This webpage provides information to McDaniel College student groups interested in donating their records to the Archives. While this guide is intended for student organizations, the principles outlined can be applied to private donors and other campus departments.
Student organizations and activities form an integral part of campus life, but are often underrepresented in the college's histories and archives. To elevate the voices and experiences of students, McDaniel College Archives aims to enable and support the long-term preservation of student organizations' records.
Archival records can be used by members of the community and that should be a factor as you and your group members decide on whether or not to donate to the archives.
The archives automatically restricts documents that contain personally identifiable information and other sensitive information, such as:
If you have questions or concerns about use and access of your organization's records in the archives, please contact the archivist.
For tips on donating records that document activism, see: "The Blackivists' Five Tips for Donating Your Materials"
Before beginning the transfer process, be sure to talk to all your group members. If your organization has questions or concerns, schedule a time for the archivist to meet with your group.
Contact the archivist! They can help you create a plan for transferring your materials to the archives.
Organize your records. The archives can supply record cartons and folders for boxing physical materials.
Create an inventory of the materials you are transferring. Be sure to include what box each item or folder is in.
Complete and submit a Deed of Gift. This document legally transfers the ownership and rights of your records to the archives. It also explains the rights and responsibilities the archives holds for maintaining your records and providing access to the collection.
Transfer your records via campus mail, in person pick up/drop off, or electronic submission.
Make a plan for regular transfers. Continue to document and preserve your group's activities.
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