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Donating your records

Halifax Municipal Archives is interested in receiving donations of records created by individuals, families, businesses or community organizations active within the municipality. Community records are an important supplement to the government historical record.

Donating your records to an archives is an important contribution to preserving our documentary heritage. In addition to the knowledge that your records will be securely preserved and made accessible to future generations, donors may receive, on request, a receipt for their gift to the municipality, whcih they can use for an income tax deduction (ask to see our Monetary Appraisal Policy).

Contact the Archives if you have documents, photographs, maps, plans, books, sound recordings or film that should be preserved and made accessible to the public. Below is a brief outline of the process of donating historical material to the Municipal Archives. The process may become more or less complex depending on the nature of the material:

The Donation Process:

  1. Individuals with material documenting the history of the region, that they would consider gifting to the Municipality, contact the Municpal Archivist to discuss the potential donation.
  2. The Municipal Archivist will ask about the records, who created them, and in what context, to determine if we are the most appropriate repository. The donor may be referred to another, more appropriate repository, especially one that is party to the Council of Nova Scotia Archives' Cooperative Acquisition Strategy.
  3. If the material appears to be within our acquisition mandate, the Municipal Archivist will arrange to view the records, or, if that is not possible, ask extensive questions abou the age, extent, condition and type of material being offered. If material can be brought to the Archives to be considered for acquisition, you will receive a Temporary Receipt.
  4. The Muncipal Archivist will assess the records to determine if they fit our Acquisition Policy and whether we can adequately resource their preservation and accessibility.
  5. If a recommendation to acquire is approved, the Muncipal Archivist will discuss the terms of the donation with the donor. The Deed of Gift formalizes the terms and, once signed is the legal document authorizing the gift.
  6. If the records are not already at the Archives, arrangements will be made to physicaly acquire the records.
  7. Once they are in the Municipality's custody and control, the records will be formally accessioned and eventually preserved in appropriate archival storage containers and described in our Archives Database so that researchers will be able to access the records.
  8. If a tax receipt is requested, the gift will be appraised for its fair market value and a receipt issued from the Halifax Regional Municipality.
  9. If the donor agrees, the donation will be acknowledge through approporiate publicity.

Community records are an important complement to the government historical reords; however the extent of our non-government holdings is limited by the resources available to preserve and provide access to them.