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CHRIS Access Policy
As of March 1, 2013, CHRIS users must be cleared as Authorized Users under an active CHRIS Information Access and Use Agreement to receive any raw data from the CHRIS (i.e. documents and location information). An agreement may apply to an individual, office, company, district, agency, or some other administrative or organizational unit. Make sure the organizational scope is made clear when completing the agreement, using the “Region/Office” space on the agreement’s first page. Only one agreement should be completed by the agreement holder, and this agreement will apply through the entire CHRIS, at all Information Centers. In other words, if you submit one to an Information Center, once it is processed and accepted, the agreement will apply to all of the Information Centers, and you need not submit another until the current one expires (if it has an expiration date).
The agreement holder must submit a CHRIS Data Authorized User Form for each individual authorized to access the CHRIS under that agreement. It is the responsibility of the agreement holder to add and remove Authorized Users. Authorized Users seeking only non-confidential data will not need to submit any other documentation. Authorized Users seeking confidential data will also need to submit a Statement of Qualification for Access to CHRIS Confidential Information, and a current resume to show satisfaction of the minimum requirements to receive confidential data outlined in Section III of the Rules of Operation Manual.
An individual(s) that does not meet the minimum requirements may still be granted access to confidential data if they are working under the direct supervision of someone that meets the requirements. In lieu of a Statement of Qualification for Access to CHRIS Confidential Information, a clearance letter from the supervisor should be submitted. This letter must explicitly state that that the supervisor will take full responsibility for all confidential data released to the individual(s) by the CHRIS.
A CHRIS Information Center Conditional Use Agreement should be used when the holder of an active CHRIS Information Access and Use Agreement desires to temporarily share CHRIS data with another person or entity who is not covered under that same agreement.
Exceptions to the above access clearance processes include:
- Anyone requesting information pertaining to historical resources located on private property which they own.
- Anyone requesting summary information about historical resources, to be prepared by the Information Center.
- Anyone requesting information for education or scholarly research only.
- Anyone whose terms of access to CHRIS information are specified in an agreement with the Information Center at which the information being requested, and said agreement specifically excludes the requirement for a CHRIS Information Access and Use Agreement.
If any of the above exceptions apply, please use the CHRIS Access Agreement Short Form to make a record search request.
The SSJVIC maintains two types of inventory:
1. Archaeology Inventory (Access Restricted)
Archaeological resources are non-renewable and easily damaged—their legal significance or scientific, ethno-cultural, and aesthetic values can be impaired by disturbance. Access to this information is restricted, therefore, to prevent vandalism and artifact hunting, and to protect landowners from trespass. Those granted access to the archaeological archives of the Information Center (see Section III of the Rules of Operation Manual) sign an agreement of confidentiality whereby they agree to keep site content and location information confidential by not disclosing it to unauthorized individuals or including it in publicly-distributed documents. (California Government Code Section 6254.10 exempts archaeological sites from the California Public Records Act requiring that public records be open to public inspection.)
Access to Resource Site Records and Study Reports is restricted to these individuals under the following conditions:
- Historical Resources Consultants, must be cleared as a confidential Authorized User under an active CHRIS Information Access and Use Agreement. They must agree to share the results of their study with the SSJVIC. Consultants working on paid projects are charged an hourly fee for access to all historical resources data, whether research is conducted in person or by SSJVIC staff. Facility Access by consultants is provided by scheduled appointments only.
- Landowners who wish to know about archaeological sites (this is provided only for sites on your property) must confirm their request in writing along with proof of ownership (such as a deed or current tax statement which clearly links their name with an Assessor’s Parcel Map depicting property boundaries), a signed CHRIS Access Agreement Short Form, and a Vicinity Map depicting the parcel in a larger context. If the landowner elects to have a representative, in addition to the above, that person must also retain a letter from the landowner authorizing the release of information to said representative. Fees may apply.
- Scholars should bring a signed CHRIS Access Agreement Short Form, a confirmation of their affiliation such as a résumé or student identification card, and if applicable, a letter from the supervising professor describing the project on which they are working. Access is considered scholarly if the individual is working on an unpaid project, such as a term paper, a graduate document, or a professional presentation. In general there is no fee when research is conducted in person (other fees apply). There is a fee, however, if research is conducted by SSJVIC staff.
2. Built Environment (Access Unrestricted)
The SSJVIC’s built environment library is currently unrestricted. Users must either be cleared as an Authorized User under an active CHRIS Information Access and Use Agreement or bring a signed CHRIS Access Agreement Short Form. The public is encouraged to make use of the SSJVIC’s extensive built environment database in order to learn more about the history of their community. In general, there is no charge for this research (other fees apply). Historical Resources Consultants, working on paid projects, however are charged an hourly fee, whether research is conducted in person or by SSJVIC staff.