Sampling objects in the collections

This document covers the routines and procedures relating to applications for sampling and scientific analysis of material in the university museums' collections. The routines are based on an agreed policy for the analysis of scientific source material.

The guidelines also cover destructive analyses carried out in connection with archaeological investigations and follow-up work.

Applications are processed internally at the five cultural history university museums, by the person responsible for the collection or by a dedicated analysis committee. The museums are required to ensure that generally recognized research ethics principles are upheld in the assessment of applications. In addition to weighing conservation considerations against the need for knowledge, aspects such as feasibility, reproducibility and equal treatment must be assessed.

Applications for analysis must follow generally accepted research ethics guidelines. Applicants are themselves responsible for familiarizing themselves with the research ethics guidelines. See: etikkom.no.

Particular care must be taken in connection with the analysis of human material. For applications involving the analysis of human bones, the NESH Committee on Human Remains should be consulted before the application is sent to the respective museum. See: the NESH Committee on Human Remains.

Please note that Sámi material may require an application to the Sámi Parliament of Norway. See: the Sámi Parliament of Norway.

In principle, the guidelines apply to all types of material and objects in the university museums' collections that are covered by the Cultural Heritage Act. See: the Cultural Heritage Act. This includes archaeological, numismatic, ethnographic and cultural history (including Sámi), palaeobotanical and osteological collections.

All destructive analyses, i.e. analysis methods that involve the removal of material or a risk of degrading the material, require an application. Non-destructive analysis methods may also require an application. Examples are X-ray, spectroscopy, microprobe and laser analysis. In case of doubt, the analysis committee or the person responsible for the collection at the respective museum should be consulted.

The applicant must hold a permanent position at an institution and state their institutional affiliation. In cases where, for example, sampling/analysis is to be carried out in connection with a student's research project, the student's supervisor, or another permanent employee at the institution, must be listed as the applicant on the application form.

Special procedures apply to the analysis of animal bone material deposited in the Osteological Collections at the University Museum of Bergen (UM). The application is processed both by UM's sampling committee and by the owning museum. Somewhat longer processing time must therefore be expected.

The Museum Committee of Universities Norway (UHR) has adopted the following procedures for sampling/analysis of zooarchaeological material:

• Applications for the analysis of animal bones are addressed to UM, and UM sends a copy to the owning museum
• It is the owning museum that decides whether permission for sampling is granted or refused
• UM's sampling committee assesses the application and issues a reasoned decision, which is communicated to the owning museum
• The owning museum notifies UM as soon as possible of its agreement or any comments on the assessment
• UM notifies the applicant of the decision and assists with sampling and analysis
• Results are sent to both UM and the owning museum, in accordance with the applicable guidelines

Archaeological objects are not normally sent to other institutions for analysis. If there are special circumstances that make this necessary, this can be assessed on a case-by-case basis.

If objects are to be transported out of the country for analysis, an export permit must be applied for. This applies to all archaeological objects, including coins, and Sámi objects and shipwreck finds more than 100 years old, as well as other objects specifically mentioned in the Cultural Heritage Act.

The Museum of Cultural History is the national decision-making body for export applications. The application form can be found here: khm.uio.no

Certain analyses carried out by cultural heritage management projects in the field or as part of follow-up work do not require an application. In these cases, the project leader makes the decision on analysis. This applies to all material collected as sample material (for example charcoal, soil samples, palaeobotanical and osteological material).

Sampling that involves destructive intervention in artefacts or human skeletal material (or material deposited on this type of object) must be applied for and approved. In case of doubt, the analysis committee or the person responsible for the collection at the respective museum should be consulted.

For research projects where extensive sampling and/or analysis is planned, a letter of intent between the relevant museum and the project regarding the intended use of the museum's collections and resources should already be in place at the application stage. A sampling plan should be drawn up in this connection. A formal application for sampling/analysis is sent to the owning museum at the start of the project.

For conservation work carried out at the respective museum, it is not necessary to apply for permission for analysis once a conservation project has been decided. Sampling is documented in the MUSIT database. For extensive sampling/analysis, a sampling plan must be drawn up. This must be quality-assured and presented to the analysis committee.

The completed application form is sent to the respective museum well in advance of the intended sampling/analysis: application form for sampling.

It must be clearly defined what is to be analysed, how and why. All key information must be clearly stated in the completed application form. Any project description and funding plan must be attached.

Applications must include:

• An assessment of the relevance of the analysis results to the scientific question
• A list of which objects access is requested to
• The number of samples, as well as their size/weight/volume and any other characteristics
• A description of which analyses and analysis methods will be used
• Specification of who will carry out the sampling and whether museum staff are expected to assist
• Specification of who will carry out the analysis and in which laboratory

Contact the respective museum to check whether the material is available for analysis. If you are in doubt as to whether the analysis method requires an application, contact the respective museum.

Analysis data/raw data may, if desired, be placed under a restricted access period until the project is completed, and for a maximum of five years after permission is granted. Any restriction on results must be agreed in advance and have a defined time limit.

Sampling/analysis must, in principle, be completed within one year of permission being granted. If the conditions cannot be met, the applicant must contact the owning museum to agree a new arrangement.

The applicant is responsible for ensuring that analysis results and the report are returned to the owning museum. Results must be returned by the deadlines given in the permission. Failure to return results will result in the refusal of future analysis applications from the party concerned, and potentially their institution.

Norwegian applicant institutions responsible for sampling and analysis are also responsible for entering the results into the MUSIT database's analysis module before the project's conclusion. Internal applicants at the museums are themselves responsible for entering results into the database.