Donating Materials to the Archives
The Archives accepts additions to its collections and holdings, especially unpublished personal papers and organizational records such as correspondence, diaries, photographs, scrapbooks, and research files that complement records created by Oregon State University.
Donors and Archives staff complete an "Instrument of Donation" form, which transfers legal custody of the materials to the OSU Archives and also prescribes donation conditions and (if any) restrictions.
For additional information on donating materials or making a monetary contribution to the Archives, please contact the OSU Archives, 94 Kerr Admin. Building, Corvallis, OR 97331-2103. Phone 541-737-2165; e-mail Archives [at] orst [dot] edu.
General Information on Donating
General information on donating materials is available from the Archives in two brochures published by the Society of American Archivists, "Donating Your Personal or Family Papers to a Repository" and "Donating Your Organizational Records to a Repository" for information on these brochures email archives [at] oregonstate [dot] edu or call the OSU archives.
OSU departments and Offices
For information on transferring official University records to the Archives, please refer to Transferring Permanent Records to the University Archives.
The Archives also maintains a gift account with the OSU Foundation that is used for support of special programs and projects. Checks should be made payable to the OSU Foundation-Archives Gift Account.
Donation Guidelines and Policies
The Oregon State University Archives was established in 1961 to collect, describe, display, and preserve the organized body of permanent records created or received in connection with the transaction of University affairs.
Oregon Administrative Rules, Chapter 166, stipulates that archives of the institutions of the Oregon State System of Higher Education may "add records of private origin which relate to the history of the institution, its faculty and students, or to academic or research interests of their communities."
Collections and manuscripts are selected for preservation in the Oregon State University Archives primarily because of their historical research value. Materials accessioned will generally document the history of Oregon State University, its community, and activities. Historical collections and manuscripts accessioned by the Oregon State University Archives may include memorabilia, records, printed documents, photographic images, maps, graphic materials, and other historically significant materials in other physical forms. The historical resources of the University Archives are available for public use on the premises during regular business hours, unless otherwise specified in the donor agreement.
Unless otherwise restricted by copyright or by the donor and agreed to by the Oregon State University Archives at the time of acquisition, all literary rights are conveyed to the Oregon State University Archives. All donor access and use restrictions and conditions will be specified in the donation agreement. The Archives can assume no responsibility for abuse of literary or copyright restrictions by users of research materials.
Gifts to the University Archives are considered outright donations to be used in the best interest of the Oregon State University Archives. Donations become the sole and irrevocable property of the University Archives.
Usually, accepted gifts are considered extremely important or the best historical resources available at the time acquired. However, no individual or institution can predict or govern the changing attitudes of future generations, nor guarantee permanency beyond the best available preservation procedures. The Archives reserves the right to reevaluate and reappraise historical material in its holdings and to deaccesion them when appropriate. Deaccessioned collections and items weeded from collections during processing, due to duplication, irrelevance, limited use, or deterioration, will be offered to the original donor or his agent if so requested at the time of donation. If the donor wishes not to reclaim the material or can not be located, the University Archives reserves the right to offer the material to other depositories or discard the items. Any material declared expendable must be approved by the University Archivist.
Donations of historical material to a public research facility may be tax deductible. However, the Oregon State University Archives can not appraise donations for tax purposes. For the protection of the donor, it is recommended that such appraisals be done by a disinterested third party and before title to the material is conveyed to the Oregon State University Archives.