The Donation Process

1) Initial Contact Regarding Possible Donation of Material

• Initiated by Donor or Archivist
• Contact made in person, by telephone, mail, email

2) Assessment of Material at the Archives

• Assessment of significance/value based on established criteria

Temporary Receipt Form

• Completed only if material is being left at the Archives for assessment

3) Material Accepted

• Donation / Accession Form completed by Archivist and signed by Donor
• Copy of form given to Donor
• Archivist arranges, describes, and stores material within Archives holdings

OR

Material Returned

• Refused material returned to Donor with explanation of refusal
• Material not claimed within 90 days becomes property of the Archives and is discarded

OR

Monetary Appraisal

• A tax receipt for fair market value may be issued for material valued at over $500.00
• All appraisals are completed by a Third-party Appraiser at the Donor’s expense

4) Deed of Gift Form

• Transfers ownership and title of the donated material from the Donor to the Archives
• Form signed by Donor
• Copy of form given to Donor
• Deed of Gift filed in Archives

5) Letter of Thanks sent to Donor

• By mail or email