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Archives & Special Collections

Policies


Collection Donation Policy


Overview

The Archives and Special Collections at Georgetown College have a priority of preserving and making available information and artifacts pertinent to the College’s history and related local history. Housed in the LRC, the primary collection interest is unpublished materials such as photographs, scrapbooks, letters and business papers, and a small collection of objects and other published materials.

The Special Collections includes books on local history and books which were published by Georgetown College faculty or by the school itself. Other college publications include runs of the Georgetonian (campus newspaper 1897-present) and the Belle of the Blue (college annual published until 2007).


Scope of collection interests

Due to our limited space and resources, the archives at Georgetown College are only interested in collecting materials relevant to the College, Scott County, and the city of Georgetown. If your materials fall outside of this scope, we will recommend a more appropriate home for them, where they are more likely to be sought out by researchers and other interested persons.

Objects such as plaques, trophies, etc. may not be permanently accessioned despite direct relationship to the College. The size of these materials creates a storage burden, both in the cost of specialty storage materials and our limited shelf space, that is not typically justified by their historical value. Instead, the Archivist will retain a small sampling of these artifacts that represent a range of events, people, and dates. Artifacts not chosen for accession will be photographed, documented, and discarded.


Loan
The loan of items from the Archives and Special Collections is prohibited except in circumstances where the condition and protection of the materials is assured. Such circumstances must include museum appropriate insurance and secured display cases for all exhibit items among the necessary conditions. Each request will be considered on a case-by-case basis by the Archivist.
Donation Process

Before donating, please box all materials and provide a checklist or inventory of contents. Please note: items that have live mold or insect issues should be stored in airtight plastic bags or containers and may be refused due to dangers posed to the collection. To deliver items, please contact the archives coordinator for an appointment and to answer any questions you might have. Upon arrival, you will receive a Deed of Gift form which gives Georgetown College the right to make your materials available for use.

As per the Library Gifts Policy: “Books and other library materials given to the LRC become the property of the Library. The Library will add to its collections all gift material that supports the research and teaching mission of the college. Any materials which upon receipt are found to be so deteriorated as to make them unfit for use will be discarded” or returned. Your gift will be acknowledged with a thank you note; if you would like, we can also provide a summary of the materials once it becomes available.


Tax Status
All material gifts to the LRC are considered non-cash charitable donations. The library and archives are unable to provide appraisals. Persons wishing to take their donation as a tax deduction should have a private appraisal done prior to donating the materials. Donors should consult their tax advisor in all cases, as the tax code regarding charitable donations is revised frequently.
Monetary Gifts
The LRC archives also welcome monetary gifts to support its collection and preservation efforts. Potential gifts should be referred to the Library Director. Additionally, the Archivist will be happy to provide you with a list of specific needs that you could meet.

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