Archives: Donations

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Donating Resources to Trent University Archives

Trent University has developed its important collection of archival resource materials through the generosity of many donors including individuals, institutions and associations. In order to preserve the integrity and coherence of our holdings, we follow a written Archives policy mandate and require donors to agree to the terms and conditions of our gift form. Papers are accepted into our collection after prior agreement between donor and archives. If the donor believes their papers to have a financial value of more than $1,000 and wishes to receive a tax receipt, an external professional appraisal is required. It is the responsibility of the donor to arrange and pay for this evaluation. Otherwise, if the donor believes their papers to have a financial value of less than $1,000 and wishes to receive a tax receipt, an in-house evaluation will be conducted by the Archivist. For our part, Trent University Archives arranges, permanently preserves and makes available to researchers, such materials as are accepted into our care. Those who are interested in donating their personal or research papers should see the specific information on the procedure to be followed.

More detailed information regarding donations can be found here.

Monetary Donations to Trent University Archives

Monetary donations to Trent University Archives are most welcome. Please contact the Trent University External Relations and Advancement Office for details.

Gift Form (for Donations of Papers)

GIFT AGREEMENT FORM

I hereby convey to Trent University Archives as an unrestricted gift the materials described below and transfer to the University ownership and legal title, copyright, and literary rights.

Trent University Archives:

(a) will maintain materials donated of lasting historical value according to archival procedures;

(b) will make available to the public all materials donated for research purposes. Permission to reproduce these materials will rest with the Archives. If access is to be restricted, it must be agreed to at the time of donation and for a specified length of time;

(c) will include the name of this donor on our website

(d)  may retain, loan, display or dispose of these materials in such manner as is in the best interests of the University.

Brief description of the donation

List any material that requires restrictions (if any) plus the date the restrictions will end: 

 

 

 

 

Do you wish material not retained returned to you at your expense?  Yes/No

If no, we will dispose of the material in such manner as is in the best interests of the University.

Date:

Name of Donor (print):

 

Signature of Donor:

Address:

 

 

E-Mail Address:

Telephone:

I request an appraisal of the material retained in the Archives be undertaken.

Yes __________   No ________

I request an in-house evaluation of my donation and an official receipt issued for income tax deduction purposes. I understand that if a tax receipt is issued for the donation, it will be for the fair market value of the materials retained as established by the University Archivist to a maximum of $1000.00. Such a tax receipt will be issued by the University.

Yes__________   No__________

OR

I request that an external appraisal of my donation be done and an official receipt issued for income tax deduction purposes.  I understand that this means an arm’s length appraisal as is required by the Canada Revenue Agency and payment for this appraisal service by a professional appraiser external to and approved by the University will be at my cost.  The resulting tax receipt will be issued by the University. 

Yes__________   No__________

 

Signature of Donor:

 

Name of Donor (print)

 

Date:

 

 

Name assigned to the fonds:

 

  

 

Please tell us any history associated with this collection  e.g. the creator(s), the chain of ownership, how you came to own it, events, people and places depicted etc.