A Guide to Donating Material to the Denver Public Library Western History/Genealogy Department
Over the years, the holdings of the Denver Public Library Western History/Genealogy Department have grown as the result of generous donations of rare and unique materials. The Library continues to welcome such gifts in order to enhance the research value of its collections. This can be best accomplished by ensuring that materials offered to the Library are a good match with the Library's collecting interests.
The Scope of the Collection
The Western History/Genealogy Department collects original and secondary materials in the following subject areas: history of the trans-Mississippi West, genealogy, conservation and the WW II 10th Mountain Division. The Department is also the repository of the Denver Public Library Archives. Other collections housed in the Western History/Genealogy Department include the Ross-Barrett Historical Aeronautics Collection, and the Douglas Collection of Fine Printing and Binding.
Primary sources include:
Secondary Sources include books, pamphlets and government publications.
The histories of individuals, families, communities, businesses and organizations are documented by the records they create. These records provide unique and vital information to the community, the state and the nation. Placing the records of an individual or organization in an appropriate repository ensures that
How to Donate
Working with our staff. Itís important to consult with the staff at the Western History/Genealogy Department prior to making a donation. The staff will help you choose and prepare items appropriate to our collection. Donations offered to the Library will be reviewed by a committee, which determines whether the material is appropriate to our collection. Material not accepted by the Library will be returned to the donor. We may also be able to suggest a more appropriate repository for the material.
Culling. A collection may be donated in one or several parts. Donors do not need to sort, cull or reorganize papers prior to transferring them to the Library. If they wish to do so, we ask that they first contact our staff. It is helpful to our archivists to receive material in original order in which it was used and/or stored. Furthermore, items that the donor considers unimportant may have significant value in light of the Libraryís other holdings.
The Acquisitions Agreement. Once it has been determined that the material is appropriate to the repository, the donor will be asked to sign an Acquisitions Agreement. The Acquisitions Agreement documents the transaction between the donor and the Library. It describes the material being donated, transfers any rights to the Library and lists any restrictions on the material.
Itís important to understand that any material donated to the Library legally and physically becomes the permanent property of the Library. Because it is so expensive to store, preserve and provide access to archival material, we can only afford to do so for collections we actually own.
Transfer of ownership. Copyright belongs to the creator of the material or his or her heirs, but can be legally transferred to the Denver Public Library via the Acquisitions Agreement. The transfer of copyright applies only to those materials actually created by the donor. If your gift contains materials created by other parties (such as correspondence received from others), the copyright interests are held by those creators, though you have the right to transfer the physical object to the Library.
Appraisals. We cannot appraise donations for monetary value. If any appraisal is needed for income tax purposes it is the responsibility of the donor to establish the value of the material prior to the actual transfer.
Monetary Donations. Preparing the material in our collections for use by researchers is an expensive endeavor, and we are grateful to donors who are able to make a contribution toward the processing, cataloging, and preservation of the collections.
Access to Collections
Access. The Library will arrange, describe, catalog, preserve, and provide access to these materials in accordance with standard library and archival procedures. The materials will be open for research in accordance with the regulations and procedures of the Library.
Restrictions. Some collections contain sensitive material and portions of the collection may need to be temporarily restricted due to privacy issues. However, it is important to bear in mind that if we cannot allow researchers to use the material, its value is greatly lessened. It is important for the staff and the donor to discus the advisability and duration of such restrictions prior to the donation.
For further information contact Jim Kroll, Manager firstname.lastname@example.org, Western History/Genealogy Department, Denver Public Library, 14th Avenue Parkway, Denver, CO, 80204-2731. Telephone 720-865-1820.
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