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Archives and Special Collections

Donating Archival Materials

Donating family, corporate, or institutional papers and records helps support the preservation of collective memory and history of a particular region or group.  The University Archives and Archives of the Upstate have guidelines for the types of materials that fit within the overall collection policy, and are happy to review with potential donors the suitability of their materials for inclusion in the Archives.

All donations to the Archives will be subject to a signed Deed of Gift detailing the agreement between the two parties.  As a practice, the Archives generally do not take donations that are only "on loan" for a specific amount of time, with no permanent transfer of ownership. Instead, the Archives will work with potential donors to craft a Deed of Gift that provides for both protection of and access to the prospective collection.  

The Society of American Archivists (the national governing body for professional archivists) has created a number of brochures that detail specific information relating to donations, appraisals, and other aspects of collection development. In addition, there are several professional organizations that may be able to provide appraisals of your collections, if needed.  The SAA Code of Ethics prohibits archives from appraising any materials presented for inclusion in their collections; please consult the links below for additional information. 

These guidelines and organizations are linked below for reference purposes; please feel free to contact the University Archives to arrange for a consultation or further information.