Rules of maintaining and using the collections

The procedure of preservation of archaeological collections and archaeological archives and the receipt, maintenance, exploitation, lending and exposition of archaelogical finds and archival documents at the Archaeological Research Collection of Tallinn University

General

  1. Archaeological Research Collection (hereafter Collection) of the Tallinn University (hereafter TLU) consist of

a) archaeological (including numismatical and archaeo-osteological) collections;

b) archaeological archives;

c) archaeobiological permanent preparations;

d) archeological library.

  1. Collection of TLU is public property and as a whole inalienable.
  1. Collection of TLU is complemented by ways of archaeological excavations, field surveys, donations, purchases, etc.
  2. Collection of TLU is numbered. Number is a part of taking inventory of finds, archival documents and permanent preparations and connects them mutually.
  3. Collection of TLU is open for scientific research and study free of charge. Supervision of the exploitation of the collections is managed by the head of the Archaeological Research Collection of TLU. Disputable points are settled by the rector of TLU.
  4. 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.
  5. The exploitation of the Collection for commercial purposes is not for free and is charged according to the price-list established at the TLU.

 

  1. 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 department of archaeological collections, curators and conservators on the basis of the instructions published in „Muuseumi varahoidja meelespea“ (Tallinn 1994).

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 rector of TLU.

 

  1. Reception of finds

2.1.  Reception of archaeological finds (hereafter finds) is performed by the head of the Collection.

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 Collection of Tallinn University.

2.3.  Receiving report includes the place and date of reception, name and post of the receiver, name and address of the assignor person or institution, amount and list of the received finds. With finds of precious metals their weight is added to the list. If the amount of finds is large, 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 Collection 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.

 

  1. Scientific inventory of finds

3.1.  Scientific inventory of finds is performed by curators under the supervision of the head of the Collection.

3.2.  The curators enter the inventory results in the electronic database of archaeology.

3.3.  The correctness of inventory is verified by the inventory commission. The members of the inventory commission are appointed by the rector of TLU.

 

  1. 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.

4.3.  Finds may be taken out of the repositories only in exceptional cases – for photographing, drawing, cataloging, conservation, deposition and studies – by the permission of the head of the department of archaeological finds. 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 numismatic collection and artefacts made of precious metals can be used only for research work and in the presence of the head of the Collection or the curator of the numismatic collection.

4.8.  The permission to photograph archaeological finds is given by the head of the Collection. All photographings are registered in repository journals. Copies of photos taken of archaeological finds must be assigned to the archaeological archives within a week’s time.

4.9.  When publishing finds, the acronym AI and preferably also the prime number must be mentioned.

4.10.  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.

4.11.  The deposition of finds takes place by the consent of the head of Collection 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 Collection.

4.12.  Deposition report is framed by the head of the department of archaeological collections who must also watch that the temporarily lent finds would be returned in due time.

4.13.  When the lent finds are returned the return report must be framed and signed by the deliverer and the recipient.

4.14.  TLU retains the right to check the existence and state of the lent finds and to terminate the deposition report ahead of time.

4.15.  The permission to sample finds for analyses is granted by the head of the Collection. Sampling record must be framed, to be sored in the archaeological archives.

 

  1. 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.

 

  1. Archaeological archives

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 „Arhiivihoidja meelespea“ (Tallinn 1994).

6.4.  Technical conditions for preservation and exploitation of the archives (heating, light, watch signalling, ventilation and cleaning of the rooms according to sanitary requirements) are guaranteed by the rector of TLU.

 

  1. 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 Collection of Tallinn University.

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 address 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.

 

  1. Scientific inventory of archives

8.1.  Scientific inventory of archives is performed by the archivist under the supervision of the head of the Collection.

8.2.  The archivist enters the inventory results in the electronic database of archaeology.

8.3.  The correctness of inventory is verified by the inventory commission. The members of the inventory commission are appointed by the rector of TLU.

 

  1. 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 Collection. 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.

 

  1. Archaeobiological permanent preparations

10.1.  Permanent preparations are stored at the archeo-osteological collections and registered by the keeper of the archeo-osteological collections. All permanent preparations are numbered and subject to copyright law.

10.2.  Permission to work with permanent preparations is given by the head of the Collection.

 

By laws of the archaeological library of the Tallinn University

  1. The reception of books to the archaeological library of the Tallinn University (hereafter the Library) is performed by the librarian, who records the books in the register of the library.
  2. The entry in the register is the main document about the belonging of the book (or some other publication) to the Library.
  3. All books and other publications in the Library are marked with the stamp of the Library and the number combination of the entry in the register.
  4. All books and manuscripts can be used at the Library free of charge. The librarian records the use of books in the electronic register.
  5. In lending books the borrowing rules of the Academic Library of Tallinn University are followed.
  6. Damages caused to a book by the user will be repaired at the expense of the user. For a lost or defaced book the user must pay the compensation that tenfold exceeds the antiquarian price of the lost/defaced book.
  7. For the use of books bestowed to or deposited in the Library the donator or owner may impose specific rules.

 

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