Giving it away…about
giving it away
By Rick Barry
Background
Not
long ago and for the first time, I had the experience of arranging for the gift
of a 70 year old personal family letter to an appropriate heritage institution
– archive, library or museum. In the absence of guidelines for deciding where
to do this, the simple checklist below was developed and generalized for
personal/business/institutional or other records.
What
to decide?
1. What’s the goal?
2. What kind of records are
they?
3. Are they yours to give
away?
4. Questions to ask?
5. Deciding on recipient?
6. Follow up
What’s
the Goal?
Obviously,
this is the most important question to answer up front, as it will provide the
most important criteria used to make choices and decisions along the way. In my
case, it was mainly twofold: 1) ensure that members of my parents’ children and
their current and future families had continuing access to the object; 2) I
thought the letter had some historical value that would be of interest to many
others; 3) I was concerned about its physical state, an already 70 year old
handwritten letter on non-acid free paper, and the absence of a serious
preservation environment during that period and otherwise likely to remain so.
What
kind of record/collection is it?
• Personal, company, institutional: academic,
non-profit, church, government, mixed?
• Is this sufficiently self-evident or does the
donor need to consult a specialist?
• Might it be seen differently by the recipient?
Are
they yours to give away?
• Are their company/institutional guidelines
covering the donor’s own organization governing donations?
• Do they contain materials received from external
sources requiring permissions?
• Are there intellectual property rights to be
honored?
• Are there prior limitations on release –
restricted access, business confidential national security restrictions? Private email exchanges?
Questions
to ask
Use
organizational instrument or design own personal interview instrument, based on
goals, keeping in mind not to offend the potential recipients with lengthy
poorly phrased questions.
Examples:
• Do you seek donations of private/personal record,
official government or business records?
• How do you think your interests might match up
with mine?
• Do you accept donations of individual records or
is you collection limited to larger fonds?
• If accepted, what access would you provide? Analog? Digital? Both?
• Do you have a Deed of Gift that I might obtain?
Deciding
on recipient
• Determine the likely most appropriate final
landing place: archive, library, museum, personal records or business
institution?
• Seek out options based on context of material to
be donated.
• Conduct discussion using your interview guide.
• Compare results and Deed of Gift against goals.
Follow
up
• Inquire about when the gift might be accessioned.
• Inquire about the descriptive information around
the planned accessioning time.
• Search the recipient’s digital finding aids, if
any, to find your gift.
• Visit site to view original.
• Inform others you wish to know about it.
This
enlightening article “from the other side” is for all of you who have ever been
or may ever be approached by a potential donor wondering if you were interested
in their records. It may even provide the basis for your own Donor’s Checklist.
page 10 - Business Archives Newsletter, February 2011