EP 1130-2-540
15 Nov 96
6-4. Guidance - Collections Access and Use.
a. USACE collections are to be available for scientific and educational uses by qualified
professionals, including access for study, loan and use for such purposes as in-house and traveling
exhibits, teaching, public interpretation, scientific analysis and scholarly research. At the
discretion of the MSC Commander, collections may also be loaned for religious uses by interested
groups with a demonstrated affiliation to the materials in the collection.
b. Collections recovered under cost shared or multi-agency projects shall be managed in
accordance with the standards and procedures in this guidance.
c. Collection use is subject to such terms as are necessary to protect and preserve the
condition, integrity and research potential of the collection. Collections users granted access to a
collection shall be required to adhere to all rules established by the collections management center
to protect the collection.
d. To gain access to a collection, or to arrange for the loan of a collection, users shall be
required to submit a written request. The request should give the user's qualifications, state user
objectives, proposed methods of use, and identify those materials or portions of the collections to
be requested. The USACE field commander having primary control of a collection will evaluate
the request and determine whether access will be allowed.
e. No collection (or a part thereof) shall be loaned to any person, institution or religious
group without a written agreement between the collections management center and the borrower
that specifies the terms and conditions of the loan. The agreement shall be subject to approval by
the USACE field commander having primary control of a collection. The loan agreement shall
specify the material being loaned, the purpose of the loan, the length of the loan, the security and
environmental provisions for materials during the period of the loan, and any restriction on
scientific, educational or religious uses, including whether any object may be altered, damaged or
destroyed.
f. Any exhibits or publications resulting from use of government controlled collections
shall acknowledge the collections center as the repository of the collection and the U.S. Army
Corps of Engineers as the collection owner or administrator, as appropriate.
g. In accordance with Section 9 of the Archaeological Resources Protection Act (16 USC
470 hh) and Section 304 of the National Historic Preservation Act (16 USC 470 w-3), the District
Commander shall restrict access to associated records that contain information relating to the
nature, location or character of a prehistoric or historic resource unless the commander
determines that such disclosure would not create a risk of harm, theft or destruction to the
resource or to the area or place where the resource is located.
6-5. Guidance - Collection Management.
a. To ensure the integrity of material remains and associated records, it is preferable to
house collections from a given historic property at a single repository. However, due to such
variables as research needs and limitations of space or funding, it may be appropriate to separate
parts of collections and use multiple facilities. If a collection is separated, a complete collection
catalog shall be maintained at each collections center.
6-2
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