The procedure of receiving, maintaining and exploitation of the archaeological collection and archive at the Archaeological Research Collection of Tallinn University
- General
1.1. Archaeological collection stored in the Archaeological Research Collection (hereinafter ARC) of Tallinn University is state property and as a whole inalienable. It consists of:
a) archaeological (including numismatic and archaeo-osteological) collections;
b) archaeological archives;
c) reference collections and samples (including reference collections of skeletons and seeds, soil and charcoal samples, etc.).
1.2. The collection is growing as a result of archaeological excavations, surveys, metal detector finds, gifts, purchases etc.
1.3. The archaeological finds and archival documents are numbered and signed by acronym AI.
1.4. The collection is open for scientific research and study free of charge. Supervision of the exploitation of the collections is managed by the senior treasurer of the ARC. Disputable points are settled by the head of the ARC, and when needed, legal counsellor of Tallinn University will be involved.
1.5. The publication of the finds, archival documents and analyses of reference collections kept at the ARC is conducted in accordance with the copyright law of the Republic of Estonia.
1.6. The exploitation of the collection for commercial purposes and contract work is charged according to the price list established at the ARC.
- Reception of archaeological finds
2.1. Reception of archaeological finds (hereafter finds) is performed by the senior treasurer of the ARC or an appointed collection keeper. The transfer of finds is agreed by email with the senior treasurer of the ARC.
2.2. The received finds are given a number consisting of the acronym AI, a unique main number and, separated by a colon, sub-number. A new main number is issued by the senior treasurer of the ARC based on a written application from the assignor of finds.
2.3. At the reception of finds a (digitally) signed transfer contract is drawn up (see: examples of documents), which is the main document confirming that the finds have been received in the ARC.
2.4. Transfer contract includes the place and date of reception, name and function of the receiver, name and contact details of the assignor person or institution, amount and list of the received finds. If the number of finds exceeds 10 pieces, a separate list may be compiled to be annexed to the transfer contract.
2.5. Reception of finds to the ARC takes place according to the guidelines. The ARC has a right to refuse the finds if the given conditions have not been followed.
2.6. If the preliminary examination after receiving the finds indicates that some of them need to be treated or repacked according to standards, then the assignor will be charged for the necessary costs.
- Maintaining the archaeological collections
3.1. Archaeological collections are stored in special repositories and exhibition rooms of the ARC.
3.2. Technical and climatic conditions in the repositories and exhibition rooms must secure the preservation of the collections.
3.3. The storage conditions of the collections are supervised by the head of the ARC, senior treasurer, collection keepers and conservators on the basis of the instructions published in „Artefaktide säilitamine“ Konsa, K., 2007, Tartu University Press and „The Archaeologist`s manual for conservation“ Bradley A. Rodgers, 2004, Kluwer Academic/Plenum Publishers, New York.
3.4. Technical conditions for preservation and exploitation of the collections (heating, light, security and cleaning of the rooms according to sanitary requirements) are guaranteed by Tallinn University.
- Cataloguing of archaeological finds
4.1. Cataloguing of finds is performed by collection keepers and specialists under the supervision of the senior treasurer of the ARC.
4.2. The curators enter the catalogued data in the Tallinn University database of archaeology TALAR and/or ArhIS.
- Exploitation of collections
5.1. Researchers may use the finds in the repositories by the permission of the senior treasurer and after making an appointment, in the presence of a collection keeper (see: contacts).
5.2. All users of finds must be registered in the visitors’ journal.
5.3. Finds may be taken out of the repositories only in exceptional cases – for photographing, drawing, cataloguing, conservation, studies and exhibition – by the permission of the senior treasurer. Taking out finds from repositories must be registered in the repository journal and/or sampling reports, placing signed notes in find-boxes.
5.4. When finds are temporarily removed from the exposition, a note must be left in the showcase, with the date and cause of the removal marked on it.
5.5. Students may study finds on the basis of the application of their instructor and only after initial instructions of a collection keeper.
5.6. Persons who have disregarded the rules of the exploitation of finds will be deprived of the right to use the finds, either for a certain period or permanently.
5.7. The finds that are being treated or restored cannot be used. The exhibited finds can be used only in exceptional cases.
5.8. The permission to photograph archaeological finds is given by the senior treasurer of the ARC. Files of photos taken of archaeological finds must be handed over to the archaeological archives within one month.
5.9. When publishing finds, the acronym AI, main number and sub-number must be referred to.
5.10. Finds may be lent to other institutions (universities, public museums) only temporarily, with a condition that the lender will take the responsibility of their proper preservation and security. Objects made of precious metals can only be lent if special security measures are applied to the transport and display of the items. Loans to abroad must be insured based on taxation values determined by the ARC.
5.11. The lending of finds will be decided after a formal loan application is sent to the senior treasurer of the ARC in due time. A loan contract is compiled and stored in a digital document management system of Tallinn University. The senior treasurer of the ARC also monitors the expiring of the loan periods and records the return of the loans.
5.12. The permission to sample finds for analyses is granted by the senior treasurer of the ARC. Sampling report (see: example document) must be compiled, to be stored in the archaeological archives.
5.13. Archaeological finds are lent temporarily: for research and analyses – up to one year; for temporary display – for the duration of the exhibition; for semi-permanent displays – up to five years. Extending the loan period is possible after sending a formal application.
5.14. ARC retains the right to check the existence and state of the lent finds and to terminate the loan contract ahead of time.
- Reception of archival documents
6.1. Reception of archival documents is performed by the archivist, who makes an entry in the reception register.
6.2. The entry in the reception register is the main document concerning the belonging of the archival document to the ARC.
6.3. The entry in the reception register includes the name of the document, place and date of its reception, name of the receiver, name and contact details of the assignor person or institution, amount and list of the received documents.
6.4. The documents received in the archives will be numbered.
6.5. At the assignment of personal archives restrictions for use may be imposed on request of the assignor.
6.6. Statutory copyright applies to all manuscripts and their appendices (photos, films, drawings, excavation and find plans) stored in the archives.
- Maintaining the archaeological archives
7.1. The archaeological archives are stored in special repositories.
7.2. Technical and climatic conditions in the archives’ repositories must guarantee the preservation and security of archival documents.
7.3. The storage conditions of the archives are supervised by the archivist on the basis of the instructions published in the archive law of the Republic of Estonia.
7.4. Technical conditions for preservation and exploitation of the archives are guaranteed by the Tallinn University.
- Cataloguing of archives
8.1. Cataloguing of archives is performed by the archivist under the supervision of the head of the ARC.
8.2. The archivist enters the catalogued data in the Tallinn University database of archaeology TALAR.
- Exploitation of archives
9.1. All users of the archives are registered in the archive journal.
9.2. Archival documents are used only in the archives. The documents may be taken outside the archives only in exceptional cases, on the basis of a written application and by the permission of the head of the ARC. Removal of an archival document must be recorded in archive journal.
9.3. The users of the archives are allowed to excerpt and make notes.
9.4. The scanning, photographing and copying of the documents may be performed only by the archivist.
9.5. Persons who have disregarded the rules of using of the archives will be deprived of the right to use the archives, either for a certain period or permanently.
9.6. When publishing the archival documents, the acronym AI and the number of the document must be referred to.
- Reference collections and samples
10.1. Reference collections and samples consist of systematised archaeological and recent skeletons/bones, plant remains and soil samples collected during the archaeological excavations.
10.2. Reference collections and samples are stored at the research laboratory of the ARC and registered by the keeper of the archeo-osteological collections or the head of the ARC. All reference collections and samples are equipped with archaeological and/or taxonomical data.
10.3. When publishing, the use of reference collections and samples must be shown in the section of used methods or acknowledgements.