Donating Your Materials

Kathleen Roe, Director of Operations for the New York State Archives, discusses what to expect when working with a repository to care for your materials.

Video Key Points

What does a repository do?

• These are all organizations that collect, preserve and make available our history.
• They follow professional standards and a code of ethics.

How do I choose a home for my materials?

• Choose a place you are comfortable with that is willing and able to take care of your treasures.
• Consider location.  Your preference probably would be closer to home.
• Is there a library, historical society, museum or other such organization with which you have an affiliation?
• Consider your college archives or your local library.
• Consider your company archives.

Do I need to do anything with my items before donating them?

• No--sometimes less is better, especially when it comes to arranging items.  The original arrangement/organization can be important.
• The repository can take the items any way you wish.  You might consider photographing the items before donating them or ask that the repository do so.

What happens to my items when given to a repository?

• They will be carefully stored and preserved for posterity.    
• You, as the donor, will have continued access to the materials.  You may have copies made.
• Documentation, such as a deed of gift, will be created.
• They will be shared with others through exhibits and through access to researchers, allowing people to benefit from tragedy by having access.
• The items will be kept in perpetuity, ensuring the person will not be forgotten.

When should I donate my items?

• That is totally up to you.  You may wish to wait for some time.  Your preference might be to donate them through your will, so that while you are still around, you have the items close at hand.