Guidance for the deposition of archaeological archives

Lancashire County Museum Service (LCMS) is the final repository of archaeological archives excavated in the County of Lancashire. Our role is to collect, curate and make available the finds generated through archaeological excavation. Object archives are stored at the museum collections store in Preston. From September 2020, all paper archives must be scanned by the depositor, and all digital material must be deposited with the Archaeology Data Service (ADS) to ensure their security, viability and accessibility in the long term.

Lancashire County Museum Service was established in 1972, partly due to the national reorganisation of County boundaries which took effect in spring 1974.  This reorganisation resulted in many of the major metropolitan areas of Lancashire (Manchester, Liverpool, Rochdale etc.) becoming independent Metropolitan Boroughs leaving a core county of Lancashire approximately 70% of which covered rural communities.   

Lancashire County Council, through its Library Department, created a countywide museum service to ensure the history and heritage of the post-1974 county was collected and interpreted for its citizens. Collections specifically related to all aspects of the history and heritage of Lancashire with a particular emphasis on agricultural and rural life to reflect the make-up of the new Lancashire. Collections also include natural history, geology, fine and decorative arts, social history and costume, industrial history, numismatics and archaeology.

Whilst Lancashire County Museum Service is committed to continuing to collect archaeological archives, attention should be drawn to the section relating to retention and selection of archaeological material.

County Museum Service ('the museum') is the governing body for the following ACE Accredited sites:

• Lancashire Conservation Studio and Collections (AN212)

• Judges' Lodgings Museum, Lancaster (214)

• Helmshore Mills Textile Museum, Whitaker’s Mill (215)

• Queen Street Mill Textile Museum (1518)

• Ribchester Roman Bathhouse

Lancashire County Museum Service (LCMS) is responsible for the management of the following ACE Accredited and non-accredited sites, and collections managed on behalf of other authorities:

• Clitheroe Castle Museum (216), owned by Ribble Valley Borough Council

• Higher Mill Collection (1889), owned by The Higher Mill Museum Trust 

• Listed fixtures and fittings within Scarisbrick Hall, Ormskirk

• Lancaster Castle, owned by the Dutchy of Lancaster

Lancashire County Museum Service (LCMS) collects archaeological finds archives from the post-1972 county of Lancashire.  The purpose of this document is to set out minimum standards for archives derived from archaeological fieldwork to be deposited with the museum service.

The Museum Service should be informed of a project at the earliest opportunity in the planning process. The project archaeologist should liaise with the curatorial team concerning archive procedures and storage requirements. For larger projects the curatorial team will need to be involved at the project planning stage. However, LCMS welcomes regular contact with the relevant archaeological contractor during all phases of fieldwork, and the senior member of Conservation and Collections or other member of the curatorial team are happy to make site visits where necessary.

Archaeologists and archaeological contractors wishing to deposit the archaeological finds archive with LCMS must first ensure that the Lancashire County Council Historic Environment Team (LCC-HET) is in receipt of, and has signed off, the relevant report(s) before deposition is planned. The deposition of site archives from professional excavations in Lancashire with the museum service is a requirement of development-led archaeological projects, where an archaeological project, such as evaluation, watching brief and/or excavation of the site has been stipulated by means of a planning condition.

Archaeological finds from outside the boundaries of the City of Lancaster may be collected by LCMS on behalf of Lancashire County Council. Those from within the city boundaries may be collected by Lancaster City Museums on behalf of Lancaster City Council.

Ownership of the material should be fully documented. Transfer of title must be transferred to Lancashire County Council in perpetuity. LCMS requires the right to research, study, display and publish, provide public access to the archives in its care, and dispose of the collection following museum best practice. Therefore, the ability to undertake the above is a requirement of deposition. LCMS will not accept the finds archive unless it can acquire a valid title to it. It is the responsibility of the project archaeologist to ensure this paperwork is in place. Any inability to meet this requirement should be discussed with the curatorial team.

Unless otherwise agreed in writing, LCMS will acquire all copyright and intellectual property rights (IPRs) in the documentary archive. Exceptionally, where this is not possible, e.g. because the IPRs are vested in some other party, LCMS will be granted unconditional licence to use the material for publication in any form or medium relevant to its legitimate activities, and the depositor will indemnify and hold LCMS harmless from any civil liability to third parties for breach of IPR that may arise from such publication.

LCMS collects finds but does not have the facilities to curate digital archives or paper archives. Paper archives should be scanned and deposited with ADS. Digital archives from projects carried out must be deposited with ADS. Fees for deposition are paid directly to ADS. Guidelines for the deposition of digital archives with ADS - See the ADS website.

All finds must be deposited following the requirements set out in the Preparation of the Material Archive section. This section includes conservation of the finds, labelling and marking and storage requirements.

• For the deposition of organic material such as leather, textile and wood the project archaeologist should discuss the condition, potential treatment and packing requirements prior to acceptance by LCMS.

• For the deposition of metal finds follow the guidance on packing and storage in 9.3 Registered and fragile finds.

• Human remains present ethical and legal considerations – Human Tissue Authority, Human Tissue Act (2004) and DCMS (2005). The project archaeologist should discuss the implications with the curatorial team at an early stage.

A one-off fee to offset costs and to cover the long-term costs of storage and curation. The depositor will be charged at the rate for the financial year in which the finds archive is deposited. Current charges are included in this document.

The Museum Service reserves the right not to accept an archive that fails to meet the minimum standard set out in these guidelines

It is the responsibility of the archaeologist or archaeological contractor to inform Lancashire County Museum Service (LCMS) prior to the beginning of any project that archaeological work will be taking place in the county of Lancashire. This is not a commitment on the part of the LCMS at this stage.

1. Notification can be made in writing by e-mail to the Conservation and Collections Manager or Registrar. A completed Project Notification pro-forma should be completed and returned to the Museum Service, preferably before fieldwork commences.

Lancashire County Museum Service (LCMS) expects clear communication both before and after excavation to ensure the best possible outcome for the material. A provisional timetable to review the archaeological finds archive must be agreed at the outset of the project with the relevant specialist curator. This will vary depending on the scale and development of the project. At a minimum, LCMS will expect the opportunity to review the material archive at two specific stages:

• At the start of the assessment stage to discuss the post-fieldwork material retention strategy and to assess and discuss initial conservation needs.

• Prior to deposition of the archive to ensure that the archive has been prepared to the agreed standards. See guidance here.

In addition to this, the Museum Service must be informed of any major development (including any significant conservation treatment required) in the field as it arises. LCMS should be involved in all decisions regarding conservation treatment of artefacts and the documentary archive. Agreed cleaning and other conservation treatments must be fully documented

The project archaeologist should supply the Museum Service with details concerning the volume of material and its nature as soon as is practical after completion of fieldwork. LCMS will also ask the project archaeologist to give an opinion on the significance of the material for retention. This will help LCMS to decide whether it will take the archive, or part of the finds archive. Once LCMS has information about the material excavated, the decision will be made at the Museum Service's acquisition panel.

Decisions regarding the selection and retention of material must be agreed between LCMS and the project archaeologist. LCMS is not responsible for finds that are not retained.

The project archaeologist will be responsible for the appropriate security, environmental conditions, and insurance of the material archive, prior to its deposition to the Museum Service.

At the beginning of a project, the project archaeologist must obtain agreement in principle from the landowner for the finds to be donated to the Lancashire County Council.

Lancashire County Museum Service (LCMS) will allocate an accession number at the beginning of the post fieldwork stage. However, if the excavation is large and/or known to be of significance, an accession number may be allocated before excavation begins. A series of accession numbers may be issued if there is more than one fieldwork element to the project.

The accession number acts as our commitment to obtain the archaeological material archive at our discretion. At this point LCMS must be made aware of and have agreed in principle to the material content. This will allow LCMS to provide a written quote to undertake this transfer. 

Transfer of Title from the landowner must be completed at accessioning stage. (The Museum Service's Transfer of Title can be provided if necessary). The Project manager will be asked to fill out an entry form on transfer.

Once allocated, the accession number must be quoted in all correspondence and paperwork relating to the site and in all catalogues, inventories and publications. All boxes, bags and containers will require marking with the accession number. It is the archaeology project manager's responsibility to number the material with the authorised accession number in accord with our standards to ensure a smoother deposition process.

Registered/Significant finds will need unique part numbers (Appendix 2). It is acceptable for the registered/Significant finds number to double as the part number however the part numbering sequence must always begin at '1'.

Lancashire County Council Planning Department (Department of Growth, Environment, Transport and Health) will issue HER (Historic Environment Record) numbers for all archaeological projects. These numbers must be included in the documentation relating to archaeological projects and resulting archives.

LCMS applies a selection and retention procedure to depositions on a site-by-site basis. LCMS expects to be involved in discussions around selection and retention of archaeological material relating to the project.

During larger investigations and excavations (a likely finds archive of 20 boxes or more), the Curator or Conservation and Collections Manager may wish to make one or more site visits to discuss selection and retention whilst the project is ongoing or during post excavation. LCMS retains the right to refuse any archive if the volume of material has grown to such an extent that LCMS cannot provide adequate storage, even if deposition has already been agreed in principle and a material discard policy has been applied.

detailed box list of finds (see Appendix 3) is required, along with a digital copy of the report and any suggestions regarding selection and retention of archaeological material to the Curator or the Conservation and Collections Manager. Where necessary a consensus will be sought between archaeologist or archaeological contractor, planning/HER archaeologist and LCMS. Retention and selection strategies that have been applied will be documented in the LCMS collections database or the object history file and the HER.

All planned scientific sampling and analysis must be completed before the archive is deposited with the Museum Service. LCMS will not accept unanalysed environmental remains unless there is a compelling argument for retention. Sample residues representative of environmental material will be accepted into the final deposition if there is potential for further scientific analysis.

Material that may contain or be contaminated with biological, chemical and/or radioactive constituents will likely require additional storage support and hazard labels. These items must be discussed and agreed with LCMS before deposition day. LCMS reserves the right to refuse any item deemed unsafe or beyond our capabilities to safely preserve.

It is recommended that finds specialists perform the following:

• Bagging animal bone identified as low significance, unstratified or unidentifiable separately

• Suggesting appropriate samples of industrial waste products such as iron slag (particularly form non-production sites) and bagging those separately.

• Bagging unidentifiable ferrous material separately as well as that which is considered so heavily corroded that it is unlikely to benefit from conservation.

• Bagging unidentifiable or plain clay pipe fragments separately

• Suggesting appropriate samples of bulk ceramic materials such as plain floor or roof tiles and bagging those separately.

• Bagging unworked, undiagnostic and unstratified stonework separately

Please do not apply selection and retention strategies to archives without discussion with the Conservation and Collections Manager and Planning/HER archaeologists.

LCMS must be supplied with a full list of all registered finds not deposited with the Museum Service, to allow for research and a complete understanding of context. This includes all finds selected for destructive analysis. In a situation where the finds archive of a single project is to be dispersed between several repositories (i.e. in the case of finds from long linear/road projects or in cases of treasure finds), LCMS must be provided with a list of all finds with their relevant location recorded. It is recommended that a date and method of disposal should be recorded for finds that have been destroyed through analysis.

The curation, care and use of human remains present ethical and legal considerations. If there is an intention to deposit human remains as part of the archive the depositor must inform LCMS at the earliest opportunity. The Museum Service consider the acquisition of human remains on a case-by-case basis and reserves the right to refuse human remains where prior arrangements have not been made.

8.1. Title

• Archaeological material collected during archaeological investigation and excavation is the legal property of the landowner, with the exception of objects legally defined as treasure and human remains. Landowners should be informed by the archaeologist or archaeological contractor in writing at the beginning of a project that LCMS will require transfer of title as a condition of deposition.

• Full title to all archaeological objects included in the final archive must be passed to the Lancashire County Council on accessioning. It is the responsibility of the archaeologist/archaeological contractor to obtain the written consent of the landowner. LCMS must receive a signed copy of this agreement prior to accessioning. The Transfer of Title form can be obtained from the Museum Service.

• LCMS will reserve the right to transfer the item back to the Landowner.

• On deposition at the Museum Service, the depositor will be required to sign an Object Entry Form. Transfer of Title will be required from the depositor to LCMS. Should title not have been granted to the archaeological contractor, the Object entry Form will act as a receipt and/or a Transfer of Title to LCMS.

8.2. Copyright

LCMS must 'acquire the right to research, study, display, publish and provide access to all the information and finds contained in the final archive either immediately or after an agreed period' (MGC 1992, 2.11).

• LCMS accepts that intellectual property rights (IPRs) to the documentary archive are often vested in some other party. However, the Museum Service must be granted an unconditional licence by the copyright owner to enable it to meet the access requirements as outlined in the MGC standards (1992). If the copyright owner is not the depositor, it is important that a licence is obtained prior to deposition. LCMS retains the right to refuse any archive where the ownership of intellectual property is not clear.

9.1. Finds archive

9.1.1. Conservation of finds

• All material should be deposited in a dry, clean, stable condition to recognised standards, using methods described in nationally recognised documents (e.g. First Aid for Finds).

• Conservation work must be carried out prior to deposition where it is required, including cleaning sensitive finds, by Institute of Conservation (ICON) accredited conservators.

• The finds remain the ownership of the archaeologist or archaeology contractor until formal transfer of ownership on deposition day to the Museum Service.

• It is not possible to proceed with transfer of ownership until all conservation work has been completed, and the finds are ready to be transferred in a dry, clean and stable condition.

• The depositor is responsible for all conservation costs incurred prior to deposition and transfer of ownership.

• All details of any conservation work should be fully recorded and included in the archive.

9.1.2. Inventory of finds

• An inventory of all finds must be submitted to the Museum Service. All finds should be catalogued into an excel spreadsheet using the LCMS pro-forma (Appendix 3). Terminology should be consistent. Terms used for object names and materials should conform to the Museum Data Service (MDA) Archaeological Objects Thesaurus wherever possible. Catalogues should be provided electronically in Excel and hard copy. Bulk finds, Registered/Significant finds, scientific samples should be catalogued in separate spreadsheets. Bulk finds may be listed by bag in quantifiable units; Registered/Significant finds must be listed separately.

• The contents of the catalogue should correspond exactly with the inventory list for each box. Any finds not on the agreed catalogue will be returned to the depositor or the depositor may be expected to put in a revised catalogue.

• Finds intended for retention with the archive must be marked with the accession number that we have issued as well as context and small finds numbers where appropriate. Where the size or stability of individual objects precludes this, use tie-on, Tyvek labels or store them in marked containers that contain Tyvek labels carrying relevant information.

• The following documents must be deposited with the material archive:

  • A copy of the final report

  • An inventory list for each box

9.1.3. Storage requirements

• Place individual items in bags to isolate them from each other and to prevent abrasion.

• Mark all bags on the outside with site and context identifiers, accession number, the material type, and include a Tyvek label marked with the same information. It may not be possible to mark some polythene bags; in which case they must contain two marked Tyvek labels.

• Use permanent ink on bags and labels.

• Finds must be packed in archival quality acid free boxes with a full-depth lid. Each box lid should be marked with the archive accession number, site references, context number, material type and a box number in black permanent ink. The base box must be marked with the archive accession number, site references and box number. Each box must contain a full inventory list.

• Boxes should be of a standard size measuring 45 x 25 x 18cm to be deposited in our main repository. Any archives need to be deposited at a different site around the County then a different box size may be required, which will be advised.

• Boxes must not be overfilled. Do not stack objects within boxes to avoid crushing due to excessive weight. Finds must be packed as space efficiently as possible, without causing overcrowding or compromising the stability of fragile items. No box should be heavier than 7Kgs max. However, any box containing a single object heavier than 7Kgs is to be clearly marked.

• Pack finds to ensure that finds of the same material type from the same context are kept together, and to protect against loss or damage.

9.2. Bulk finds

• Bulk finds of the same material type, from the same context, may be packed together in perforated grip-seal bags of suitable weight. The bag should be marked with the archive accession number, site references, material type and quantity in permanent ink. The same information must be recorded in permanent ink on a Tyvek label and placed inside the bag. Bulk finds do not need marking individually.

• Bags should be packed into boxes according to similar material type from the same context, to ensure they are kept together, and to protect against loss or damage.

• Although, bulk finds may be boxed together, it is not advisable to place heavy and delicate objects together in the same box. Small quantities of material of different types can be boxed together if they are of a similar weight and there are no concerns regarding the stability or fragility of the items.

9.3. Registered and fragile Finds

• Registered, and fragile finds must be packed individually.

• Registered and fragile finds should be packed in crystal boxes or perforated grip-seal bags and supported on Plastazote foam or acid free tissue as necessary to prevent movement. These finds should not be wrapped to avoid unnecessary handling. The finds should be visible without removal from their container.

• All boxes and bags containing these finds should be packed into Polythene or Polypropylene airtight container of appropriate size.

• Containers should be packed within the standard storage box specified above. See 9.1.3

• Metal finds should be packed individually in polystyrene boxes or perforated grip-seal bags and supported with Plastazote foam or acid free tissue as necessary to prevent movement. The grip seal bags should be perforated to prevent build up of condensation within the bag.

• Bags or boxes of metal finds should then be packed into sealable polyethylene or polypropylene boxes with silica gel and a humidity strip.

• Silica gel should not be in direct contact with the objects but should either be in pre-packed sachets or granules poured into a perforated polythene bag. As a general rule, use 200g of silica gel per litre of box ( i.e. 20% weight by volume).

• All ferrous finds should be X-rayed as part of their processing and copies of the results should be included in the Document Archive.

• Each registered and fragile find should have a unique part accession number (see Appendix 2). Each find should be marked (or labelled if more appropriate) with the accession number and site references. Sensitive finds should be marked with the HER code, context and small finds numbers where appropriate.

• If finds are to be physically marked. They should be compliant with museum practice (reference National Museums Liverpool and Collections Trust guidelines).

• Fragile and some organic material should not be marked if not robust enough. In that case accession number and site references should be recorded in permanent ink on a Tyvek label and placed inside the container. Individual boxes or bags should be marked in permanent ink with the accession number, site references and object type.

• For oversize items, the Museum Service must be contacted to discuss appropriate packing and storage requirements.

• Environmental samples must be separated, labelled by material type and stored together in a separate box.

• Specimen finds, e.g. those used for analysis, must be packed in containers marked with site and context identifiers. A note detailing the removal of the specimen must be attached to or inserted into the original container from which the specimen was extracted.

• Human remains must be treated with respect, in accordance with national guidelines. Human skeletal remains must be permanently marked with the accession number.  Skeletal remains considered to be from one individual should be stored together in its own box and reference numbers marked on the box. Associated grave goods associated with an individual should be stored in the same box if size allows. Reference should be made to the Advisory Panel on the Archaeology of Burials in England (APABE), Department of Culture, Media and Sport, and British Association for Biological Anthropology and Osteoarchaeology (BABAO), to ensure an ethical, legal and scientific archaeological treatment of archaeological human remains. See Sources.

All paper documents, drawings and photographs must be scanned and deposited with ADS in accordance with ADS' procedures.

A security copy of the final report and a digital copy should be deposited with the Museum Service along with the finds archive.

11.1 It is the intention of LCMS that digital archives should be afforded the same protection as the finds and paper archive, that they should be preserved, properly managed and be widely disseminated. Attention is required prior to the submission of a digital archive and A Data Management Plan is necessary to ensure suitable resource planning for the digital archive throughout the project.

11.2 Digital material comprises all born-digital material; including text, data, drawings, 3D models, photographs, video, as well as files generated from digitised material, such as data entered from pro-forma and scanned images or text. Examples of file types are CAD files, databases, digital aerial photograph interpretations, excavation archives, geophysical and other survey data, GIS files, images, satellite imagery, spreadsheets, text files and 3D data. Archaeological contractors are required to create a Data Management Plan for each project and consider issues relating to selection and long-term storage. (Brown, 2007)

11.3 A Data Management Plan should be sent to the LCC-HET when submitting the Written Scheme of Investigation for approval. It is expected the plan will be a living document and should be reviewed and amended throughout the project, possibly at fieldwork stage or post-excavation assessment stage. However, should any substantial amendments be made to the plan then the revised version should be submitted to LCC-HET informing the LCMS.

11.4 CIfA Registered Organisations should be aware that it is expected that digital data management with archaeological projects will be reviews as part of the CIfA Registered Organisations inspections scheme. The Work Digital/Think Archive project has created a number of useful resources that are hosted on the Dig Ventures website (https://digventures.com/projects/digital-archives/) to help explain what to include within a Data Management Plan.

11.5 Museums that are not specialist digital media repositories are advised to ensure that their digital archives are stored in trusted digital repositories (Brown, 2007). Therefore, LCMS is recommending the Archaeology Data Service (ADS), a Core Trust Seal accredited archive, as the digital repository. From April 2020, all briefs for archaeological work issued by LCC-HET will include a condition requiring digital archives to be deposited with the ADS and follow the ADS Standards and guidelines for deposit.  

11.6 However, it is expected that the following digital material be submitted with the material archive:

• An inventory of the finds archive in Excel

• ADS reference/deposit receipt number of digital material submitted

• ADS Digital Object Identifier (DOI) reference

11.7 To deposit with the ADS, please contact the ADS for information about depositing as early as possible during a project. Refer to the Archaeology Data Service website for their deposition requirements, fees and charges etc.

11.8 When depositing with the ADS you must inform them that the digital archive submitted is part of the Lancashire Museums collection so that it can be correctly attributed to our collection.

11.9 Where no Digital Archive has been generated or where a site is judged to have yielded Negative Site Archive or insignificant results, please deposit the grey literature report through OASIS in the usual way.

12.1 A deposition date can be arranged with the Curator, following discussions and agreement of a strategy for selection and retention of an archive, and after rationalisation has been carried out by the archaeologist or archaeological contractor. The curator must complete the Deposition Checklist (see Appendix 1) prior to deposition.

12.2 A deposition date may be set for any time of the year, but a notice period of at least 4 weeks will be required.

• The full finds archive should be deposited at the same time, unless prior arrangements have been made with the museum service. LCMS reserves the right to refuse any part of the archive that does not comply with the standards set by the Museum Service.

• It is the responsibility of the depositor to organise the transportation of the archive and ensure that the appropriate insurance arrangements have been made. All transportation and insurance costs should be met by the depositor.

• The archive will be checked in on the day, any archive that does not adhere to these guidelines and does not meet the museum standard will be refused entry.

12.3 The archive that is being deposited on the day should match the archive specified on the Archaeological Archives Requisition Form which you will have already submitted.

12.4 Archives must be prepared according to the guidance for the preparation of archives as set out in this document.

12.5 Please contact us to discuss any matters arising before bringing the archive.

LCMS operate on a cost recovery basis, based on costs incurred for processing the material into our collections and the on-going cost of long-term storage.

It is museum policy to levy a one-off administration/registration fee of £425, and a payment of £120 per box. VAT will be charged.

Charges are subject to annual review. The charge will be calculated at the rate in the financial year in which the deposition is made.

A list detailing the number of boxes intended for deposition must be sent to the museum service before transfer so that an invoice can be sent in advance. Fees must be agreed and paid prior to deposition.

LCMS reserve the right to waive any storage fee at its own discretion.

Heather Davis
Conservation and Collections Manager
Lancashire County Museum Service
Stanley Street
Preston, PR1 4YP
T: 01772 534070
E:heather.davis@lancashire.gov.uk

Jo Hayward
Museum Registrar
Lancashire County Museum Service
Stanley Street
Preston, PR1 4YP
T: 01772 539203
E: jo.hayward@lancashire.gov.uk

Sarah Austin
Curator
Lancashire County Museum Service
Stanley Street
Preston, PR1 4YP
T: 01772 531373
E: sarah.Austin@lancashire.gov.uk

HER Planning Officer
Lancashire County Council Historic Environment Team
Development Management
Planning and Environment
PO Box 100, County Hall,
Preston, PR1 0LD
E. archaeology@lancashire.gov.uk

Historic Environment Record - Lancashire County Council

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https://guides.archaeologydataservice.ac.uk/g2gpwiki/

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Guidance for Best Practice for the Treatment of Human Remains Excavated from Christian Burial Grounds in England, Second Edition by Advisory Panel on the Archaeology of Burials in England (2017) APABE_ToHREfCBG_FINAL_WEB-1.pdf

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MDA Archaeological Objects Thesaurus

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National Museums Liverpool, Marking & Labelling Methods and Positions'

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