Library Donation Agreement

Historical material donors are individuals or organizations that provide materials to repositories, including historical societies, archives or specialized libraries. Donated materials often contain papers, recordings, and digital materials that document personal and family life or the history of organizations such as businesses, community associations, and religious groups. Repositories are managed by professional archivists, curators or librarians who assemble, preserve and make these materials available for research. The relationship between you – as a donor – and a frame of reference must be based on a common understanding of your desires and the ability of the rest center to fulfill its mission and responsibilities. You should check with the archivist or curator about the material offered for donation and discuss the repos centre`s policies and procedures for the maintenance and use of donated materials. Most depots have a collection policy that informs their decisions of what they can accept. If both parties agree that the final deposit is an appropriate place for the conservation of materials, both parties sign a deed of gift. The San Francisco Public Library accepts cash gifts to enhance library services by providing additional materials and services as well as factual gifts of books and other materials. Gifts of money are under the administrative responsibility of the library tax office and the office of the municipal librarian. The Office of the City Librarian, in coordination with the Branch Manager, the Director of the Main, the Director of Community Programs and Partnerships, and the Director of Collections and Technical Services, has the final responsibility for deciding which gifts will be accepted. Depots prefer to accept materials by transfer of ownership. The cost of storing, conserving and providing collections for research is such that repositories can generally only afford it for the materials they possess.

Most deposits do not accept loan materials; Those who do will generally not accept it without a legal deposit contract identifying the terms and fixed term of the loan. If you donate materials created in digital formats, the repository may make it a condition of the gift that you do not give the same files to another repository. In certain circumstances, it may be possible for a donor to benefit from a tax deduction for the donation of a collection to a permanent deposit. Talk to your tax advisor or lawyer about this possibility. Archivists cannot give tax advice, nor can they assess the monetary value of a collection being considered for donation to their warehouse. The archivist can provide you with a list of local manuscript checkers who can (for a fee) perform monetary valuations. It is up to you, as a donor, to arrange and pay for such an evaluation. Repositories are very different from the type of materials they collect, the users they serve, and the facilities where they store materials and make them available for research. As a result, a repository may require or allow the deed of gift to contain the language, which refers to a large number of other issues. If you have any questions or concerns about what is and is not in a deed of gift, it is important to contact them before signing the agreement with the archivist or curator. While a repository may not be able to meet a particular requirement, it is best to discuss all relevant issues.

After the transfer of ownership, repository employees will check the materials and may discover that there is a reason to reformat some or all of these materials. For example, the long-term preservation of fragile materials is one of the main reasons for microfilm, digitization, the creation of multiple digital versions, or the copying of materials for use by researchers. . . .