Special Collections & Archives Donations

You should consider donating either personal or organizational records when they are no longer used on a regular basis. For large and some local collections, the archivist may want to view the collection prior to transfer. In these cases, it is best that the materials not be rearranged prior to the staff visit. Arrangements can then be made for the physical transfer of the collection.

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.

Special Collections and Archives are managed by a certified archivist whose two main priorities are preservation and access to the historic collections. Collections are stored in acid-free folders and boxes in climate controlled storage. The collections are not a part of the circulating collection and are only retrieved by staff. Before collections are available for research, they are arranged and described. Descriptive guides are prepared with information about the creator of the collection, the collection itself and a detailed list of items in the collections. Catalog records are also created making the collections easy to find.

Special Collections and Archives staff encourages full access to all collections, but understand that on occasion some materials need to be restricted for a set amount of time. Special Collections staff will work with donors to set reasonable restrictions based on Special Collections and Archives policies.

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:

• Georgia Antiquarian Booksellers Association
• Antiquarian Booksellers Association of America
• American Society of Appraisers

For more information on donating single items or collections, please contact Deborah Prosser, Dean of Libraries or Allison Galloup, Special Collections and Digital Initiatives Librarian.

Gifts at all levels are appreciated, as are bequests and other planned gifts, endowments, and larger contributions. To learn more about making a monetary donation, please contact Deborah Prosser, Dean of Libraries, or Perry Roberts, Assistant Vice President for Development.