19.25 – Office Recordkeeping.

§  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.