HomeMy WebLinkAboutCONSENT Memorial Field project Department of Public Works
O Consent
Page 1 of 1
Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Josh Peters, County Administrator
From: Eric Kuzma, Public Works Director C:tr-
Agenda Date: April 20, 2026
Subject: Agreement for Potential Artifact Curation for Memorial Field Project
Statement of Issue:
An agreement for artifact curation in the event of an inadvertent discovery during the Memorial Field
Renovation project(the Project) has been prepared and is ready for review and approval by the BoCC.
The agreement is a requirement of the Washington Department of Archaeology and Historic
Preservation (DAHP) cultural resources permit that is needed for the Project.
Analysis/Strategic Goals/Pro's&Con's:
The tribes have been involved in all aspects of planning this project. It is being treated with the highest
level of attention to cultural resources possible. Parks and Recreation has contracted with Willamette
Cultural Resources Associates to manage the permit process, survey the site, monitor construction, and
complete a final report. Memorial Field is a vital resource to the Jefferson County community.This
project is the culmination of a 16-year effort to fund and complete capital improvements at Memorial
Field.
Fiscal Impact/Cost Benefit Analysis:
If there is an inadvertent discover during the project that includes artifacts that require curation,then
the cost is a one-time fee of$1,650 per standard box,or$250 per 5 linear inches of archival documents
or photos.The overall value of the entire project is$493,727 of which $345,456 is RCO funded, and
$148,167 is Jefferson County grant matching funds provided by the Jefferson County Capital Fund.
Recommendation:
Approve one copies of the agreement and return it to Public Works.
Department Contact:
Matt Tyler. 385-9129
Reviewed By:
q1(1-3-6
Jos eters,County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE) �J
CONTRACT WITH: Jamestown S'Klallam Tribe Contract No: 7 a.)01P 1 —05 r
Contract For: Potential Curation of Cultural Artifacts-Mem Fld Term: Date of approval through completion
COUNTY DEPARTMENT: Public Works
Contact Person: Matthew L.Tyler
Contact Phone: 360-385-9129
Contact email: mtylercco.jefferson.wa.us
AMOUNT: Variable-$0.00 to$1,650. PROCESS: Exempt from Bid Process
Revenue: 17533402/33407/21350 , Cooperative Purchase
Expenditure: 17559476/63000/21350 Competitive Sealed Bid
Matching Funds Required: N/A _ Small Works Roster
Sources(s)of Matching Funds — Vendor List Bid
Fund# 17539700 _ RFP or RFQ
Munis Org/Obj 397302 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE� � ITH JCC 3.55.080 AND CHA TER 42.23 RCW.
CERTIFIED: El N/A:C ✓v 61 tri—L,ti N(a h
,/"_ , y 9 I 2 6
Sig naturb✓ Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED B.JaY ANY FEDERAL, STATE, OR LOCAL
AGENCY. g�
CERTIFIED: ❑ Y‘"\
Y `'_ ti ) C3N/A: El eN , h-'
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 4/13/2026.
V//
STEP 4: PROSFCUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
lectronically approved as to form by PAO on 4/10/2026.
High risk if triabal participation is not available.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
•
JAMESTOWN S'KLALLAM TRIBE
AGREEMENT FOR CURATION SERVICES
This agreement for curation services ("Agreement") is made between the
Jamestown S'Klallam Tribe (hereafter "Tribe") and Jefferson County, Washington
("Donor"), regarding land, owned by Donor, to be modified in the City of Port Townsend,
WA, located within the parcel northwest of the Washington Street and Monroe Street
intersection, tax parcel numbers 989705301 and 989709104 ("Site") and any items of
cultural interest to the Tribe ("Artifacts") which Donor unearths as part of its land
modification process for the Site. For purposes of this Agreement, the term Artifacts
includes related materials such as forms, reports, photographs and catalogs generated
from the excavation activity.
RECITALS
Whereas, Donor has expressed an interest in entering into an agreement with
the Tribe for curation services, as set forth herein, including the payment of appropriate
fees to the Tribe for the provision of those services, of any Artifacts are found at the Site
and corresponding archival material; and
Whereas, the Tribe has expressed an interest in entering into such an agreement
with Donor; and
Whereas, it is the intent of both parties that the terms and conditions set out in
this agreement, including those set out in its exhibits, meets their needs to memorialize
their understanding;
Now, therefore, the parties mutually agree as follows:
1. The Donor will undertake development of the Site in compliance with the
requirements of permit #2026-28 issued by the Washington State, Department of
Archaeology and Historic Preservation ("DHAP") that allows archaeological excavations
of locations 45JE408 on the Site;
2. All Artifacts, if any, from the Site will be deemed to be held free and clear by
Donor who has legal authority to make this agreement and execute a Deed of Gift (see
Exhibit D) transferring those Artifacts to the Tribe;
4. The term of this agreement will extend until all archaeological excavations of the
Site including 45JE408, as documented in the DAHP permit #2026-28, are complete
and the Deed of Gift of all Artifacts is fully executed and all transfers are completed and
documented;
5. The Tribe will act as a Tribe to ensure the continued preservation, protection, and
accessibility as an archeological collection of the Artifacts, subject to the terms and
conditions of this agreement;
6. Once the agreement is signed and the Artifacts are physically transferred to the
Tribe via the Deed of Gift, the Tribe shall have full right, title and interest in the, in
perpetuity;
7. The donor agrees to provide to the Tribe to support the continued curation of
the Collection a one-time fee of$1650.00 per standard' box of collections and $250 per
5 linear inches of archival documents and photos. This fee is assessed in increments of
5 linear inches only (e.g. 2.5 inches incurs the same cost as 5 inches).
1A standard box is a 1 cubic-foot bankers box,as shown here:
http://www.gaylord.com/Preservation/Document-Preservation/Record-Storage-
Cartons/Gaylord%26%23174%3B-C-flute-Acid-Free-Record-Storage-Carton/p/TC 121
8. All Artifacts, as a group, will be designated "Memorial Field 45JE408 Fencing
and Goal Post Replacement Project Collection"; and
9. Exhibit B includes a map of the Site.
For good and valuable consideration, the parties, by and through their
undersigned official representatives, enter into this agreement as of the date it is fully
executed:
FOR DONOR:
Signature of Donor's Authorized Representative Date
Printed Name: Approved as to formronly:
Title:
—April 10, 2026
Address:
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
FOR THE JAMESTOWN S'KLALLAM TRIBE
Signature:
4, ,„ , _o/y
Signature of Tribe Authorized Representative
Printed Name: Alonah "Loni" R. Greninger Date: 04/07/2026
Title: Vice Chairwoman, Tribal Council
Address: 1033 Old Blyn Hwy, Sequim, WA 98382
EXHIBIT A
Curation Agreement Terms and Conditions
1 . The Tribe will incur no expense to accept the Collection from the Donor.
2. The Tribe will safeguard the Collection in its custody in the same manner as its
own property and consistent with the applicable laws and regulations for the Curation of
Archeological Collections by a tribal government. The Collection will be curated
according to the curation guidelines and procedures of the Tribe, as set out in Exhibit C
to this agreement.
3. The Donor will generate an estimate of the value of the Collection once it is
complete and ready for transfer to the Tribe under the Deed of Gift. This figure is only
an estimate and is not binding on either party.
4. The Donor will ensure the Collection is prepared for transfer to the Tribe
according to the Guidelines for Preparing Archaeological Collections and Archives for
Curation at the Jamestown S'Klallam Archives and Collections in Exhibit E.
EXHIBIT B
Location of Site and Map
Tax Parcel Number of Site: 989705301 and 989709104
Map:
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WASHINGTON
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USES Port Townsend North(1953.photorevised 1973);Coupeville(1953,photorevised 1973);Port Townsend South(1953,
photorevised 1982);and Nordland(1953,photorevised 1973),Wa,7 5'Qu%s t')
Map prepared by Willamette CRA.
EXHIBIT C
Tribal Curation Guidelines
ITa0 -iir JAMESTOWN S'KLALLAM TRIBE
9
Guidelines for Transferring Archaeological, Cultural, and Archival Materials
to the Jamestown S'Klallam Tribal Archives and Collections
Tribes are often burdened by the cost of curating historical and cultural objects that are a
result of development activities in and around archaeological sites. This document
establishes a framework to firmly establish and implement an organized process for the
acquisition and care of Tribal historical and cultural materials in multiple formats including
but not limited to archaeological material, cultural objects, digital media, and archival
documents. It contains two parts: the first is a brief step-by-step introduction to the process
of transferring archaeological materials to the Jamestown S'Klallam Archives and
Collections (JSTAC), and the second is a detailed description of the JSTAC pricing and
invoicing policies.
Part 1: The Process of Transferring Collections
The full process of transferring archaeological artifacts and archives to the JSTAC is a
multi-step endeavor that begins with project budgeting and ends with transfer of
ownership and payment to the JSTAC. Steps are detailed below.
Step 1: Project Budgeting
To help the Tribe comply with the "Curation of Federally Owned and Administered
Collections (36 CFR 79)" and best practices, it is a good idea to anticipate these costs and
include them in initial project budgets if a project is expected to produce collections and/or
archives for transfer to the JSTAC.
Step 2: Request for Curation Services
When undertaking Section 106 compliance, or when preparing a DAHP permit application,
consulting archaeologists may need to secure a written confirmation that the JSTAC will
provide curation services for this project. You can obtain this by reaching out to the Tribal
Historic Preservation Officer (THPO) at THPO@jamestowntribe.org. You will need to
provide the THPO with a project description, location, proof of consultation through a
cultural resource regulation or best practices, and projected amount of collections to be
curated.
Collections to be transferred must be designated as"deeded"or"held in-trust". A"deeded"
designation indicates that collection/archive ownership will eventually be legally transferred
to the JSTAC or "held in-trust". A held in-trust collection is curated by the JSTAC on a
temporary contractual basis, but ownership/control remains with the original landowner(s).
Each type of arrangement implies a different fee structure, and for held
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in-trust materials an additional contract between the JSTAC and the collection owner
must be in place before actual transfer to the JSTAC may occur.
The JSTAC reserves the right to decline any donation, gift, or bequest offered to it.
Reasons for decline include but are not limited to the following: not pertaining
specifically to the Jamestown S'Klallam Tribe, not fitting into the acquisition budget,
inability to be properly cared for, size considerations, unacceptable display
restrictions, unacceptable collection preparation, or financial encumbrances.
Step 3: Preparation of Collections
After fieldwork and analysis are complete, artifacts and archives to be transferred to the
JSTAC must be printed,cataloged,organized,and housed according to standards set forth
by the "JSTAC Curation Guidelines" attachment B. C ollections and archival records
which require extra work by JSTAC staff may be subject to additional service charges upon
intake and assessment at the JSTAC.
Step 4: Creating a Curation Contract(Held In-Trust Collections Only)
Before held in-trust collections are transferred to the JSTAC, a contract for held in-trust
services must be reached between the JSTAC and designated representatives of the legal
owners of collections/archives. Each held in-trust contract is unique, and those seeking
to secure a held in-trust contract with the JSTAC are advised to contact us early in the
process to allow a contract to be negotiated in a timely manner.
This type of contract is not needed for deeded
collections. Step 5: Transferring Collections to JSTAC
Custody
After collections are prepared according to JSTAC's standards (and after a contract is in
place for materials to be held in-trust), an appointment to transfer the materials to JSTAC
staff must be scheduled. Transfers must occur in-person at the JSTAC Facility with JSTAC
staff present. The full process of transfer typically takes about / hour. Contact us to
schedule this appointment.
At this appointment, a "Temporary Custody Receipt" must be signed by representatives
of the JSTAC and by representatives of the collections owner(s) before the JSTAC will
assume custody of collections and archives. JSTAC staff will prepare these documents,
and copies will be provided to those dropping off collections. Consulting archaeologists
may serve as representatives of collections owners for this process.
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Step 6: Assessment by JSTAC Staff
After collections have been transferred to the JSTAC, staff will briefly quarantine
collections, then perform an assessment of collection status and a full inventory of
materials included in the collection and associated documentation. This process
typically takes about a month (perhaps longer for large collections), and during this time
JSTAC staff may contact the collection depositor with questions about the status of the
collection itself.
At this time, staff may also determine that additional work is needed to provide collection
preservation and/or accessibility. If this is the case, JSTAC staff will consult with the
depositor about next steps, but the JSTAC reserves the right to perform additional work
essential to ensuring collection preservation and/or accessibility (especially deeded
collections). and the JSTAC also reserves the right to pass any costs for necessary
measures on to depositors.
Step 7: Invoicing
Once assessment of the condition of collections and/or archives is complete, JST will
issue an invoice for costs associated with collection intake, assessment, storage, and
integration into the JSTAC's collections database. Unless alternate arrangements are
made in writing, the depositor assumes responsibility for payment of invoices issued by
the JST. Thus, if a representative of a CRM company transfers materials to the JSTAC,that
CRM company is responsible by default for fees associated with curation services.
Step 8: Transfer of Ownership (Deeded Collections Only)
For collections and archival records deeded to the JSTAC, collection owner(s) must also
sign a "Deed of Gift" form. Ownership transfer varies by collection and landowner types
as follows:
For deeded specimens and archival collections stemming from work on private
property or non-federal public land, the landowner(s) at the time of fieldwork are the
legal collection owner(s) and must sign the Deed of Gift. CRMs are expected to furnish
the JSTAC with accurate landowner contact information to facilitate completion of this
paperwork.
Part 2: Curation Services Standard Pricing
JSTAC curation services are a non-profit service sustained through revenue in the form of
fees charged for services provided. Simply put, we couldn't offer this service if we didn't
pass along the costs to our customers, so we must bill for the resources we expend in
caring for collections.
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AMESTOWN S'KLALLAM TRIBE
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Invoices for JSTAC archaeology curation services will only be issued directly to the
following:
1) Contracted, permitted archaeological consultants hired to perform
archaeological services(which includes arranging for the final disposition of
artifacts and archives, as required by the DAHP permitting process) on behalf
of landowners, or
2) Representatives of agencies who have been designated as the point of contact for
contracted archaeological services or for invoicing, or
3) Landowners contracting archaeological services who have agreed in writing to
receive invoices from the JST for curation services and associated fees.
Prices for curation services depend on multiple factors, but our basic fee structure can
be divided between fees for collections held in-trust and fees for deeded collections.
Prices listed here will be periodically adjusted to account for inflation; please check with
JSTAC for current fees.
Part 2.1: Fees for Collections Held in-Trust
1) One-time incoming fee of$450 per standard' box of collections.
2) One-time incoming fee of $250 per 5 linear inches of archival documents and
photos. This fee is assessed in increments of 5 linear inches only (e.g. 2.5 inches
incurs the same cost as 5 inches).
Part 2.2: Fees for Deeded Collections
1) One-time incoming fee of$1650 per standard' box of collections.
2) One-time incoming fee of $250 per 5 linear inches of archival documents and
photos. This fee is assessed in increments of 5 linear inches only(e.g. 2.5 inches
incurs the same cost as 5 inches).
3) Additional services charges may be assessed as needed to bring the status of
deeded collections into compliance with the JSTAC's system and standards.
The Ja_mestownS'Klallam Tribe (JST) staff are not willingto directly curate for and invoice
third-party landowners who have not given prior written consent to receive invoices from
the JST itself. This is because it is extremely difficult for the JST to collect fees from third
parties with whom it has essentially no contact until time of invoicing, exposing the JST to
undue financial risk. The JST is not willing to systematically assume any financial risk
associated with arrangements between archaeologists and their clients.
'A standard box is a 1 cubic-foot bankers box,as shown here:
http://www.gaylord.com/Preservation/Document-Preservation/Record-Storage-
Ca rtons/Gaylord%26%23174%3B-C-flute-Acid-Free-Record-Storage-Carton/p/TC 121
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EXHIBIT D
Deed of Gift Form
Deed of Gift
,PRONG p,
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_ .._ .,...,, _
JAM ESTOWN
S KLALLAM
TRIBE
Donor Name(s):
Donor Address:
Donee: Jamestown S'Klallam Tribe 1033 Old Blyn Hwy Sequim, WA 98382
Description of Property:
The Donor, known in the Deed of Gift as the "Owner" of the property described above (the "Property"),
hereby gives,transfers, assigns and delivers all Owner's rights,title and interest in and to the Property,
including any reproduction right that the Owner may possess in and to said Property to the Donee as
an unrestricted gift. Donee may, from time to time, lend the Property to other parties for public
display, while retaining all rights,title and interest to the Property.
Dated this day of , 20_
Donor's Representative
The Jamestown S'Klallam Tribe hereby accepts the above Property under the conditions specified
above. Dated this day of , 20
Jamestown S'Klallam Representative
EXHIBIT E
Guidelines for Preparing Archaeological Collections and Archives for Curation at
the Jamestown S'Klallam Archives and Collections
iir.) di JAMESTOWN S'KLALLAM TRIBE
Guidelines for Preparing Archaeological Collections and Archives for Curation at
the Jamestown S'Klallam Archives and Collections
This document provides a general introduction to the basic process of preparing the most
common elements of collections and associated archives for curation at the JSTAC.
Given the variation in real-world collections and archives,this document cannot
comprehensively address all situations and materials (it excludes,for example, collections with
special housing needs, oversized documents/objects, or audio/video materials), and ultimately
it is the responsibility of the collection/archive depositor to ensure materials have been
appropriately prepared.
Please note that materials which do not meet the JSTAC's standards (in terms of both
preparation and collection integrity) may be refused outright, or an additional service charge
may be invoiced after time of transfer to support any rehousing, re-labeling, cataloging, etc.
which JSTAC staff deems necessary.
Please also note that this document assumes the preparer has already secured a curation
agreement with the JSTAC; please contact us to secure a curation agreement prior to collection
preparation, and preferably prior to permitting and fieldwork. We can also discuss the overall
process of transferring materials to the JSTAC at that time.
Cardinal Rules for Preparing Materials
The following two rules apply to all collections to be deposited at the Burke.
1) Archives must accompany collections of artifacts. These documents should detail the
full process of systematic recovery executed by permitted professionals. The JSTAC will
accept archival documents without collections, but it will not accept collections without
archival documents.
2) Only archival-quality materials may be used for artifact and records preparation and
housing. This means that:
a. All paper and cardboard products used must be acid-free and lignin-free.
b. All plastic products used must be inert polyethylene or polypropylene.
1 Fees for transferring archival materials will still apply. These fees are the responsibility of the archaeologists
performing fieldwork and analysis,and cost estimates for curation of archival materials should be included in the
bidding process.
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c. All bags used must be clear (no white labeling strips), re-sealable, and 4-mil
thickness (with the exception of bags containing labels only,which may be 2-mil
thickness).
d. No added dyes, colored inks, or adhesives may be used. Printing must use a
laser printer. Any handwriting (e.g. photo labeling) must be done in pencil.
As a result any paper mentioned in this document implies acid-free, lignin-free paper by
default, any plastic mentioned implies inert plastic by default, et cetera. A few exceptions
apply; these are specifically noted.
To help preparers meet these materials requirements, this document includes hyperlinks to
examples of products discussed in the text. The use of these products is highly recommended. If
a provided link no longer works, please contact JSTAC staff for an updated version of this
document.
Part 1: Preparing Archival Materials
Archival materials typically consist of one or more small boxes of archival documents and
images, DVDs or a USB flash drive containing digital files, and other media as applicable. Each
component is discussed separately below.
Part 1.1: Archival Documents (Two Hard Copies and One DVD/USB Flash Drive Copy Needed)
Archival documents should include all materials relevant to collections, including all background
materials, permits, correspondence, field and laboratory records, analysis data, reports,
publications, etc. Simply put, if a document helps tell the story of a collection, it belongs with
the archives.
If artifacts were collected but are not being transferred to the JSTAC with archival documents, a
complete catalog of artifacts (see Part 2.2 below) and comprehensive photographic
documentation of artifacts should be included with transferred archival documents.
Part 1.1.1: Preparing Hard Copies of Archival Documents
Two hard copies of all documents are needed to help prevent loss due to disaster. Original
documents may constitute one set of hard copies, even if these are not archival-quality. The
other set of hard copies must be legible, single-sided copies laser printed on archival paper. If
originals are not transferred to the JSTAC, both sets of hard copies must be legible, archival-
quality single-sided copies.
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Part 1.1.2: Preparing Digital Copies of Archival Documents
One digital copy of all archival materials must also be submitted on new, PC-formatted archival
DVDs or a USB flash drive. Please do not zip or otherwise compress files to save space on
DVDs/USB flash drives. Place DVDs/USB flash drives in the first box at the front of archives.
Part 1.1.3: Organization, Inventories, and Packaging of Archival Documents
Hard copies of archival materials should be organized by document type (e.g. correspondence,
excavation forms, reports), with each type enclosed within a separate 3-tab folder. Folder tabs
should be staggered for maximum visibility, and the tab of each folder should be labeled in
pencil with the site number, year(s) of document creation, and document type enclosed in each
folder. Backup copies should be contained in separate folders from originals.
A hard-copy inventory detailing all folders submitted should be presented in tabular form and
included with archival documents. Each submitted box of archival documents should contain an
inventory specific to its enclosed contents. A Microsoft Excel copy of any archives inventory
tables must also be included on submitted DVDs or USB flash drive.
Once organized and inventoried, archival documents and inventories should be enclosed in a 5-
inch thick archival clamshell document box. (If documents are oversized, please contact us to
discuss other options.) This box need not be labeled. DVDs should be enclosed in photographic
binders as described in Part 1.2.3 of this document.
w.
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An archival document box prepared to the JSTAC's standards. Document inventory is at front,and documents are
separated by staggered 3-tab folders labeled in pencil.
Part 1.2: Archival Images and Other Media (One Hard Copy and One DVD/USB Flash Drive Copy
Needed)
Archival materials should include all relevant photos, slides, prints, proof sheets, and negatives;
these should be housed in a special binder dedicated exclusively to images.
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At minimum,two copies of each image—one digital, the other physical —must be submitted.
Each copy must be identical in terms of content and must meet standards detailed below.
Part 1.2.1 Preparing Digital Images (One DVD or USB Flash Drive Copy Needed)
Digital images submitted with collections and archives must be saved on archival-quality DVD-R
discs or on a USB flash drive. Use only new, PC-formatted DVDs. Image files may be included on
DVDs (or a USB flash drive) containing other archival documents (e.g. site reports, publications,
etc.). DVDs should be housed in polypropylene corrosion-intercept 3-ring album pages which fit
into archival binders described below.
Uncompressed TIFF or RAW formats are preferred for image formats; if JPEGs are submitted,
please ensure images are saved in the highest-resolution possible. Do not submit images saved
to proprietary file types (e.g. .psd, .psp, etc.);as they are not readable across multiple platforms.
Do not include files which must be uncompressed to open.
Each digital image's filename must match the unique image number specified on the photo log
included with hard copies of images. A digital (Microsoft Excel) version of this photo log must also
be included on the submitted set of DVDs or USB flash drive.
Part 1.2.2 Preparing Hard Copies of Images (One Hard Copy Needed)
Printed photos must be archival-quality photographic prints of at least 3.5" x 5" in size. Self-
printed photos are almost never of sufficient quality, and finding professional services which are
verifiably archival-quality can be extremely difficult. We therefore recommend using Shutterfly
(the replacement to Costco's Photo Center), since we have verified that Shutterfly's default
paper and printing method meet standards shown empirically2 to provide for long-term
preservation. Shutterfly's service is available online, shipping options are available, and their
photo printing prices are economical. You can transfer your Costco account to Shutterfly, go
here to do so. Printing of large numbers of archival-quality photos can be costly, so we also
recommend culling any redundant or poor-quality images prior to printing and transfer to the
JSTAC.
On the upper-left corner of the back of each photo, write the site number,year, and image
number (matching both the photo log and the digital filename) using pencil.
Part 1.2.3 Packaging Prepared Images
2 See"IPI Guide to Preservation of Digitally-Printed Photographs"by Daniel Burge of the Image Permanence
Institute at RIT(http://www.dp3project.org/webfm_send/739)
Image hard copies submitted to the JSTAC must be enclosed in a photographic 3-ring binder.
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DVDs should be housed in polypropylene corrosion-intercept 3-ring album pages within this
binder. Enclosed hard copies of photographic materials should be held in 3-hole polypropylene
album pages befitting the dimensions of submitted media; prints may be placed back-to-back in
pockets, with a maximum of 2 prints per pocket. Pages containing photographic materials of
different types (e.g. prints, slides, negatives) should be separated by dividers.
The first page(s) of this binder should provide a complete photo log of images included in the
album. This photo log must include a unique number (matching both the digital filename and
the hand-labeled image number for each image) for each image and a description of image
contents. The site number, project name, year, and log page number should be included on
every page of the photo log.
11111111
An archival photograph album prepared to the JSTAC's standards.
Part 2: Preparing Artifacts
Archaeological collections transferred to the JSTAC typically consist of standard-sized bankers
boxes housing bagged, labeled, and cataloged artifacts and samples. All materials submitted as
artifacts must be organized, cataloged, housed, and labeled in accordance with JSTAC standards.
Each of these requirements is detailed separately below.
Part 2.1: Organizing Artifacts
Proper organization facilitates easy access to the wide array of collections held at the JSTAC. To
this end, please organize the collection so that:
1) Materials from different sites (even if collected on the same project) are separate.
2) Within a site, materials of similar composition are grouped together.
3) Within groups of materials of similar composition, objects are organized by
provenience, then by catalog number.
4) Fragile or heavy objects are kept separate from other objects which may damage
them or which they may damage.
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Part 2.2: Artifact Catalog(Two Hard Copies and One Digital Copy Needed)
A master artifact catalog must be submitted with each collection3. Distinct sites should be
cataloged separately, even if multiple sites were examined as part of the same project. Each
catalog must account for all artifacts collected from the site, including those presented for
curation and any culled, missing, loaned or transferred objects no longer present in the collection.
Artifacts no longer present must be given a catalog number and listed as culled, missing, loaned
or transferred in the "box number" field of the catalog.
The artifact catalog must include (but is not necessarily limited to) the following fields: site
number, year of collection, artifact catalog number, object name, material type, additional
material data, provenience information (unit, level, and stratum in separate fields), feature,
collector name, date of collection, field bag/specimen number, weight, quantity, box number, and
comments.
A unique catalog number must be assigned to each object or group of like objects (e.g. a bag of
debitage from a feature). To ensure incoming collections can be integrated into our current
systems, the JSTAC requires that catalog numbers are concatenated following the format of
Year. Site #. Catalog#, where "Catalog#" refers to a sequential catalog number. Thus artifact 5
from 2010 work at 45Kl100 would receive a catalog number of 2010.45KI100.005. Other
strategies for assigning catalog number are possible; contact us if you would like to discuss
alternatives. If artifacts from multiple sites are submitted, sequential numbers should reset for
each site.
Two hard copies of the artifact catalog must be included with submitted archival
documentation. One Microsoft Excel digital copy of the artifact catalog must be included on
submitted archival DVDs or USB flash drive.
Part 2.3: Housing Artifacts
When possible4, all artifacts should be housed in 4-mil thick re-closeable polyethylene plastic
bags which are well-fitted to artifact dimensions.
4 Oversize or unusual objects may require special housing. Contact us to discuss options in these cases.
Bagged objects should be placed in archival-quality reinforced bankers boxes with handles,with
similar objects grouped together. For large collections comprising multiple boxes, each box
should house a distinct material type. For smaller collections, trays inserted into boxes can help
group like objects together within boxes. When used, trays of artifacts should be arranged so
that artifacts bear no weight; various sizes of trays exist for this purpose and can be flexibly used
as needed. Inserted trays should have cotton twill tape handles installed for ease of removal
from boxes. Distinct groups of objects within trays should be separated by dividers cut from card
stock.
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Materials from distinct sites should be housed in distinct boxes. Finished boxes should weigh no
more than 30 pounds, including contents.
•
.4440
All artifacts are housed in archival bags, trays,and a bankers box. Distinct material types are separate by archival
card stock labeled in pencil.
Part 2.4: Labeling Artifacts
Each bagged artifact must be labeled. Labels should use 10 point font and should be laser
printed on archival paper and cut to 2" x 3" in size. Catalog number assigned to artifact labels
must be concatenated as above and must match numbers listed in the submitted artifact
catalog.
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Catalog No.
FS No.
Site No.
ST/Unit
Depth
GPS
Contents/Quantity
Collector/s
Date
Labels produced by the JSTAC
Finished labels should be inserted into 3" x 4" bags, and these bagged labels inserted into
artifact bags. For labels, 2-mil bags are acceptable. For artifacts housed in 3" x 4" bags, labels
may be inserted directly into the artifact bag without an additional label bag.
For groups of artifacts separated by card stock dividers, please label dividers in pencil to
indicate group names as needed. One external face of each submitted box should be labeled
in pencil with site number, year, company name, and box number (matching the appropriate
box number indicated on the master catalog).
Preparing to Transfer Collections to the JSTAC
Once collections have been prepared according to the preceding guidelines, please contact us
to discuss next steps for collections transfer. Please refer to our "Curation Process, Policies,
and Fees" document for an overview of the process of transfer itself.
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