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:
- Pack your records into boxes (information provided by the University Archives). Each box should be numbered and labeled with your organization’s name.
- Create an inventory of every file in each box. You may use a summary statement, such as “Meeting Minutes,” to describe a group of files or the entire contents of a box.
- Email a copy of the inventory to the University Archivist and place a printed copy of each box’s inventory inside the box so it can be identified should it be separated from the others.
- Notify the University Archivist when you are ready to transfer the records to arrange delivery. The organization’s president/chair/historian will also be asked to sign an agreement finalizing the donation. This document, called Deed of Gift, will legally transfer the ownership and rights of the records to the University Archives. Every Deed of Gift is different and we will work with your organization to determine what provisions are right for you.
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.