Access the OAHP cultural resource files?

The Colorado Office of Archaeology and Historic Preservation (OAHP) recently revised the policies and procedures (PDF) concerning access to the cultural resource files. There are several reasons for implementing these changes:

1. Assure that only qualified users have access to restricted information.
2. Maintain a defensible record of who has viewed specific records.
3. Ensure that the user is aware of the appropriate uses and limitations of the records.
4. Follow consistent procedures for accessing all cultural resource information regardless of the format.

Although OAHP restricts access to various types of cultural resource data, we also recognize the need to use this information. It is the intent of the revised policies and procedures to responsibly control and document access without impeding the appropriate use of the files. The primary changes involve the following:

The File Access Request form must be completed whenever cultural resource files are accessed.  This includes site/property forms, documents, maps, and images of any kind.  If you are planning to visit OAHP to do research we strongly encourage you to complete the File Access Request form available in PDF or Word and send it to us prior to your visit.  This will allow the staff, when possible, to have the requested materials ready for you when you arrive.  You can:   e-mail the request (oahp@chs.state.co.us)   fax it (303.866.2711)   mail it (1300 Broadway, Denver, CO 80203) You can also complete the form while at the office; staff will complete the form for requests received over the phone or via e-mail.

OAHP staff will pull the appropriate information for the visitor. The files are not accessible to non-staff.

Individuals requesting restricted materials who are not known by the OAHP staff may need to submit qualifications in advance for our review. If you have new staff who will be visiting the office please contact us prior to their visit.

These revisions will greatly improve the security and use-tracking of the OAHP files, and hopefully can be implemented with only minimal disruption to the information flow. Please let us know if you have any questions or comments.

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