Guidelines for prospective donors – Archives and Special Collections

Archives and Special Collections may accept donations of archival material that support the teaching, learning, and research needs of Nipissing University and Canadore College. Archival material can include textual records (such as correspondence, diaries, meeting minutes, and reports), audiovisual records (photographs, video and audio recordings), maps, architectural drawings, and digital records.

Donations inquiries

Contact Ed Driedger, Manager, Archives and Access Services, to discuss whether a potential donation meets the needs and requirements of the Archives. The Manager must approve all donations before they can be accepted.

Appraisal criteria

The potential donation will be appraised to determine whether it fits the needs of the Archives. Appraisal criteria are based on the Acquisition Policy and include:

  • Archival value - Enduring significance based on the administrative, legal, fiscal, evidential, or historical information the records contain
  • Relevance to the Archives’ acquisition areas, which include the academic and cultural history of the University and College, and the history of North Bay and area
  • Qualities such as physical condition, format, extent, and access restrictions that may affect preservation and access

Transfer of ownership

The donor must sign a Deed of Gift, an agreement which contains the terms of the transfer of ownership. Once the deed has been signed and the donation has been received, the Archives becomes sole owner and reserves the right to determine preservation, retention, access, and use.

Tax receipts

A donation may be eligible for a charitable tax receipt if the fair market value is detgermined to be over $100. Tax receipts are issued in accordance with Canada Revenue Agency guidelines, and may require a monetary appraisal by a qualified professional appraiser if their value is over $1000. In this case, the donor bears the cost of appraisal and the Archives will select the appraiser.

 

For more information about Archives and Special Collections, please click here.