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
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.
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
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.
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.
4. Send materials to the Archives as decided.
5. Notification to the originating department will be sent upon receipt of materials.
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.