collections management policies department of earth & planetary

COLLECTIONS MANAGEMENT POLICIES DEPARTMENT OF EARTH & PLANETARY SCIENCES

(FOR EXTERNAL USE) Compiled For Use By The Curatorial and Supporting Staff Department of Earth & Planetary Sciences American Museum of Natural History July 2001 (rev. March 2007, December 2008)

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CONTENTS

INTRODUCTION 5 The Collections 5 Collection Goals 5 SCOPE OF THE COLLECTIONS 5-8 Meteorite Collections 5 Mineral and Gem Collections 6 Mineral Deposit Collections 6 Petrology Collections 7 COLLECTIONS STORAGE, ACCESS AND ENVIRONMENTAL MONITORING 8-10 Meteorite Collection Area 8 Main Mineral Collection Area 8 Other Mineral Storage 8 Petrology and Mineral Deposits Storage 8 Vault Storage 8 Radioactive Mineral Storage 9 Basement of Building 15 9 Brooklyn Army Terminal Storage 9 Out of State Storage 10 COLLECTION STORAGE 10-13 Meteorites 10 Minerals and Gems 10 Main Systematic Mineral Collection 10 Type Collection 11 Brooklyn Army Terminal Storage 11 Radioactive Mineral Storage 11 Radioactive Mineral Safety -Storage and Handling 11 Mineral Deposits 13 Petrology 13 COLLECTIONS POLICIES AND PROCEDURES 13-21 Accessioning 14 Accession Procedure 14

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Cataloging Procedure 14 Databases 15 Meteorite collection database 15 Mineral and gem collection database 15 Mineral deposits collection database 16 Petrology collection database 16 Loans 17 Out-going Loans 17 In-coming Loans 17 Objects left in the care of the Department 18 Insurance coverage 18 Overdue loans 18 Exchanges 18 Purchases 19 Gifts 20 Deaccessions 21 Exchange 21 Sale 21 Discard 21 Visitor Policy for EPS Collection Areas 21 HANDLING, PREPARATION, AND PRESERVATION OF SPECIMENS 22-27 Handling of Mineral and Gem Specimens 22 Preparation of Terrestrial Specimens 22 Cleaning 22 Clay Removal 22 Rust Removal 22 Lichen Removal 23 Surface Dust, Particulates, or Other Coatings 23 Cleaning Faceted Gems 23 Repairing Damaged Specimens 23 Preservation of Specimens 23 Chemically-Unstable Minerals and Ores 23 Thermal Conductivity and Expansion 24 Deliquescent and Efflorescent Minerals 24 Oxidation (Metallic and Non-Metallic) 24 Bacterial Activity 25 Photosensitivity 25

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Preparation and Preservation Techniques Specific to Meteorites 25 Triple Bagging 26 Spray Coating 26 Polishing 26 Phosphoric Acid Treatment 26 Waller Solution Treatment 26 DEPARTMENTAL ARCHIVES 27-27 Archival Materials 27 Photos and Prints 27 Books and Magazines 28 LABORATORY PROCEDURES AND EQUIPMENT 28-30 Laboratory Safety 28 Emergency Equipment and Procedures 28 Storage and Disposal of Chemicals 29 Chemical Paperwork 29 Chemical Storage 29 Chemical Disposal 29 Use of Organic Liquids 29 REFERENCES 30 APPENDICES 31-62 Departmental Collections Forms 31-45 AMNH Trustees’ Collections Policy Document 46 AMNH Collections Security Policy Memo AMNH Bequests Protocol Information

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The Collections The collections of the Department of Earth and Planetary Sciences, Division of Physical Sciences, of the American Museum of Natural History are comprised of rock, meteorite, mineral, and gem specimens. The specimens are organized into 4 individual collections: meteorites, minerals and gems, mineral deposits, and petrology. At present, there are about 152,000 specimens in the four collections. The internationally renowned meteorite collection and minerals and gems collection are systematically broad and have a long history at this institution. The mineral deposits and petrology collections are comparatively young, but they are growing in importance, size, and reputation. Collection Goals These collection goals and policies are in accordance with the institutional collection policy detailed in a statement adopted by the Board of Trustees on June 5, 1996 (see Curator 1974, vol. 17, pp. 83-90). The following collection goals are an adaptation of those guidelines as they relate to minerals, gems, meteorites, rocks, and ores: (1) To acquire specimens in each of the four collecting categories in order to increase the utility and research potential of the collections on a global scale and to anticipate the needs of future generations of earth and planetary scientists. (2) To acquire specimens or extant collections from regions where future collecting may be difficult (e.g., inactive mines or where political change may render collecting infeasible). (3) To accumulate significant holdings of specimens appropriate to the research interests of present staff. (4) To serve as a depository for scientifically valuable specimens or extant collections donated from other research institutions or commercial organizations. In addition, to accept specimens from such organizations/institutions no longer dedicated to their care. (5) To serve as a depository for type and described specimens requested by outside investigators. SCOPE OF THE COLLECTIONS

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Meteorite Collections The meteorite collection consists of about 5000 specimens, representing about 1300 individual meteorites. The emphasis of the collection over the past 25 years has been on accumulating a wide diversity of scientifically important samples rather than simply a large mass of fewer specimens or the more common meteorite types. Consequently, the American Museum’s meteorite collection is among the top 5 collections in the world (either privately or publicly owned). It is also the most active of the four main collections in the Earth and Planetary Sciences department, with between 100-200 specimen loans or donations for research purposes per year. There are a number specimens from the collection on exhibit within the museum, including 125 specimens in the Arthur Ross Hall of Meteorites (including the 34 ton Cape York meteorite), 3 specimens in the Gottesman Hall of Planet Earth, 7 specimens (including the famed Willamette meteorite) in the Cullman Hall of the Universe, and 1 in the J.P. Morgan Hall of Gems. Mineral and Gem Collections The mineral and gem collections consist of about 130,000 minerals and gems, approximately 3,000 of which are either faceted gems or gemstone carvings. The scope of the collections is global, with an emphasis on American representation. Important subsets include the two Tiffany-Morgan gem collections, major portions of the collections of Charles and Norman Spang, Clarence S. Bement, and William Boyce Thompson, the Columbia University Systematic Mineral Collection, and the Columbia University Economic Mineral Collection; important regional or locality collections include Sterling Hill/Franklin Mines (NJ); San Diego Co. (CA) pegmatites; Mogok Stone tract (Burma); Harding Pegmatite (NM); and world-wide jadeite-jades. Approximately 2,500 minerals are exhibited in the 8,000-square foot Harry Frank Guggenheim Halls of Minerals and 1,000 gems in the J.P. Morgan Hall of Gems. In terms of importance, size, and specimen-quality, the American Museum’s mineral and gem collections place it among a select group of other “world-class” institutional collections housed at the British Museum, the Smithsonian Institution, and the Vienna Natural History Museum. Mineral Deposit Collections The mineral deposit collections consist of about 5000 specimens - the bulk of which are research-grade rock and mineral suites. The scope of the collections is global, with representative examples of rock samples available from the major varieties of mineral deposits (as recognized and classified by W. Lindgren). Many samples were made available through the former Sampson ore deposit collection of

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Princeton University (acquired by AMNH in the early 1990's). The Sampson rock collections are accompanied by several hundred polished ore sections. As a consequence of collecting efforts in the past decade, the collections involve a special emphasis on the mineralization genetically associated with felsic magmatic rocks. This includes granite-derived tin, tungsten, molybdenum, and rare alkali metal ores; volcanogenic lithophile metal ores and associated volcanic rocks; volcanogenic massive sulfide ores; and mineralized granitic pegmatites. Drill cores have been collected from mineralized granites and pegmatites of Scandinavia, Canada, and the United States and from the metamorphosed massive sulfides of the historic Ducktown, Tennessee, mining district. There is minor overlap in the focus of the mineral deposits collections with the petrology collections in that the former include sample suites from active volcanoes including Mt. Somma-Vesuvius, Italy; Mt. Mazama, Oregon; and volcanoes of Indonesia. At present, the set of volcanic rock specimens from Mt. Somma-Vesuvius, Italy, held by the Museum is the second largest collection in the world. Many specimens include associated rock powders, mineral separates, and thin sections. Petrology Collections The petrology collection consists of approximately 17,500 hand samples, several drill cores, several hundred thin sections, rock powders, and mineral separates. It also includes several large specimens weighing a ton or more. Except for the specimens on display, it is primarily a research collection. The petrology collection consists almost entirely of igneous and metamorphic rocks. The scope of the collections is global, with an emphasis on the mafic, ultramafic and alkaline rock suites, especially layered mafic intrusions, such as the Bushveld, South Africa, and Stillwater, Montana, complexes. The collection concentrates on materials that are probes to the constitution of the deep earth or represent fundamental geologic process. An attempt has been made to collect samples that are otherwise difficult to obtain and that are anticipated to be of enduring value. For example, much of the material acquired during the 1990’s consists of drill core and hand specimens collected underground from the walls of working mines that were mapped by museum scientists. On display in the Gottesman Hall of Planet Earth are 168 rock specimens from the collection, some of which weigh several tons. Four samples are in the new acquisitions display case in the Guggenheim Hall of Minerals and one sample is in the Cullman Hall of the Universe. The HoPE collection has very high exhibition value because the samples illustrate both the fundamental properties of the earth and how it works. They

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include the “black smokers” from the Juan de Fuca Ridge, recovered from 2200 m depth from the northeast Pacific Ocean and are the only materials ever recovered ‘live’ from the ocean floor. COLLECTION STORAGE, ACCESS, AND ENVIRONMENTAL MONITORING Note: Specific information on specimen locations and security procedures has been removed from this document for security purposes. If required, such information is available from the department chairman. Meteorite Collection Area The Meteorite Collection is stored in a single room which is temperature-controlled and contains a temperature and relative humidity monitor. Main Mineral Collection Area Except under unusual circumstances which have been prearranged with the Curator, each visitor to the Mineral Collection Area must be accompanied by a department member, i.e. a ratio of 1:1 EPS-member:visitor (or greater) must be maintained. When visitors are present, only one cabinet can be open at any time. The room is temperature-controlled and contains a temperature and relative humidity monitor. Negative pressure is maintained within the area via forced-air venting to the outside for prevention of radon circulation and buildup (see below). Other Mineral Storage Thirty-one steel cabinets house the Columbia University Systematic Mineral Collection. Petrology and Mineral Deposits Storage The majority of the specimens constituting the petrology collections and the mineral deposits collections are stored in building 4. Access to this area is limited to Curators, Scientific Assistants, the Microprobe Manager and volunteers and students of EPS working on the collections. The specimens are stored in locked metal cabinets. The room is temperature-controlled and contains a temperature and relative humidity monitor. Vault Storage Valuable specimens from the mineral collection as well as faceted gems and gemstone carvings are stored in a vault. Vault access is restricted to the Minerals

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and Gems Curator and to the appropriate Scientific Assistant. Neither the Curator nor the Scientific Assistant can visit the vault without being accompanied by at least one other individual from the department (including long-term volunteers). Otherwise, access of visitors is controlled in the same manner as in the Mineral Collection Area. Everyone who enters the EPS section of the Vault must sign the visitors book, recording the date and time of entrance and departure. All specimen cases in the Vault are checked as being locked before departure. Radioactive Mineral Storage The highly radioactive portions of the Mineral Collection and Mineral Deposits Collection (Radioactive Collections) are stored in an area known as ‘The Shooting Gallery’, which is a 940 square-foot, L-shaped room located near the AMNH employee yard. This facility is shared with Vertebrate Paleontology (VP), which occupies an 80 foot-long by 8 foot-wide corridor directly behind the outer door and stores radioactive mineral-bearing fossils. The door to this storage area is secured by a Yale lock. Keys are held by EPS, VP, the museum Radiation Officer, and the Security department. A conventional OSHA approved sign on the door, labeled ‘Caution Radiation Area’, is clearly visible. An additional sign indicates that access to the room by pre-approved visitors can be obtained by contacting the Minerals and Gems Curator, Mineral Deposits Curator, or a Scientific Assistant. The sign further states that a ventilation fan located to the left of the outer door must be switched on 30 minutes prior to entry. The portion of the area controlled by EPS is located at the end of the aforementioned corridor use by VP. The EPS area is delineated by a plywood frame screened with chicken wire to facilitate ventilation. A door, secured by a heavy-duty lock, allows passage. Like the outer door, this door features an OSHA approved caution sign and a sign listing the phone extensions of the Curator of Minerals and Gems and the Scientific Assistant. It should be noted that non-museum employees granted access to this area are required to wear radiation dosimeters for visits exceeding one hour. EPS staff wears dosimeters when they enter the room. Basement of Building 15 This roughly 500-square-foot storage area is used for core samples, extra large rock samples, geological equipment, and will eventually house the Radioactive Collections. There are no known environmental controls in this area. The room contains a temperature and relative humidity monitor. Brooklyn Army Terminal Storage

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EPS occupies a section of floor, ~20 ft x 75 ft at the Brooklyn Army Terminal site located on the Brooklyn waterfront at 1st and 58th Street. Access to the facility is limited to the Curators, Scientific Assistants, and Microprobe Manager. The facility is temperature-controlled (and is supposed to be humidity-controlled) and contains a temperature and relative humidity monitor. Presently much of the petrological core collection, oversized specimens, and the Columbia University Economic Mineral Collection are housed at this facility. Out of State Storage A company was employed to cut and polish most of the samples for HoPE, and many portions of these samples are presently being stored outdoors at their facilities temporarily until arrangements are made at the Brooklyn Army Terminal or space becomes available within the main AMNH campus. Many of the samples weigh several tons. The samples are stored inside the company’s fence where only the company staff has access. These should be relocated within the next two or three years. COLLECTION STORAGE Meteorites The Meteorite Collection Area stores roughly 5,000 meteorite samples which are housed in 8 seven-foot high, steel cabinets (5 unsealed cabinets and 3 sealed cabinets). The collection is divided into two portions, based on the type of meteorite. All iron meteorites and stony-iron meteorites are stored in sealed cabinets to minimize their degradation by oxidation and rusting caused by changes in humidity. All stony meteorites are stored in the remaining cabinets, as they contain much less metal and are less affected by changes in humidity. The meteorites are organized alphabetically and by name (which is also their official locality). Extra large (or heavy) specimens are stored separately on steel shelving units mounted to the walls. A single iron cast of the Tucson meteorite is presently being stored at the 131st St. storage facility. Minerals and Gems Main Systematic Mineral Collection More than 50,000 minerals are housed in the Mineral Collection Area, the bulk of which are stored in 78 6.5-foot high steel cabinets. The systematic mineral collection is arranged in two hierarchical groupings: crystallochemical and geographic. On a macro-level, the arrangement follows the Dana crystallochemical

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classification for non-silicates and the Strunz classification for silicates. Within the adopted classification frameworks, specimens are arranged alphabetically by American states followed alphabetically by foreign country. Heavier or somewhat oversized specimens are stored in the lower drawers of the cabinets. Oversized specimens (> 12-in. dimension) are stored on steel shelving along the length of the area. Type Collection The type mineral collection is stored in a single cabinet in the Mineral Collection Area. Specimens in the type collection are arranged alphabetically and are restricted to holotypes and cotypes as defined in Embrey and Hey (1970). For type specimens in mineralogy see Mineralogical Record, vol. 1, p. 102-104. Metatypes and topotypes are maintained in the systematic collection. Brooklyn Army Terminal Storage

The field collections of former AMNH Mineral and Gems Curators and their support staff are housed at the Brooklyn Army Terminal facility. In addition the former Columbia University Economic Geology collection of approximately 20,000 ore minerals was donated in the Summer of 2007 and deposited in the facility. It is under the management of the Curator of Minerals and is currently being inventoried and catalogued. Radioactive Mineral Storage The Radioactive Collection is stored in six triple-door steel cabinets double-stacked against a wall. Additional specimen-filled drawers covered by 4 mil thick plastic tarps have been placed atop the cabinet - storage of radioactive specimens outside of steel cabinets in this manner is problematic. However, a portion has been relocated to the basement of building 15 (15-LL) to solve this problem. Completion of the project is anticipated in 2009. Radioactive Mineral Safety - Storage and Handling For the purpose of this report, radioactive mineral species are those which contain uranium or thorium, emit alpha, beta and gamma radiation or release alpha emitting radionuclides of radon (see Lambert, 1994, Ionizing radiation with the mineral collection of the National Museum of Wales, SPHNC Forum, v. 10, no. 2, p.70). The storage, preservation, and handling of radioactive minerals require a stringent protocol which meets guidelines set by OSHA (29 CFR 1910.1096). It should be noted that USNRC guidelines for materials licensees, as set forth in Title 10 of the Code of Federal Regulations Part 20 [10 CFR 20], were aimed at

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artificially produced materials and may not be directly applicable to naturally occurring radioactive specimens in collections (Wilson, 1996). Furthermore, incomplete compliance with applicable state and federal regulations may be focused on potential rather than actual health risks (ibid.). The New York City Board of Health schedules unannounced yearly visits to insure compliance with local regulations. The last BOH inspection took place on 12/22/99. Pursuant to federal and local regulations, a radon track monitor is placed in the room for prescribed periods (usually six months) and returned to the manufacturer for analysis. The manufacturer reports the radiation dose recorded and submits a report to EPS. It should be noted that identical radon track monitors are placed in the Mineral Collections Area where a limited number of radioactive minerals are stored, the Guggenheim Hall of Minerals (8-1), an EPS storage area which - in future - will contain the radioactive mineral collection (15-LL), and the former EPS Conference Room (2A-4-05), a designated control area presumed free of non-ambient radioactivity. EPS is required to maintain a radiation detector which must be calibrated annually by a qualified radiation physicist. EPS personnel are required to wear portable dosimeters when entering the radioactive storeroom. The revised version of Title 10 of the Code of Federal Regulations Part 20 [10 CFR 20], effective as of January 1, 1994, limits the exposure of non-radiation works to 'An eye dose equivalent of 15 rems (0.15 Sv) per year' [10 CFR 20.120 (a)(2)(i)]." Outside contractors or in-house HVAC, plumbing, electrical, or maintenance personnel are required to wear dosimeters if they request access for periods in excess of one hour. All radioactive specimens stored in the radioactive storeroom (8-LL-11) and in the Mineral Collections Area are sealed in “Ziploc” polyethylene bags to ensure that neither dust particles nor radon gas escape from the immediate vicinity. The bagged specimens are stored in steel cabinets that significantly retard exiting gamma radiation. As radon reaches a steady state concentration in 2.5 days (rate of formation is matched by rate of decay), radon buildup in the bags is minimal and all daughter products are retained inside the bag. Radon gas released by radioactive substances will attain dynamic equilibrium with its source within 2.5 days if not dispersed (Lambert, 1994, ibid.). In our present facility (8-LL-11), most of the radon is contained in the bags but prior contamination of the room and ambient soil-gas radon require dilution of environmental radon in the working area. Dilution of radioactive gases in the air is effected by a plenum fan located at the entrance connected to ductwork that reaches the rear of the room. Appropriate air extraction rates are used to vent the radioactive storeroom, properly, if the window fan is activated 30 minutes prior to entry.

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Specific to the Mineral Storage Area, radon release is mostly the result of trace uranium and thorium in numerous mineral specimens and in the granite walls of the building. Negative pressure is maintained in the area by an exhaust fan that vents to the exterior of the building which prevents mixing of air from the Mineral Collection Area with the offices of EPS.

A different protocol is anticipated when the radioactive collection is relocated to the basement of building 15 (15-LL). Radioactive minerals moved into this area will be bagged (sealed in “Ziploc” polyethylene bags) and stored in metal footlockers. Radiation levels will be monitored, in the area and outside of the footlockers. For future access to these radioactive samples, the specimen-filled footlockers will be examined outside of the new facility thereby minimizing exposure to collective ionizing radiation. Venting the footlockers and bagged specimens to air, outside of the museum in open air, before the specimens are handled precludes accidental inhalation of radon and radioactive dust particles contained in the polyethylene bags. Mineral Deposits The bulk of the mineral deposit research collections and two large metal cabinets containing the polished ore sections are stored in 17, six-foot high, steel cabinets. Drill cores from the massive sulfide deposits of Ducktown, Tennessee, and from lithium pegmatite mines of central North Carolina are stored in wooden drill core trays in the basement of building 15 (15-LL). A small number of ores containing radioactive minerals are presently stored in the Radioactive Mineral Storage (8-LL-11), but they shall be relocated soon to the basement of building 15. Specific details on storage and safety procedures for radioactive specimens are the same as those outlined above. Additional specimens from the former Sampson ore collection of Princeton University, yet uncataloged, are presently stored at the 131st St. storage facility in 4 ft high x 3 ft deep x 9 ft long foot metal cabinets. In addition, a small number of ore samples acquired as display specimens for HoPE are held out of state. Petrology The petrology collections are stored: a) At AMNH, the collections are stored in 24 six-foot cabinets. Larger samples (up to several hundred lbs.) are stored in the caged areas of the basement in building 15. The majority of these large samples will be moved to the 131st St. facility in the near future.

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b) Storage at the 131st St. storage facility includes a wide variety of rocks that were collected on various expeditions early in this century, including rocks from the 1920-23 expeditions to Mongolia. These collections are stored in 15 (4 ft x 3 ft x 9 ft long) metal cabinets. Several drill cores and heavy mineral separates are stored on pallets. A number of large mineral samples, previously on display on the grounds surrounding the museum are also stored here. In future, the drill core will be stored on individual shelves on specially constructed racks. c) Most offcuts of the large samples collected for HoPE are stored out of state. Many of these specimens weigh several tons. The samples are stored under plastic inside the company fences. They will be relocated to the museum and the 131st St. storage facility once space becomes available. COLLECTIONS POLICIES AND PROCEDURES Accessioning All accessions will be relevant to the scope and purposes of the collections of the department. The department must be able to provide storage, protection, and security for the acquired objects. All accessions must comply with the applicable laws at the time of acquisition and place of origin. All acquired objects will be accessioned by filing a museum accession record as noted below. Prior to receipt of a gift or bequest, the relevant Curator in the department must obtain letters of intent from the prospective donor(s) or a copy of a will from a personal estate. Wills must be forwarded to the office of the General Counsel to verify the terms of the bequest. Donors should be advised of our procedures by receiving a copy of the EPS “Guidelines for Gifts” (see attached). Purchases must be accompanied by invoices (if there is no imprint on the invoice, a business card, address, and tax number must be supplied), and exchange records must be completed in the case of exchanges. Specimens received on loan are tracked with a unique identifier and are accessioned.

Samples collected in the field by museum personnel are the property of the AMNH. Museum personnel will follow all applicable laws and policies of national and local entities when collecting and will obtain permission before collecting on private property. Accessioning and cataloging of material collected for research is done at the discretion of the curator involved; specimens collected for active research projects may not be accessioned immediately. However, if samples are retained beyond the completion of an investigation, they should be accessioned and catalogued into the appropriate collection. Accession Procedure:

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(1) A museum accession record form which includes an abstract of the appropriate catalog information is prepared. (2) The chair signs the record, and a photocopy is made. (3) The accession record is sent to museum Registrar, who assigns museum accession number(s). (4) The photocopy is retained until Registrar returns original to EPS, when it is filed. Cataloging Procedure: (1) Assign new consecutive AMNH catalog numbers to specimens for the mineral & gems, meteorite, petrology, and mineral deposit collections. Unique numbers are assigned to most specimens. An important exception is drill core, in which an entire core may be catalogued as a single specimen. Ovals of flat white paint may be applied to the appropriate surfaces of specimens. Numbers are inscribed to painted surfaces with India ink. Alternatively, specimens are kept in labeled containers, such as bottles or trays, as appropriate. For the mineral collection, numbers are printed on acid-free paper, cut and affixed to minerals with water-soluble glue. No numbers are attached to faceted gems; they are stored in standard gem papers with printed labels. (2) Enter data related to above specimens in respective databases. Databases: The Meteorite Collection database is organized into three parts: handwritten records, computer-generated records, and museum accession records. The handwritten records are kept in a four-volume set of ledgers and are largely kept for historical posterity and continuity. The ledgers cover all of the meteorites in the collection, with the first meteorites being recorded in 1896. For each meteorite specimen, the name, department catalogue number, weight, date of fall or find, locality, original collection or donor, number of specimens, date of acquisition, and any additional remarks are recorded. The ledgers are kept in the Meteorite Scientific Assistant's office. The computer database is organized, using FilemakerPro Version 5.0. The database contains all of the details within the ledgers, as well as additional details, such as temporary loan information, museum accession numbers, how specimens have been prepared, and in some cases, where they are stored. The records are backed up as necessary (generally after any changes). The computer records are stored on the Meteorite Scientific Assistant's computer and are also kept on two separate sets of floppy discs. There are also three sets of printed copies within the dept (Meteorite Curator's office, Meteorite Scientific Assistant's office, and Meteorite Collection Area). Finally, the museum accession records and any

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accompanying paperwork, after being signed and returned by the Registrar, are kept in the Meteorite Scientific Assistant's office in a filing cabinet. The Mineral and Gem Collection database is founded on a custom software design by Joe Nagel of KUSTOS, utilizing the software SUPERBASE for WINDOWS. The “Mineralogical Collection Database System” is a multiuser (up to 5 users simultaneously) relational database that offers the features of several flat file databases plus other capabilities including data validation and one-to-many relationships, such as one specimen (number) representing several mineral species. In-house modifications of the KUSTOS-supplied platform have enhanced its usefulness. Included transactional databases include all loan histories, specimen disposition, images, citations, and analytical data. Future modifications may yield additional benefits for generating semi-annual collection reports and for collection-activity reports required for the departmental annual report. This database is backed-up weekly, and the resultant copies are stored on the SAN and off AMNH premises. The Mineral Deposits Collection database is combined with the petrology database in a five-volume set of hardbound books entitled American Museum of Natural History Catalogue, Geological Collections. In the past 15-20 years the museum has acquired samples through expeditions and donated collections, such as the Sampson and Hamilton Collections. Written records on specimens are kept in the mineral deposits Scientific Assistant’s office and the curator’s office containing references and any research that has been done on these collections. The written records contain the catalogue number, accession number, locality, source, and nature of specimen, collector, remarks and the old catalogue number of each sample that we have acquired since the early 20th century. The catalogue of the mineral deposits collection is also kept in a computer database generated with FilemakerPro 3.0. The database contains the same information in the hardbound books as well as loan activity, cabinet and drawer numbers, and scientific references important for a particular locality. A volunteer and the Scientific Assistant are currently cataloguing the Sampson and Hamilton Collections. The computer database catalogue is backed up on SAN storage weekly, and CD/DVD copy is stored off the AMNH premises. The Petrology Collection database is stored in FilemakerPro 3.0 and is contained within the five-volume set, American Museum of Natural History Catalogue, Geological Collections. The hardbound books include collections such as the Mongolian collection and gifts donated by J.P. Morgan. The written records contain the catalogue number, accession number, locality, source, and nature of specimen, collector, remarks and the old catalogue number of each sample acquired since the

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early 20th century. The petrology database presently has the HoPE collection separated out from the remainder of the petrology collection. The HoPE collection database is entirely catalogued. The remaining portion of petrology collection database is still in the process of being transcribed into a FilemakerPro 3.0 format. Information and labels on the rocks are continuously added to the database, and a volunteer performs this task weekly. To date, 13,600 of 17,500 entries have been made. All entries are initially typed into a spreadsheet (Microsoft Excel), and then converted to a 'sylk' (Symbolic Link) file before importing them into the FilemakerPro database. The earliest acquisitions were converted first, and the current process involves transferring data for materials collected between 1937 and 1980. The entire database is backed up on a weekly basis. One copy is stored on and one copy off the AMNH premises. All hardcopy forms concerning loans, donations, acquisitions, accessions and deaccessions are printed from the petrology collections databases. Loans The department is responsible for both incoming and outgoing loans related to specimens within the scope of each collection. Loans are made for research, exhibition, and education. (1) Out-going Loans: Specimens and portions thereof will be loaned to qualified scholars and their students within the ability and based on the judgment of the department staff. a) Loans are generally made to authorized staff of educational and research institutions including other museums for the purpose of scientific research; the policy for loans for research is described in the attached "Information for Users of Specimens..." Even though loaned material may be consumed by the activities of the borrower, the transaction is considered a loan. b) Loans may also be made to institutions for exhibitions, educational programs, and for commercial photography. Such loans are negotiated by the appropriate curator on a per event basis. c) A record of each loan, including an itemization, catalog numbers, specimen description, weights, terms, etc. is made by the department. Two copies, signed by an authorized department staff member, are sent to the borrower, one of which is to be returned to the department upon receipt of the loan. Records of loans are maintained by the department. d) Loans of AMNH specimens are the responsibility of the borrower and his/her institution. Borrowers of loans with a fair-market-value (as determined by the department) in excess of $1000 are required to insure such loans "wall to wall"

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under an All-Risk Fine Arts policy and issue Certificates of Insurance naming the AMNH as the additional insured. e) It is up to the department's discretion to demand special arrangements for transportation, security, care, and condition reports of such loaned specimens by a borrower's institution. Conditions will be stated in writing on the loan agreement. f) The department assesses no fees for non-commercial use of objects from the collection. Commercial users of the collection are charged according to museum guidelines. (2) In-coming Loans: In-coming loans are usually requested by the department for research or exhibition. Loans will not be accepted without departmental approval. If a loan record is not provided by the lender, a loan record will be made and maintained in the department. The department will take all necessary actions and precautions to properly care for and handle in-coming loans. Condition reports will be completed for and an archival photograph taken of incoming objects valued in excess of $1000. 3) Objects Left in the Care of the Department: Except for incoming loans, objects cannot be left in the care and custody of the department except under special circumstances for study or potential donation, at the determination of the appropriate curator. A written receipt from the curator or the chairman will be provided. (4) Insurance Coverage is provided automatically on museum-borrowed material by the museum's blanket insurance policy. However, a specific insurance rider will be arranged through the Office of Financial Operations and a Certificate of Insurance will be provided to lenders of objects in excess of $5000 or at the lender's request. (5) Overdue Loans: As mandated by the museum’s Registrar, the status of loans are noted periodically and letters requesting return of AMNH samples are sent to recalcitrant borrowers. Exchanges Exchanges are necessary to improve the collections by replacing duplicate or no-longer-needed specimens. The departmental exchange policy is as follows: (1) Exchanges involve specimens of like kind under the management of a single curator. Exchanges involving unlike materials require the approval of the appropriate curators and the department Chair.

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(2) Any trade with an aggregate value of $5,000 (an amount determined by the Administration) or greater must be approved by an academic administration representative, such as the Dean of Collections or the Provost of the museum. Trades with value in excess of $25,000 will probably be reviewed by the Collections Committee of the Board of the Trustees, so detailed justification may be required. (3) Any specimen can be traded; however, specimens that are type materials, are on display, are one of a kind, or are covered by a gift restriction will not normally be considered and must be justified in the trade record. (4) All material in a trade is given a dollar value mutually agreeable to both parties; these values are intended to provide an approximation of market value to assure equity in the trade. (5) Mineral and gem trades must be approved by two curators in the department - invariably the Minerals and Gems Curator and usually the Mineral Deposits Curator. (6) A record of the exchange, itemizing all specimens coming in and going out, is signed by the appropriate curator and is kept as a permanent record. An accession record is also completed and forwarded to the Registrar's office with a copy of the exchange record. Purchases Purchases are made for all the collections, based on the judgment of the curator of the collection and availability of funds.

The global scope of the AMNH Mineral and Gem collection and the Meteorite collection and the highly commercial nature of these natural history materials precludes the possibility of limiting future acquisitions to materials collected in the field or donated by philanthropic parties. Meteoriticists, in particular, are constrained by the ephemeral nature of meteorite falls or finds and the difficulties encountered in identifying and collecting meteorites in the field. In recent years, hundreds of meteorites have been recovered on ice- and snow-covered expanses of Antarctica. All meteorites collected in Antarctica are consigned to the national museums of countries claiming sovereignty over the coastal regions of that continent. For example, all meteorites collected in that portion of Antarctica claimed by the United States are considered the property of the Smithsonian Institution. Museum-sponsored expeditions to sub-Saharan regions in northern Africa or to the interior of the Indian sub-continent have been discussed within the Department of EPS to

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counteract the Antarctic advantage enjoyed by the Smithsonian. Until such expeditions are mounted, dispatched, and successfully concluded, meteoriticists have little choice but to participate in the commercial meteorite market. The large pallasite slice installed in the Rose Center falls into this category. The acquisition of minerals and gems is also governed by the dictates of the marketplace, but the criteria used to determine the usefulness of particular minerals or gems differ from those used by meteoriticists. The potential or actual scientific value of meteorites offered for sale largely determines its suitability for acquisition (notwithstanding the example cited above). Mineral and Gem Curators not only purchase specimens suitable for scientific research, but also buy extraordinary ‘flowers of the mineral kingdom’ for exhibition purposes (Desautels, 1968). Fundamentally, the context of crystallization and association is an important attribute of the natural science of mineral forming environments, but equally the shear beauty, intricacy and exquisite geometry of fine crystallized specimens provide the visual cue for interest by museum visitors. Consequently, the acquisition of esthetic specimens is designed with the goal of exhibition, either permanent (at some date) or for rotating and traveling exhibitions. Knowledge about the diversity of esthetic specimens and their distribution in public and private collections does become a part of the curator’s responsibilities for the mineral collection. Likewise, representation of gem diversity in “viewable” stones is important both to the science of gemology and the exhibition of gem materials. The purchase of minerals, gems, or meteorites collected on foreign soils is subject to any and all laws enacted by foreign governments to regulate the export of minerals, gems, and meteorites. Gifts The department has improved its collections through the addition of new specimens as gifts. There are several applicable requirements. First, the department must approve a gift before it will be accepted; the specimen(s) must be within the scope of our collections, must represent a useful addition, and must be within the department's ability to house and maintain. Second, the donation must be made as an unrestricted gift. The department cannot make promises about the indefinite future of a specimen once it belongs to the museum. However, the department does not accept specimens that it does not intend to keep for the foreseeable future. Furthermore, the department must make an effort to exhibit display-quality specimens and maintain three cases in the Mineral and Gem Hall and one in the Meteorite Hall where new acquisitions can be displayed. The department normally includes an acknowledgment of the donor within the cases.

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Particularly significant additions will be added to the permanent display collection, although this can take a long time to accomplish, as the permanent halls are revised infrequently. In order to donate a specimen(s), approval must be obtained first from the curator of the relevant collection within the department. Once approval is received, a letter designating transfer of ownership and stating the unrestricted nature of the gift should be sent to the curator and the specimen(s) sent or delivered to the museum. The donor will be sent an acknowledgment from the curator after both the gift and the letter of decision to donate is received. The acknowledgment letter is the official document of receipt from the museum. In the case of a gift, which is, being given as a tax deductible contribution and the value is in excess of $500, an IRS Form 8283 must be filed with the Federal income tax return. If the value of a gift is in excess of $5000, the donor will need an appraisal from an accredited appraiser and the donor will need to advise department staff so that they can fill in the necessary information on the 8283 Form—the appropriate curator is authorized to sign for the receiving institution on the form. The form is sent to the donor and his/her appraiser to complete. Deaccessions Specimens are retained by the department as long as they retain their physical integrity and continue to be relevant to the scope and purposes of the collections. The possible methods of deaccession are exchange, sale, or discard. Upon deaccessioning, a deaccession record is transmitted to the AMNH Registrar and the catalog is modified accordingly (see cataloging procedures). (1) Exchange: Discussed under Exchanges, above. (2) Sale: Sale of specimens is a procedure to be avoided unless absolutely necessary. Sales are subject to the following restrictions: a) Any offer of sale of specimens must be approved by the department Chair and by an academic administration representative, such as the Dean of Collections or Provost. A sale with potential price in excess of $5000 must be approved by the Board of Trustees. b) A responsible effort must be made to sell specimens to museums and other public institutions before considering private institutions or individuals. c) The proceeds from sale are to be restricted to the use of purchasing like material, e.g., minerals sold to buy minerals, either directly or through a purchasing fund or endowment.

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(3) Discard: Specimens that have lost their value or relevance to collections because of alteration, replication, or other reason and have no value for trade or sale may be discarded with the approval of the curator in charge and the Chair of the department. The rationale for discard must be recorded in the catalog. Visitor Policy for EPS Collection Areas With the EPS staff and volunteers excluded, visitors are required to sign the visitor’s register. Visitors to this space are typically scientists from other institutions. Casual visits by non-EPS personnel are discouraged. Tours of the collections areas maintained by EPS are given on occasion at the discretion of the curators-in-charge. See previous restrictions discussed above. HANDLING, PREPARATION, AND PRESERVATION OF SPECIMENS Handling of Mineral and Gem Specimens The core of most mineral collections of global scope housed in the great natural history institutions of the world were assembled by wealthy amateur collectors whose collections were later purchased or donated to natural history museums. Many of these collections were assembled on the basis of esthetic considerations as much as mineral species diversity and so, exhibit a marked bias towards well-crystallized minerals. The preservation of crystallized specimens requires that they be handled with extreme care. Most crystal groups possess a solid base from which the majority of the crystals project and which constitutes a natural rest surface for exhibition or handling. Such specimens should be grasped at its base for either examination or exhibition purposes. Under no circumstances should crystal terminations be grasped as the crystal may separate from its matrix. Extremely fragile specimens are stored in cardboard trays lined with Volara, a cross-linked polyethylene foam, however, the long-term goal is to store all crystallized specimens in Volara-lined boxes for both physical and chemical (acid cardboard) protection. Preparation of Terrestrial Specimens Cleaning Specimens collected in the field may require cleaning prior to storage or exhibition. The three most common adhering materials are: pocket clay, rust, and lichen encrustations. The decision to clean mineral specimens is made on a case-by-case basis. Tarnish and oxidation films that cover the surface of native metals, sulfides and sulfosalts are usually not removed for a variety of reasons. The tarnish removal process is ineffective and pitted surfaces may result. Secondly, preserving

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the chemistry of rocks and minerals is a scientific imperative. If cleaning is deemed appropriate, a record of the cleaning method used and date of treatment is entered into the appropriate database. Clay Removal Pocket clay, the product of feldspar alteration, is endemic to crystallized pegmatite occurrences. Its removal can be effected mechanically or chemically. Mechanical removal, a method favored by mineral dealers, uses high-speed dental drills. Buffing pads are charged with crushed walnut shells in lieu of toothpaste. Most mineral curators favor the chemical removal of clay adherents. The Waller technique is also used (Waller, 1980a; see details below). Rust Removal Superficial coatings of iron oxides and oxyhydroxides minerals, or those deposited on samples collected in situ, are removed, particularly if said samples are earmarked for exhibition. An oxalic acid solution or the Waller technique is employed to clean them, depending on the specimen’s resistance to oxalic acid. Lichen Removal Lichen-encrusted rock samples may be collected in the field. Lichen may obscure with well-preserved lineation, fault gouges, or other textures on rock surfaces. Lichen coatings can be removed with dilute ammonia or with chlorine bleach and mechanical brushing. Surface Dust, Particulates, or Other Coatings Surface contamination, herein defined as incidental dust, particulate matter (linen threads dislodged from clothing) or fine-grained dirt particles clinging to mineral surfaces or crevasses, are removed in an ultrasonic bath with a mild detergent, followed by a second bath in distilled water. This cleaning treatment is particularly effective for cleaning fibrous minerals like zeolites. Water-soluble borates, nitrates, and sulfates are removed in an ultrasonic bath filled with pure ethanol—care must be taken to be sure that the alcohol has not absorbed water from the atmosphere as this may cause dissolution of water-soluble minerals. Cleaning Faceted Gems The adsorption of body oils is an inevitable consequence when handling gems. Surface grime of this type are treated by tooth-brushing the affected gem facets with soapy water followed by a rinse in distilled water. Tooth-brushing the surfaces with

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a dilute ammonia solution is an effective remedy from the removal of grime. Jewelry used in traveling exhibits is brought to AMNH conservators for treatment. Repairing Damaged Specimens Damaged specimens are sometimes encountered. Clean breaks in specimens are repaired with a quick-drying epoxy (cyanoacrylate) which is rated acceptable by the Canadian Conservation Institute. Preservation of Terrestrial Specimens Chemically-Unstable Minerals and Ores Certain minerals, rocks, and ores that are stored in temperature-humidity controlled areas are metastable. Factors inhibiting the preservation of metastable minerals include thermal conductivity and expansion, deliquescence, efflorescence, oxidation, bacterial activity, and photosensitivity (Waller, 1980b). The particular requirements for the preservation of radioactive minerals are outlined in the section dealing with their storage. Thermal Conductivity and Expansion Elevated temperatures cause thermal expansion in most minerals, and are particularly deleterious to minerals with low thermal conductivity and high thermal expansion coefficients, notably native sulfur, cerussite, and fluorite. Temperatures below 0 °C can shatter crystals containing liquid-filled inclusions. If follows that specimens must be protected from rapid temperature fluctuations. Temperatures ranging between 0° and 30ºC are generally tolerable for rock samples stored out-of-doors. In-door facilities should maintain a temperature of 21 °C +/- 2 °C. Deliquescent and Efflorescent Minerals Temperatures above 23°C coupled with relative humidity levels exceeding 70% relative humidity (RH) are harmful to both deliquescent and efflorescent minerals. Deliquescent minerals, with or without accompanying decomposition, are defined as any water soluble salt [capable of drawing moisture from the air and with it form a solution when the RH of the air is higher than the water activity of a saturated solution of that salt (Waller, 1980b)]. Minerals undergoing deliquescence will reprecipitate and form powdery crusts. Factors affecting the extent of deliquescence are the RH level, the duration of exposure, the rate of air flow, the total volume of air from which moisture can be drawn, and characteristics of the species involved (Waller, 1980b). Deliquescent mineral groups include halides,

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sulfates, and nitrates. Such specimens should be placed in 4 mil polyethylene bags, and when appropriate, a desiccant is added. Efflorescent minerals are inorganic compounds with water as an essential constituent. If the partial pressure of water vapor in the air falls below that of the mineral, water will leave the mineral (Waller, 1980b). Sulfates, carbonates, and borates are often efflorescent. They are bagged, in some cases, with their local brines. Oxidation (Metallic and Non-Metallic) Inorganic substances are subject to varying degrees of oxidation. The incorporation of oxygen into a mineral or meteorite is controlled by the material’s oxidation state and by the temperature and relative humidity levels encountered in storage. Elevated temperature and humidity levels accelerate oxidation. Native metals like copper and silver, arsenides like realgar, and sulfides like pyrite and marcasite (in concert with anaerobic bacterial activity) will oxidize in temperature and humidity controlled environments if prudent precautions are not taken. Such specimens are placed in 4 mil polyethylene bags to limit exposure to unforeseen changes in temperature or humidity. Bacterial Activity The decomposition of the sulfides pyrite and marcasite are caused by anaerobic bacterial activity, and bacteria thrive in humid environments. Both iron sulfide minerals are stored in 4 mil polyethylene bags. The bags provide a moisture barrier and encapsulate decomposition products. Desiccants should be used in conjunction with bagging for specimens with incipient sulfide disease. Photosensitivity Photo-sensitive minerals, substances that are either decomposed by light or that experience color changes when exposed to light are uncommon, but those that are so affected often possess high monetary value. The decomposition process is accelerated by oxidation, but air is not required for photodecomposition of minerals. If exposed to light, the silver halides chlorargyrite, bromyrite, iodyrite and miersite also decompose in a vacuum. These minerals are placed in 4 mil polyethylene bags and stored in boxes with lids. The sulfosalts proustite and pyrargyrite are highly prized for their distinctive ruby red crystals; specimen valuations exceeding $25,000 are commonplace. If exposed to light and air, the scarlet-vermilion color of proustite and pyrargyrite is dulled by surface oxidation (tarnish) which if left unchecked, will blacken the crystals. The lilac coloration of kunzite fades rapidly in sunlight, a problematic color

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change when large, transparent crystals command six figure valuations. Properly bagged and boxed, light sensitive minerals will exhibit little if any deterioration. The exhibition of heat and light sensitive minerals requires the installation of ultraviolet filters to protect such minerals and to arrest further deterioration and prevent future occurrence. The Guggenheim Hall of Minerals and the J.P. Morgan Hall of Gems were opened to the public in 1976, but no provision for UV filter protection was initiated at that time. Present-day efforts to ameliorate this situation continue. Preparation and Preservation Techniques Specific to Meteorites Preservation techniques vary from specimen to specimen in the Meteorite collection. Iron (and stony-iron) meteorites require the most attention, and stony meteorites the least. In general, rust is the major problem. Depending upon the severity, one or all of the following methods below may be used to minimize specimen degradation. Generally speaking, stony meteorites require little attention beyond keeping them dry. All meteorites, at minimum, are placed in plastic 4 mil Ziploc bags. Triple Bagging Triple bagging is an excellent maintenance technique. The sample is placed in a Ziploc bag (this bag is left open initially). A small amount of desiccant (silica gel) is placed in a second Ziploc bag. The bag containing the sample (and is still open) is placed inside the bag containing desiccant. The desiccant bag is sealed, minimizing the amount of air in both bags, and left for 20 minutes. Once the allotted time has passed, the interior sample bag is sealed without opening the outer desiccant bag. The sample should no longer be in contact with the desiccant. Finally, the desiccant bag is placed inside a third Ziploc, which is then sealed, to ensure that there is no longer any air exchange. Spray Coating A spray acrylic coating on the surface of the iron or stony-iron meteorite acts in a similar manner as the triple bagging to prevent further rusting. This is useful for display specimens. Polishing A combination of wet, light grinding and polishing can be used to remove rusted areas. Use in conjunction with mineral spirits as the solvent. Do not use water or alcohol.

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Phosphoric Acid Treatment A treatment of dilute (10%) phosphoric acid (or Naval Jelly) will remove a substantial amount of rust from an iron meteorite (after Waller, 1980a). However, contamination of the surface will occur. Any subsequent analysis of this surface will yield results that are not representative of the natural specimen. This technique should be used sparingly and only on samples meant for display purposes. Waller Solution Treatment A solution of sodium citrate, sodium dithionite (hydrosulfite) and sodium bicarbonate in distilled water used to remove large amounts of rust. (After Waller, 1980a). The Waller method was explored and modified by Henry Silverstein (a former AMNH volunteer). See Silverstein, (1998). A copy of this paper is kept in the Meteorite Scientific Assistant's office for reference. DEPARTMENTAL ARCHIVES Archival Materials The mineral and gem collection accession log books for the period 1871-present are stored in the Mineral Collections Area (4-4-15B). Also stored there are catalog cards describing individual gem and mineral specimens. Cards like these date from circa 1900 to the present. Photos and Prints A library of 35 mm slides generated by lectures conducted by EPS Gem and Mineral Curator and Senior Scientific Assistant for this collection is maintained and stored in 3-ring binders within the Mineral Collections Area. The slides, usually 35 mm color transparencies, are loaded in high-density polyethylene sheets. The curator also maintains lecture sides, as do other EPS curators, in their respective offices. An extensive photographic survey of select gems and mineral specimens from these collections was undertaken in 1990 by Harold and Erica Van Pelt, whose 4x5 color transparencies of mineral and gems have graced the covers of Gems & Gemology, the Mineralogical Record, the Lapidary Journal, and most notably, within the pages of Gems & Crystals from the American Museum of Natural History co-authored by former Associate Anna S. Sofianides and curator George E. Harlow. A second publication, Minerals and Gems from the American Museum of Natural History, co-authored by George E. Harlow and Joseph J. Peters, the Senior Scientific Assistant, utilizes the Van Pelt images and numerous 4x5 and 35 mm color

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transparencies of AMNH minerals and gems by photographers in the AMNH Photo Studio. Books and Magazines A collection of books about minerals and gems assembled by Leonard Feldman, a past President of the Brooklyn Gem & Mineral Society, is maintained in room 4-4-13. Most of these books were intended for amateur enthusiasts and, as such, provide useful information when EPS staff members answer public inquires pertaining to rock and mineral collection. Partial runs of the Mineralogical Record magazine, the Lapidary Journal, and the Journal of Gemology, donated by former EPS volunteer Joe Rothstein, are used in a similar fashion. These items are shelved in room 4-4-16. LABORATORY PROCEDURES AND EQUIPMENT Laboratory Safety EPS staff participate in safety training as required and provided for by the museum. EPS staff are requested to use safety gowns, safety gloves, safety eye protective devices, and ear protection as necessary. Emergency Equipment and Procedures Safety equipment available for use in the laboratories (Sample Prep Lab and Experimental Petrology Lab) includes the fume hoods, flammable storage cabinet for organic liquids, flammable storage cabinet for acids, lab coats, lab goggles, lab face shields, gloves, and masks. Emergency equipment available in the labs includes fire extinguishers, fire blanket (located in the hallway between the two labs), faucet eye wash, and first aid kits. Department staff and visitors are requested to familiarize themselves with the location and proper use of emergency equipment. Emergency procedure information is posted on the doors to the labs. Department staff and visitors are requested to familiarize themselves with departmental emergency procedures. The documents include 1) procedures to follow in case of hazardous chemical spills, and 2) laboratory specific procedures in case fire, flood or injury.

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Storage and Disposal of Chemicals Chemical Paperwork Material Safety Data Sheets (MSDS) are kept for all hazardous chemicals. These forms are located in notebooks in the experimental petrology laboratory (room 2A-4-03). Chemical Storage The two principal storage areas for chemicals in the department are: (1) The Sample Preparation Lab contains a flammable storage cabinet for organic liquids, a separate flammable storage cabinet for acids, and a cabinet for bases. All bottles are clearly labeled with their contents. Waste organic liquids (small quantities) are stored in clearly marked bottles inside the fume hood. (2) The cabinets of the Experimental Petrology Lab store the stock (dry) chemicals. All bottles are clearly labeled with their contents and ACS numbers. Chemical Disposal The Maintenance and Engineering Dept (X5363) is contacted annually, and its representatives pick up hazardous chemicals that need to be disposed of. Maintenance/Engineering solicits this information annually. Use of Organic Liquids All organic liquids are decanted into non-breakable bottles for use in the labs. Caution should be used at all times when handling these liquids. Adequate ventilation (fume hoods, etc.) and safety equipment (eye protection, gloves, etc.) are used as recommended. REFERENCES Desautels, P. (1968). The Mineral Kingdom. Ridge Press, New York, 252 pp Embrey, P. and Hey, M.H. (1970). "Type" specimens in Mineralogy.

Mineralogical Record, 1:102-104.. Lambert (1994). Ionizing radiation with the mineral collection of the National

Museum of Wales. SPHNC Forum, v. 10, no.2, p. 70 Silverstein, H. (1998) Methodology for rust removal and prevention in iron

meteorites. Meteorite, August issue, 28-30.

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Waller, R.R. (1980). Notes for collectors--A rust removal method for mineral specimens. Mineralogical Record, 11:109.

Waller, R.R. (1980). The Preservation of Mineral Specimens, preprint, 8th Annual Meeting of the American Institute for Conservation of Historic and Artistic Works. pp. 116-128.

Wilson, M. (1996). Radioactive Specimens in Collections. The Society of Mineral Museum Professionals (on file).

APPENDICES 1. Sample exchange agreement form 2. Sample specimen transfer form 3. Sample accession record form 4. Sample deaccession record form 5. Sample collection visitor record form 6. Photographic image(s) loan agreement form 7. Information for use of specimens 8. Guidelines for gifts information 9. AMNH Trustees’ collections policy document (6-5-96) 10.Collections security policy memo (Provost Novacek – 3/18/98) 11. Protocol for bequests

American Museum of Natural History Department of Earth and Planetary Sciences

Central Park West at 79th Street New York, NY 10024-5192

Instructions to recipient: Please date, sign, and return one copy of this invoice. Retain one copy for your records. TO: Date The listed material is sent as: ( ) Loan at your request, for ( )For examination at our request. ( ) Exchange ( ) ( ) Research material. Return unused portion. Loans are for a period of three months unless otherwise stipulated. Loans may not be exchanged with other parties or removed to another institution for any reason without prior permission of the Department of Earth & Planetary Sciences. Please acknowledge the use of these specimens in publications and reports, and send copies to the department. Catalog No. Data Est. Value Shipping instructions: Confirmation by recipient No. of packages____ Date shipped Received above in good order on: Shipped via (1st class, etc.) __________ (Date) Insure for Signature By (E.& P. Sciences) For E.&P. Sciences use only: Loan returned: ___________ (Date) Date Cost Signature

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SPECIMEN TRANSFER FORM The objects described below have been sold/given to AMNH by: Name Tel: Institution of Affiliation, if relevant: Address: Fax: email: To the American Museum of Natural History, Department of . These specimens are hereby transferred with no limiting conditions or restrictions. I hereby represent that I have full right and title to the objects hereby transmitted and authority to dispose there of. Specimen # or Number of Specimens with Description. I collected/obtained the material through legal means from: If the material was obtained from outside the United States of America, I verify that it was imported into the US by legal means. Where possible, I have provided copies of all relevant documentation (permits, sales receipts, etc.) If these specimens were collected on United States State or Federal Lands, please specify below where and when. Please include copies of all permits or receipts of purchase. Date of Delivery of object(s) to the AMNH: Seller’s/ Donor’s Signature: Date: Curator’s Signature: Date: Gift Exchange Purchase Other 1/99 rev’d 12/99

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AMNH Accession #________________



Accession Record

SECTION I DEPARTMENT OF ________________Division of ________________ Date of Receipt __________________ Department File/Accession # __________________ Dept. Catalogue #'s _________________________________ Donor _________________________________________________________________ Address _________________________________________________________________ _________________________________________________________________ Telephone __________________________ Fax_______________________ E-mail _________________________ Donation to be kept anonymous_________________________________________________________________ GIFT _________ INTERNAL TRANSFER _________ BEQUEST ___________ PURCHASE ______ (Fund and Price) ____________________________________________________________ EXPEDITION ______ (Name) _____________________________________________ Date _________________ FIELD TRIP ______ (Place) _____________________________________________ Date _________________ EXCHANGE (Record Catalog #'s & value of specimens given in exchange) __________________________________________________________________________________________________________ (Please attach copies of collecting permits and USFW 3-177 forms) DESCRIPTION OF MATERIAL (Include # of specimens, place of origin, vendor, etc.) _________________________________________________________________ _________________________________________________________________ Does Department have a transaction record on file showing legal ownership by owner? YES _____ NO _______

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Does Department have a transfer of ownership record on file giving ownership to AMNH? YES NO (Please attach copies) Explanation if No to above RESTRICTIONS (Describe fully) __________________________________________________________________ SIGNIFICANCE OF MATERIAL _________________________________________________________________ ____________________________________________________________________________________________ _________________________________________________________________ VALUE _________ Less than $1000 _________ $1000 - $5000 Estimated Value (for internal purposes) __________________ _________ More than $5000 IF MORE THAN $5000 AND AT REQUEST OF DONOR: IRS FORM COMPLETED _______ SENT TO DONOR _______ CC: REGISTRAR ________ ADMIN. ACKNOWLEDGEMENT REQUESTED ______________ SIGNATURE OF DIVISION CHAIRMAN ____________________________________ DATE _________________________________________________________________ Send all accession forms to registrar for processing (Gifts evaluated over $5000 will be forwarded by registrar to Management Board for approval) SECTION II REGISTRATION. SIGNATURE ____________________________________________ DATE ____________________________________________________________________________________________ SECTION III BOARD MEETING ______________ APPROVAL RECEIVED ______________ CC: DEPT. ____________ (Date) (Date) (Date)

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DEACCESSION RECORD

As of this date the following material has been deaccessioned and removed from the catalogue. AMNH Dept. Accession/ Division/ Accession No. Catalogue No. Dept. Description Value � Less than $5,000 � More than $5,000 Reason for Deaccession Disposition (describe where object is transferred to and name of contact)

Method of disposal/transfer The Department Chairman and one Curator have made the evaluation and decision for this action. Their signatures appear below. Chairman Date Curator Date

VALUE OVER $5,000 ------------------------------------- APPROVED BY BOARD OF TRUSTEES

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Authorized signature Date xc: Registrar Dept.File: 3/1/91

DEPARTMENT OF EARTH AND PLANETARY SCIENCES - AMNH COLLECTION VISITOR RECORD Name of Collection Date Time in: Time out: Visitor's Name Purpose of visit

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LOAN AGREEMENT (PHOTOGRAPHIC IMAGES)

Instructions to recipient: Please date, sign, and return copy of this invoice. Retain copy for your records. TO: Date The listed material is sent as: ( ) Loan at your request, for ( ) For examination at our request ( ) Loans are for a period of three months unless otherwise stipulated. Images are for "one-time" use and may not be exchanged with other parties for any reason without prior permission of the Dept. of Earth & Planetary Sciences. Please acknowledge the use of these images in publications and send copies to the department. Consult attached sheet for further information. Image No. Data (Spec. Cat. No., Locality, Photographers, etc.) Shipping instructions: Confirmation by recipient No. of packages Date shipped Received above in good order on: Shipped via (1st class, etc.) (Date)

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Insure for___________________________ By Signature (E.&P. Sciences) For General Services use only: For Dept. E. & P. Sciences use: Processed by________________________ Loan returned:___________ (Date) Date____________ Cost Signature____________________

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LOAN AGREEMENT (PHOTOGRAPHIC IMAGES)

Photographic images of American Museum of Natural History minerals, meteorites and gems are archived in the Department of Earth and Planetary Sciences and in the Museum’s Library. Requests for images not archived by our Department will be directed to Library Services. Images archived in the Department of Earth and Planetary Sciences include color transparencies (8x10 and 4x5) and 35mm color slides. Particularly noteworthy are 4x5 color transparencies used in the 1990 Simon & Schuster book Gems and Crystals from the American Museum of Natural History. Authored by Anna Sofianides and George Harlow, this publication features 150 magnificent photographs by Harold & Erica Van Pelt of AMNH gems, crystals and carvings. The loan period for images is 90 days or less (renewable at our discretion). Rental fees are negotiable. Borrowers will be assessed a $300.00 fee for lost, stolen or damaged 4x5 or 8x10 transparencies. Van Pelt photographs should be credited as follows: “Photographed by Harold and Erica Van Pelt. Photo courtesy of the American Museum of Natural History.” All other photographs should be credited: “Photo courtesy of the American Museum of Natural History.” Locality and other information related to the photographed specimen(s) will be supplied by the Museum. All loan agreements are based on a “one-time use” of the supplied images.

For further information contact: Dr. George E. Harlow, Curator Department of Earth & Planetary Sciences American Museum of Natural History Central Park West at 79th Street New York, NY 10024-5319 (212) 769-5378 [email protected]

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Information for Users of Specimens

from the Department of Earth & Planetary Sciences of The American Museum of Natural History

In accordance with the policy of the American Museum of Natural History, the Department of Earth & Planetary Sciences supplies materials from its collections of minerals, meteorites, rocks and mineral deposits to scientists and other qualified persons in support of their research. It is up to the judgment and resources of the Department's staff to determine whether a loan of material can be made. To evaluate the qualification of people seeking material and to facilitate the handling of requests, we ask for three items as part of a formal request for research material. 1. A short description of the proposed research or project supported by

evidence that the borrower can do the project.

2. An exact description of the type, quality, and the minimum quantity of material needed; it is helpful to cite a catalog number(s) if it is known. In some cases a trip to the Museum may be required to review the collection catalog and select the specimens.

3. The request should be written on institutional letterhead and state the potential borrower's affiliation. In some instances, particularly for those who are not known to the Department's staff and have no institutional affiliation, a supporting curriculum vitae from the researcher will be requested.

Whereas support of student research is important to the scientific community and supported by the Museum, the Department requires students to involve their research advisers in requests for research material so that institutional responsibility for loans can be maintained. Users of samples from the collections of the AMNH are expected to assume several responsibilities: 1. Any data obtained during the research on Museum specimens will be

reported to us so that we may cross-reference the data with the specimen, thereby building a valuable collection of referenced material for science. We expect that copies of any reprints, preprints, or the like, of papers including information obtained on the Museum's specimens will be sent to the Department.

2. Museum specimens will be properly acknowledged in publications, including the catalogue number of the specimen(s), and a statement acknowledging the American Museum of Natural History as the source.

3. Research material that is unused or unconsumed should be returned.

Because the Museum's collections are an important resource to the scientific community, we encourage borrowers to contribute specimens they describe, both in support of the Museum's activities and for the service the Museum offers for curating described materials.

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GUIDELINES FOR GIFTS



The Department of Earth & Planetary Sciences is always interested in improving its collections through the addition of new specimens as gifts. There are two major requirements. First, we must approve a gift before it will be accepted; the specimen(s) must be within the scope of our collections, must represent a useful addition, and must be within the Department's ability to house and maintain. Second, the donation must be made as an unrestricted gift. We cannot make promises about the indefinite future of a specimen once it belongs to the Museum. However, we do not accept specimens we do not intend to keep for the foreseeable future. Furthermore, we make an effort to exhibit display-quality specimens and have three cases in the Mineral and Gem Halls and one in the Meteorite Hall where new acquisitions are displayed. We normally include an acknowledgement of the donor in these cases. Particularly significant additions will be added to the permanent display collection, although this can take a long time to accomplish, as the permanent halls are revised infrequently. If you decide to donate a specimen(s), approval must be obtained first from the curator of the relevant collection within the Department. Once you have received approval, a letter designating your transfer of ownership and stating the unrestricted nature of the gift should be sent to the curator and the specimen(s) sent or delivered to the Museum. The donor will be sent an acknowledgement from the curator after both the gift and the letter of decision to donate is received. The acknowledgement letter is the official document of receipt from the Museum. In the case of a gift which is being given as a tax deductible contribution and the value is in excess of $500, an IRS Form 8283 must be filed with your Federal income tax return. If the value of a gift is in excess of $5000, you will need an appraisal from an accredited appraiser and you will need to advise us so that we can fill in the necessary information on the 8283 Form. We will send this for you and your appraiser to complete. The Museum appreciates the generosity of donors of gifts-in-kind in their support of the collections. All donations valued in excess of $5000 are reported to the Management Board of Trustees; such donors are sent a letter on behalf of the Trustees acknowledging the gift and expressing appreciation for the donor's generosity and support. Such donors are also listed in the annual report and become members of the Natural History Society. A description of the Society and its benefits is available from the Development Office of the Museum. If there is an opening of a new exhibition featuring the activities of the department or its collections, we attempt to provide friends and supporters of Earth & Planetary Sciences with invitations to an opening event

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American Museum of Natural History Collections Policy

Adopted by the Board of Trustees, June 05, 1996 PURPOSE MANAGEMENT Collections Committee Curators Scientific Chairs and Department Directors ACQUISITION Conditions Approvals Compliance with Laws Title Permanent Loans; Custodial Arrangements CARE Conservation Plan Facilities and Treatment Safety DOCUMENTATION Inventorying Cataloguing Primary Documents; Study Materials Data USE Encumbrances Research Exhibition Destructive Sampling LOAN Exhibition Loans Study Loans Intramural Loans DISPOSITION Reason Approvals Restrictions Use of Proceeds ETHICS Identifications and Appraisals Use of Museum Property and Services Personal Collecting ______ PURPOSE

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The American Museum of Natural History’s 1869 charter created the Museum for the purpose of establishing and maintaining“...a Museum and Library of Natural History; of encouraging and developing the study of Natural Science; of advancing the general knowledge of kindred subjects, and to that end of furnishing popular instruction.” Since then, over 30 million specimens, artifacts, and documents have been collected from sources worldwide, in the field by the Museum’s staff and representatives, and through purchase, gift, and exchange. They make up comprehensive collections of value for research, exhibition, and education for curators, students, and visitors to the Museum and for scholars nationally and internationally. They comprise a heritage of the earth, its living things, and its human culture, held by the Museum for present and future generations to research and disseminate knowledge of the earth and life upon it. This policy updates and supersedes the Museum’s collections policy published in Curator in April 1974 to take account of developments over the last two decades. It continues the structure of an institution-wide umbrella policy governing the more detailed collection policies and practices of the Museum’s 8scientific departments: Anthropology, Earth and Planetary Sciences, Entomology, Herpetology and Ichthyology, Invertebrates, Mammalogy, Ornithology, and Vertebrate Paleontology. The scientific departments shall review, and revise if necessary, their existing collection policies and practices for consistency with the requirements hereby established, and shall file their policies with the Provost. This policy also applies to the departments of Education, Exhibitions, Library Services, the Hayden Planetarium, the interdepartmental laboratories (the Scanning Electron Microscope Facility, the Molecular Systematics Laboratory, and the Monell Molecular Laboratory), and the Office of the Registrar to the extent they handle specimens, artifacts, data, or records from the collections. This policy shall be observed by Museum employees unless modified or rescinded by the Board of Trustees. Where applicable, this policy also applies to officers of the Museum and members of the Board of Trustees and Collections Committee. MANAGEMENT Collections Committee The Board of Trustees hereby delegates oversight of collection matters to the Board’s Collections Committee and delegates the administration of this collection policy to the President and Provost, working with each scientific department through the curators and department chairs. The President, Provost, and Collections Committee shall report on the status of the collections to the Board of Trustees no less often than annually. Curators Management of each collection shall be assigned to a curator-in-charge. The curator-in-charge shall have sufficient expertise to assume responsibility for identification, acquisition, preparation, sampling, conservation, maintenance, and documentation. Curators are directly responsible for supervising the work of those scientific assistants, technicians, preparators, conservators, students, and postdoctoral researchers to whom they are assigned and for ensuring their adherence to department and Museum collection policies. Curators are similarly responsible for visiting scholars and other outside users of collections under their care. Scientific Chairs and Department Directors

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Each chair shall continue to file with the Provost an annual summary of department activities. The annual summaries shall include a synopsis of all acquisitions, dispositions, and loans during the year. The report shall advise of the appointment o curators-in-charge for the coming year and identify the segments of the collection for which these curators are responsible. The Provost shall comment on these summaries in the Provost’s annual report to the President, the Collections Committee, and the Board of Trustees. Each scientific department chair shall assure that conservation responsibility is assigned and accepted within the department, principally according to the duties of those staff members directly involved with specimens and artifacts: curators, collection managers, scientific assistants, technicians, preparators, and conservators. The directors of other museum departments that handle specimens, artifacts, records, or data from the collections shall be responsible for their departments' compliance with this policy where applicable. ACQUISITION Conditions Objects accepted or otherwise acquired for the Museum’s collections shall meet the following conditions: a) The objects are relevant to and consistent with the purposes and activities of the Museum. b) The Museum can provide for the storage, protection, and preservation of the objects under conditions that ensure their availability for Museum purposes and in keeping with professionally accepted standards. c) It is intended that the objects shall remain in the collections as long as they retain their physical integrity, their authenticity, and their relevance for the purposes of the Museum. Approvals The Museum may acquire specimens or artifacts by gift or bequest, exchange or purchase, and by field work. All acquisitions shall require the approval of the scientific department arrived at through the procedures detailed in the department’s collection policy. This may include approval by the chair or curator-in-charge or by consensus among the curatorial staff. A major acquisition shall be accompanied by a scientific department evaluation of its impact on the resources available to curate and care for the material. In the normal management of the collections, scientific departments may, in accordance with department policy, accept donations, collect through field work, make exchanges, and purchase specimens or artifacts using current amounts from acquisition funds made available to the department, subject only to the following: a) The approval of the Provost and the President shall be required for i) an acquisition entailing a restriction on the Museum as to title, right of possession, care, exhibition, loan, or requiring special restrictions such as attribution beyond the records of the department, and ii) an acquisition requiring special expenditures (beyond the acquisition amount). b) The additional approval of the Collections Committee shall be required for an acquisition

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where the price and special expenditures exceed $25,000 or where the acquisition entails restrictions that the Provost or President deem material. Compliance with Laws Direct acquisition during field research and expeditions shall be conducted with the agreement of and according to the laws of the host state or country. In the case of field work conducted jointly with other museums, universities, or similar research organizations, a written agreement regarding allocation and use of field collections shall be sought and obtained, where possible, prior to the field work. The Museum shall not knowingly and willfully accept or acquire any object that was illegally imported into the United States or that was collected or recovered under circumstances that would support or encourage irresponsible damage to or destruction of biota, collecting sites, cultural monuments, or human burial places. However, the Museum may accept objects that have been legally confiscated and offered to the Museum by government authorities. Material proposed for acquisition shall be reviewed for ethical and legal collection procedures by the curator involved in the acquisition and the department chair and, where questions arise, by the Provost and legal counsel. Title Title to all objects acquired for the collections should be, where possible, obtained free and clear, discouraging restrictions as to use or future disposition. Where restrictions are attached to an acquisition, every effort shall be made to place a reasonable limit on the time for which the restrictions may apply and to define the conditions under which their force may terminate. Restrictions shall be adequately documented and retained as part of the permanent title records. A legal instrument of conveyance, setting forth an adequate description of the objects involved and the precise conditions of transfer, shall accompany all gifts, bequests, purchases, and exchanges and shall be signed by the seller or donor. In addition, evidence that has been gathered to establish right of possession and the appropriateness of the acquisition within the context of the legal guidelines given above made a part of the record. These records and title documents (invoice, bill of sale, deed of gift, correspondence offering a gift, receipts and acceptances, IRS form8283, and the like) shall be retained permanently. Permanent Loans; Custodial Arrangements The Museum shall not hold material on an undocumented basis indefinitely. Each scientific department shall include in its department collection policy a procedure for inventorying material brought into the department for research or as a potential acquisition. In general, such material shall be either recorded as are search loan to the Museum, or documented with a receipt as under consideration as a gift, or processed as an acquisition if brought in from the field and retained for a period longer than specified in the department policy. “Permanent” loans to the Museum generally shall not be accepted but are allowed for objects and collections owned by government agencies and institutions whose own collection policies do not allow transfer of title. These loans shall require the same approvals as an acquisition. Permanent and long-term loans or custodial arrangements shall be documented in writing and signed by the lender and shall address, in accordance with each scientific department’s policy: a) the purpose of the loan (exhibition, research, or education); b) the rights to use and publish the material; c) financial obligations to be borne by each party;

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d) the duration of loan and right of the Museum to return the loan; and e) the legal and ethical responsibilities of the Museum during custody and upon termination of the loan. CARE Conservation Plan The Museum acknowledges that care of the collections must consider the reality of large quantities of specimens and artifacts. Therefore, each department shall establish a conservation plan that sets priorities for the care of the collections as a whole and for the care and treatment of individual specimens, artifacts, and documents of particular scientific, educational, historic, or aesthetic value. The plan shall provide for prevention and treatment of pests. It shall include procedures for treatment of specimens and artifacts entering the buildings, prevention of infestation from outside sources, a survey and regular inspection for pests, and restriction of nutrients and living organisms in collection areas. Facilities and Treatments A scientific department may either maintain its own facility for preparation and conservation or make cooperative arrangements to use the facilities of another Museum department or institution. Treatments shall reflect the currently accepted conservation methods and practices in the field. Treatments shall be undertaken only by qualified Museum personnel, within the limits of their area of expertise and the facilities, or by conservation experts outside the Museum. In either case, treatments shall adhere to professional ethics and guidelines. Conservation techniques and materials shall be fully documented by individuals who use, prepare, and manage these materials and shall be recorded in the department’s files. While collection care is principally the responsibility of scientific staff directly involved with the collections, other departments are also responsible when handling specimens and artifacts on loan to them, and preventive conservation is the responsibility of all staff, including those in the departments of Building Services and Maintenance, Exhibitions, and those responsible for events, conferences, and development functions. Safety The scientific departments shall implement a hygiene plan with appropriate safety procedures and training for staff, volunteers, and researchers to follow. In addition, it is the responsibility of those staff members directly involved with specimens and artifacts that are inherently hazardous or have been made so through preparation or fumigation practices, to clearly identify these conditions if known and to report them to the department chair and individual in charge of conservation for warnings to staff handling these specimens. DOCUMENTATION Inventorying Each scientific department shall maintain an inventory of its collections, consisting of a) a record that immediately and permanently identifies a specimen or artifact for which the institution has assumed permanent or temporary custody, and that identifies those objects or groups of objects which have been accepted into the collections, and b) an organization and physical map of the collections that permits objects to be readily located. Cataloguing

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Evidence of the identity, condition, history, or scientific value of a specimen, artifact, or collection when recorded in a permanent manner enhances its value. Also, this record may need to substitute for a specimen or artifact should, for example, the object deteriorate or be destroyed. All objects or groups of objects acquired for the collections shall be catalogued to meet the professional standards of the pertinent scientific discipline and recommendations of relevant professional societies. Primary Documents; Study Materials Originals of field notes, maps, research notes, correspondence, reports, electronic files, illustrations, photographs including negatives, catalogues and lists related to the preparation and study of the specimens and artifacts are organic to the collections and shall be the physical property of the Museum. These materials shall be maintained as part of the collections in the department or in permanent storage, special collections, and books held by Library Services as well as models, photographs, and illustrations created by or for Exhibitions are part of the permanent records of the Museum. These shall be retained unless and until written permission to dispose of them is received from the relevant scientific department chair or the appropriate committee of the Senate of the Scientific Staff. Data The Museum's specimen-based and taxonomic databases, catalogues, and lists, like the collections from which they are derived, are the property of the Museum. The Museum shall exercise responsible stewardship over this data so as to maximize the usefulness of these resources to the research community, while protecting the resources for the future. Release of collection data in any media, including hardcopy, CD-Rom, on-line service, or other electronic media, to another research institution or scholar shall be upon terms and conditions established in each scientific department policy. The department policy shall establish when it is appropriate that these terms be in writing or in a data release agreement that addresses the following: a) the intended use and its scientific merit; b) restrictions on publication, if any, including release of sensitive information (e.g. locality data for endangered species, and restricted donor identification); c) agreement by the borrower to acknowledge the Museum as the source of the data in all publications (if authorized); d) the borrower’s rights and restrictions to reproduce the data through photography or other means; e) provision for reciprocity and in-kind services, as appropriate; and f) prohibition on the transfer of data or documentation to a third party without the Museum's consent. USE Encumbrances The Museum shall not grant any lien or security interest against the collections. Research

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Collections shall be made available on-site to bona fide scholars, subject to the discretion of each scientific department. Requests must be recorded in the form of written application describing the purpose and duration of the use. The department shall maintain a visitor’s register. Access to the collections shall be granted only under the supervision of a curator, and under the normal Museum security procedures and any special procedures established by the scientific department. Exhibition Specimens, artifacts, and documents require the approval of the curator-in-charge to be placed on exhibit. While on exhibit within the Museum, they are the direct responsibility of the Department of Exhibitions for maintenance and preservation but remain under the supervision of the curator-in-charge. Destructive Sampling The Museum has an obligation to balance the demands placed on natural history specimens and artifacts for current research and educational uses with the need for preservation for future use. This obligation applies to the physical and chemical integrity of the specimen as well as to associated data. Accordingly, each department’s collection policy shall establish an approval procedure for destructive sampling by staff members for research on the collections. The department collection policy shall also establish a process for the evaluation of outside research. Outside requests shall be evaluated on the basis of written information provided by the researcher. The department policy shall also establish general standards for carrying out the sampling process and fulfilling documentation requirements where destructive sampling is permitted. These procedures shall be undertaken in a controlled manner with approval by a curator and the department chair or curatorial committee. If the specimen or artifact will be completely destroyed during sampling or so damaged that its significance for the collections shall be substantially compromised, procedures for approval shall follow those below for “disposition” and shall include the approval of the curator-in-charge and scientific department chair. Criteria to be used in evaluating destructive sampling requests by staff members and outside researchers shall include: a) the intended use and its scientific merit; b) the rarity, scientific importance, and monetary value of the material; c) the quantity of material necessary and limitations on the quantity made available; d) the researcher's competence with the proposed methods and the appropriateness of these methods as the least intrusive and the most likely to yield the intended results; e) the researcher's resources, including availability of relevant specimens at the requesting institution, to carry out the study without sacrificing all the available material of the particular collecting event or compromising the future utility of the specimen or artifact for other investigations; f) the possibility of the Museum receiving an exchange of other materials from the researcher or institution in situations where the specimen or artifact is to be completely destroyed or extensively damaged; g) where the sampling includes DNA sampling, whether the DNA extraction will be returned to the Museum for reference to decrease the need for additional extractions by other

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researchers; and h) the willingness of the researcher to abide by the Museum's operational standards for processing, documentation and for the dissemination of the results of the work within a reasonable time period. Failure of a researcher or institution to comply with Museum requirements and standards in previous transactions may be grounds for denying new requests. Open transactions shall become a part of the record of the current request. Upon the approval of a request for destructive sampling, a letter of agreement shall be signed between the scientific department and the researcher and his or her institution. The agreement shall stipulate the scope of the material to be sampled, methods of evaluation, standards for processing and documentation, and timeframe for publication. It shall record department standards for sampling and address the following: a) the documentation of the methods and extent of sampling; b) return to the Museum of unused portions of specimens or artifacts and DNA extractions; c) what, if any, resulting analytical data and duplicates of tangible products such as photographs and slides shall be provided to the Museum to become part of the specimen or artifact’s permanent record, and the date of deposit; d) what, if any, period of confidentiality the researcher may be granted during which the data may not be made available by the Museum to others; e) what, if any, gene sequence data shall be deposited in relevant public access databases, with Gen Bank accession numbers provided; f) the responsibility of the researcher or his or her institution for all costs associated with the sampling, including curatorial and collections management time in handling the request; and g) that the Museum shall receive credit in publications and databases for providing samples to the researcher and shall receive copies of all publications and notices of database deposits. Original data, documentation, and records of specimens or artifacts that have undergone destructive sampling shall be preserved in department files. LOAN Exhibition Loans The Museum borrows and lends objects and specimens for exhibitions in furtherance of its educational, scientific and non-profit purposes. Incoming exhibition loans shall be managed by curatorial staff, under the direction of a full-time scientific staff member, and by such other administration personnel as may be assigned by the Provost. Incoming exhibition loans shall be processed to comply with the following: a) insurance values, as determined by the lender, shall be obtained to procure sufficient coverage under the Museum’s insurance, lender’s insurance, or federal indemnity; b) condition reports shall be prepared and kept on file upon each packing and unpacking, and any damage or loss shall be reported promptly to the lender; c) immunity from seizure shall be sought for international exhibitions when appropriate; and

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d) the requirements specified in the loan agreement shall be met; loan renewals shall be sought when required; and loans shall be returned promptly at the end of the loan period. Outgoing exhibition loans shall be considered only upon written request specifying the purpose of the loan. Loans shall require at least the approval of the department's chair or its loan committee and shall be discretionary with each scientific department evaluated according to the following criteria: a) the rarity, scientific importance, and monetary value of the material; b) the nature of the material and the conditions of preservation and security under which it will be kept; c) the impact of the material’s absence on research and exhibition; d) the impact of the material’s absence on education programs; e) the potential risk of relocating the material; f) the cost to the Museum of preparing the loan; g) legal restrictions on the object’s loan; h) concerns of indigenous peoples; and i) the institutional affiliation or representation of the person(s) requesting the loan. All outgoing exhibition loans granted shall be documented in a loan agreement, signed by the borrower. The loan agreement shall specify date of return and shall require written permission for pest treatment, preparation, restoration, dissection, casting, photography, publication, destructive sampling, and transfer to a third party. The signed loan agreement shall be in the possession of the Museum upon the shipment of the object out of the Museum. The department shall make and retain a permanent record of the return or other disposition of the object. Outgoing exhibition loans shall also require the following: a) An acceptable facilities report shall be secured for all venues. b) The stability of the material for loan and transport shall be evaluated and any necessary preparation and conservation shall be carried out prior to the loan. c) The identity of the party paying the costs of conservation, insurance, mounting, appraisal, packing and shipping, including the costs of a hand-courier when demanded by the status or condition of the object, shall be explicit in the loan agreement. d) A condition report shall be prepared to accompany each object on shipment out. The loan agreement shall require reports to be filed by the borrower upon receipt and upon shipment and return and shall require prompt notice to the Museum of any loss or damage. e) An insurance value shall be determined, by a qualified appraiser if necessary. A certificate of insurance shall be issued to the Museum by the borrower. f) A borrower outside of the United States shall be required to furnish an official document, or an equivalent assurance, certifying that loans are granted immunity from seizure, unless a determination has been made that immunity is not required.

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g) All applicable government regulations on transportation, importation, and exportation shall be met. h) The loan agreement shall require the Museum to receive credit in labels, brochures, and publications for providing materials for the exhibition and to receive copies of all publications for its archives. Study Loans Study loans shall be processed and managed under the care of a full-time scientific department staff member. Incoming study loans shall be subject to the terms and conditions of borrowing within the collections policy of the department. A record of the loan shall be maintained in department files. Outgoing study loans shall require approval of the curator-in-charge or a curatorial committee, in accordance with departmental policy, and shall be limited to research and educational institutions and museums in the care of a staff member of the borrowing institution who is deemed qualified by the Museum curator-in-charge. Except under circumstances stipulated by department policy, loans shall not be made to individuals, and then only with approval of the department chair. In cases where a department routinely loans material to independent scholars whose expertise are not represented on the department’s curatorial staff or to scholars at related institutions, a general contract may be used to govern the terms of the relationship in lieu of individual loan agreements; in either case, the following shall be required: a) a shipping record shall accompany each loan, and accurate and complete records of the loan shall be maintained by the department; b) a facilities report and a statement on the care required of the specimens or artifacts shall be required where appropriate; and c) the Museum shall receive credit in publications and databases for providing samples to the researcher and shall receive copies of all publications and notices of database deposits. Ownership of the products of research shall also be addressed where required by department policy. Intramural Loans Loans of specimens, artifacts, and documents for off-site use by curators and to other departments in the Museum, including other scientific departments, shall require the approval of a curator-in-charge or department chair and shall be accompanied by a letter of transmittal to be signed and returned by the borrower. The letter shall stipulate: a) a description of the material; b) the conditions under which it may be kept; c) the length of the loan; and d) that the material may not be transferred to a third party, within or without the Museum, without the approval of the lending department. DISPOSITION The Museum recognizes that collections are not static and must be continually improved to reflect new research directions, to complete the record of life they represent, and to support new exhibitions. Improvement includes growth through new acquisitions and exchanges. It also includes judicious removal of materials from the collections through exchange, gift, or sale to other institutions or agencies. In such transactions, the Museum must rely on the competence and judgment of its professional staff -- those who are entrusted with the selection, care, and use of the collections – or other experts acceptable to them.

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Reason Specimens and artifacts are normally retained in the collections, as long as they retain their physical integrity and continue to be relevant to the scope and purpose of the collections. When these conditions no longer prevail, objects may be removed by exchange, donation, sale, or destruction. Reasons to approve a disposition request shall be: a) the specimen or artifact is damaged beyond the point at which it can be used; b) the material does not relate or is tangential to the Museum's scope of collections, research or educational activities; c) the data are insufficient to document the specimen or artifact; d) the specimen or artifact is a health hazard; e) the specimen or artifact has little scientific or educational value; f) the specimen or artifact will be destroyed during sampling; g) ownership of the specimen or artifact has been determined adverse to the Museum; h) repatriation is required or requested and deemed appropriate; i) the Museum is unable to provide proper care, and another repository has been determined to be more suitable. Approvals In the normal management of the collections, curators may exchange, donate, sell, or otherwise dispose of specimens and artifacts, pursuant to the above reasons, subject to the approval of their department chair and to any additional approvals required by the department's collection policy. The additional approval of the Provost and the President shall be required for a) a sale or donation of an object whose monetary value might reasonably be expected to exceed $2,500, b)disposition of a restricted gift or bequest, or c) disposition of a gift within 10 years of receipt or within the donor’s lifetime. Where the value exceeds $25,000 or the restrictions are deemed by the Provost or President to be material, then the further approval of the Collections Committee shall be required. In considering the removal of specimens and artifacts from the collections, the judgment of the department chair and the curator-in-charge and other appropriate members of the curatorial staff, to the extent practical, shall be followed. Documentation of the basis for disposition shall be recorded in department inventory records. Restrictions Material proposed for disposition shall be reviewed to determine if it is under any restrictions. Where restrictions exist as to use or disposition of an object, the Museum shall act as follows: a) mandatory conditions shall be observed unless deviation from their terms is authorized by a court of competent jurisdiction; b) objects to which non-binding restrictions apply shall not be disposed of until reasonable efforts are made to comply with the restricting conditions; c) if the value of any such object exceeds$2,500, the Museum will make reasonable efforts to notify the donor if it intends to dispose of the object within ten years of receiving the gift or within the donor's lifetime, whichever is less. If there is any question as to the intent or force of restrictions, the Museum will

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seek the advice of its legal counsel. The unique and special nature of human remains and funerary and sacred objects shall be considered in disposition decisions concerning such collections. Preference shall be given to placing material that is part of the historical, cultural, or scientific heritage of New York State or of the United States at institutions within the state or nation, respectively. Alternatively, the object may be transferred to the Museum’s Department of Education for use in public programs. If the object is offered for sale, preference shall be given for sale at public auction or the public market place in a manner that will best protect the interests of the Museum. Use of Proceeds The proceeds realized from a sale must be used for acquisitions to the collections or for direct management, care or preservation of the collections. Objects that have lost their value to the collections because of alteration, replication, deterioration or other compelling reason and have no value for exchange, sale, or donation may be discarded or destroyed. Objects shall not be given or sold privately to Museum employees, officers, members of the Board of Trustees or committees, or their representatives, except under extraordinary circumstances and when approved as provided above. ETHICS Identifications and Authentications Museum employees shall not, in their official capacity, give appraisals for the purpose of establishing the tax-deductible value of gifts offered to the Museum, nor shall they appraise, identify, or otherwise authenticate for other persons or agencies natural history specimens or artifacts under circumstances that could encourage or benefit illegal, unethical, or irresponsible traffic in such materials. Aside from those prohibitions, it is beneficial to the Museum for staff members to assist collectors and other museum professionals in identifying, authenticating, and assessing the quality and condition of natural history specimens, artifacts, and documents. Information of this kind, provided in writing as a part of an employee’s official capacity at the Museum, must be accompanied by the Museum's disclaimer that the information is an opinion, subject to change upon acquisition of new information, and is not to used in a purchase or sale transaction, nor published without the consent of the Museum employee. All assistance, whether written or oral, shall be provided free of monetary or other compensation, unless otherwise approved by the Provost. Use of Museum Property and Services Museum employees, officers, trustees, and committee members shall not use Museum facilities or staff for appraisals, conservation of objects, or storage of their personal collections. Use of Museum collections, collection data, documentation, and illustrations by Museum staff shall be in accordance with Museum standards of professional practice. Personal Collecting While employed by the Museum, scientific staff members must not compete with the Museum in creating personal collections in the discipline in which their Museum responsibility lies. All collecting made within scientific staff's discipline during field research sponsored or financed by the Museum shall be the property of the Museum. An employee should not seek to add to his or her collection within his or her discipline while employed by the Museum. An employee who joins the Museum with a personal collector with a

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list of specimens or artifacts in that collection. In the event that the employee should seek to add to his or her collection, any purchase valued at $500 or more shall be offered by the employee to the department prior to acquisition into the individual’s personal collection. All purchases shall be reported to the department chair on an annual basis. For the purposes of this policy, a personal collection is taken to mean: specimens, artifacts, documents including photographs, prints, rare or out-of-print books, and the like. Although it is understood that an employee is not restricted from selling objects from his or her collection, an employee may not act as a dealer, buying and selling natural history objects for profit.

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March 18, 1998 TO: Scientific Staff FM: Michael Novacek, Provost Craig Morris, Dean of Science Darrel Frost, Associate Dean of Science for Collections cc: Ellen Futter, Barbara Gunn, Steven Hollowell RE: Collection Security Policy Curators are responsible and accountable for the use, care, and conservation of the collections, a responsibility delegated to them by the Trustees. This is a role that curators all value and take seriously. However, standards of what constitutes appropriate security are changing rapidly concomitant with the rapid increase in the scientific and monetary value of natural history collections generally and Museum collections specifically. Depletion of natural populations means that fewer and fewer specimens in our zoological collections can ever be replaced. Many species of animals considered common a generation ago are now threatened, endangered, or extinct. Other collections (e.g., fossils, minerals and gems, ethnographic and archeology collections), always valuable in the monetary sense, have seen their values in recent years driven to stunning levels by private collectors. In light of this increasing irreplaceability, value, and the importance of protecting our collections for future generations, we are taking, in consultation with the Trustee Committees on Collections and Buildings and Grounds, steps to improve security while balancing these measures with a need to support and promote ongoing scholarly use and development of the collections. The policies and procedures presented in this memo represent moves in this direction. Nevertheless, an institution as large and complex as the Museum with its enormous number of ongoing educational and academic activities requires some supervised flexibility in the application of any policy. To accomplish this, and to help us refine this policy, all requests for specific exemptions should be directed, well in advance of the needed exemption, by the chairs in writing to the Office of the Provost. In-house Collection Access: Compensated and uncompensated scientific staff and in-house graduate students constitute the category of highest access to the collections. (‘Collection’ is defined throughout to include departmental libraries and archives.) Only these researchers may have keys to collection space and even in these cases, chairs are cautioned to pay close attention to who is provided access. Chairs will be provided with a list of all keys out to their departmental areas, and in the case of collection storage areas (and with the exception of Security), all keys must be approved by the chairs. Volunteer and part-time employee access to collections must be restricted and supervised. All volunteers must be registered through the Volunteer Office, including those whose initial association with the Museum predates the Volunteer Office. Volunteers and part-time employees may be used to assist in curation and arrangement of collections, but they may not have general access to the collections nor keys to collection space, and they must work under

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the direct supervision of a scientific staff member at all times. Off hours work by volunteers or part-time employees will not be permitted without appropriate on-site supervision by a member of the scientific staff. Visitor Collection Access: Unannounced visits to collections by visitors will not be permitted. Visits to collections shall involve a formal documentation process comparable to that for specimen loans to other institutions. Requests for visits must be made in writing, and made sufficiently prior to the anticipated visit to allow the relevant curator (or chair) time to evaluate carefully the request and approve or disapprove it in writing. For graduate students, it will be expected to have the request to visit countersigned by their major advisor. When approved visitors present themselves at the Museum they will be interviewed by a curator and must fill out a departmental request form for collections use within the department. The design of this form will be made by the departments so as to allow flexibility in other information required but in all cases must include: name of visitor, institutional affiliation and address, home address, appropriate phone number(s) and email, the nature and duration of the requested usage, and the precise collection(s) accessed. The relevant curator (or Department Chair) must sign the form at the time of the visit, which then counts as a statement of permission for visitor access which further indicates the curator’s responsibility for permitting access as well as insuring supervision. Any permission for modification of an item (e.g., dissection, casting) must be appended in writing as part of this record. At the time of departure the visitor must sign out on the same form, with date and time of exit, which shows that the visitor exited the collection under staff supervision. The initial letter (or copy) of request for collection access will be filed attached to the visitor forms in the departmental office. All visitors working in any part of the collections must have an identification badge or visitor identification. All visitors must be directed by the scientific staff to go through a checkout procedure by security which will include examination of such items as computer cases, briefcases, and backpacks. Regardless, no such items should be allowed in collection space. In the case of scholarly visitors from other recognized academic institutions, including graduate students with countersigned requests, access must be monitored and supervised by a member of the scientific staff. Moreover, visiting scholars should be restricted to only the areas of collections they have requested to visit. Private collectors, dealers, or amateurs, the category of users of most concern from a security standpoint, will have only indirect access to specimens and then only under direct supervision. Without exception, access to specimens by this category of user will be limited exclusively to only during regular weekday work hours. Other security: All collection cabinets that can lock must be locked; all doors to collection areas must be locked and kept locked. Keys to these cabinets should be restricted under the same criteria as keys for collection space. Departments should evaluate their cabinetry needs to meet this requirement and convey this information as soon as possible to the Associate Dean of Science for Collections, as well as attempt to get extramural funding for their replacement or

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repair. Office space and collection space should not be mixed. Where they are already unavoidably mixed due to design decisions made years ago, departments should move towards having all collection cabinets in these areas locked and appropriate thought given to improving collection security. No new office space may be developed in areas shared with collections. Departmental plans should be drawn up by for priority collections (types, high value objects, rare material) that should be photographed for documentation purposes.

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AMNH Protocol for Bequests:

• A bequest is still an acquisition and must be subject to the normal procedures for acquisitions (i.e. review) including customs procedures, clear title by the deceased, in addition to the following:

• Determine the nature of the bequest, i.e. contents and its suitability to the collection.

The Museum is not obliged to take the collection if it does not fit with the Museum’s mission. Carefully consider any “conditions” of the bequest.

• Obtain a copy of the section of the Will (or the entire Will) which pertains to the bequest for verification.

• Obtain the name of the attorney representing the Will or the executor of the Will. Correspondence concerning the bequeathed object (s) should be sent to the attorney if one is assigned or to the executor, whoever is the official representative of the estate. Correspondence from AMNH may come from the General Counsel’s office.

• If there are any items that are offered to the Museum which are NOT mentioned in the Will, the Museum must be sure that the person making the offer has title to the object (s). If title to these objects is successfully transferred to the Museum, these items will be treated as a Gift, not a part of the bequest.

• The Museum should request to see the potential bequest or images of it. • Due to estate tax implications, the Museum may be asked to verify its tax status

(copies of these determinations may be obtained from the Development Office). • Attach copies of all pertinent documentation to the accession record and proceed to

accession. • Remember that title does not officially pass until a court finalizes or closes the estate.

The Museum may not wish to take possession of the bequeathed object (s) until this stage.

• The AMNH attorney should be kept apprised of all eventualities concerning the bequest.