Accession Policy for Archaeological Collections
Department of Sociology, Anthropology, and Social Work
Skidmore College

I. Define
A. Explain accessioning and why it is necessary

1. What are the implications for Skidmore

II. Procedures

A. Review of Accessions for following criteria

1. Is there good provenience information (documentation)

2. What type of site is it from
a. age, location, interpreted function

3. Would collection be consistent with Skidmore's purpose

4. What is the quality of the collection with respect to research, exhibition and educational value in accordance with Skidmore's Mission statement

B. Accessioning

1. A deed of gift form must be completed for each accession in order to establish ownership. Exceptions will be made
for the following circumstances:
a. Objects of uncertain origin that were found in the Skidmore Anthropology Laboratory may be accessioned without a deed of gift form but their origin must be documented (i.e., document discovery of objects).
b. At the discretion of the Skidmore archaeologist, collections may be accepted for curation pending transfer of title or until such time as legislation may resolve this issue.

2. Deed of gift form will include the nature of the accession, signatures of source and Skidmore archaeologist, and a box or space for accessions file number.

3. Copies of this will be given to source, Skidmore archaeologist, and an administrative official (Dean or President's office)

4. A copy of deed of gift form will be considered a receipt for property.

5. Archaeological collections made by Skidmore personnel will be accessioned.

6. If the collection was not made by Skidmore, information will be recorded about how the collection was acquired by its source.

7. Upon receipt, the condition of the collection will be recorded. This will include an inventory or estimation of the types and quantities of artifacts or an appraisal.

8. All accessions will be assigned a number in the following format: YY.###. For example an accession made in 1994 would be numbered 94.1, 94.2... To accession collections made in the past, use the year they were received. For example, the Follett collection would be numbered 78.1, 78.2...

9. All accessions will be recorded in an accessions file.
a. Accession file will be stored in file drawer labeled "collections management" in lab.
b. Accession file will include accession forms with accession number, name of collection or site, date, recorder, description of materials and quantity, presence of documentation, and name of source.
c. Deed of gift forms will be stored in the accessions file as will any general correspondence related to the accession, other relevant documents, any deaccessioning information.
d. An electronic file or inventory with similar information will also be kept.

C. Loans

1. In keeping with the mission of the College, the need may arise to loan parts of the collections or to borrow collections.

2. Loans are temporary transfers of artifacts or collections from Skidmore to another institution or from another institution to Skidmore that do not involve transfer of ownership.

3. Procedures:
a. Requests must be made in writing and include purpose, and duration of loan.
b. Loans must be recorded on a loan agreement form stored in a loan file. Form will include name of borrower, date, length of loan, purpose of loan, description of laon, including catalog numbers and name of collection from which it came, and signatures of Skidmore archaeologist and representative of the borrowing institution.
c. Signed loan agreement constitutes a binding contract between lender and borrower.
d. For approved incoming loans, Skidmore will send a loan agreement form to lender with which the above rules apply.

D. Deaccessions

1. Objects may be removed from the collections for the following reasons:
a. If they no longer support the mission of the institution;
b. If a legitimate claim has been made for repatriation by a federally recognized tribe or an affected party pursuant to the Native American Graves Protection and Repatriation Act (Public Law 101-601-November 16, 1990).
c. It is recommended that items which are disposed of serve a valid purpose.
- this may include transfer to another museum they would be consistent with its mission;
- gifts to other colleges or universities;
- donation to historical societies;
- gifts to public schools.

2. All objects to be deaccessioned must be approved by the Board of Trustees.