The procedure of preservation of archaeological collection and archaeological archive and the receipt, maintenance, exploitation, lending and exposition of archaelogical finds and archival documents at the Archaeological Research Collection of Tallinn University
Archaeological collection (hereinafter AC) stored in the Archaeological Research Collection (hereinafter ARC) of the Tallinn University (hereafter TLU) consist of
a) archaeological (including numismatical and archaeo-osteological) collections;
b) archaeological archives;
c) permanent preparations (including reference collections of skeletons and seeds, soil and charcoal samples, etc.).
AC of TLU is public property and as a whole inalienable.
AC of TLU is complemented by ways of archaeological excavations, field surveys, donations, purchases, etc.
AC of TLU is numbered and signed by acronyme AI. Number is a part of taking inventory of finds and archival documents, and connects them mutually.
AC of TLU 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 AC. Disputable points are settled by the head of the ARC, and when needed, rector of TLU will be involved.
The publication of the finds, archival documents and analyses of permanent preparations kept at TLU is regulated by reglement which is in accordance with the copyright law of Estonian Republic.
The exploitation of the AC for commercial purposes is not for free and is charged according to the price-list established at the ARC of TLU.
Preservation of archaeological collections
1.1. Archaeological collections are retained in special repositories and exhibition rooms.
1.2. Technical and climatic conditions in the repositories and exhibition rooms must secure the preservation of the collections.
1.3. 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“ Bradely A. Rodgers, 2004, Kluwer Academic/Plenum Publichers, New York.
1.4. Technical conditions for preservation and exploitation of the collections (heating, light, watch signalling and cleaning of the rooms according to sanitary requirements) are guaranteed by the TLU.
Reception of finds
2.1. Reception of archaeological finds (hereafter finds) is performed by the senior treasurer of the ARC or appointed collection keeper.
2.2. At the reception of finds a receiving report is effected, which is the main document confirming that the finds have been received in the ARC of TLU.
2.3. Receiving report includes the place and date of reception, name and post of the receiver, name and contacts of the assignor person or institution, amount and list of the received finds. If the amount of finds is over 10 pieces, a separate list may be compiled to be annexed to the receiving report.
2.4. Receiving report is drawn as two copies, one of which is given to ARC and the other to the assignor of finds.
2.5. The received finds will be registered in the ledger and given a number.
2.6. The number of a find consists of the acronym AI, prime number and, separated by colon, subnumber.
Scientific inventory of finds
3.1. Scientific inventory of finds is performed by curators under the supervision of the head of the ARC.
3.2. The curators enter the inventory results in the electronic database of archaeology TALAR.
3.3. The correctness of inventory is verified by the inventory commission. The members of the inventory commission are appointed by the head of ARC.
Exploitation of finds
4.1. All users of finds must be registered in the visitors’ registration book.
4.2. Researchers may use the finds in the repositories in the presence of treasurer or collection keeper (see: contacts).
4.3. Finds may be taken out of the repositories only in exceptional cases – for photographing, drawing, cataloging, conservation, studies and exhibition – by the permission of the senior treasurer, and taking out of the ARC by permission of the head of the ARC. Taking out finds from repositories must be registered in the repository journal and with signed notes in find-boxes.
4.4. Students may study finds on the basis of the application of their instructor and only in a room adjusted for the purpose.
4.5. 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.
4.6. The finds that are being conservated or restored cannot be used. The exhibited finds can be used only in exceptional cases.
4.7. The permission to photograph archaeological finds is given by the senior treasurer of the AC. All photographings are registered in repository journals. Files of photos taken of archaeological finds must be assigned to the archaeological archives within a month’s time.
4.8. When publishing finds, the acronym AI and prime number, preferably also the subnumber must be mentioned.
4.9. Finds may be deposited with other institutions (universities, public museums) only temporally, with a condition that the lender will take the responsibility of their proper preservation.
4.10. The deposition of finds takes place by the consent of the head of ARC and on the basis of a deposition report for a period of one calendar year. To extend the period of deposition one must lodge an application to the head of ARC.
4.11. Deposition report is framed by the senior treasurer of the ARC who must also watch that the temporarily lent finds would be returned in due time. The deposition report must be confirmed by the head of the ARC.
4.12. When the lent finds are returned the return report must be framed and signed by the deliverer and the recipient.
4.13. TLU retains the right to check the existence and state of the lent finds and to terminate the deposition report ahead of time.
4.14. The permission to sample finds for analyses is granted by the senior treasurer of the ARC. Sampling record must be framed, to be sored in the archaeological archives.
Exhibiting of finds
5.1. At the exposition of finds the technical and climatic conditions same as in repositories must be guaranteed.
5.2. Special attention must be paid to the security of finds.
5.3. 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.
6.1. The archaeological archives (hereafter archives) are retained in special rooms.
6.2. Technical and climatic conditions in the archives’ rooms must guarantee the preservation and security of archival documents.
6.3. The storage conditions of the archives are supervised by the archivist on the basis of the instructions published in archives low of Estonian Republic.
6.4. Technical conditions for preservation and exploitation of the archives are guaranteed by the TLU.
Reception of archival documents
7.1. Reception of archival documents is performed by the archivist, who makes the entry in the reception register.
7.2. The entry in the reception register is the main document concerning the belonging of the archival document to the ARC.
7.3. The entry in the reception register includes the name of the document, place and date of its reception, name of the receiver, name and contacts of the assignor person or institution, amount and list of the received documents.
7.4. The documents received in the archives will be numbered.
7.5. At the assignment of personal archives restrictions for use may be imposed on request of the assignor.
7.6. Statutory copyright applies to all manuscripts and their appendices (photos, films, drawings, excavation and find plans) stored in the archives.
Scientific inventory of archives
8.1. Scientific inventory of archives is performed by the archivist under the supervision of the head of the ARC.
8.2. The archivist enters the inventory results in the electronic database of archaeology TALAR.
8.3. The correctness of inventory is verified by the inventory commission. The members of the inventory commission are appointed by the head of ARC.
Using of the archives
9.1. All users of the archives are registered in the archival 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 archival 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. This operation is registered in archival journal and is charged according to the established price-list.
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 preferably also the number of the document must be mentioned.
10.1. Permanent preparations consist of systematised archaeological and recent skeletons/bones, plant remains and soil samples collected during the archaeological excavations.
10.2. Permanent preparations are stored at the research laboratory of ARC and registered by the keeper of the archeo-osteological collections or the head of the ARC. All permanent preparations are equipped with archaeological and/or taxonimical data.
10.3. When publishing, the use of permanent prepartions must be shown in the section of used methods and/or aknowledgements.