition of non-curatable items the permittee and repository should agree to a collection strategy before any testing or field collections are conducted.  This contract or written agreement should be attached to the curation agreement entered into by both parties. All parties must make sure the repository can accommodate the anticipated needs. Some institutions may not have the ability to curate certain types of material so make sure this is understood and negotiated first. Other options may need to be explored. Strategies will be guided by the project’s research design, the scope of the project, and the scale of the resource.

If non-curatable collections have been generated please refer to the Guidelines for the Disposition of Non-Curated State Collections From a Research Lab or a Museum/Repository.  Required forms may be downloaded from our website.

Are you ready to submit your material to a repository?

Materials collected under a state permit must be submitted to a repository according to the guidelines below within 6 months of submission of the final report for the permit under which they were collected.  Current copies may be downloaded from the History Colorado Website.  Please note that repositories may have more strict requirements that supersede those outlined in the state-issued submission guidelines. Refer to your curation agreement and the designated repository official with any questions.

• Archaeological Submission Guidelines

• Paleontological Submission Guidelines

Permittees are responsible for submitting the following to the State Curation Coordinator via email: hc_statecuration@state.co.us

• Official Receipt for Deposit Form to be filled out by both the permittee and the repository official at the time of submission.

• Collection Inventory Template Example (Excel)

*Ancillary samples are exempted from these requirements per 8 CCR 1504-7 and are defined as organic or inorganic specimens, other than human remains or artifacts, gathered by scientists for the purpose of analysis to provide information on past environments, diets, chronology, or material source areas. Ancillary samples may include, but are not limited to, charcoal, wood, soil, coprolites, and floral or faunal specimens.

Any proposed analysis or use of collections materials that would cause their destruction, or damage, such as trace element analysis, gold coating, and histology requires the written consent of History Colorado  Being granted a permit for which the research design indicates you will be performing destructive analysis does not constitute an exemption, substitution, or satisfaction of this requirement. *

Permittees proposing to perform destructive analysis before submission should first contact the intended state-approved repository and make arrangements with them for the proposed analysis. Loan agreements are required if any portion of the material is expected to survive the analysis and be returned to the repository.

• Requests are granted with consideration as to whether such artifacts/specimens are unique or duplicated in other state-owned collections.

• Collections and their associated sites must be fully recorded and cataloged in the state system.

Required Attachments:

• CV (s) of the researcher(s) requesting and/or conducting analyses.

• Research Design. Please clearly outline the intended methods, sampling strategies, etc.

• A draft copy of the loan agreement if any portion of the material is expected to survive analysis and be returned to the state-approved repository.

*Ancillary samples are exempted from these requirements per 8 CCR 1504-7 and are defined as organic or inorganic specimens, other than human remains or artifacts, gathered by scientists for the purpose of analysis to provide information on past environments, diets, chronology, or material source areas. Ancillary samples may include, but are not limited to, charcoal, wood, soil, coprolites, and floral or faunal specimens.

The creation of physical reproductions through physical means (ex. molding, casting, latex peels), requires the written consent of History Colorado. Being granted a permit for which the research design indicates you will be creating reproductions through physical means, does not constitute an exemption, substitution, or satisfaction of this requirement.

• Justification of the use of physical methods over digital is to be provided in the Curation Request Form.

• Collections and their associated sites must be fully recorded and cataloged in the state system.

Required Attachments:

• CV(s) of the researcher (s) requesting and/or conducting physical reproduction.

To minimize over-collecting and avoid disposition of non-curatable items the permittee and repository should agree to a collection strategy before any testing or field collections are conducted.  This contract or written agreement should be attached to the curation agreement entered into by both parties. All parties must make sure the repository can accommodate the anticipated needs. Some institutions may not have the ability to curate certain types of material so make sure this is understood and negotiated first. Other options may need to be explored. Strategies will be guided by the project’s research design, the scope of the project, and the scale of the resource.

If non-curatable collections have been generated please refer to the Guidelines for the Disposition of Non-Curated State Collections From a Research Lab or a Museum/Repository.  Required forms may be downloaded here.