Donations

Donations

Staff and volunteers are often asked if the Archives is interested in donations of photographs, personal papers, albums, maps and much more. The answer is “YES!”

How do the Archives acquire material?

The Archives accepts materials in three formal methods:

1 – Transfer – such as public records from municipal offices and departments

2 – Purchase/Sponsorship – this is very limited and only under special circumstances. The Archives does not have an acquisition budget to purchase materials.

3 - Donation – where title and ownership of the material is granted to the Archives from the owner

Donation is the preferred and most common method of acquisition of private papers and records. Donations are preferred because of the investment of time, money, archival supplies and storage space that we assume when the material is acquired. Each foot of storage space in the Archives has an equivalent cost in time, resources and labour.

Donations to the Archives are always welcome. Prospective donors should contact the Archives to either arrange for a pick-up or have the material delivered to the Archives. It is then that a Temporary Receipt will be issued. The material is appraised using the PHA’s acquisition policy and mandate as criteria. Your material will be treated with the same care and respect as the permanent collection while it is under review.

What happens after the Temporary Receipt?

If the material meets the institution’s mandate it is formally accepted and the donor signs a deed of gift form. The donor will be contacted with a Deed of Gift form, and they are asked to return it within 30 days. Once the Deed of Gift has been signed, only then can processing begin.

If a decision has been made not to accept your material, you will be contacted for the material to return to you and an explanation will be given as to the PHA’s decision.

Donor Conditions

Donor conditions are considered but are usually very limited. Prior to acquisition the donor can request privacy and/or copying restrictions, and the Archives will decide to continue with the acquisition as requested or discontinue the process. All access restrictions once agreed on are strictly enforced.

Processing

Once the material is acquired it is then formally processed. This involves, arrangement and description, cleaning, conservation (if deemed necessary) and re-housing the material into acid free containers. An inventory of the contents are taken and the information is entered into the Archives’ database. The Archives always preserves (where appropriate) the original filing system and order of every body of records or papers we acquire. A permanent location in storage is designated once all forms are completed.

Only when these steps are completed is the material ready for use by researchers and the general public.

Charitable Tax Receipts

The Port Hope Archives is a registered charity. Charitable tax receipts may be issued for donations. However, not all donations qualify for tax receipts.

The Archivist is able to appraise up to $1000. If the value of the material is thought to be more than $1000, a third-party appraiser is brought in to appraise the material. Appraisals of material are only done after the Deed of Gift form is signed.

What happens if I want my material back?

When you make your donation of material to the Port Hope Archives it becomes the legal property of the Archives. Donations are considered to be irrevocable and unconditional gifts. A donor transfers their ownership, legal title and interest to the Port Hope Archives upon signing the Deed of Gift form.

Prior to donation, consider carefully your decision and discuss with family members what you wish to do.

If you have any questions or concerns before, during or after donation, please do not hesitate to contact the archivist.