When records are donated to Georgia Tech's Archives and Special Collections, they are arranged and stored in acid-free folders and boxes and kept in appropriate environmental conditions to ensure the long-term preservation of the materials. Digital records will be transferred to and preserved on secure Library servers. The Archives will preserve these records and make them accessible to future generations.
Once the collection is ready, the archivist will prepare an online finding aid that provides a brief description of the organization and an inventory of the records found in the archives. An example of such a guide can be seen regarding the records of the Georgia Tech Pride Alliance.
Because the archives expends a great amount of resources in caring for records, once they are donated to the archives they become property of Georgia Tech and cannot be removed from the archives without special permission. But don't worry, our collections are accessible in the archives' reading room. Reproduction services are also available upon request.
By choosing to archive your organization's records with Georgia Tech's Archives and Special Collections, you know that future members will have access to these resources when planning outreach and fundraising initiatives, researching alumni questions about past events and projects, and want to utilize historic material to promote the group. Our staff is always ready to provide reference services for student organizations' members after their organization has donated records to the Archives.
Before making the final decision to donate your records, notify your organization’s membership about your archiving plans and ensure your members are supportive. If needed, we can arrange a visit to the archives and meet with the group to answer questions.
If your organization agrees to donate its historical records, contact the University Archivist for instructions and guidance on supplies and delivery method.
In most cases the following steps will facilitate the donation of your group’s records:
Donating your organization's records should be an on-going effort in your organization. It is essential to create documentation or assign the duty of maintaining a relationship with the archives to an officer, like a Historian or Secretary. We suggest, the end of each academic year is a great time to review your group's records and determine what might be eligible for inclusion in the archives.
If you have any questions or concerns, or are just interested in what Archives & Special Collections has to offer, please feel free to contact us.