Week 2. Research: Donation Access

UW Special Collections currently holds two collections that Anne donated in the late 1980s: Anne Focke papers, 1968-1977 and and/or Gallery records, 1969-1985. Anne has been having some difficulty accessing these materials because they are held off-site and the container lists are somewhat minimal so it's difficult to identify exactly where the papers are that she is seeking. She was also unaware at the time of the donation that she would not be able to take any of the multiple copies that were in the files when they were donated and that any copies she requests would be stamped with the UW insignia.

I reached out to the Society of American Archivists' Lone Arrangers list-serv, asking for advice and/or anecdotes related to archiving personal papers while the creator is still living and involved in the process. Here are some of their responses:

"I have dealt with a number of personal collections. Does the deed of gift restrict her access? Is she donating the papers with money? Not every place expects donors to pay for copies. This is something that generates lots of bad feelings and discourages others from donating."

"One possible solution would be for your collector to not donate the papers just yet. I would suggest having a discussion with the receiving institution concerning a custody agreement and either a phased donation or donation upon death. If worded properly this will ensure that any materials removed from the collection for continued use are returned to the collection without loss of context. Additionally, custody agreements (generally) have more flexibility policy-wise which may help your collector negotiate some small terms such as access to the collection before it is processed. Of course the collector should expect to have her access limited to normal business hours and should not expect to have staff available to make unlimited free photocopies. Naturally, the institution that you are considering making the donation to might not be interested in a custody agreement."

"If the donor wishes to hold on to a portion of her papers, she could sign a donor agreement to cover the entire collection, noting that a portion will be kept until she relinquishes them or passes beyond the ability to make decisions for herself. I add an additional donor agreement for the withheld part, noting that it is a reinforcement of the original agreement. Just to be sure. It restores the collection to its original arrangement, rather than being treated as an accretion.

The point for me is that if the papers are of research value, the establishment of a good relationship with the donor (who may come up with some other material or persuade another good donor to come the same direction, who knows) and the physical possession of the papers (a bird in the hand is worth 2 in the bush) might make concessions on the part of the archives worthwhile. If she can do with accessing the papers after transfer as any other researcher would, perhaps with special assistance from an archivist to make sure order is retained, or if copies can be made by the archives, or herself at the archives, possibly digital ones, it would be better to have possession.

I would get a full deed of gift, donor agreement, what-have-you, with an addendum saying she may continue use for whatever time, but still establishing ownership. After all, she wants the papers in the archives, a gift that is greatly appreciated. She doesn't, however, want to run the risk someone with a real or imaginary claim or ax to grind come and obstruct her generous gift from its use as research material, either by claiming possession or claiming some right to keep it from being used (I've had the last one too; someone else had a different version of incidents than the donor and wanted to keep the donated papers from seeing the light of day.)"

"From a time with the collection perspective, if you need to expand the finding aid, you might consider what I do with one of my contract jobs. I take the time to go through the folders using my camera on video setting and reading as I go. It takes time, but I get through 8 boxes much faster than I would doing a basic inventory and at the same time get a feel for what is where for arrangement or other reasons. If I don’t get finished with part of what I am working on at the time, I work a few hours at home adding to my list, which I make on an Excel spreadsheet. In your case, if they cannot make a deeper level inventory, they may be able to let you go through and film the folder titles. You then have the information needed to make a more detailed list for any containers. In return, you could make a copy for the institution. I bring the information from the boxes home with me, leaving the records behind, and get my work done on a more flexible schedule. Great for catching up on hours if you're not on salary as well."