Frequently Asked Questions

Peruse this section for answers to frequently asked questions. This area was updated on 20 October 2020. Museum staff are here to help. If you are not sure about something, please contact us. You will find an alphabetical personnel list here: Directory of ASM Faculty and Staff.  You will also find specific contacts for specific areas on each Cultural Resources Management Services page.

Please also see the Submission Procedures and Checklists for Cultural Resources Management Services guide for more information about specific services offered by ASM’s State Mandated Programs offices.

Questions About the Online Quote System

All service requests must be through the ASM Request Quote for Services website found at: 

https://uavpr.arizona.edu/ASM/quoterequest

The objective is to complete the decision trees for each individual project for which you want a quote. The form provides drop-down and interactive fill-in questionnaires for all provided services. Once the form is submitted, you will receive a confirmation email with a summary of the information you provided. Within two days, you will receive a quote for services. Sample ordering procedures are provided in other parts of this FAQ page. 

Most services that can be requested from the ASM require the submission of an additional document that provides necessary information to complete a requested service, or in the case of a Value-added service (i.e., Document Request, Records Research for Archaeologists) to provide additional information needed to create a customized quote for the service. Please submit all completed forms that ASM receives electronically to the centralized email account (asm_crm@email.arizona.edu). Please see FAQ question, How are forms electronically submitted to the Arizona State Museum? in the General Questions About ASM Services Section for more information on this procedure.

Quotes for ASM project registration are designed to coordinate with project registration (first invoice) and project submission (second invoice). Once a project registration quote is requested by you, issued by ASM, then accepted by you, the first invoice is issued. It includes costs for services involved with actions conducted at ASM prior to in-perpetuity curation of project materials. This invoice must be paid before a project may receive an ASM accession number. A second invoice is issued prior to submission of documents, artifacts, or other project materials and includes costs involved with processing and handling final project submissions (e.g. documents, field notes, maps, photos, collected objects or specimens) and also includes ASM's in-perpetuity curation fees of these materials.

An outline of the steps involved with registering an archaeological project with ASM is provided below:

A. Project Registration (Invoice 1)

  1. Client uses ASM Quote request website to select services: https://uavpr.arizona.edu/ASM/quoterequest.
  2. ASM staff contacts client with a quote, via email. This quote will list all requested services and associated tasks.
  3. Client contacts Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) to approve quote or make inquiries.
  4. Client receives Invoice 1 (pre-submission services) from UA-RIIBC.
  5. Client pays Invoice 1.
  6. Client submits appropriate forms to ASM staff.
  7. ASM staff begins project registration services.

B. Project Submission (Invoice 2)

  1. Client fills out Project Submission Update Form, electronically submits to asm_crm@email.arizona.edu. When submitting a completed Project Submission Update form to this email address, please enter Project Submission Update as the email subject heading.  
  2. Invoice 2 is issued by email from UA-RIIBC.
  3. Client pays Invoice 2.
  4. Client delivers (in-person or via mail) project submission to ASM staff.
  5. ASM staff inventories project submission.
  6. ASM staff reviews project submission, requests revisions as appropriate.
  7. Client addresses revisions, if requested by ASM staff.
  8. ASM staff curates project submission.

Invoicing and payments are handled by the University of Arizona Research, Innovation & Impact Business Center (RIIBC). Please email Christina Rocha (crocha@email.arizona.edu) at RIIBC or call 520-626-0180 with questions about invoices or making payments. 

ASM service invoice payment processing is accessed from the ASM Request Quote for Services webpage, by selecting the “Pay ASM Invoice” option, positioned at the upper right part of the page. The invoice number is required to access the payment page. Once the transaction is complete, a payment receipt with be sent to the email provided in the transaction. If a receipt is not received, please see the FAQ entitled, “Why can’t I receive a receipt when paying an invoice from the ASM Request Quote for Services website?

ASM accepts all major credit cards. Other payment details are included on every invoice. 

Credit Card Payments that are received before 4:00 p.m. MST (Arizona Time) on regular business days will be posted the day they are received. Credit Card Payments received after 4:00 p.m. MST (Arizona Time), will be posted on the next regular business day.

Please email Christina Rocha (crocha@email.arizona.edu) at the Research, Innovation & Impact Business Center or call 520-626-0180 with questions about invoices or making payments. 

Checks payable to "The University of Arizona/ASM" can be mailed to or dropped off at the RII Business Center. All payment details are included on every invoice.

Mail to:
Arizona State Museum
c/o RII Business Center
University Services Building, Room 204
888 North Euclid Avenue/PO Box 210158
Tucson, AZ 85721

Check payments are posted the same business day they are received in the RII Business Center.

Please email Christina Rocha (crocha@email.arizona.edu at the Research, Innovation & Impact Business Center or call 520-626-0180 with questions about invoices or making payments. 

ASM offers expedited service for the following:

  • Burial Discovery Agreements
  • Arizona Antiquities Act Permits
  • Repository Service Agreements for projects curated at ASM
  • Request new ASM site numbers
  • Cultural resource summary letters for non-archaeologists

These options may be requested when selecting services on the ASM Request Quote for Services website. See the Mandated Programs Rate and Fee Schedule for more information regarding expedited turnaround times and associated fees. Please note expedited requests are handled on a case-by-case basis, dependent upon ASM staff availability. 

We have been working with some clients who have experienced trouble receiving emails from the ASM Request Quote for Services website. Clients entering a new email address to the system are sent a validation code to the email address that was entered. This code needs to be entered into the website to proceed with the quote request. We have noticed several similarities among users who have reported not receiving an email with a validation code. If you aren’t receiving this validation code from the ASM Request Quote for Services website, please try the following trouble-shooting solutions:

  1. Verify that the email address entered into the ASM Request Quote for Services website was correctly entered.
  2. If emails are being forwarded from one email address to another, then check the spam folder in the original email account for the validation code email.
  3. Users should use a .com email address, when possible.
  4. If users have a .net or .org email address, then be sure to check the spam or junk email folders in the relevant email account.
  5. If using a .net or .org email account and the validation code email is still not received, then we suggest you create a free email account from any of the following services: Gmail.com, Outlook.com, and Yahoo.com.

If none of these options resolves the issue, please contact Dr. Katie MacFarland (kmacfarl@email.arizona.edu).

We have been working with some clients who have experienced trouble receiving receipts from the ASM Request Quote for Services website when paying an invoice. If ASM has received notification that the receipt was not received by the client, ASM personnel will manually forward the email containing the receipt upon request.

We are working with the University Information Technology Service to resolve this problem. This FAQ will be updated as soon as troubleshooting information is available.

If you have not received a forwarded email from ASM personnel and believe you should have, please contact Dr. Katie MacFarland (kmacfarl@email.arizona.edu), or Karen Leone (kleone@email.arizona.edu).  

General Questions About ASM Services

Please use the ASM’s centralized email account if (1) you are unsure which person in an office can answer your question, (2) you have a general question, or to (3) schedule a research appointment in the Archaeological Records Office.

Procedure for submitting inquiries to an ASM Mandated Programs office:

  1. Email your question to the relevant ASM Mandated Programs office to the centralized email account (asm_crm@email.arizona.edu).
  2. When submitting a query to the centralized email address, please use the email subject heading specified in the table below:
     
ASM Mandated programs office reason for email email subject heading
Archaeological Records Office General Inquiry ARO
Archaeological Records Office Request a Research Appointment ARO Research Appointment
Arizona Antiquities Act Permits Office General Inquiry PO
Repatriation Office General Inquiry RO
Archaeological Repository General Inquiry REPO

Please note:

1) If these instructions are followed, the submitted query will be automatically forwarded to appropriate ASM personnel.

2) Queries for multiple offices should be sent in a separate email message, each bearing the appropriate email subject heading. For example, a query for the Archaeological Records Office should be sent in a separate email message from a query for the Archaeological Repository.

3) The centralized email account will be monitored so that messages with incorrect subject headings will be forwarded correctly and so that other inquiries may be directed to appropriate ASM personnel. To ensure there are no delays in the appropriate ASM personnel receiving queries, please follow these instructions.

Most services that can be requested from ASM require the submission of an additional document that provides necessary information to complete the request or, in the case of a Value-added Service (i.e., Document Request, Records Research for Archaeologists), to provide a customized quote for the service. These forms are no longer directly emailed to ASM personnel. Please submit all such completed forms that ASM receives electronically to the centralized email account (asm_crm@email.arizona.edu).

Procedure for submitting electronic forms:

  1. All completed forms listed below, along with relevant accompanying documents or shapefiles, should be emailed to the centralized email account (asm_crm@email.arizona.edu).
  1. When submitting a completed form to the centralized email address, please use the email subject heading specified at the top of each form (see below):

 

FORM TO BE SUBMITTED* eMAIL sUBJECT hEADING
AAA Blanket Permit End-of-Year Summary Report AAA Blanket Permit End-of-Year Report
AAA Project-specific Permit Update Request AAA Project-specific Permit Update
AAA Project-specific Permit and Burial Agreement End-of-Year Report Template AAA Project-specific Permit and Burial Agreement End-of-Year Report
Archaeological Records Office Records Use Agreement Records Use Agreement
Repatriation Office Burial Agreement Application Burial Agreement Application
Project Submission Update Form: Burial Agreement Burial Agreement Project Submission Update
Cultural Resources Summary Letter for Non-archaeologists Request Cultural Resources Summary Letter
Document Request Document Request
Notification of Intent to Conduct Non-collections Survey Notification of Intent
Archaeological Principal Investigator Qualification Application Archaeological Principal Investigator Qualifications Form
Archaeological Project Director Qualification Application Archaeological Project Director Qualifications Form
Archaeological Project Director Qualification Application Archaeological Project Director Qualifications Form
Project Submission Update Project Submission Update Form
Records Research Request for Archaeologists Records Research
Request an ASM Accession Number Request an ASM Accession Number
Request an ASM Site Number Request a New ASM Site Number
Request for Repository Services Agreement Request for Repository Services
*Revised for completeness and accuracy on 1 July 2020.
 

Please note:

  1. If these instructions are followed, the submitted form will be automatically forwarded to appropriate ASM personnel.
  1. Each completed form, along with relevant accompanying addenda, documents, or shapefiles, should be sent in a separate email message, each bearing the appropriate email subject heading. For example, a Records Research form and accompanying shapefiles should be sent in a separate email message from a Burial Agreement Application.
  1. The centralized email account will be monitored so that messages with incorrect subject headings will be forwarded correctly and so that other inquiries may be directed to appropriate ASM personnel. To ensure there are no delays in the appropriate ASM personnel receiving completed forms, please follow these instructions.
  1. Please follow the instructions in this procedures and checklist manual in addition to the “Please Note” section at the end of each form. Any documents that require hard copy submittal will be identified in both locations and mailing instructions will be included.

Please be sure to read the “Please Note:” section at the end of each form for reminders on submission guidelines. 

Although ASM uses the online website to initiate a service request, most services require additional form submissions to complete services, and, in some cases, to prepare the quote. Please be sure to follow all instructions provided on the website and forms. 

Questions about Arizona Antiquities Act (AAA) Permits 

Initiate a request for an Arizona Antiquities Act (AAA) Project-specific Permit through the online quote website found at https://uavpr.arizona.edu/ASM/quoterequest.  An AAA Project-specific Permit can be selected within the Permits section. If a client needs an AAA Project-specific Permit sooner than 30 days, expedited services may be requested for a fee, if schedules can accommodate the expedite request. Expedited requests are handled on a case-by-case basis, based on ASM staff availability. Additionally, if a Project Director (PD) and/or Principal Investigator (PI) that is to be listed on the permit application has not been previously approved, please request a PD/PI review in the same quote request.

AAA Project-specific Permit applications and supplementary documents (e.g., Treatment Plans) are submitted as hard copy submissions to the AAA Permits Office:

Permits Office
Arizona State Museum
The University of Arizona
1013 E. University Blvd.
Tucson, AZ  85721-0026

Please see the ASM’s Project Submission Procedures and Checklists guide, “Submitting an Application for an Arizona Antiquities Act Permit,” and “Submitting an Archaeological Project Director Qualification Form and an Archaeological Principal Investigator Form” for more detailed information on requesting this service.

Inquiries should be directed to:

Shannon Twilling
Arizona Antiquities Act Administrator, AAA Permits Office
twilling@email.arizona.edu
520-621-4795

 

If an Arizona Antiquities Act (AAA) Blanket Permit is requested in conjunction with other services, initiate the request through the ASM Request Quote for Services website found at https://uavpr.arizona.edu/ASM/quoterequest, within the Permits section.

AAA Blanket Permits do not require the submission of an online quote request unless a new Archaeological Project Director (PD) and/or Archaeological Principal Investigator (PI) is being added, or an expedited service is requested.

AAA Blanket Permit applications and supplementary documents are submitted as hard copy submissions to the AAA Permits Office:

AAA Permits Office
Arizona State Museum
The University of Arizona
1013 E. University Blvd.
Tucson, AZ  85721-0026

Please see the ASM’s Project Submission Procedures and Checklists guide, “Submitting an Application for an Arizona Antiquities Act Permit,” and “Submitting an Archaeological Project Director Qualification Form and an Archaeological Principal Investigator Form” for more detailed information on requesting this service.

Inquiries should be directed to:

Shannon Twilling
Arizona Antiquities Act Administrator
AAA Permits Office
twilling@email.arizona.edu
520-621-4795

Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795). Please provide as much detailed information as possible about the situation along with your name and contact information. 

Reports submitted for Arizona Antiquities Act (AAA) compliance and Section 106 review are submitted to the AAA Permits Office. Please see the ASM’s Project Submission Procedures and Checklists guide:

  • “Submitting an Application for Arizona Antiquities Act Permit”;
  • “AAA Project-specific Permit for Materials to be Curated at ASM”; and
  • “AAA Project-specific Permit for Materials Not Curated at ASM”

sections for more detailed information on report submission.

Hard copies of reports should be submitted to:

AAA Permits Office
Arizona State Museum
The University of Arizona 
1013 East University Boulevard/ PO Box 210026
Tucson, AZ 85721-0026

Contact Shannon Twilling (twilling@email.arizona.edu(link sends e-mail) or 520-621-4795) with additional questions regarding hard copy report submission.

Forms guiding the submission of treatment plans and reports conducted under AAA project-specific permits are provided in the Forms and Guidance page of this website. Please be sure to follow all instructions. Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) with questions regarding submission of treatment plans and hard copies of reports.

Hard copies of reports should be submitted to:

Shannon Twilling
Arizona State Museum / The University of Arizona 
1013 East University Boulevard / PO Box 210026
Tucson, Arizona 85721-0026

AAA permit applications are processed and permits issued in the order in which they are received. The standard turnaround time is 30 days. Expedited application reviews are available for a fee, if schedules can accommodate the request. Expedited requests are handled on a case-by-case basis, based on ASM staff availability. Treatment plans submitted with permit applications are reviewed within 30 days; however, permit issuance may take longer than 30 days if the Project Director and/or Principal Investigator listed on the application has not been previously approved, or should ASM have comments on the plan/application that need to be addressed by the consulting firm. Please note that the permit application review timeline does not begin until both the application (and treatment plan if applicable) and invoice payment have been received.

AAA permit applications are processed and permits issued in the order in which they are received. The standard turnaround time is 30 days; however, permit issuance may take longer than 30 days should the Project Director and/or Principal Investigator listed on the application not be previously approved. Expedited application reviews are available for a fee, if schedules can accommodate the request. Please note that the permit application review timeline does not begin until both the application and invoice payment have been received.

Blanket permit applications must be received by 12/1 to ensure delivery by 1/1 of the following year.

Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795). Please provide as much detailed information about your question(s) along with your name and contact information. Please also see ASM’s Project Submission Procedures and Checklists  guide, “Submitting an Archaeological Project Director Qualification Form and an Archaeological Principal Investigator Form” section for more detailed information on requesting this service.

Submit a completed Notification of Intent to Conduct Non-collection Survey (NOI) form to asm_crm@email.arizona.edu prior to the initiation of field work conducted on Arizona state lands. Enter Notification of Intent as the email's subject heading. No acknowledgement of receipt by ASM staff is required for a NOI to take effect. 

The requirements for filing a NOI form were updated on July 1, 2020. See Section 3 of the form, which describes the project area map requirement. This map should be submitted in the same email as the NOI form.

The individuals listed as Project Director (PD) and Principal Investigator (PI) on the NOI must also be listed on the organization’s current AAA Blanket Permit. For more information about PD and PI reviews, see Where shall we direct questions about adding Principal Investigators and Project Directors to AAA Permits? (above).

Note: An ASM Accession Number is not automatically issued with an NOI. Projects receive an ASM Accession Number when the project is registered through the ASM Request for Quote website. See FAQ question, What is an ASM Accession Number and how do I request one? in the Questions about the services offered by the Archaeological Records Office (ARO) section (above) for more information regarding the Project Registration service.

An AAA Blanket Permit End-of-Year Summary Report is a summary of all projects conducted under a blanket permit within a given calendar year. This report is due by 31 March of the following year (i.e. AAA Blanket Permit End-of-Year Summary Reports for 2020 blanket permits are due by 31 March 2021). If no projects were conducted under a AAA blanket permit, an email stating that fact may serve as your year-end report. A template for this report is available here. 

An AAA Project-specific Permit and Burial Agreement End-of-Year Summary Report is a summary of all active project-specific permits and burial discovery agreements. “Active” is considered any project for which final collections and records have not yet been curated at ASM or another approved repository. All active projects should be included on this report, regardless of the year the permit/agreement was issued. Beginning in 2021, this report will be due by 31 March of each year. You can find the report template and instructions here.

 

 

Questions about Burial Discovery Agreements and the Disturbance of Human Remains

Burial Discovery Agreement applications and supporting documentation must be submitted both digitally and in hard copy to the Repatriation Office and Permits Office, respectively. Additional guidance about this process is available in the ASM’s Project Submission Procedures and Checklists guide. Please see the sections, “Submitting a Burial Agreement Application to the Repatriation Office for Projects with any Portion Located on State Land” and “Submitting a Burial Agreement Application to the Repatriation Office for Projects with any Portion Located on Private Land,” for more information.

Any questions about the Burial Discovery Agreement process should be directed to:

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu
520-626-2950

 

Inquiries regarding state repatriation issues should be directed to:

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu
520-626-2950

Please refer to sections, “Submitting a Burial Agreement Application to the Repatriation Office for Projects with any Portion Located on State Land” and “Submitting a Burial Agreement Application to the Repatriation Office for Projects with any Portion Located on Private Land,” in ASM’s Project Submission Procedures and Checklists guide for information about burial discovery agreement application submissions.

For other inquiries regarding the issuance of Burial Discovery Agreements and disturbances of human remains, please contact: 

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu
520-626-2950

In brief, projects on private land will need to submit a Burial Discovery Agreement Application and Private Land Addendum forms. If the project is not to be registered with ASM, then a Request an Accession Number form must also be submitted. More detailed information about the application process and what materials are required for a Burial Discovery Agreement can be found in the Arizona Antiquities Act Minimum Requirements and Checklist for Reports, Treatment Plans, and Maps document.

If you have questions that are not addressed in the abovementioned documents, please contact:

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu
520-626-2950

Inquiries regarding ASM's burial recovery and documentation services should be directed to:

Dr. James T. Watson
Associate Curator of Bioarchaeology
watsonjt@email.arizona.edu
520-621-4794

Questions about the ASM Archaeological Repository

Please initiate a request for a Repository Agreement through the online quote website found at https://uavpr.arizona.edu/ASM/quoterequest.  A Repository Agreement can be selected within the Project Registration section for a Collection Survey, Site Monitoring, Testing, and/or Excavation project to be curated at ASM. If a client needs a Repository Agreement sooner than 30 days, expedited services may be requested for a fee, if schedules can accommodate the request.

Request for Repository Services Agreement forms are submitted to the centralized email account (asm_crm@email.arizona.edu). When submitting a completed Request for Repository Services Agreement form to this address, enter Repository Agreement as the email's subject heading.

Please see the ASM’s Project Submission Procedures and Checklists guide, “Requesting a Repository Services Agreement from the Arizona State Museum” for more detailed information on requesting this service.

Inquiries should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Yes. The ASM Repository Manual provides complete information on how to process archaeological collections that will be deposited at the Arizona State Museum under the terms of an ASM Repository Agreement. All required forms are available in the Archaeological Repository section within the Forms and Guidance page of this website.

Additional guidance is available in the ASM’s Project Submission Procedures and Checklists guide. Please see the section, “Submitting Site Monitoring, Testing, and Data Recovery Project Materials to the Archaeological Repository,” for more information on the submission process and requirements.

For specific questions about repository services or preparing a collection for submission to the Archaeological Repository, contact: 

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Yes. A stipulation of the ASM Repository Services Agreement is that any photos, ASM Site Update Cards, and other documentation of the associated fieldwork be submitted to the ASM Repository, regardless of whether or not artifacts were located/collected during fieldwork.

Please see the ASM’s Project Submission Procedures and Checklists guide, “Submitting Site Monitoring, Testing, and Data Recovery Project Materials to the Archaeological Repository” for more information on the submission process and requirements.

As of July 1, 2020, all project materials are submitted in the procedure outlined in the ASM’s Project Submission Procedures and Checklists guide. See “Submitting Site Monitoring, Testing, and Data Recovery Project Materials to the Archaeological Repository,” within the guide, for more detailed information.

Inquiries regarding the delivery process should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Submission of project materials to the ASM Repository is now split into two phases.

All ASM Repository submissions are initiated by submission of the Archaeological Repository Project Submission Review: Phases 1 & 2 form. Once Invoice 2 for the project has been paid, Phase 1 delivery can be initiated at any time. Scheduling the Phase 2 delivery date is initiated by ASM Repository personnel, once all submitted Phase 1 components are approved.

If no artifacts will be submitted as part of the project materials, then Phase 2 delivery will not be necessary.

Please see the ASM’s Project Submission Procedures and Checklists guide, “Submitting Site Monitoring, Testing, and Data Recovery Project Materials to the Archaeological Repository” for more information on the submission process and requirements.

Inquiries regarding scheduling a delivery date should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Yes. All project submission components are reviewed for compliance with:

Phase 2 submission review criteria are listed in the Archaeological Repository Project Submission Delivery Review form, filled out by ASM Repository personnel on the date of delivery.

ASM Repository personnel will continue to process and review the collection after Phase 2 review and transfer are complete. We are striving for a complete review within 30 days. However, the time to complete our review is dependent on the size of the collection and the number of issues encountered.

Please see the ASM’s Project Submission Procedures and Checklists guide, “Submitting Site Monitoring, Testing, and Data Recovery Project Materials to the Archaeological Repository” for more information on the submission process and requirements.

Approved archival boxes and box label holders are included in the per-box fee associated with curation in the ASM’s Archaeological Repository.

Inquiries regarding box and box label holders should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Inquiries regarding access to ASM’s Archaeological Repository collections should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Yes. A stipulation of the ASM Repository Agreement is that ASM site numbers be used for collections that are curated at ASM. If the archaeological site already has an ASM site number, it is also required to submit ASM Site Card Update cards with every submission to the Archaeological Repository.

An archaeological site that is to undergo monitoring, testing, and/or excavation and the results of this work are to be curated at ASM may have an existing site number in another agency’s recording system. However, ASM cannot update another agency’s records and the site will need to be assigned a new ASM site number. When using the ASM Request Quote for Services website to request a Project Registration and Repository Agreement, be sure to also indicate the number of archaeological sites that require a new ASM site number.  

Questions about the services offered by the Archaeological Records Office (ARO)

The ASM Accession Number is a unique registration number that allows ASM staff to track all associated project materials anywhere in the museum. When a project is registered at ASM, and the Request an ASM Accession Number form is received, it receives an ASM Accession Number.

Specifically, ASM Accession Numbers are assigned to projects that will be submitting documentation to the Archaeological Records Office, Permits Office, Archaeological Repository, and Repatriation Office. Additional guidance is available in the ASM’s Project Submission Procedures and Checklists guide . Please see the section, “Requesting a Project Registration for Non-Collection Survey, Collection Survey, Site Monitoring, Testing/Excavation Projects” for more information on requesting this service.  

The Archaeological Records Office (ARO) Records Use Agreement is a signed document that acknowledges the terms and conditions that must be followed in order to access ARO records – either in person or via the Records Research for Archaeologists or Document Request services. An AAA blanket permit holder for each Institution signs one Agreement for the Institution annually and is responsible for disseminating the terms and conditions of the Agreement to all in their Institution who will use the ARO records. Non-AAA Permit holders can also apply for access, using this same document.

Effective January 1, 2021, a signed Archaeological Records Office (ARO) Records Use Agreement must be on file in the ARO before access to records in the ARO is granted, including in-house appointments, Document Requests, and Records Research for Archaeologists requests.

 The form must be signed by an Arizona State Museum (ASM)-vetted representative of each Institution and submitted to the ARO at the beginning of each calendar year. Submission instructions are on the form. An ‘ASM-vetted representative’ includes Arizona Antiquities Act (AAA) Blanket Permit holders and Non-AAA Permit holders that have been approved by ASM Head of Collections. The ARO Records Use Agreement signatory is responsible for providing the terms of the agreement to all representatives of their Institution that use or request records from the ARO.

Yes. ASM's Archaeological Records Office (ARO) provides records research services for professional archaeologists as a rate-based service. ARO supplies a list of projects and sites in the research area.  Other customized deliverables may be available and should be discussed by emailing Dr. Emily Fioccoprile (efioccoprile@email.arizona.edu) with the specific nature of the request.  

Additional guidance is available in the ASM’s Project Submission Procedures and Checklists guide. Please see the section, “Requesting Records Research for Archaeologists,” for more information on requesting this service.

Please note: AZSITE shapefiles are no longer available as a deliverable of the records research service. Please contact the AZSITE manager, Gabe McGowan (gmcgowan@email.arizona.edu) for this service.

Yes. ASM’s Permits Office (PO) provides records research services for non-archaeologists at a flat rate. The PO provides a Cultural Resources Summary Letter summarizing all previous archaeological research and previously identified archaeological sites within a 1-mile radius around the client’s project area. The results will include whether any previously recorded sites have been identified within their project area; however, no specific site location information, site cards, or archaeological research reports are provided. Per A.R.S. §39-125, specific archaeological site information can only be provided directly to a professional archaeologist. A list of professional consultants that hold a current Arizona Antiquities Act permit may be found here.

Additional guidance is available in the ASM’s Project Submission Procedures and Checklists guide. Please see the section, “Submitting a Request for a Cultural Resources Summary Letter for Non-archaeologists,” for more information on the submission process and requirements.

Records research is an added value service the museum provides for the convenience of archaeological professionals. The fee for ARO staff to fill a records research request is calculated by the time it takes to fill the request, charged at $83/hour. Once this service is requested, a quote stating the fee will be issued. Once approved by our client, an invoice is issued. The fee is the same for AZSITE and non-AZSITE members.

Professional archaeologists may schedule an appointment to visit the Archaeological Records Office (ARO) to conduct records research, free of charge.

Schedule an appointment via the ASM’s centralized email account (asm_crm@email.arizona.edu), entering Request an ARO Appointment as the subject heading, or call (520) 621-4011. Provide the preferred dates and anticipated number of hours and days, and the name of the person who will be conducting research in the ARO in the email, or when calling to make an appointment. Additional guidance is available by consulting Guidelines for Conducting Research in the Archaeological Records Office .

The ARO is open for records research appointments on Tuesdays, Wednesdays, and Thursdays from 9:00 a.m. to 4:00 p.m., by appointment.

A request for this service is initiated through the ASM Request Quote for Services website at https://uavpr.arizona.edu/ASM/quoterequest

Please make the request in the online portal, then email the Document Request Form to the centralized email account (asm_crm@email.arizona.edu). When submitting a completed Document Request form to this address, enter Document Request as the email's subject heading. 

Additional guidance is available in the ASM’s Project Submission Procedures and Checklists guide. Please see the section, “Requesting Documents from the Archaeological Records Office,” for more information on requesting this service.

Document requests are an added value the museum provides for the convenience of professionals. The fee for ARO staff to fill a document request is calculated by the time it takes to fill the request, charged at $83/hour. Once this service is requested, a quote stating the fee will be issued. Once approved by our client, an invoice is issued. The fee is the same for AZSITE and Non-AZSITE members.

If you have questions regarding the availability of project registration forms, site cards, or other site records on AZSITE, please contact the AZSITE manager, Gabe McGowan (gmcgowan@email.arizona.edu).  

All requests for an ASM Site Number should follow the procedures outlined in the ASM’s Project Submission Procedures and Checklists guide. Please see the section, “Requesting an ASM Site Number,” for more information on requesting this service.

A request for this service is initiated through the ASM Request Quote for Services website found at: https://uavpr.arizona.edu/ASM/quoterequest. Please make the request in the online portal, then email the completed Request an ASM Site Number form to the centralized email account (asm_crm@email.arizona.edu). When submitting a completed Request an ASM Site Number form to this address, enter Request an ASM Site Number as the email's subject heading.