Non-invasive analysis encompasses any procedure conducted on PMAE collections that does not require the permanent macroscopic alteration of an object or its associated material. This includes but is not limited to XRF, X-ray, CT scan, Micro-CT scan, multispectral imaging, Fourier-transform infrared spectroscopy (FTIR) as well as surface analysis using other optical and spectral imaging tools including laser scanning. The review process outlined in these policies will also be applied to assess requests to use or operate collections such as requests to play musical instruments in the collection. Requests that include any procedure for which a sample of any size is removed from an object or any procedure that permanently alters an object macroscopically, including the removal of residues located in or on an object, are considered in accordance with the Peabody’s Analytical Sampling Policies and Procedures.
GENERAL POLICIES AND PROCEDURES
All analyses at the Peabody Museum are carried out in accordance with requirements set forth by Harvard’s Environmental Health & Safety (EH&S) Office. Exceptions to these policies and procedures cannot be made without the express written approval of EH&S.
Researchers are required to follow the Museum’s standard policies for requesting research appointments through Peabody Museum Research (PMR) or the Academic Partnerships department (AP) as outlined in the Collections Access Policy. All approved requestors are required to sign the Collections Visitor Agreement, which specifies requirements for providing copies of data and publications to the Museum.
Requests that involve non-invasive analysis of culturally sensitive collections may be subject to additional procedures and permissions.
For the purposes of this document, the term collections steward applies both to PMR staff as well as Peabody staff who fill that role in other Museum departments.
Proposals to Conduct Analysis
Requests for non-invasive analysis on Peabody Museum collections should be submitted to Peabody Museum Research (PMR). This includes requests from external researchers, as well as internal requests from Harvard faculty, staff, and students, and requests from Museum staff, with the exception of the Peabody Museum Conservation department, which is exempted from this requirement. PMR will filter non-invasive analysis requests to a collections steward for coordination with the Conservation department. Requests for analysis of Osteology/Paleoanthropology collections will be referred directly to that department. Requests from Harvard students and/or faculty will be forwarded to Academic Partnerships.
Because they are not considered destructive, requests for non-invasive analysis are generally not subject to review by the Peabody Museum Collections Review Committee (CRC), except when such a review is recommended by Collections or Curatorial staff. Examples of non-invasive analysis requests that may require a more extensive review include the analysis of large numbers of objects or proposals in which the analysis methodology has the potential to become invasive.
The request should include the following information:
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Date of request.
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Requestor’s name, institutional affiliation, address, telephone number, and e-mail address. For joint projects, the requestor is defined as the principle investigator(s); however, all individuals/institutions participating in the project to whom data will be released must be listed as well.
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Description of the project, including its significance (i.e., the research question being investigated), research methodology, and expected results.
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Type(s) of analysis proposed, why they are appropriate to the nature of the research, and complete information about who will perform these analyses, including names of each institution/laboratory and full contact information, if applicable.
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List all equipment to be brought into to the Museum, indicating type, make, and model, or, for XRF analysis, or indicate if the researcher is requesting use of the Peabody Museum’s pXRF unit to undertake analysis.
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List of specific items requested for sampling, including complete Peabody Museum accession/object numbers. The PMAE is not able to review blanket requests that do not list specific object numbers.
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Proposed dates of the research/analysis visit.
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If the requestor is a student, the request must be accompanied by a letter supporting the project from the supervising faculty member.
Approval Process
Approval of non-invasive analysis proposals is generally determined by the appropriate collections steward in consultation with the conservator, senior collections manager, and appropriate curator. Proposals requiring extensive staff time or the use of fragile or sensitive collections may require further consultation and approvals. The Conservation department will determine the extent to which direct Peabody supervision is required for any non-invasive analysis requests. Once approved, the designated collections steward will follow up with the requestor regarding scheduling of the research appointment and associated policies and procedures in accordance with the Museum’s Collections Access Policy.
Data and Reporting
All researchers, including Harvard faculty and students, are required to leave a copy of their raw data with the Museum at the time of their research appointment. Exceptions will only be made in very specific circumstances and if approval is granted for data to be delivered at a later time, a specific delivery date must be set during the research appointment.
The assigned Peabody Museum staff member will follow up with the researcher if their data and/or report are not received as scheduled.
Documentation and Tracking
Appropriate documentation of approved objects, including cataloging, inventory, photography, and recording of test sites, must be completed by the assigned collections steward prior to analysis. These procedures are outlined on the Memorandum on TMS Steps for Non-Invasive Analysis Events Records.
POLICIES AND PROCEDURES FOR SPECIFIC FORMS OF ANALYSIS
While a variety of non-invasive analysis techniques are used at the Peabody, following are more specific policies and procedures for the most common formats.
PORTABLE X-RAY FLUORESCENCE (PXRF)
All staff members who may potentially be exposed to x-ray beams during a research visit must be notified and at least two staff members willing to work in the vicinity of a researcher using equipment that emits x-ray beams must be identified prior to approval of research. Researchers must supply all required information to EH&S. Researcher equipment must be inspected and approved by a representative from EH&S prior to use by researcher.
The Museum generally does not provide this service for researchers. Requests for pXRF analysis to be undertaken by PMR staff on behalf of an external researcher are considered on a case-by-case basis. Approval from the director of collections is required when these activities would require extensive use of the Museum’s pXRF analyzer, significant staff time or other resources, and/or analysis at an off-site location. In such cases, the Peabody Museum reserves the right to limit the number of objects tested and/or charge processing fees to cover staff time and any other associated costs.
Use of an External pXRF Analyzer
External researchers may bring their own pXRF device into the Museum, but they must complete required documentation to be able to use it on-site. If the researcher’s pXRF analyzer is coming to Harvard University for the first time, the radiation safety officer must set up a temporary x-ray registration with the Commonwealth of Massachusetts, for which the researcher must supply a letter to the Commonwealth providing the following information:
Type of radiation machine (make, model, serial number, etc.)
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X-ray output voltage (in kV) and current (in mA).
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Nature, duration, and scope of use.
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Exact location(s) where the machine is to be used, including room number.
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The state(s) in which the machine is currently registered.
The researcher should provide this information 30 days prior to use of the pXRF at the Peabody Museum. The unit cannot be used before permission is granted by the Commonwealth. Peabody Museum staff will forward this information to radiation_protection@harvard.edu for review by the radiation safety officer.
Additionally, the researcher must provide a copy of his/her XRF training certificate from either the XRF vendor or trained staff from their institution. This training is specific to the particular equipment being used. Museum staff do not provide training, even when that equipment is the same make/model as that owned by the Museum. Upon approval, the researcher will then be placed on the Peabody Museum permit and will be issued a temporary dosimetry badge.
Researchers requesting permission to use pXRF must complete Harvard’s online x-ray safety training in advance, regardless of any prior training the researcher may have from Harvard or another institution. To do so, they must first request a Harvard Key. Once in the system, EH&S will provide the researcher with a link to the required training. Harvard currently does not accept safety training from other institutions as a substitute for the Harvard online x-ray safety training.
On the first morning of the researcher’s visit, Harvard EH&S will perform an initial x-ray survey to measure personal exposure from the pXRF. This survey will be scheduled by the assigned collections steward and may affect the duration of the researcher’s visit to the Museum.
Other Harvard departments, including academic departments and museums, are responsible to EH&S for their own unit registration and training of faculty and/or students. The Peabody Museum does not provide training and/or registration services for other Harvard units. Approval for Harvard faculty and/or students to undertake XRF analysis on Peabody Museum collections does not constitute approval or certification of training and/or registration requirements. Approval for such requests only extends to permission to undertake analysis on specified Museum collections.
Use of the Peabody Museum’s Bruker pXRF Analyzer
The Museum’s Bruker S1 Tracer III-IV T3V+1093 Hand-held XRF Analyzer and its accessories are managed by the Conservation department. The Conservation department is responsible for ensuring good operation of the analyzer and its component parts, maintaining the calendar for usage, and assisting and supervising use of the analyzer. Only trained personnel may use the device.
Requests to use the PMAE pXRF analyzer, either by external researchers or by Museum staff, should be submitted as part of the research proposal as outlined above. Priority will be given to the study of treated collections related to repatriation activities. Once use of the Museum’s unit is approved by the Conservation department, the assigned collections steward will schedule the research visit in consultation with the conservator, who will schedule use on the XRF Outlook calendar.
The Conservation department will advise on the amount of time required for the proposed project and determine whether the researcher may operate pXRF analyzer independently based on the fragility of the object(s), complexity of the project, and number of objects being analyzed.
As required by EH&S, any user of the PMAE’s pXRF unit must have current training in the unit’s use and appropriate certification from Bruker and EH&S (see above). Additionally, they will be required to wear a dosimeter provided by Harvard. The dosimeter log is maintained by the conservator. The Peabody Museum does not provide Bruker training. The researcher is required to obtain appropriate training and certification from Bruker prior to use and provide documentation of such to the conservator, in addition to undertaking the required EH&S training outlined above.
During analysis, all data documenting pXRF capture methods must be logged. All pXRF sampling must be appropriately documented in TMS and a final report submitted for inclusion in both the TMS Event record and the designated folder on the PMAE server as outlined above. In most circumstances, researchers are provided with the data but not its interpretation.
For additional information, see the Conservation department documents XRF Usage and Maintenance and Assessment Checklist and Orientation Form.
Approved Locations for XRF Analysis
In order to limit exposure of staff to radiation and comply with EH&S dosimeter requirements, XRF may only be undertaken in the following locations:
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Conservation Laboratory (604)
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Conservation Library (601)
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Object Viewing Room (B8)
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Annex Casting Laboratory
Harvard faculty and students may also undertake XRF analysis in the Archaeology Program Research Laboratory (room 563) and the New England Archaeology Laboratory in the Vanserg building (room 213) in accordance with the policy on Use of Collections on the 5th Floor and at Vanserg. A sign indicating x-rays are in use must be posted at the entrance to these spaces while analysis is undertaken.
Requests for Off-Site Usage of the Peabody Museum’s Bruker pXRF Analyzer
In certain cases, the Museum will consider requests from Peabody Museum staff to use the Bruker pXRF Analyzer in an off-site location. EH&S will also be notified if the pXRF is to be used off-site. Requests must be submitted in writing and include the information required above. If approved, the following policies apply:
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The Peabody staff member is responsible for obtaining training from Bruker, arranging access to, and securing funding for the use of any approved off-site research facility.
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Any permits required to bring the pXRF analyzer off campus and/or to other states and countries are the responsibility of the requestor. Ample time must be given to obtain appropriate permits from EH&S for off-site use.
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The borrower must insure the analyzer for its replacement value and provide proof of insurance.
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The requestor must provide copies of all research results, including summaries and raw data, and a final report on all analysis conducted on PMAE collections as described above.
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Captured XRF spectra files should be left on the pXRF laptop in one named folder (last name and 1-2 word project description). The conservator will move the data to the appropriate storage location once the NIA Event record has been created in TMS.
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The conservator will record the request in a TMS Event record as outlined in the Memorandum on TMS Steps for Non-Invasive Analysis Events Records.
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Heavy metal treatment detected on PMAE collections objects must be reported to the senior collections manager immediately for labeling of treated collections in storage and in TMS.
CT SCANNING
Osteology/Paleoanthropology Collections
In certain cases, researchers working with the Osteology/Paleoanthropology Collection may be granted permission to transport approved objects to the Harvard Center for Nanoscale Systems (CNS) or other facility within a ¼-mile radius from the Museum to undertake CT scanning. Facilities located outside that radius (e.g., the Harvard Medical School, Mt. Auburn Hospital, etc.) require staff supervision.
Researchers are expected to abide by Peabody policies and procedures at all times when objects are in their custody. This work must be conducted within departmental research access hours and all collections must be returned to Osteology/Paleoanthropology staff by the end of each work day. Researchers will be provided with a Temporary Custody Receipt and object handling instructions.
While off-site, Peabody collections cannot be left unattended and material must remain in a secured area at all times. Not all objects are approved for transport by researchers and if approval is not granted, researchers will be accompanied to and from CNS by an Osteology/Paleoanthropology department staff member. In these cases, transport times must be arranged in advance and researchers must have objects ready for return transport at the scheduled time.
For additional information, see the document CT Scanning Osteology/Paleoanthropology Collections at Harvard Facilities.
Archaeological and Ethnographic Collections
Requests for CT scanning of archaeological and ethnographic objects must be made through PMR. If approved, objects will be transported and accompanied by a collections steward at all times. Objects cannot be released to researchers for transport off-site for analysis purposes.
REQUESTS TO PLAY MUSICAL INSTRUMENTS
Researchers may occasionally request permission to play musical instruments in the Peabody’s collections. Such requests, which may include the mechanical forcing of air through a fragile object or pressure from percussive movement, create risk of damage to the object. Such requests are forwarded to the Conservation department for initial evaluation. If the Conservation department determines that the request poses no possible risk of damage to the object, a conservator will be assigned to work with the Collections Management department to create handling and use protocols for the specific object. The use is tracked via TMS Events as part of the research visit and is not assigned a separate tracking number. In the event that such a request places the object at risk, the request will be considered by the Collections Review Committee in accordance with the evaluation process in place for analytical sampling requests.