§ 19.25 Office recordkeeping. The office shall maintain or continue
to maintain, as the case may be and to the extent such information is
available, a record of acquisition, whether by purchase, bequest, gift,
loan or otherwise, of property for display or collection and of
deaccessioning or loan of property currently held or thereafter acquired
for display or collection; provided, however, that the records required
to be maintained pursuant to this section need not be maintained for any
field collected natural history specimen having the value of fifty
dollars or less. Any such record shall: (i) state the name, address,
and telephone number of the person from whom such property was acquired,
or to whom such property was transferred by deaccessioning or loan, and
a description of such property, its location, if known, and the terms of
the acquisition or deaccessioning or loan, including any restrictions as
to its use or further disposition, and any other material facts about
the terms and conditions of the transaction; (ii) include a copy of any
document of conveyance relating to the acquisition or deaccessioning or
loan of such property and all notices and other documents prepared or
received by the office pursuant to the requirements of this article and
sections 3.09 and 3.17 of this chapter; and (iii) be retained for a
period of at least five years following the sale or deaccessioning of
such property.