Donations

Any potential donation of historical materials should be discussed with the department’s staff in advance of the gift. External (non-University) donors are required to complete a Deed of Gift form. Having accurate and thorough documentation of donations is beneficial for our repository as well as for researchers. This form can be completed online or downloaded and filled out as a PDF.

Please call (208) 885-0845 or email libspec@uidaho.edu to discuss any potential donations of archives, personal papers, photographs, and/or select publications to Special Collections in the University of Idaho Library.

Internal Transfers

Transfer of Records to Special Collections and Archives from University of Idaho partners

The following requirements shall be met before any transfer of University of Idaho records to the Library Special Collections and Archives department:

  • An initial consultation with Special Collections and Archives to discuss scope of collection
  • Detailed and accurate labeling of record boxes/folders/enclosures
  • Complete box inventories and transfer form

Preparing Records for Transfer

  • The Special Collections and Archives prefers a standard sized durable box 15” in width x 11.5” in width x 10.5” in height and made of an acid neutral or acid free material, if possible
  • Pack records in the same order in which they are/were filed in the office
  • Leave space within the container for ease of reference (about 2-3” of working space)
  • Remove or replace hanging file folders with plain folders
  • Provide notification about condition of records, such as items that are fragile or unique/rare or that require special archival attention
  • Remove any records that contain sensitive personnel information, such as performance reviews or letters of recommendation, or student information protected by FERPA
  • Don’t send boxes of unfoldered records
  • Boxes should ideally weigh no more than 35 lbs.

Labeling and Numbering Boxes

  • Label boxes on the side (under the handle)
  • Using a marker or pencil, clearly note on the side of the box:
    • The name, division, or other organizational unit that the documents are associated with
    • The type of records within the box
    • The year or year range of records within the box
    • Any sealed or restricted records series
  • Number the boxes with consecutive numbers - for example: 1993-1, 1993-2, 1993-3, etc.

Box Inventories

  • Each records box shall contain an inventory/container list. If the inventory was created electronically, please provide a copy with the transfer form.

Records Transfer Form

  • Attach a copy of the inventory to the transfer form
  • Please keep a copy of the transfer form
  • The transfer form should accompany the records at the time of transfer or can be sent electronically or by mail

Terms and Conditions

  • It is understood that management of transferred materials becomes the responsibility of Special Collections and Archives, including decisions about retention, access, arrangement, distribution, and exhibition. Decisions will be informed by professional best practices and university priorities
  • Once transferred, items in the archives do not circulate, and all access to said items will be restricted to the Library premises

Forms:

Monetary Support

Monetary support is not required when gifting archival materials. Financial contributions do enable timely processing and helps underwrite the costs of long-term high security storage. Such funds are used to organize, maintain, and care for our collections so that they may be preserved and made available for future generations.

Gift funds may be used to honor an individual, a family, a company, or an organization, and the Library will work with donors to employ appropriate means to publicly acknowledge donations. If interested in making a monetary gift to Special Collections and Archives, please contact Dulce Kersting-Lark, department Head, at dulce@uidaho.edu or call (208) 885-1309. To discuss setting up endowments or bequests, please contact Ben Hunter, Dean of University of Idaho Libraries, at bhunter@uidaho.edu or call (208) 885-5858. More information is also available on the Giving page.