Thank you for considering donating to the UNG Special Collections and Archives. We accept three types of donations: university records and archives, manuscript collections (non-university records), and monetary donations.
Gifts of manuscript materials and rare or special books will be considered on a case-by-case basis. Materials related to the University and its predecessors will be given priority, as will collections related to one of the five collecting areas for the UNG Special Collections and Archives. For gifts of non-archival print materials, see the UNG Libraries Gift Policy.
Preserving Institutional History
The primary goal of the University of North Georgia Special Collections and Archives is to preserve the institutional memory of UNG as well as its predecessors. While only a small portion of the records created by UNG have long-term historical value, these records serve an important role. The records connect current students, faculty, staff, and scholars to our past. University Archives not only provide the road map of how UNG has grown and changed over the years, they also tell the story of changes in higher education generally. These records allow scholars, genealogists, and artists to tell the story of UNG.
Types of Materials Collected
The University Archives consists of non-current records of historical value that are generated by or that document the activities of the university's students, faculty, staff, and administrators. Records include, but are not limited to, correspondence; course records (courses offered, syllabi, etc.); annual reports; budget records; athletic statistics and individual athlete records; office, committee, or student organization administrative files; university published materials; publication records; and materials related to special events, lectures, and ceremonies. The status of university records is determined by the University System of Georgia’s Record Retention Schedule, approval by the Director of Risk Management and Compliance, and evaluation of historical value by the Special Collections and Digital Initiatives Librarian.
Format of Materials Collected
The University Archives includes, but is not limited to, departmental records, images, audio and video recordings, maps, newspapers, printed materials, architectural renderings, and artwork. Collection materials come in both analog and digital formats. Though we currently have a small collection of university artifacts, we typically do not collect three dimensional artifacts (trophies, plaques, historical equipment, etc.).
Types of Materials Collected
The UNG Special Collections and Archives acquires through gift or purchase original materials, including, but not limited to, letters, diaries, art and architectural drawings, reports, business and personal records, journals, photographs, audio/visual materials, sound recordings, and maps. The materials may be in digital or analog formats. This collection also includes a rare and special book collection that centers on our current collecting interests.
Current Collecting Interests
Organizing, preserving, and keeping these collections available is an expensive process, so monetary gifts at all levels are also warmly welcomed and appreciated, as are bequests and other planned gifts, endowments, and larger contributions.
Gifts of funding must be made through the University of North Georgia Foundation. Please visit their website for more information on monetary donations.
You should consider donating either personal or organizational records when they are no longer used on a regular basis. For large or local collections, the archivist may want to view the collection prior to transfer. In these cases, it is best that the materials are not rearranged prior to the staff visit. Arrangements can then be made for the physical transfer of the collection. The following publications of the Society of American Archivists are helpful for understanding when to donate and what to expect when working with an archives:
Staff can provide empty boxes and assistance upon request. When packing the boxes, make sure the folder labels are showing, and the boxes aren’t over-filled. If possible, please label unidentified items. In the case of unidentified photographs, please do not write on the back of the photo. Instead, write the description on a piece of paper and place it behind the photograph.
A gift acknowledgement letter confirming the size of the donation will be sent at the time the gift is received. In accordance with IRS rulings, the library cannot appraise or attach a monetary value to the gift items. For large or unique collections, donors should obtain a professional appraisal for income tax purposes. Appraisals are the responsibility of the donor and should be completed prior to donating the collection/items to the library. The library cannot provide appraisals, but these groups may be able to guide you: