Archives & Distinctive Collections
Donations from Alumni and Others
Donations
Archives & Distinctive Collections gratefully accepts material within our collecting scope (See our Collection Development policy for further guidance). Contact Abby Stambach, Head of Archives & Distinctive Collections (astambac@holycross.edu), before sending any items for inclusion in the archival, manuscript or rare book collections. Please include the following the information
- A list and description of the materials your are offering
- A description of the condition of the materials
- Photographs of the materials, if possible
Since there are limited funds for conservation work, materials in fair or poor condition or have evidence of mold or pest damage will not be accepted. After the list is received, it will be reviewed by Archives staff and you will be contacted.
Donations to Archives & Distinctive Collections require the completion of a Deed of Gift Form (see below). As agreed in the Deed of Gift, donations become the property of the College, which reserves the right to dispose of materials not chosen for inclusion in the collections unless otherwise specified by the donor in the deed.
Archives & Distinctive Collections is not able to appraise gift items, and any appraisal information used by the donor for tax purposes is the responsibility of the donor.
Transferring Materials
Procedures for Transferring Physical Materials
1. Identify materials to be transferred to Archives & Distinctive Collections.
2. Contact the Archives department via archives@holycross.edu to discuss the transfer.
3. If needed, obtain record cartons from the Archives. This type of box is preferred because our shelving is designed to hold them.
4. Prepare the materials for transfer following these guidelines
- Fill the record cartons front to back making sure to maintain the original order. Do NOT overstuff the cartons.
- Remove any hanging file folders and rubber bands
- Make sure all file folders are labeled
- Remove the following items and do NOT include them in the boxes. If included, these materials will be returned to the department of origin.
- Personnel records
- Medical records
- Educational records of living persons, i.e. gradebooks, graded copies of student's work, transcripts, etc.
- Invoices, receipts and other budget records
- Duplicate copies of items
- Records containing personal identifying or sensitive information. See the College's Data Classification Policy for further guidance.
- Materials not related to the College or its activities
- Active records, i.e. materials still actively being edited or used.
5. If transferring objects, please include descriptive and/or contextual information. This helps us tell the objects' stories in the future.
6. Complete a Transfer Form (see below) and a box contents/inventory list for each box. Securely affix the Transfer Form to each box. The box contents/inventory list may be placed inside the box.
7. Arrange delivery to Archives & Distinctive Collections (3rd floor of Dinand Library) by submitting a work order via FAMIS. Notify the Archives department of the arrangements.
8. Materials may also be hand delivered to the Archives. Please do not drop off materials without first contacting the Archives. Contact us to schedule a delivery and discuss logistics.
9. Notification to the originating department will be sent upon receipt of the materials.
Procedures for Transferring Digital Materials to Archives & Distinctive Collections
1. Identify materials to be transferred to Archives & Distinctive Collections.
2. Contact the Archives department via archives@holycross.edu to discuss the transfer and to determine the best method for transfer.
3. Prepare materials for transfer. Complete a Transfer Form (see below) and include it in the transfer.
- Please do NOT include the following materials
- Personnel records
- Medical records
- Educational records of living persons, i.e. gradebooks, graded copies of student's work, transcripts, etc.
- Invoices, receipts and other budget records
- Duplicate copies of items
- Records containing personal identifying or sensitive information. See the College's Data Classification Policy for further guidance.
- Materials not related to the College or its activities
- Active records, i.e. materials still actively being edited or used.
4. Send materials to the Archives as decided.
5. Notification to the originating department will be sent upon receipt of materials.
Transferring Donated Material from a College Department
It is preferred that donation from external sources (individual who are not current College employees, faculty, and students) are handled by the Archives department. If transferring donated materials, please include the donor's contact information and any documentation, i.e. correspondence, regarding the donation.