Thank you for considering the ASU University Archives for your donations! Please note the brief explanation of the procedures:
- The first step is to have a conversation with the Archivist about the materials you wish to donate.
- Generally, we accept materials that fit in with the mission of the University Archives as articulated in our Collection Development Policy.
- Make adjustments to your collection if deemed necessary by the Archivist. Here are some things to think about:
- Remove objects from frames (unless the frame itself has historical significance or the item can’t be removed without damaging it.)
- Remove duplicate materials.
- Review the materials for items of a personal nature.
- Do not include any materials that would violate privacy laws like FERPA or HIPPA.
- Is it possible the materials have been exposed to mold or pests? We have processes for remediating these issues, but we need to know in advance.
- If you are donating photographs, please include as much information about the photographs as possible. It is common to use a corresponding spreadsheet (paper or digital).
- Who has copyrights to the materials? If ASU or the Arizona Board of Regents does not own the copyright, then who does? Are they willing to transfer copyrights?
- On some occasions, the Archivist will provide a Deed of Gift form for you to review, sign, and either scan or mail. This document gives ASU official custody of the collection.
Please note: Materials that are stored according to a retention schedule and slated for destruction should be referred to the CFO’S Office and the Records Management Program.
Procedure
All of our archival collections are stored on the ASU Polytechnic campus, so we ask that materials be packed up (either by our staff or yours) and arrange to be delivered to that location. Please contact the University Archivist before you proceed with the preparation of materials and continuing with next steps. Here is the contact information:
Shannon Walker
Email: Shannon.Walker.1@asu.edu
Phone number: 602-496-7096
What will happen to your materials once they are received by ASU?
- Archives staff will open the boxes and carefully remove the contents, making every effort to maintain the order of things.
- Materials will be moved to archival-quality housing (i.e. folders, cases, boxes, etc.)
- Processing staff will take time to review materials. Depending on staff availability and workload, your materials will be processed based on department priorities.
- Once processed, inventories for collections will then be made available as finding aids on the Arizona Archives Online platform and the materials will be made available to researchers. Some selected materials may be digitized for online exhibits.