Acquisitions and Collection Policy

 

Mission
The DeKalb History Center Archives documents the history of DeKalb County, Georgia by collecting, preserving and sharing access to primary and secondary source material.

 

Archival Collections

Materials to be retained or accessioned into the organization should be created by, owned by, or pertain directly to a DeKalb County person, organization, business, or institution. Special research needs of the community, organization and exhibitions will be taken into consideration.

Materials accepted include primary and secondary works such as correspondence, photographs, diaries, journals, legal materials, business materials and organizational records, ephemera, writings, audiovisual materials, maps, scrapbooks, ledgers, official publications and serials, and books.

The size, organization, and physical condition of the materials will be a major consideration in acquisition, because each requires resource commitments.

 

Retrospective Acquisition

The Archives always seeks additional manuscript materials related to its current holdings. Almost all such acquisitions will be by gift.

 

Additional Information from the Society of American Archivists:

Donors of historical materials are individuals or organizations that give materials to manuscript repositories, archives, historical societies, or special collections libraries. Donated materials often include papers and records documenting personal lives and family history, or the history of organizations, such as businesses and religious groups. Repositories are administered by professional archivists, curators, or librarians who are responsible for assembling these materials, preserving them, and making them available for study. The relationship between you, as a donor, and a repository must be based on a common understanding of your wishes and the ability of the repository to carry out its mission and responsibilities. Potential donors and repository representatives should review the materials being offered for donation and discuss repository policies and procedures for the care and use of donated materials. If both parties agree that the repository is an appropriate place for preservation of the materials, they complete and sign a deed of gift.

 

The deed of gift is a formal, legal agreement that transfers ownership of, and legal rights in, the materials to be donated. Executing a deed is in the best interests of both donor and repository. After discussion and review of the various elements of the deed, it is signed by both the donor or donor's authorized agent, and an authorized representative of the repository. The signed deed of gift establishes and governs the legal relationship between donor and repository and the legal status of the materials

 

The deed of gift confirms a legal relationship between the donor and repository that is based on trust and common understanding. This relationship ensures that the materials you have donated, which help illuminate our past and its influence upon us, are preserved and made available to future generations.

 

©1995 by the Society of American Archivists. All rights reserved.