(3) If the Commission determines that the curatorial
facility is not in compliance with the agreement and this chapter,
the agreement may be terminated. Following termination, the Commission
will review and decide on all destructive analysis actions of that
curatorial facility concerning state-associated held-in-trust objects
and samples. A new agreement may be executed at such time as the Commission
determines that the curatorial facility has come into compliance with
this chapter. During the period the agreement is terminated, the curatorial
facility may not accept new state-associated collections.
(4) Curatorial facilities not certified by the Commission
shall submit destructive analysis requests of objects and samples
from state-associated collections to the Commission.
(g) Collections Care.
(1) The well-being and safety of the state-associated
collections is a management responsibility involving a continuum of
obligations and actions. The central purpose is to preserve well-documented
and well-maintained state-associated collections for the benefit of
the people of Texas and future generations.
(2) Basic collections care involves the following:
(A) archival-quality storage equipment and conditions;
(B) routine preventive maintenance;
(C) preventive conservation; and
(D) appropriate handling and moving of the objects,
samples, documentation, and historical items.
(3) The goal of collections care is to limit further
deterioration of the state-associated collections due to environmental,
human, and inherent factors.
(4) The curatorial facility will address the needs
of the variety of materials and sizes within the collections within
the available resources of the curatorial facility.
(5) Archival-quality packaging, padding, and housing
units within a sound, environmentally-controlled storage area form
the foundation for collections stability and long term care and will
be used to the extent possible. Appropriate environmental conditions
are maintained and monitored in storage areas. Light levels are monitored
and kept low. Integrated pest management is employed to prevent the
intrusion of insects and vermin into the collection space and eliminate
the need for chemicals harmful to the state-associated collections
and people.
(6) Careful and appropriate handling and moving of
objects, samples, documentation, and historical items minimizes the
risk to the collections and ensures their longevity in the designated
curatorial facilities and continued benefit for the people and State
of Texas.
(7) The curatorial facility's ability to serve its
various constituencies in regards to state-associated collections
is dependent on the quality and accuracy of available information.
An integrated record-keeping system is critical to documentary control
of state-associated collections. Records must be maintained on all
transactions and collections-related activities involving state-associated
collections. Records document the legal status of state-associated
collections within the curatorial facility or while on loan and document
the movement and care of the objects, samples, documentation, or historical
items under the control of the curatorial facility. All state-associated
collections will be cataloged.
(8) Records should be made in a timely fashion; housed
in secure locations; provide for easy retrieval of information on
and location of an object, sample, documentation, or historical item;
and be preserved by proper handling and storage. A duplicate copy
of appropriate records should be made and stored at a location other
than the curatorial facility, as a security precaution.
(9) Insurance is integral to the protection of state-associated
collections but is supplemental to sound collection management and
risk management practices. Governmental entities that are self insured,
may request a waiver from the insurance requirements under this chapter.
An insurance waiver does not waive a governmental entity's liability.
(10) All-risk insurance is required on all out-going
loans of state-associated collections and normally is provided by
the borrowing institution. The curatorial facility must provide the
Commission with evidence of a policy of insurance in force for the
duration of the loan from an insurance company licensed to do business
in Texas and/or the location where the collection will be held during
the period of the loan, for all risks and in an amount appropriate
to the value of the collection.
(11) The curatorial facility will cooperate fully with
the Commission in its efforts to monitor the state-associated collections.
(h) Conservation.
(1) Decisions regarding the conservation of state-associated
collections are the legal responsibility of the Commission.
(2) Even under the best-managed conditions, deterioration
or damage may occur to state-associated collection objects, documentation,
and historical items. Conservation is a continuing responsibility
and is focused on the object, documentation, or historical item. Conservation
is an intervention measure designed to return a deteriorated or damaged
object, documentation, or historical item to stability through reversible
and minimally intrusive methods.
(3) The curatorial facility must adopt the conservation
philosophy of minimal chemical and physical trauma to the object,
documentation, or historical item, use of sympathetic materials, the
principle of reversibility, and the keeping of complete and accurate
records of the conservation process. Conservation survey and monitoring
of object, documentation, or historical item condition shall be part
of the curatorial facility's management plan for state-associated
collections.
(4) Conservation work is to be undertaken within national
ethics, principles, and practices by reputable, trained conservators.
No work shall commence without Commission approval of the written
treatment plan. Objects, documentation, or historical items are not
to be treated as experimental pieces in conservation work without
written Commission approval. Conservation work with an outside conservator
must be conducted under a well-defined, comprehensive agreement with
the Commission as a party to the agreement.
(5) Conservation by a designated curatorial facility.
For collections or historical items placed at a designated curatorial
facility, the following requirements apply:
(A) Authority to deal with the conservation of approved
categories of objects, documentation, and historical items from state-associated
held-in-trust collections is delegated to a curatorial facility certified
by the Commission to hold state-associated collections through a contractual
agreement between the curatorial facility and the Commission.
(i) Annual reports will be submitted to the Commission
on these conservation actions.
(ii) If the Commission determines that the curatorial
facility is not in compliance with the agreement and this chapter,
the agreement may be terminated. Following termination, the Commission
will review and decide on all conservation actions of that curatorial
facility concerning state-associated held-in-trust objects, documentation,
and historical items. A new agreement may be executed at such time
as the Commission determines that the curatorial facility has come
into compliance with this chapter. During the period the agreement
is terminated, the curatorial facility may not accept new state-associated
collections.
(B) Curatorial facilities not certified by the Commission
shall submit written conservation requests for objects, documentation,
and historical items from state-associated collections to the Commission.
(C) It is the responsibility of the curatorial facility
to monitor the conservation process whether conducted in-house or
on loan to an outside conservator, to assure the correct use and safety
of the object, documentation, or historical item, and to note the
returned stabilized materials in the records.
(i) Collections Access.
(1) The security and safety of state-associated collections
is of utmost importance. Controlled access to state-associated collections
by employees, researchers, and the public limits the opportunities
for theft and destruction to objects, samples, documentation, and
historical items. Strict collections access aids in the control of
human traffic in storage areas. Storage areas should be in locked,
secured locations with restricted access and controlled entry. State-associated
collections are not open to the general public on a walk-in basis.
The information on the location and nature of archaeological sites
on land or under waters belonging to the State of Texas or any political
subdivision of the State is not available to the general public.
(2) Research on state-associated collections is for
the benefit of the people of Texas and the discipline to which the
research is related. Requests for access to state-associated collections
should go to the curatorial facility. Research access should be controlled,
with research conducted under an approved research design. Access
may be denied based on endangerment to the state-associated collection
or objects, samples, documentation, or historical items or their unavailability
due to not being accessioned or cataloged, out on loan, or inadequate
research design. Access may be denied or limited on state-associated
collections for a period of time after placement in a curatorial facility.
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