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 enter into 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.

The map above 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 found below.

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 Preservation (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.

Practices that Require State Approval

Please be aware of the following requirements regarding the below activities involving state collections, as per 8 CCR 1504-7. Written consent from History Colorado is necessary for these activities from the time of field collection. It's important to note that being granted a permit for research does not exempt you from this requirement.

Starting from October 14, 2024, a new online form has been introduced to expedite the request process. Researchers, permittees, and designated repository officials can now use this single form to request the necessary approvals instead of going through multiple individual request processes. You can access the new request form here: Curation Request Form. Upon submission, a notice of approval or denial will be provided to both the researcher and the designated repository official within 30 days.

For additional details on required documentation, rules, requirements, and exemptions not covered in the online form, please refer to the dropdown menus below.

Please remember that any commercial use of state collections is prohibited without written consent. Further information can be found in the Commercial Use section.

Out-of-State Transport

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

Destructive Analysis

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.

Physical Reproductions

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.

 

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.

*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. Approval is still required from the State-Approved repository.

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)

History Colorado Curation Agreement

A fillable Application for a History Colorado Curation Agreement may be completed and submitted to hc_statecuration@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.