A Deed of Gift: What Is It?

One of the most exciting aspects of being an archivist is when a person walks in the archives with a box of records they wish to donate.  Every archivist will admit that their heart skips a beat when they see someone walk into their archives with records to donate.  

 Houston County, Tennessee Retired Teachers Scrapbooks Donation

A lot of archives would not be an archive without donors and the records they bring to us.  We depend on people to help us save our history by donating family records that are not wanted, finds at garage sales and purchasing records at estate sales.  A lot of small archives like the Houston County, Tennessee Archives does not have the budget to go out and purchase records, photographs and memorabilia at auctions or anywhere else. 

When someone donates anything to an archive, the archivist should present the donor with a document that is called “A Deed of Gift”.  This document is a legally binding document between the donor and the archive that transfers ownership and legal rights of the records from the donor to the archive. 

Houston County, Tennessee Lions Club Records and Memorabilia Donation

Once the archivist has examined the records being donated and determines that the donated material will be a good addition to their collections, the archivist should produce “A Deed of Gift” document to complete the donation process.

Most archives will not accept a records donation without a signed deed of gift. 

Information included in the deed of gift can be:

          -name of the donor and archive

          -description of the materials being donated

          -terms of the transfer of ownership

          -any restrictions imposed by the donor

          -signatures of both the donor and the archivist

For more detailed information on a deed of gift, see the Society of American Archivists “A Guide to Deeds of Gift”

http://www2.archivists.org/publications/brochures/deeds-of-gift

While a lot of genealogists prefer to keep their documents, photographs and artifacts and pass them down to their descendants, it might be that they don’t have any interested descendants to pass them down to.  If you find yourself in this predicament, consider making preparations as to where you would like your records to be donated. You have worked very hard, for many years gathering and researching your family, don’t let it get thrown away.