New Acquisitions: Archives

Gifts

"Gifts" include donated material from all sources other than Pacific University departments. To process a gift of new materials:

• 1. Receive materials at the Archives.
     Each instance of receiving material is called an accession.

  2. If you do not have time to process the Gift immediately, fill out: Quick Form for New Gifts.
     Note basic information about the accession, e.g. name and contact information of donor, date of receipt, and any restrictions. Keep this information together with the material until the official accession record is made.

  3. Fill out a Gift-in-Kind Form and save it as a PDF in: //Box / Department / Library / Archives / Donor Files.
     The purpose of this form is to document the donation for University Advancement. The file should be named in this format: Donorname_GIK_2011_09_15.pdf. Print one copy.

  4. Create an Accession Record in ArchivesSpace for the gift. Print one copy [Browse to Accession > View > Ctrl+P].
     NOTE: If creating the Accession Record is going to take a long time due to the quantity of material in the gift, you can proceed without providing a full accession record to University Advancement / the Donor. In this case, be sure to note on the Quick Form that the gift paperwork has already been done but that it needs an accession record. 

  5. Shelve the material and record its location in the Accession Record.
     Copies of the items described in #3-4 above go to the following locations:

Regarding appraisals and taxes for Gifts

We should NEVER supply appraisal values to donors. This is prohibited by codes of professional ethics and is also dangerous because donors may assume wrongly that an appraisal that we provide is valid for filing their taxes. Donors should be advised of the general rules pertaining to tax deductions for Gifts-in-Kind that are printed on the bottom of the University's Gift-in-Kind form. As noted on the form, donations worth more than $4,999 must be professionally appraised if the donor wishes to take a deduction for the gift. We may not steer donors towards specific appraisers, but we may provide links to places where appraisers might be found. A good source of professional appraisers of Manuscript and Rare Book Collections is the Antiquarian Bookseller's Association of America (ABAA) Membership Directory. Advancement should be informed of any large incoming gifts and can assist with suggesting other sources of appraisers.

Special rules for tax deductions on donations of material created by the donor, e.g. personal papers and artwork

Donors of personal papers and art should be advised that there are special rules regarding tax deductions on donations of material that they personally created, such as their own writings or artwork they created. See a more detailed explanation of the laws.

Transfers

"Transfers" includes items that came from other departments at the University, such as the President's Office. To process a new transfer of material:

• 1. Receive the new materials. Each instance of receiving material is called an accession.

  2. There should be a stack of these near the door: Quick Form for New Gifts. Note basic information about the accession, e.g. name and contact information of donor, date of receipt, and any restrictions. Keep this information together with the material until the official accession record is made.

1. Create an Accession Record in ArchivesSpace for the gift. 

2. Shelve the material and record its location in the Accession Record. 

No paper files are required for transferred material: the electronic Accession record suffices to document the accession.

Purchases

• 1. Receive the new materials. Each instance of receiving material is called an accession.

  2. There should be a stack of these near the door: Quick Form for New Gifts. Note basic information about the accession, e.g. fact that it is a purchase, date of receipt, and any restrictions. Keep this information together with the material until the official accession record is made. 

1. Create an Accession Record in ArchivesSpace for the gift. Print one copy [Browse to Accession > View > Ctrl+P].

2. Shelve the material and record its location in the Accession Record. 

   1. Make 1 copy of the Invoice (or other paperwork such as the sales receipt). 

   2. File the paper copies in these locations: