Collecting archives
If you are collecting archives for a community group or project, it’s crucial to keep an organised record of all your items and archives. This is so information can be easily referenced and located. Take a look at our guidance for collecting archives to make the process as smooth as possible.
Taking something in
When you accept an item, you need to know and record:
- the name and address of the donor/depositor
- its provenance (will the material belong to you or is it a loan? How is it being given to you – as a gift, a bequest, a purchase, a deposit or a temporary deposit for copying?)
- any conditions that may have been attached to the gift or loan
- whether the donors/depositors are happy for their items to be mixed with other collections or would prefer them to be kept separate
Consider keeping a register of collections. This could either be in electronic or manual form. Include a summary description of the material contained in each collection and details of:
- date received
- name and address of donor/depositor
- note on status
- condition
- copyright
The donor/depositor should be clear about the terms of the gift or loan. Consider giving them a written receipt for the material, perhaps with some form of custody agreement.
A note on photographs and copyright
With photographs, copyright law is complicated. Make sure you find out as much as possible from the owners of the photographs, and record this in the register of collections, and also when you come to list the photographs individually.