how to donate materials to an archive

Guide to Donating Archival Materials

• Choosing the best type of archival repository. When deciding where to donate your materials, there are many things to...
• Housing and access. Once you have decided on the kind of institution to donate to, you should look for a repository that...
• Finding the right fit. Most importantly, a repository will only accept your donation if it...

Full Answer

Can I donate to an archive?

Dec 09, 2021 · Donating Materials to the Archives. The Hobart and William Smith Colleges Archives & Special Collections strive to collect, preserve, and provide access to materials that document the history of the Colleges. This is done by collecting the official records of the Colleges (such as Board of Trustee minutes and HWS publications like The Pulteney Street …

How do I donate digital material to an archivist?

There are a number of options to transfer materials to the Archives and all donors are strongly encouraged to complete a transfer form survey and create an inventory. Prior to sending materials to Archives, you will need to work directly with Archives staff to request and complete an inventory spreadsheet.

How can I work with the archives?

Donate materials. The ARC has become one of the greatest collections of popular music largely through the generosity of collectors, fans, friends and music lovers who trust us to care for the music they have spent a lifetime collecting. Growth also comes from the regular donation of releases from all segments of the entertainment industry; record companies, distributors, …

How can I donate materials related to Harvard to the University?

Donate Materials to our Collection. Our Collection Policy. Interference Archive grew out of the personal collections of two politically active cultural producers, and has since expanded to include materials donated by fellow activists and artists from around the world. Our collection is shaped by people who have historic material that they believe will add to narratives that exist in our …

How do I organize archive materials?

Archives are typically organized into fonds. An archival fonds is the entire body of records created and accumulated by an organization, family, or person. Archives describe and store each fonds separately from other fonds to prevent the records from becoming intermingled and disorganized.Jan 10, 2022

What are archived materials?

n. ( also archival materials) records in any format retained for their continuing value—also, in early use, as distinguished from manuscripts.

What material should you keep in archives?

Types of Materials: Archives can hold both published and unpublished materials, and those materials can be in any format. Some examples are manuscripts, letters, photographs, moving image and sound materials, artwork, books, diaries, artifacts, and the digital equivalents of all of these things.

What is an Internet archive donation?

The Internet Archive is here to help! We welcome donations with open arms — from single books to entire libraries. The Internet Archive seeks to preserve and digitize one copy of every book, record, CD, film, and microfilm in support of our mission to provide “Universal Access to All Knowledge.”Jan 5, 2021

How important it is to have an archive?

The key reason to archive your documents is to avoid losing data. All documents are vulnerable to being destroyed or corrupted (if digital), either maliciously, by accident, or by a natural disaster, such as a flood or fire. Electronic documents can be compromised by: security threats.

What does archive refer to?

Effectively, an archive is a kind of collection of materials that hang together for a very particular reason. An archive is either the papers of some particular person or the papers or records of a particular organization.Feb 27, 2014

How do you treat archives?

Handling archival materialNo food or drink.Only use pencils. ... Clean hands. ... Wear nitrile gloves when handling photographs and metal objects. ... Use flashless photography. ... Leave items on the table. ... Keep items in the original order in which they are found. ... Do not lean on (or drape computer cords over) items.More items...•Jan 10, 2022

How will you maintain your archive storage?

Here are the top tips for archiving your paper documents.Purge Unnecessary Files First. Archiving your paper documents is faster and easier when you begin with a file purge. ... Verify Record Retention Timeframes. ... Allocate Appropriate Storage Space. ... Ensure Fast & Accurate Retrieval. ... Digitise Your Active Files.Dec 15, 2016

How do I manage archives?

The steps involved in managing archives include acquiring and receiving from the office of the origin, arranging and describing according to archival principles and practices, providing easy retrieval and access to archives.

Is WWW archive free to use?

The Internet Archive is an American digital library with the stated mission of "universal access to all knowledge". It provides free public access to collections of digitized materials, including websites, software applications/games, music, movies/videos, moving images, and millions of books.

Are Internet Archive donations tax deductible?

Internet Archive is a 501(c)(3) organization, with an IRS ruling year of 2017, and donations are tax-deductible.

Are Internet Archive books free?

Internet Archive is a non-profit library of millions of free books, movies, software, music, websites, and more.

Why do you need to ask to help identify people documented in a repository?

When preparing your collection for transfer to a repository, and afterwards during processing as needed, you may be asked to help identify the people documented in it or the context in which items were made. This will allow archivists to accurately process your collection and make it as discoverable and accessible as possible.

Can a repository accept donations?

Most importantly, a repository will only accept your donation if it fits within their collection policies and goals. Archivists consider which histories are already represented in their collections and which ones are missing when deciding whether to accept a collection. You can do a bit of digging into this yourself if the institution in question has their finding aids or catalogs online. This is also often where you can find collection policies and guidelines to learn about the general scope of that specific repository.

Welcome

The Harvard University Archives is the primary repository for the documentation of over 400 years of Harvard’s intellectual, cultural, social, religious, and administrative history — a history that parallels and adds to the story of the growth of the United States.

Schedule a Consultation

Archivists and records managers at the Harvard University Archives work closely with faculty, staff, students, alumni, family members, and other donors to identify materials of research interest to preserve.

Tax Benefits and Appraisals

In certain circumstances, donations may qualify as tax-deductible, entitling donors to an income tax deduction by claiming a gift as a charitable donation. Donors are encouraged to speak with their tax accountants or attorneys about this possibility.

Faculty Guidelines

In addition to preserving the documentary heritage of Harvard University, the Archives has a vital mission to set and implement policies for the management of University records, including the promotion of records storage and retrieval efficiencies.

Donating Digital Materials

The Harvard University Archives collects and preserves email, websites, and other born digital records and images.

What to Donate

If you are interested in donating organizational records or personal papers to Northeastern, please contact the Archives and Special Collections Department (617.373.2351; [email protected] ). Staff will work with donors to identify what should be preserved. Lists of types of material that are often important follow.

Records of Organizations

Administrative Records#N#Constitution/bylaws, reports (annual and planning), correspondence, memoranda, meeting minutes, agendas, and attachments (for annual and committee meetings), publications (newsletters, brochures, etc.), annual budgets, financial statements and audit reports, job descriptions, newspaper clippings about the organization, organizational charts and historical summaries, policy and procedure manuals, press releases and public relations material, fund-raising materials.

Records of Individuals

Letters, diaries, speeches, scrapbooks, autobiographical sketches, photographs, films, audio and video tapes, and professional files.

The Donation Process

Because the research value of historical materials may be diminished if items are removed or rearranged, donors are encouraged to contact the Archives before discarding or rearranging materials. Archives staff members work with the donor to identify historically significant materials and prepare them for transfer to the Archives.

Collection Care

Collections are housed in an area with strict environmental controls to enhance preservation of historical materials. Strict security measures are also in place to safeguard the collections.

Further Information

If you have questions or would like to discuss donating materials to Northeastern University's Archives and Special Collections Department, please contact Archives staff (617.373.2351; [email protected] ).

What is access to donated materials?

Access to donated materials is governed by the repository’s policies regarding availability, duplication, and publication. As a prospective donor, you should become familiar with such policies and discuss any special needs or concerns with the archivist or curator before completing the deed of gift.

Why is a repository important?

A repository can provide the materials with environmentally controlled, secure physical and digital storage and can oversee their proper handling and use. Equally important, it can provide research access to the contents of the records, both to you and to others. In future years, researchers—including students, professors, genealogists, ...

What is a repository policy?

Most repositories have a collecting policy that informs their decisions about what to accept. If your personal or family records are deemed appropriate for a repository’s collection, and you agree to donate those materials, you stand to gain many benefits. A repository can provide the materials with environmentally controlled, ...

Can you deduct a donation to a repository?

In certain circumstances, it may be possible for a donor to take a tax deduction for the donation of a collection to a repository. Speak with your tax accountant or attorney about this possibility. Archivists cannot give tax advice nor are they permitted to appraise the monetary value of a collection that is under consideration for donation to their repository. The archivist may be able to provide you with a list of local manuscript appraisers who can (for a fee) make monetary appraisals. It is up to you, as the donor, to arrange and pay for any such appraisal. Some repositories are able to make the collection available to an appraiser hired by the donor while others prefer that the appraisal take place before transfer to the repository.

What to do if you are concerned about confidential information?

If you are concerned that material considered confidential may be represented in your personal and family records, be prepared to identify items or groups of items of concern and then discuss with the archivist the possibility of restricting part of the collection to protect the privacy of you or others.

Is a repository a non profit organization?

Most repositories are non-profit organizations. Preparing materials for use by researchers is the most expensive operation in a repository. Although such monetary donations are rarely a prerequisite for the acceptance of a collection, donors who are able to assist repositories by providing funds toward the arrangement, cataloging, and conservation of their personal or family records are encouraged to discuss the possibility with the archivist.

What is copyright assignment?

Assignment of copyright is often complex and you should work with the repository staff to clarify issues of copyright ownership. Generally, copyright belongs to the creator of writings and other original material (such as photos and music) but can be legally transferred to heirs or others. In addition, ownership of copyright is separate from ownership of the physical item (the letter or photo). Archivists often ask donors to donate not only the physical papers but also any copyright in them that the donor might own. This request makes it easier for researchers to use portions of the materials in their work.

Why do we need to donate?

Why You Should Donate 1 creates a feeling of goodwill 2 helps to preserve our cultural heritage 3 contributes to the building of an institution 4 beloved collections given respect and proper care 5 allows collections assembled over many years to remain together 6 eliminates storage costs 7 you can visit anytime 8 more often than not the donated value is greater, at fair market value, than can ever be realized from selling to a dealer or store 9 lowers tax liability

Is ARC a 501c3?

ARC is a not-for-profit 501 (c) (3) educational corporation , authorized by the Regents of the University of the State of New York.

Where is Sam Johnson's Vietnam archive?

The Sam Johnson Vietnam Archive at Texas Tech University collects all original documents and memorabilia related to the Vietnam War and the collective experience of those involved in the war and its aftermath. The archive preserves this material in a state-of-the-art-facility located on the campus of Texas Tech University. Along with the Vietnam Center, we encourage the dissemination of information from the archive to all who are interested in learning more about this critical time in United States history, and promote the study and understanding of the Vietnam War as well as the nations and history of Southeast Asia.

Does Sam Johnson accept donations?

The Sam Johnson Vietnam Archive accepts donations as small as a single item or as large as hundreds of boxes. Donations do not have to be organized, and do not have to pertain to a famous person, event, or organization. We accept all forms of original material, including papers, books, films, audiotapes, photographs, slides, negatives, artifacts, and maps. Donated materials do not circulate to ensure that the materials can be preserved for future generations.

What to Donate

Records of Organizations

Records of Individuals

The Donation Process

• If you are interested in donating organizational records or personal papers to Northeastern, please contact the Archives and Special Collections Department (617.373.2351; [email protected]). Staff will work with donors to identify what should be preserved. Lists of types of material that are often important follow. Please note that these lists are suggestive rather than prescriptive.

See more on library.northeastern.edu

Collection Care

Further Information