Museum - New Acquisitions

[Note: This page needs to be revised to reflect paperwork lines flowing through A&S instead of through the Library - Eva, 1/2016]

Gifts

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

• 1. Use the Quick Form for New Gifts to note basic information about the accession, e.g. name and contact information of donor, date of receipt, framing/storage notes, and any restrictions. Keep this information together with the material until the Accession Record in ArchivesSpace is made.

  2. Fill out a Gift-in-Kind Form and save it in: //Box / Department / Library / Museum / Donor Files. The file should be named in this format: Donorname_GIK_2011_09_15. Print one copy.

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

  4. NOTE: If creating the Accession Record is going to take a long time due to the quantity of material in the gift, you can forward the Gift-in-Kind form without providing a full accession record to University Advancement / the Donor. In this case, be sure to not on the Quick Form that the GIK paperwork has already been done!

1. Copies of items should be sent to these locations:

1. Physically process and shelve the material and record its location in the Accession Record.

Regarding appraisals and taxes:

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.

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

1. Physically process and shelve the material and record its location in the Accession Record.

Normally, no paper files are required for transferred material: the electronic Accession record suffices to document the accession. If paperwork needs to be kept (for example, to document the circumstances of the gift), then add them to the Art Collection Donor File, filed by the name of the department. Example: Pacific University. President's Office.

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 two copies.

2. Physically process and 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: