[Genealib] sample donation forms

Fri May 25 11:53:44 EDT 2007

My personal favorite source for forms of this type is "Sample Forms for Archival and Records Management Programs," put out by ARMA and the Society of Southwest Archivists. ISBN:1931786003. You might also look at the "Museum Forms Book" (Texas Association of Museums, ISBN 0935260056) and various compilations of forms for libraries.

Danielle Cunniff Plumer, Coordinator
Texas Heritage Digitization Initiative
Texas State Library and Archives Commission
512.463.5852 (phone) / 512.936.2306 (fax)
dplumer at tsl.state.tx.us 

-----Original Message-----
From: genealib-bounces at mailman.acomp.usf.edu [mailto:genealib-bounces at mailman.acomp.usf.edu]On Behalf Of Linda Koch
Sent: Friday, May 25, 2007 8:56 AM
To: Librarians Serving Genealogists
Cc: librarian linda
Subject: Re: [Genealib] sample donation forms

     We at Allegan Public Library would appreciate copies of donation forms.  Our newly-formed policy committee is writing and revising policy to cover acceptance, use, and the right to dispose of any donated materials that are no longer of use.  This includes all items in the library, not just genealogical or local history materials. 

     This hasn't been much of a problem in the past for genealogy, but we have made immense progress in the last five years, and people are happy to add their contributions to our growing collection of family and local history materials.  Often, things appear on my desk, put there by the circulation desk staff or by patrons.  It is a happy task to try to keep up with the added materials, but a few older, donated items in poor condition and one or two newer items seem to have no logical place in our collection, or little connection to local people.  I hesitate removing or adding these items, and I would appreciate knowing what is advised. 

     Much of what we have donated to us is in the form of short documents, bound family histories, or family history sheets.  We do not accept valuable, original materials, as we are not an archival institution, have little storage space, and place items on open shelves accessible to use and theft by the public.  We cannot put security in loose pages, though we do secure notebooks.  We refer patrons to Western Michigan University for deposit of valuable and original documents, diaries, Civil War photos, etc. and to the local historical society's museum for artifacts with a local history connection.  Other than bound materials, our donated items are usually copies we place in archival page protectors in three-ring binders.  With the help of AARP trainees and a few volunteers, we are in the process of indexing almost all of our local history books, older cemetery records, directories, and other non-indexed materials, and this has also led to our evaluating some materials on our shelves. 

     People have been generous about loaning us older documents to copy.  Michigan historian Larry Massie, also a patron, loaned us several older records, directories, and unique materials, as did the Allegan Old Jail Museum and a few local genealogists.  Despite our major source of support being donations or copies of documents found and copied at other institutions, our collection has grown from a few shelves to several bookcases, and we have had only a couple of recently donated items that were marginal as to their usefulness, and caused me to question accepting them for our collection.  Staff accepting donations sometimes have no idea who gifted the item, unless they ask for a receipt for tax purposes.  I hope to find guidelines that everyone on staff may use.

Thank you, 
Linda Koch
Reference & Adult Services Librarian
The Allegan Public Library
331 Hubbard St.
Allegan, MI 49010
269-673-4625
FAX 269-673-8661
open M-Th 10-9; F & Sa 9-5:30
www.alleganlibrary.org

----- Original Message ----- 
From: Barbara Hill <mailto:bhill at calmail.berkeley.edu>  
To: Librarians Serving  <mailto:genealib at mailman.acomp.usf.edu> Genealogists 
Sent: Friday, May 25, 2007 2:17 AM
Subject: Re: [Genealib] sample donation forms

Hello list - 

I, too, am interested in sample donation forms for donors to sign, as we will be reviewing our donation procedures in the coming year.  We are especially interested in wording that will help us avoid having to make unreasonable commitments as to the usage or disposition of the donation. 

I know this is bad timing due to the upcoming three-day weekend and impending summer vacations, but am hoping some of you will remember this request and have some sample forms you can send me.  Thanks very much! 

Barbara Hill   <bhill at calmail.berkeley.edu> 
Library Committee
California Genealogical Society 

Hello,

Our local museum is formalizing their donation procedures.  I'm looking for sample documents/forms pertaining to accepting permanent donations as well as accepting loans for temporary exhibits.  Does anyone have samples they'd be willing to email me?

Thank you for your help!

Rhonda Konig
Reference Department Head
Wayne County Public Library
1001 E. Ash St.
Goldsboro, NC 27530
919-735-1824 ext. 5106
rhonda.konig at waynegov.com 

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