Permitted researchers are expected to adhere to the rules set forth by the society for the analysis, transport, and curation of state collections generated under the authority of a state permit.

Obtaining a Curation Agreement

Individuals seeking a state permit that allows for collection must establish at least one curation agreement with the geographically closest active State-Approved repository capable and willing to take collections from their anticipated excavation or collection sites. In cases where a state-wide permit is sought, a minimum of two active curation agreements is mandatory at the time of application.

The map below is updated periodically to aid those seeking curation agreements with State-Approved Repositories. A full-text list containing contact information, and restrictions on material accepted may be downloaded here.

How to Select a Repository

1. Begin with the repository closest to your anticipated working area.
   • If you are working with existing sites, please refer to the List of Sites with Repository Names as collections from the same site are not to be deposited across multiple repositories when possible.
     • Please note that this list is not comprehensive and will be updated periodically. Please let us know of errors and omissions with State Collections. The Office of Archaeology and Historic Preservations (OAHP) also tracks some private and some Federal repository information which is not reflected in this list. If you are seeking the repository location of any non-State collections you should inquire using OAHP's database and site file records.
   • Refer to the embedded map above for the locations of currently approved repositories
2. Confirm the repository is accepting collections from the area and of the type that you anticipate generating.
3. Contact the repository and begin the process of entering into a curation agreement.
   • Discuss and agree to a collection strategy, before the start of fieldwork, that takes into account the anticipated needs of the collection and the limitations of the repository. This strategy should be guided by the project's research design, the scope of the project, and the scale of the resource.
   • Review the fee structure and negotiate any additional costs that may arise due to oversized items or those that require an additional level of care. Repositories may charge fees for the following:
     • Reasonable administrative fee for the processing of a curation agreement.
     • A competitive one-time intake fee for material, typically by the cubic foot.
     • Corrective fees for material that arrives below the level agreed upon between the permittee and repository, or those outlined in the Submission Guidelines put out by our office. This fee is calculated as an hourly rate plus the cost of any supplies.
4. Acquire the signed curation agreement.

Collection to Submission

Out-of-State Transport

Permittees proposing to transport collections out of the State of Colorado for nondestructive analysis, study, or routine fossil preparation or artifact conservation, must secure a loan agreement between the out-of-state facility and the approved state repository intended to house the collection and submit a Request for Approval for Non-destructive Out-of-State Transportation through the following process. Being granted a permit for which the research design indicates you will be transporting collections out-of-state does not constitute an exemption, substitution, or satisfaction of this requirement. *

1. Secure a draft copy of a loan agreement from the approved state repository at which the material will be submitted following completion of work.
2. Download and complete the request form.
3. Submit the completed form, draft loan agreement, and any supporting documentation to hc_statecuration@state.co.us.
4. Notification of consent will be provided by the Office of the State Archaeologist to the approved repository and researcher within 30 days of submittal.
5. Following approval, a copy of the signed loan agreement must be submitted to the hc_statecuration@state.co.us.

Destructive Analysis

Any proposed analysis of collections materials that would cause their destruction or damage, such as trace element analysis and histology, requires the written consent of History Colorado through a Request for Destructive Analysis of Held-In-Trust Artifacts or Fossil Specimen. 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 on collections prior to 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.

Once both parties are in agreement please request written consent through the following process.

1. If necessary, secure a draft copy of a loan agreement from the approved state repository at which the material will be submitted following completion of work.
2. Download the fillable request form.
3. Submit the completed form, draft loan agreement (if required), and any supporting documentation to hc_statecuration@state.co.us.
4. Notification of consent will be provided by the Office of the State Archaeologist to the approved repository and permittee within 30 days of submittal.

Physical Reproductions

The creation of reproductions using physical methods, such as casting and molding, is considered a destructive practice and is subject to approval by the State Archaeologist.

Physical reproductions are handled on a case-by-case basis. Please submit a request letter to the State Curation Coordinator that contains the following:

• Catalog number of the material(s).
• Description of methodology to be used.
• Intended use of reproductions.
• Justification for the stress placed on the material

Disposition of State Collections

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.

Submission Deadlines and Requirements

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. 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.

History Colorado Curation Agreement

A fillable Application for a History Colorado Curation Agreement may be completed and submitted to hc_statecuraiton@state.co.us. Please allow 10 business days for processing.

Please note that History Colorado serves only as a backup in case regional and local State-approved repositories are not available. Our standard curation agreements are valid for two years.

Additional Resources

Permitted Archaeologists' Guide to the State-Approved Repositories Program

Caring for Artifacts After Excavation: Some Advice for Archaeologists by Katherine R. Singley

Further Archaeology and Paleontology Permit information on this site.