Members' Acquisition Policies

Age of Sail - Archive Policy

Archive information will be collected under the same policies and procedures as regular collections. Items must reflect the mandate of the society and be assessed by the Executive director/Manager as being appropriate in content and condition.

We retain membership in of CNSA and we endeavor to adhere to their requirements.

Oralee O’Byrne has completed the archival certificate through CNSA and we will endeavor to retain an employee or volunteer with this qualification as able.

  Due diligence will be given in the care of all objects to the best of the societies ability. Items will be assessed in the same manner as artefacts and added to the collections database. Items will be stored in the Archive room unless on display in an exhibition (migration of object must be recorded under location)

Procedures

1. Cotton or nitrile gloves will be used when handling originals.
2. Fragile items will be photocopied, and copies used for research or display when appropriate
3. Items will be taken to archive room for archival accessioning (in addition to reference binder-finding aid) and filing. All attempts to access items following the Rules for Archival Description will be made
4. Only the archivist or trained person will be allowed in the archive holding room. All archives will be brought to the researcher by the archivist and returned by the archivist. 
5. Finding aid will be kept both digitally and in hard copy in the archives
6. Monitoring of humidity and temperature will be ongoing
7. Research and access policy will be enforced.

Currently our Archival holdings are a work in progress

Collections Management Policy

The Greville Bay Shipbuilding Museum Society will follow a collections policy in accordance with our Mission - The Greville Bay Shipbuilding Museum Society’s mission is to inspire an understanding and appreciation of the lumbering and seafaring history through interactive displays and discussion while fostering connections and relationships and availability of human and financial resources to acquire, document, preserve, store, and exhibit the artefact in existing facilities

• Opportunities for use, exhibition, research, and other program requirements
• Physical condition
• Cultural sensitivity
• Absence of threats to users or to other elements of the collection
• Absence of restrictions on use or disposal

Last Review May 2024 

Last Updated Dec 2021

Mandate

Working in the framework of the Nova Scotia community museum program and using best practices to maintain physically and culturally a center for the preservation of our lumbering and seafaring history particularly of the Parrsborough Shore. Objects are acquired and preserved for education, research, and exhibition alongside supporting documentation. The Society is responsible for preserving the collection and making it accessible to current and future generations.

1. The museum’s board of directors is ultimately responsible for the collection, with the Executive Director ensuring that collection management policies, guidelines, procedures, and standards are developed and implemented. It is the ED’s responsibility to make certain that anyone who works with the collection is aware of the policies and procedures and adheres to the code of Ethics adopted by the society. This policy may be updated or changed at any time in whole or in part with the consent of the executive board
2. Acquisitions are ultimately the responsibility of the ED. (S)He must ensure that the Collections Committee has the appropriate documentation available to make an informed decision to acquire or reject the potential acquisition. The Collections Committee will be comprised of at least 2 people, appointed by the board of directors, who work directly with the ED. 
3. The society will accept items of interest to The Age of Sail Heritage Center Museum and Archives that pertain to the lumbering, shipbuilding, sailing and community life around the Bay of Fundy, in particular the Minas Shore from Parrsboro to Apple River. Currently the society is not actively encouraging donations except archival.
4. The society, as a non-profit, does not deem to collect items through purchasing.
5. Items assessed as of delicate condition or rarity will be kept under lock and key or displayed under closure. This will be the decision and responsibility of the executive director.
6. The society is able to provide tax receipts of “gift in kind” for some donated items. The president and executive director can access, through fair market value, items under $1000 referencing 2 items of comparison. Items over this amount would need to be assessed by an independent appraiser at the cost of the donor.
7. Loans are not encouraged but may be obtained for special exhibits according to loan policy.
8. Items can be deaccessioned according to the separate Deaccession Policy
9. The museum may repatriate objects in accordance with the principles and guidelines stated in the Canadian Museums Association’s Ethics Guidelines, and in the Canadian Archaeological Association’s Statement for Ethical Conduct Pertaining to Aboriginal People. This is dealt with on a case by case basis with sensitivity and respect
10. All donations will be recorded by the member of staff on duty at the time and, procedures for Collections Management and Data Entry will be followed.
11. Items of delicate condition including books of rarity or value will be kept under lock and key or displayed under closure. This will be the decision & responsibility of the Executive director.

Procedures

Acquisitions to the museum’s collection are made with the stewardship of the collection in mind; an object is acquired with the intention that it will permanently remain in the collection and not with the purpose of eventual disposal. Before completing an acquisition, the museum must make every effort to determine and document legal ownership from the potential donor or vendor.  To maintain the stewardship of the collection, the museum accepts objects for acquisition with both the short- and long-term objectives of the collection in mind. Some acquisitions may be made for educational purposes as part of a “working collection,” but these objects may be subject to reduced levels of care and documentation. The collections committee and ED will seek to build on strengths and address weaknesses of the collection while adhering to the mandate of the organization.  This is accomplished by complying with the following criteria:

• Relevance to the museum’s mission statement or collections mandate
• Significance (i.e. association with a person, event, geographical area, or historical period)
• Oral or written documentation to support ownership, authenticity, study, and use
• Compliance with applicable legislation (i.e. Firearms Act)
• Compliance with the Ethics Guidelines 
• Av

The Archives of the Diocese of Nova Scotia and Prince Edward Island (hereafter “the Archives”) will acquire, arrange, describe, preserve and make available non-current (non-active and non-semi-active) records of continuing value to the Diocese, its parishes, officers, agencies, committees and organizations excepting those records canonically required to be kept in the custody of the Registrar of the Diocese. The Archives will preserve and maintain intellectual and physical control of the records in its custody and develop policies, procedures and guidelines to achieve this mandate.

The Archives derives its mandate from Canons 23 and 24 (REVISION NO. 194 - 1991 NEW) approved by the Synod of the Diocese.

I. The Archivist

Under Canon 23, the Bishop appoints, at pleasure, an Archivist for the Diocese to be the custodian of all archival records, that is, non-current records of continuing value to the Diocese, including its parishes, its officers and agencies, committees and organizations except those records canonically required to be kept in the custody of the Registrar of the Diocese.

1. In consultation with the Archives Committee, the Executive Secretary of Synod and the Registrar, the Archivist shall make recommendations to the appropriate authorities regarding all aspects of the management and preservation of archival records.
2. The Synod shall secure a place of deposit for the archival records of the Diocese.
3. The Archivist shall report to Synod on the services, acquisitions and activities of the Archives.

II. The Archives Committee

Under Canon 24, there shall be a committee of Synod known as the “Archives Committee”, consisting of:

• Eight persons appointed by the Appointments Committee of Synod,
• The Diocesan Archivist,
• The Diocesan Registrar and
• The Executive Secretary of Synod (the Executive Secretary of Synod is responsible for records of Synod).

The purpose and objectives of the Archives Committee are:

1. To make recommendations for the management and development of archival activities within the Diocese in order to ensure the archival retention of records of enduring value to the Diocese,
2. To recommend policies and procedures for a continuing program of records management of the current records of Synod, its officers and committees and of parishes, regions and institutions of the Diocese,
3. To oversee the archival needs, both physical and operational, of the Diocese and to recommend such measures as may be deemed advisable to advance the preservation and use of records of enduring value,
4. To provide access to the intellectual content of its collection while observing and enforcing confidentiality/privacy policies and restrictions on access policies of the General Synod Archives, the Primate, the Archives of the Ecclesiastical Province of Canada and the Diocesan Synod
5. To restrict physical access to original records where their condition requires it in accordance with the Diocesan Archives’ preservation policy and strategy.

ACQUISITION POLICY 

It is the policy of the Diocesan Archives to acquire all non-current records of continuing value to the Diocese, including its parishes, its officers and agencies, committees and organizations except those records canonically required to be kept in the custody of the Registrar of the Diocese.

POLICY OBJECTIVE

The objective of this policy is to provide a guideline for the acquisition of records of the Diocese of Nova Scotia and Prince Edward Island, its parishes, organizations, clergy and parishioners.

POLICY APPLICATION

This policy applies to the Diocesan Archivist, the Diocesan Archives Committee and persons or organizations making deposits of archival material to the Archives.

POLICY DIRECTIVES

The acquisition of records by the Diocesan Archives will be guided by the following directives:

1. The Archives will acquire for permanent retention:

• • All records of archival value created by Diocesan Synod and Diocesan Administration.

• • All records of archival value created by the Parishes of the Diocese, including, but not limited to, their registers, financial ledgers and annual reports, their minutes of Parish Council and congregational meetings, records of Sunday Schools, church groups and committees.
  • The records of Diocesan clergy, significant laypersons, institutions and societies; Parish and church histories, clerical and lay biographies and related publications may be acquired.

• • Records of institutions, societies, organizations and clubs of Diocesan Deaneries and Parishes may be acquired.
  • Originals or copies of Diocesan publications, and the complete runs of out of print Diocesan, Deanery and Parish publications may be acquired.
  • Photographs, maps and architectural plans may be acquired.
  • Oral histories concerning any aspect of the Diocese’s history may be acquired.

2. Parish records created for baptisms, confirmations, marriages and burials; and other vital church records, will be accepted for preservation only.
3. The acquisition of library material will be limited to publications having a direct relevance to the past, present and future life of the Diocese.
4. Prayer Books and Bibles will be acquired only if they are of historical significance to the Diocese.
5. Artifacts will not be collected or accepted.
6. The Archives will not accept records that may be hazardous to or compromise the holdings or the health and safety of Archives staff and researchers. All possible efforts should be made to preserve the originals; after treatment or reformatting, these records will be reconsidered for deposit. The Diocesan Archives will provide, upon request, information and advice to the parish to help arrange for the recovery treatment of damaged records.
7. All accessions may be subject to archival appraisal, which may result in the return or other disposition of some or all of the accession. All accessions will be arranged and described according to current archival practice.
8. All records deposited in the Archives must be accompanied by as much contextual information as possible.

OTHER RELATED POLICIES

Diocesan Archives Mandate

Diocesan Access Policy

Diocesan Preservation Policy

Diocesan Preservation and Conservation Procedures

POLICY REVIEW

This policy will be reviewed bi-annually by the Diocesan Archives Committee.

POLICY ENQUIRIES

Questions concerning this policy should be directed in the first instance to the Diocesan Archivist.

(Approved: October 2019)

Annapolis Valley MacDonald Museum

Collections/Acquisition Committee

Acceptance of donations to the Museum’s collection is the responsibility of the Museum’s Accession Committee. A committee consisting of the Museum Director, Receptionist/Museum Assistant, and one AVHS board director will examine and determine what artifacts are accepted into the Museum’s collection or de-accessioned based on a set of criteria outlined in the Collections Management policy. The criteria is as follows:

1. The artifact/archive must pertain to the history of the Annapolis Valley (Windsor to Digby).
2. Must be deemed useful to the Museum’s display, research and interpretive activities.
3. Duplicates will not be collected unless they serve a useful purpose such as extension program displays, traveling educational programs, etc. (i.e. working artifacts/archives).
4. Must be historically significant contributing to the clearer understanding or interpretation of some former custom, activity, episode or personality.
5. History (provenance) of an artifact/archive gives it an historic individuality and contributes to the interpretation of said artifact/archive in an exhibit.
6. Artifacts/archives must be in good condition or in the approximate condition it was in when it was in use. Also, objects must be in reasonable condition so that the Museum may fulfil its goal of preservation with as little alteration as possible.
7. The significance of an artifact/archive will be enhanced if it is associated in some manner with important and well-known periods, events, or individuals.
8. The items are free and clear of restricting conditions as to use and future disposition.
9. The Museum is satisfied that the perspective donor has legal title to the item(s) and its possession or transfer does not contravene any existing laws and regulations.

Very few artifacts will be acquired by purchase as the Museum has limited funds. All purchases must be approved by the Management Committee.

(Approved: March 22nd, 2019)

MISSION, MANDAT ET POLITIQUES

PRÉAMBULE

L'année 1971 marquait un point tournant dans l'histoire de l'Université Sainte-Anne, lorsque la Congrégation eudiste, incapable d'en assumer plus longtemps les coûts d'opération, cédait l'institution aux agences gouvernementales. Monsieur Louis R. Comeau, alors député fédéral de la circonscription South-West Nova accédait au poste de premier recteur laïc de l'Université Sainte-Anne. La promotion et la préservation de la culture acadienne en Nouvelle-Écosse étaient aux premiers rangs de ses objectifs. Pour les réaliser, le Conseil d'administration de l'Université approuvait la création du Centre acadien en 1973.

ÉNONCÉ DE MISSION

La mission des Archives du Centre acadien de l'Université Sainte-Anne est de faire connaîître et rayonner l'histoire et la culture des Acadiens de la Nouvelle-Écosse, et ce, premièrement au sein des provinces Maritimes et deuxièmement, auprès des autres collectivités et regroupements du Canada, des États-Unis et de l'Europe.

MANDAT

1) Énoncé de mandat

Afin de réaliser sa mission, les Archives du Centre acadien s'inscrivent dans un mandat à triple dynamiques:

1.1) la collecte d'information directement ou indirectement liée à l'histoire et à la culture des Acadiens de la Nouvelle-Écosse, ainsi que la collecte des archives institutionnelles de l'Université Sainte-Anne, et ce, pour fins de recherche et d'enseignement

1.2) l'évaluation, la description, la classification, et l'entreposage des informations collectionnées;

1.3) la diffusion publique des informations recueillies.

2) Modalités du mandat

2.1) La source de l'information obtenue peut être primaire, secondaire ou tertiaire.

2.2) La méthode utilisée pour la description des pièces d'archives est conforme avec les "rèèglement pour les descriptions des documents d'archives (RDDA)" et la méthode de classification des textes imprimés est conforme avec la méthode Library of Congress. L'entreposage des archives se fait dans un environnement contrôlé muni d'appareils technologiques de pointe dans les pratiques courantes de conservation.

2.3) La diffusion des renseignements se fait par un système de consultation sur place, par la recherche, par la publication, par l'enseignement et par les conférences du personnel professionnel du Centre acadien.

POLITIQUE D'ACQUISITION

1) But:

Le but de ce document est d'établir une politique d'acquisition de documentation par les Archives du Centre acadien de l'Université Sainte-Anne, de décrire l'étendue du mandat d'acquisition, d'établir les principes et les objectifs d'acquisition et de définir le rôle et les responsabilités du personnel engagé dans le processus d'acquisition du matériel.

2) Définitions

2.1) Acquisition

Tout ajout à la collection des Archives du Centre acadien. Les voies normales d'acquisition sont le dépôt, le don, le legs, le prêt, et l'achat.

2.2) Archives

La documentation est acquise et préservée à cause de sa valeur intrinsèque nonobstant la date, la forme physique et les caractéristiques des documents.

2.3) Fonds

Un assortiment de documents accumulés et regroupés par un individu ou une entité légale dans la poursuite de ses activités. Sont comprises dans les entités légales toutes associations, fédérations, sociétés, corporations, et institutions.

2.4) Collection

Une accumulation artificielle de documents variés.

2.5) Dépôt

Manière d'acquisition selon laquelle un individu ou une entité légale dépose pour un temps indéterminé ses documents aux Archives du Centre acadien sans que soient transférés les droits de propriété.

2.6) Don

Manière d'acquisition selon laquelle un individu ou une entité légale transfert gratuitement les droits de propriété de ses documents aux Archives du Centre acadien.

2.7) Legs

Manière d'acquisition selon laquelle un individu ou une entité légale transfert par testament ses droits de propriété de ses documents aux Archives du Centre acadien.

2.8) Prêt

L'acquisition temporaire de documents dont la durée peut être renouvelée. Tout prêt peut être transformé en don.

2.9) Achat

Manière d'acquisition selon laquelle les Archives du Centre acadien obtiennent les droits de propriété de documents spécifiques en payant une somme d'argent au créateur ou au propriétaire  des dits documents.

2.10) Archives institutionnelles

Les Archives institutionnelles sont les archives créées par les secteurs universitaires et administratifs de l'Université Sainte-Anne. Sont incluses dans la catégorie d'archives institutionnelles, entre autres, les archives de L'Association des Anciens Élèves et Amis de l'Université Sainte-Anne.

2.11) Provenance

Principe fondamental selon lequel les archives d'une provenance spécifique ne peuvent être entremêlées avec les archives d'une autre provenance.

2.12) Territorialité

La territorialité est un principe archivistique stipulant que des archives doivent normalement être conservées à l'intérieur du territoire où elles ont été créées.

3) Objectifs

Afin de mener à bien son mandat d'acquisition, les Archives du Centre acadien se donne les objectifs suivants :

3.1) Contribuer de façon significative à la préservation de l'héritage acadien en Nouvelle-Écosse et d'éveiller dans la conscience collective acadienne un sentiment de fierté patrimoniale.

3.2) Soutenir l'enseignement et la recherche dans les secteurs historique et socioculturel de la vie acadienne en Nouvelle-Écosse.

3.3) Préserver la documentation pour faire connaître l'histoire, la mission, les traditions, les politiques et les programmes de la seule université d'expression française en Nouvelle-Écosse.

4. Principes

Les principes suivants sont à la base de la politique d'acquisition et ils gouvernent l'orientation ainsi que les mécanismes d'acquisition.

4.1) L'acquisition du matériel est basée avant tout sur la signification et la pertinence des documents quant aux objectifs énumérés à la section précédente.

4.2) Toute acquisition peut être réévaluée périodiquement afin d'assurer sa pertinence aux objectifs proposés. La direction des Archives peut se débarrasser du matériel jugé désuet ou sans rapport aux objectifs.

4.3) L'acquisition du matériel se fait conformément aux principes archivistiques acceptés, tels la provenance et la territorialité afin d'éviter l'altération et l'amoindrissement des fonds.

4.4) Le matériel est acquis en considérant et en respectant les mandats des autres dépôts d'archives acadiennes en Nouvelle-Écosse.

4.5) Toute acquisition est faite conformément aux capacités des Archives du Centre acadien à gérer le matériel reçu. Entrent en règle du jeu les considérations suivantes: la quantité des documents, la condition physique de ceux-ci et les ressources humaines disponibles pour assurer une classification et une description adéquates.

5) Étendue de la politique d'acquisition

La mission des Archives du Centre acadien étant de faire connaître et rayonner l'histoire et la culture des Acadiens de la Nouvelle-Écosse, une politique d'acquisition du matériel archivistique est nécessaire afin de mener à bien cette mission et pour préciser le mandat que les Archives du Centre acadien se sont donné pour réaliser la mission du Centre.

5.1) Matériel archivistique

Les Archives du Centre acadien acquièrent des archives non-institutionnelles irrespectif du genre ou du format de celles-ci. Ces archives peuvent comprendre des documents architecturaux, cartographiques, filmiques, sonores, et iconographiques, incluant des desseins, des affiches et des photographies ainsi que des documents multimédias. Inclus dans la documentation textuelle collectionnée sont la correspondance, les journaux, les registres, les rapports et études, les manuscrits, les ventes de terres, les testaments et autres documents légaux et les indexes.

5.2) Documents imprimés

Les documents imprimés font partie du matériel collectionné par les Archives du Centre acadien. Sont inclus dans cette catégorie les études, les monographies, tout autre livre (rares ou contemporains), les périodiques, les thèses et les mémoires.

5.3) Reproductions

Dans la mesure du possible, et sans encombrer l'espace disponible, les Archives du Centre acadien acceptent, pour des raisons de préservation du contenu intellectuel seulement, des reproductions de documents textuels, sonores, iconographiques et multimédias.
5.4) Archives institutionnelles

Les Archives du Centre acadien acquièrent les archives de l'institution mère, soit l'Université Sainte-Anne. Font partie des archives institutionnelles tout document en provenance des secteurs universitaire et administratif de l'Université  ainsi que ceux générés par l'Association des Anciens élèves et amis.

5.5) Artefaits

Les Archives du Centre acadien de l'Université Sainte-Anne ont collectionné des artefaits dans le passé, et cette collecte a permis l'aménagement d'un modeste musée. A moins que des raisons particulières et spéciales l'exigent  les Archives du Centre acadien n'acceptent pas des artefaits dans le moment, et ce, pour des raisons de manque d'espace et de manque de personnel professionnel. Des articles, tels des médailles, des certificats, des plaques et autres souvenirs de reconnaissance, peuvent être préservés lorsque ceux-ci sont directement liés au travail et aux activités d'un créateur de fonds.

DÉCEMBRE 1999

ARGYLE MUNICIPALITY HISTORICAL & GENEALOGICAL SOCIETY:

The corporate body in charge of the administration of

The Argyle Township Court House & Archives

ARGYLE TOWNSHIP COURT HOUSE & ARCHIVES COLLECTION POLICY FOR MUSEUM

As Canada's oldest standing courthouse, we recognize that the Argyle Township Court (the building itself), is our primary and most important artifact.  As such the only additional materials or artifacts that we collect are those which assist in the interpretation of this historic site.

Our first collection aim is the retrieval of any artifacts still extant, that are known to have originally been used in this building.  This includes furniture, stoves, jail items such as locks, handcuffs, etc.

Our second collection aim is to collect only those additional artifacts or items which aid in the interpretation of the courthouse and gaol, as it would have been during its working life,  or that aid in the interpretation of the history of how justice and government was administered at the local level in Nova Scotia.

Items offered to our Society which do not fit into the collection policy will be refused and or/referred to other appropriate institutions.

ACQUISITION POLICY FOR THE ARCHIVES

1. To collect, appraise, arrange and describe, preserve and make available to the public the records of the Municipality of the District of Argyle in Yarmouth Co., N.S.  This is to include all of those records extant in the Argyle Township Court House at the time of its restoration in 1982, as well as the ongoing records generated by this municipal government.

2.  To collect, appraise, arrange and describe, preserve and make available to the public any information in any media form relating to the history of the people, communities, institutions, etc. that make up the Municipality of Argyle in Yarmouth County, Nova Scotia.  This is to include information on people and families who originated in this municipality, but subsequently settled in other places.

COLLECTION MANAGEMENT

It is the policy of the Argyle Township Court House & Archives to maintain proper accession records and donor records that will document the acquisition of items and their provenance.

It is further our policy to attempt wherever possible to document the provenance of those items acquired by our institution before such records were properly maintained.

Mandate

The Beaton Institute of Cape Breton Studies is a repository of Cape Breton history and the archives of the Cape Breton University. It is not only a repository, but it performs and fosters research in the deep and growing cultural heritage of the island. In performing these tasks, it is the mandate of the Institute :

To appraise, collect, organize, describe, preserve and  make available, records of historical, legal, fiscal, and/or administrative value to the Cape Breton University and to the Island of Cape Breton.

To provide adequate facilities for the retention and preservation of such records.

To provide information services that will assist the operation of the University College.

To serve as a resource and laboratory to stimulate, nourish and produce creative research, teaching and learning.

To serve research and scholarship by making available and encouraging the use of its collections by members of the University College and the community at large.

To promote knowledge and understanding of the origins, aims, programs, and goals of  the University College, and of the development of these aims, goals and programs.

To facilitate efficient records management.

ACQUISITIONS

Acquisition Policy

In keeping with its mandate, the Beaton Institute is responsible for the acquisition of records relating to both CBU and the broader area relating to the history and culture of Cape Breton Island.

Institute staff are responsible for seeking out records within CBU and the Cape Breton community at large. The director has the authority to negotiate the transfer of records from all CBU offices, and may accept custody of confidential University College records.  Materials not relating directly to CBU or Cape Breton Island may be referred to other suitable locations.

All material deposited in the Beaton Institute becomes the property of CBU, and any rights, including copyrights, vested in the depositor, pass to CBU. A donor may, under agreement with the director of the Beaton Institute, restrict access to an item or group of items for a designated period of time. This will be agreed to in writing and will be noted in the deed of gift, inventory and accession record. CBU material will be available at the discretion of the director on the advice of relevant responsibility centre.

The Beaton Institute will collect both printed and non-printed material at the discretion of the director. This includes, but is not restricted to, textual records, photographs, maps, plans, architectural records, audio and visual records, oral history tapes, books, microfilm, and electronically stored data.  In exceptional circumstances, artifacts which relate to archival holdings will be accepted, though the Beaton Institute does not collect three dimensional items. Generally speaking, multiple copies of materials will not be kept.

The staff of the Beaton Institute will be responsible for bringing acquisition issues, including the development of plans and strategies to the attention of the director.

A written record is kept throughout the acquisition process, to track material and its creator/donor.

Accessioning/Deaccessioning

Material is actively sought out by the archival staff through inquiries to the various creators both within and outside CBU.

Materials may be acquired by the Institute via transfer or donation. In each case, when the material is accepted, a Deed of Gift is signed in duplicate by the donor and director or a member of the Institute staff. A preliminary accession record, and a donor card are then completed. A detailed Accession Record is then completed after the material is appraised. (See appendix for examples of forms)

During reappraisal, staff may find materials which no longer fit the Institutes criteria. Staff will determine what is to be deaccessioned, justify the deaccession, suggest a method of disposal. In the case of CBU records the director will first confer with current responsibility centre managers. After deaccessioning a deaccession record is completed and filed with the accession record and in a separate deaccession record.

Donations/Agreements

Materials offered as donations will be considered on an individual basis. Archival staff examine all items before the donation is accepted. The decision will be based on the following criteria: relationship of the material to the Institute’s collection mandate, the value of the material to the research community and the donor’s relationship to Cape Breton and/or CBU.

For all donations, a Deed of Gift must be completed. This is a legal document containing a voluntary transfer of title to real or personal property without monetary consideration.

When meeting with a potential donor, Institute staff go over the Deed of Gift in detail. The concept of the transfer of ownership from the donor to CBU is explained as are any donation conditions and potential restrictions on sensitive material. A copy of the Deed is given to the donor. If a donor gives several donations, the process must be repeated for each group.

Transfer

Materials transferred to the Institute from within CBU must be recorded on the Transfer Record. The record will contain any restrictions that apply.  A new Transfer Record is completed for each group received.

Loan Requests

The Beaton Institute may request a temporary loan of material from other archives or individuals to reproduce for the purpose of supplementing the Institute’s collection. Under these circumstances, materials may be requested along with permission for reproduction and deposition in the Institute. All forms must be completed properly, and loan conditions must be adhered to strictly. The Institute does not accept permanent loans except  in exceptional and unusual circumstances and only with the written agreement of both parties as to the terms of the loan.

Appraisals

Before any material is accepted, it must be appraised to determine if the material falls within the Institute’s mandate. Any information relating to the material must be investigated. Institute staff will examine the material to ensure that it is relevant to the mandate of the Institute and to determine if all or part of the material shall be returned to the potential donor and what shall be retained for the Institute. Periodically, all materials must be reappraised to determine whether they should continue to be maintained in the collection.

Acquisition Policy

The Celtic Music Interpretive Society Archives will actively collect, preserve, organize, and make available to the public the documentary records of organizations, individuals, and groups, including but not limited to musicians, and historians, and students of Cape Breton's Celtic Music, with the aim of preserving the traditions and promoting the contemporary aspects of this ancient and evolving music, from the history of its early development on Cape Breton Island to the present day.

Definitions of Terms

Acquisition - The process of adding to the holdings of an archival repository.

Appraisal - The process of determining whether records are archival.

Bequest - Transfer of custody and title to documents by last will and testament.

Collections - Archival materials, items in the Resource and Reference library and materials in Special Collections.

Deposit - The mode of acquisition by which an individual or corporate body temporarily places records in the custody of the Celtic Music Interpretive Centre.

Fonds- original records of archival value that were created by an individual, organization, or group.

Gift - The mode of acquisition by which an individual or corporate body transfers freely and without charge, the full ownership of records to Cape Breton's Celtic Music Interpretive Centre.

Loan - Temporary acquisition that can be renewed or converted into a gift.

Provenance - Archival principle that stipulates that the records of a person or organization or agency should be kept in their original order in the fonds in which they were created.

Territoriality - Archival principle that stipulates that archives should be preserved within the territory in which they were created.

Aims

The Celtic Music Interpretive Archives has archival holdings that are comprised of documents, photographs, drawings, letters, and, audio and video recordings, and maps. The Archives will accept historical material of any medium, including: textual records, photographs, other visual records, maps, sound recordings and oral history. However, this does not include the regular acquisition of artifacts or similar museum materials; these will only be acquired selectively if they relate directly to, and support the understanding, use and/or display of, a specific archival document. The archives staff can direct such items to be transferred to the museum collections area of the Society.

The specific purpose of Celtic Music Interpretive Centre Society is…

…to collect, preserve and promote the Celtic Music of Cape Breton through Education, Research, and Performance.

In particular, the Archives will assist development of all aspects of those endeavors by:

• Archiving the documents of professional and non-professional Cape Breton musicians, singers, dancers who have contributed to the Celtic music culture, including but not limited to, those who have ancestral roots in, reside in, or have expressed an active interest in Cape Breton and its music traditions a) within Inverness County, b) throughout Cape Breton and Nova Scotia, and c) nationally and internationally wherever a local connection to the music is established.

• supplementing the work and interests of the Celtic Music Interpretive Society;

• collecting and preserving documents, books, photographs, newspapers, and audio-visual material
that pertain to the culture of Cape Breton Celtic Music;

• to create finding aids for users and make the material available to researchers;

•to supplement artifacts held by the Society for interpretive purposes with reference materials;

• arranging and describing these materials according to archival principles and making them accessible to the general public on a regular basis, unless access is restricted by legal requirements or written agreements with the donor;

• provide regular reference services to individuals, organizations, or other groups interested in the activities and holdings of the Archives;

• provide educational and outreach programming whenever possible to increase public awareness and appreciation of the preservation and collection of Cape Breton's Celtic Music history and development

The Archives Department consists of the Archival holdings, Special Collections and Reference Library.

The Archives will accept material by gift or bequest. The Archivist and Executive Director to the board will together consider loans, deposits, and purchases of material and the decision will be made based on the relevancy of the material to the mandate of the Society.

All acquisitions must include a written agreement or an exchange of correspondence specifying the rights and obligations of each party.

At the request of the donor, a receipt for income tax purposes may be issued after a monetary appraisal of the fonds or collection. The appraisal is generally paid for by the donor but the archives must approve the appraiser. The receipt cannot be issued prior to the signing of a written agreement respecting the gift.

Loans of original materials to other institutions or individuals will only be considered in special instances and will be approved or disapproved after consultation between Archivist and Director of Operations. A copy may be loaned with the decision of the Archivist and a record of the loan placed in the accession file.

Roles and Responsibilities

The Archivist is trained to acquisition, appraise, describe, arrange, and access the materials that will be contained in the Archives and these duties are to be performed by the Archivist or by staff working under the direction of the Archivist and approved by the Archivist Committee. The Archivist is a liaison between the CMIC board and other archival institutions, researchers, all users of and donors to the Archives. The Archivist develops and reviews archival policies and procedures and reports to the board of the Celtic Music Interpretive Centre. The Archives Committee consists of the Archivist and executive member(s) as appointed by the CMIC board.

Materials that will be accepted into the archives

Documents- we accept records of the CMIC Society, its committees, staff, and board including its publications, reports, and ephemera; and records from individuals, businesses, and agencies that fit the mandate of the Society.

Books- will mainly be accepted into the reference section or resource library; those of archival relevance will be accessioned into the archives; historical books without original markings will be transferred to the museum area unless relevant to the reference-resource library.

Photographs- Originals and copies of photographs will be accepted. Copies of photographs may be accepted and treated as originals if they are relevant to the mandate of the society.

Newspapers, Magazines - if suitable will be accepted into the reference or research library, but usually articles will be photocopied and filed and the newspaper/magazine transferred to the museum area.

Audio/Video -all formats will be accepted.

Special Collections Policy

Special Collections are part of the Archival Department and will be accessioned in the same manner as archival material. The Archivist will determine the area and manner of storage.

Inverness County Audio Fonds

David Gillis Fonds/Collection
Some items are original creations of David Gillis, music collector and photographer.

Bob MacEachern fonds (CIGOseries and 101.5 the Hawk series)

The Resource and Reference Library Policy

The library materials will also be accessioned and acceptance will depend on the relevance to the Society's mandate which is stated in paragraph 1 of this document. The two main collections on this date are:

William I. MacIsaac Tune Book Collection

Frank MacInnis Memorabilia Collection

Approval of Policy

Once a year this policy will be reviewed by the Archives Committee and renewed by the CMIC Board of Directors.

Chestico Museum and Archives – Acquisition Policy

Purpose:

This document is designed to articulate the acquisition policy of the Chestico Museum Archives and to outline its principles, goals, and areas of specialization and to define the roles and responsibilities of those involved in the acquisition process.

Definition of Terms: 

Acquisition: An addition to the holdings of the Chestico Museum Archives. The most common forms of acquisition are through deposit, gift or donation, bequest, loan, transfer or purchase.

Bequest: Transfer of custody and title to documents by last will and testa- ment.

Deposit: The mode of acquisition by which an individual or corporate body temporarily places records in the custody of the Chestico Museum Archives without transfer of ownership rights and titles.

Gift: The mode of acquisition by which an individual or corporate body transfers, freely and without charge, the full ownership of the records to the Chestico Museum Archives.

Loan: Temporary acquisition that can be renewed or converted into a gift.

Provenance: Archival principles which stipulate that the records of a person or corporate body should be kept together in their original order in the fonds in which they were created.

Territoriality: Archival principle which stipulates that archives should be preserved within the territory in which they were created.

The Chestico Museum Archives will collect and preserve written, printed, and photographic documents, maps and drawings, as well as digital or electronic media which are of historic value and interest to the County of Inverness.

Scope of the Mandate:

The Chestico Museum Archives will only acquire materials that are related to the history, geography, people, events and genealogy of the County of Inverness. It will work towards the goal as outlined in “A Treasured Past, A Precious Future” which advocates a regional or county archives. The CMA will also work with the Nova Scotia Archives and Records Management and the Council of Nova Scotia Archives through the Cooperative Acquistion Strategy.

The Chestico Museum Archives will acquire records in the following forms:

• Textual
• Graphic
• Cartographic
• Architectural
• Photographs
• Electronic media
• Digital

The Archives will not acquire:

• Books (unless they accompany or complement the archival records)
• Artifacts

Goals:

In order to achieve its mandate, the Chestico Museum Archives has set the following goals:

• To preserve and maintain the historical records of the county
• To provide access to these records to the general public

Principles:

• Preserve all records that pertain to the history and heritage of Inverness County
• Re-evaluate all records periodically in order to preserve or de-accession them as the case may be. De-accessioned records may be returned to donors, offered to other repositories, or disposed of according to the Archives’ mandate. Original donors shall be notified if possible as to the disposal of such records.
• Material shall be acquired in conformity with recognized archival principles such as provenance and territoriality, in order to avoid mutilation of fonds.
• All material shall be acquired with consideration for the acquisition mandates of other archives in the
• Acquisitions will be received in conformity with the capabilities of the Chestico Museum Archives

Areas of Specialization and Priorities:

The Chestico Museum Archives will give high priority to documents that record and reflect the history, genealogy, and heritage of the county of Inverness. While books are not part of the archival record, any books which pertain to the history or heritage of the county will be accepted as part of a reference library.

The preferred modes of acquisition are by:

• Gift or donation
• Bequest
• Loans, deposits and purchases may be considered
• All acquisitions must include a written legal agreement (Deed of Gift form) or an exchange of correspondence specifying the rights and obligations of each party.
• At the request of a donor, a receipt for income tax purposes may be issued. After a monetary appraisal of the fonds or collection (undertaken by the donor), and a written agreement concluded, a receipt (maximum amount $1000) may be issued. All documentation relative to the acquisition will be placed in the acquisition

Roles and Responsibilities: 

Archivist

The archivist, in accordance with all policies and procedures of the Chestico Museum Archives, will oversee the archives and reference library, arrange archival material (in keeping with proper archival preservation practices), create descriptions and finding aids, organize a database and provide public access to the records. The archivist will be responsible to the Board of Directors of this organization.

Archives/Acquisitions Committee:

The Board of Directors for the Chestico Museum will oversee the application of this acquisition policy and the approval of directives for all archivists and volunteers.

All volunteers, in accordance with the policies and procedures of the archives, will make themselves aware of such policies and carry them out to the best of their ability whenever they volunteer in the archives. Volunteers will follow the directives of the archivist.

Conflict of Interest:

Any staff wishing to acquire any archival material which falls within the scope of this acquisition policy through trade or purchase, for their own personal use, enjoyment or profit, require permission from the governing body of this organization.

Distribution of Policy 

• Chestico Museum and Historical Society
• Council of Nova Scotia Archives
• Nova Scotia Archives and Records Management
• Other inteinterested organizations and individuals

(Approved: 201?)

MANDATE

The Colchester Historical Museum Archives exists to:

Gather, compile and preserve written, printed and photographic documents of historical value and interest relating to Colchester County;

Gather and record stories until now unwritten, which exist only in the memory of older people;

Arrange and describe these materials according to archival principles and make them accessible to the general public on a regular basis, unless access is restricted by legal requirements or written agreement with the donor;

Provide adequate and appropriate conditions for the storage, protection and preservation of archival material;

Provide assistance to genealogical and historical researchers; and

Provide educational and outreach programming whenever possible to increase public awareness and appreciation of Colchester Historical Museum Archives history and development.

MANDATE

The Cole Harbour Heritage Farm Museum Archives collects and provides access to archival materials pertaining to the natural and social history of Cole Harbour and its environs from the original families that settled the area to the more recent residential development and the changes it has brought about. They further collect materials concerning local agricultural history, in particular market gardening. The records of the Cole Harbour Rural Heritage Society, the owners of the Museum, will also be deposited with the Archives together with any other materials which may be useful in the interpretation of the Museum and its collections to its visitors.

ACQUISITION POLICY

Scope

The Archives acquires records in the following forms:

Textual

Graphic art

Cartographic

Architectural

Photographic materials

Sound recordings (ie. Oral history)

The Archives has a small video collection, but due to the fact that it does not currently have playback equipment available on site, this material is not available to the public. For the same reason, the Archives does not collect in the following areas, except under special circumstances:

Moving images (other than video)

Electronic records

The Archives also houses a small library of published material to facilitate the research needs of staff and users. For this reason, books are also covered under the terms of this and subsequent policies. The Archives does not acquire artifacts unless they accompany or complement archival material. For purposes of preservation, any artifactual material acquired in this manner will be duly documented and transferred to the Museum's artifact collection. All documentation relevant to the acquisition will be placed in an acquisitions file.

PRINCIPLES

All archival material shall be maintained as a separate and distinct collection, i.e. the material shall not be re-integrated into the Museum collections.

Preserve all records of significant value that fall within the scope of the mandate.

Re-evaluate periodically all acquisitions in order to either preserve or deaccession them as the case may be. Deaccessioned material may be returned to its owner or another repository.

All material is acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the mutilation of fonds.

Acquisitions are made in conformity with the capabilities of the Cole Harbour Heritage Farm Museum Archives to manage acquired material according to the following criteria:

Preservation: Due to extremely limited resources of the Archives, they reserve the right to refuse donations of material that is severely deteriorated or in an excessively fragile condition, which would require extensive conservation work to render it useable.

Size: The Archives has limited storage facilities and reserves the right to refuse extremely large collections or those which it does not have the capacity to store safely.

Resources: Collections which require extensive human, financial and material resources may be beyond the scope of this facility. Material falling into any of these categories will be assessed on an individual, case by case basis.

No archival material shall be accepted that is deemed too sensitive and/or that may compromise the integrity of the donor or the Society.

The Society will not knowingly accept material that contravenes copyright legislation.

MODES & MECHANISMS OF ACQUISITION

The Archives acquires material through purchase, deed of gift or deposit only and will not accept material on loan, except for short term exhibition purposes. The Archives reserves the right to return any material to which it cannot obtain clear title.

PURPOSE

This document is designed to articulate the acquisition policy of the Bethany Archives; to outline its principles, goals, areas of specialization and to define the roles and responsibilities of those responsible for the acquisition process.

DEFINITION OF TERMS

ACQUISITION: An addition to the holdings of the Bethany Archives.

ARCHIVES: Documents, regardless of date, physical form or characteristics, preserved because of their continuing value.

ARTIFACT: Objects made for utilitarian use and related to the history of the Congregation of the Sisters of St. Martha (CSM).

BEQUEST: The transfer of custody and title to documents by Will.

COLLECTION: An artificial accumulation of documents.

COPY: Photographic copies of printed material.

DEPOSIT: A mode of acquisition by which an individual or corporate body temporarily places records in the custody of Bethany Archives without transfer of ownership

rights and titles.

DOCUMENTS: Recorded information regardless of medium, physical form or characteristics.

FONDS: The whole of the documents accumulated by individuals or corporate bodies in the conduct of personal or corporate activities.

GIFT: A mode of acquisition by which an individual or corporate body transfers, freely and without charge, the full ownership of records to Bethany Archives.

INSTITUTIONAL ARCHIVES: Records produced by the administrative units of the Congregation of the Sisters of St. Martha.

PROVENANCE: An archival principle which stipulates that the records of a person or a corporate body should be kept together in their original order in the fonds in which they were created.

PUBLISHED MATERIALS: Materials printed and published, and include theses and dissertations.

RECORDS: Recorded information regardless of medium, physical form, or characteristics.

TERRITORIALITY: An archival principle which stipulates that archives should be preserved within the territory in which they were created.

TRANSFER: A mode of acquisition by which records are transferred by a retention schedule from administrative offices within the congregation to Bethany Archives.

MANDATE

The mandate for the Bethany Archives is derived from Canon Law (Canons 114, 116 and 1284) according to which a religious congregation is considered a PUBLIC

JURIDIC PERSON, and as such is required to preserve faithfully and in an orderly fashion, records generated by the congregation and materials related to the history of the congregation.

The directives of the Congregation of the Sisters of St. Martha assign to the CSM general secretary the responsibility of supervising the fulfillment of this mandate.

The fundamental mandate of the Bethany Archives is to collect and preserve records and published materials which document the growth and development of the congregation from pre-history and founding period (1894-1900) to the present day; to arrange and describe these materials according to archival principles, and to make them accessible to the members of the congregation and to other authorized researchers.

SCOPE OF MANDATE

Bethany Archives acquires records from the CSM general administration, from the CSM houses, and from individual members of the congregation.

Bethany Archives acquires records of the following forms: textual, graphic, photographs, moving pictures, sound recordings, and electronic records.

Bethany Archives does not acquire books except those related to the history of the congregation and those published by individual members of the congregation.

Artifacts are not acquired unless there are compelling reasons for doing so. Materials such as medals of plaques or other memorabilia may be preserved if they bear significant relevance to the work of activities of the creator of a fonds. Artifacts that are not acquired are transferred to Bethany Heritage.

GOALS AND PRINCIPLES

GOALS

In order to achieve its mandate Bethany Archives has set the following goals:

1. Preserve and encourage an awareness of the history of the congregation and the wealth of its heritage.

2. Support research and study to complete the recorded memory of the Congregation, and thus to deepen comprehension of the congregation's mission, values, fundamental principles, and traditions.

PRINCIPLES

1. Base acquisition justification of records primarily on their significance and relevance to the stated goals.

2. Re-evaluate periodically all acquisitions in order either to preserve them or deaccession them.

3. Conform to archival principles such as provenance and territoriality to avoid the mutilation of fonds.

4. Acquisitions are made in conformity with the capabilities of Bethany Archives to manage the acquired material. These capabilities depend on the physical condition or volume of documents under consideration, and the financial, human, and material resources available for arrangement, description, preservation, and access.

AREAS OF SPECIALIZATION AND PRIORITIES

AREAS OF SPECIALIZATION

1. Archives related to the history of the congregation.

2. Archives produced by members of the congregation.

PRIORITIES

1. Institutional records

2. Records of CSM membership

3. Non-institutional records relevant to CSM history

MODES AND MECHANISMS OF ACQUISITION

The most common modes of acquisition are transfer, bequest, copy, and gift. The Bethany Archives does not accept deposits or loans.

PROCEDURES

Transfer of records to Bethany Archives from General Administration and from administrative units throughout the congregation is by retention schedule through the office of the general secretary of the congregation.

Records received by bequest come generally from deceased members. Bequests from non-members only require a written agreement.

Records received by gift come generally from members of the congregation. Gifts from non-members only require a written agreement.

ROLES AND RESPONSIBILITIES

It is the responsibility of the general superior of the congregation to supervise the fulfillment of the mandate of Bethany Archives.

In consultation with the general superior, the archivist and staff (if any), co-ordinate the application of the acquisition policy, update the policy as necessary, approve selection criteria as well as related standards and procedures, obtain the necessary written agreements, and make appropriate recommendations related to the acquisition process.

The University Archives was established in 1970 as a department in the new Killam Memorial Library to act as the official repository of all University administrative records and copies of all published and printed material put out by the University. The Archives was to gather all of the administrative records of the University which were held in various offices on the campus and was to continue to acquire material from these offices at regular intervals, and to organize and catalogue this material and make it available to researchers.

The archives were authorized to collect papers of former academic and administrative staff, former students and papers relating to the research interests of academic departments. The present collection policy was developed over the years after consultation with academic departments and with the approval of the University Librarian.

COLLECTION POLICY

UNIVERSITY RECORDS: The Archives is the official repository of all University administrative records of the Board, Presidents and Vice President's Offices, Financial Services, Registrar, Senate, Faculties, Schools, Institutes, Departments, the Dalhousie Student Union and student groups, etc. Recent acquisitions have included administrative records of the Technical University of Nova Scotia and more material will be coming within the next few months. This material is very important to researchers working on the history of Dalhousie and DalTech, the history of post secondary education and for providing biographical information on Dalhousie graduates, former students and academic staff.

PRIVATE MANUSCRIPTS:
Private papers of members of the administrative and academic staff, as well as, papers of former students, especially those papers relating to their years at Dalhousie. Included are papers of A. Stanley MacKenzie, Carleton Stanley, H.L. Stewart, Guy Henson, C. L. Bennet, Vincent Macdonald, Horace Read, Henry Hicks, Ernest Guptill, John Graham, Ronald St. J. Macdonald, Gordon Duff, David Braybrook, Eric Ricker, Peter Waite, Judy Fingard, Larry Stokes, Allan Andrews, etc. These private papers all give a further insight into Dalhousie history, as well as detailed information on the lives and careers of these important academics. Manuscripts, research notes, correspondence, etc. of creative writers. Included are papers of James DeMille, Archibald MacMechan, Frank Parker Day, Charles Bruce, Harry Bruce, Will R. Bird, Thomas Raddall, Susan Kerslake, Budge Wilson, Joyce Barkhouse, Andy Wainwright, Lesley Choyce, Pottersfield Press, Pottersfield Portfolio, Norman Creighton, Allan Creighton, Harry Thurston, Alan Cooper, Greg Cook, and The Writers’ Federation of Nova Scotia, etc. These papers are essential to anyone studying the life and works of these important writers. Diaries, logs, correspondence, business papers, etc. of masters and mates.

THEATRE: Records and papers of professional and non-professional Nova Scotia theatre companies.  Private papers of actors, directors, playwrights, designers, theatre historians, etc.  The University has legal agreements with Neptune Theatre and the Theatre Arts Guild, and the papers of these two companies are deposited on a regular basis. The theatre archives holds an almost complete set of production and administrative records of Neptune Theatre. As well as the Theatre Arts Guild, the archives holds the records of Pier One and other amateur companies. In addition, the archives has the papers Dr. Arthur Murphy, Richard Perkyns and David Renton, and a very large collection of costume and set sketches of Robert Doyle, who was the founder of the Costume Studies Program at Dalhousie. The theatre archives also contains a large collection of theatre and music programs.

BUSINESS: A very large collection of records of 250 Nova Scotia companies, primarily from the 1840's to 1995, including general stores, ship-builders and ship-owners, fishing companies, ship-chandlers, hardware merchants, manufacturing companies, two breweries, photographers and M.T.& T. The business archives also contain a large collection of catalogues, annual reports, price lists, etc. of companies from 1850 to the present. These papers, together with the papers at the Public Archives of Nova Scotia, are essential to anyone doing research on the business history, industrial history and the shipping and fishing industries of Nova Scotia.

MUSIC: Records of orchestras, an opera company, musical groups, composers, musicians, music teachers, etc. These records include the records of the Halifax Symphony, the Atlantic Symphony and Canadian pianist Ellen Ballon, etc.

LABOUR HISTORY: Records of labour unions and private papers of individuals active in the labour movement. These records include the papers of the Nova Scotia Government Employees Union, the Nova Scotia Federation of Labour, the Marine Workers Federation and over 50 labour unions and individuals. Many of the major unions deposit their papers on a regular basis. These records are essential to anyone doing research on labour history in Nova Scotia.

SHIPPING RECORDS: Microfilm copies of nearly all of the shipping registers for the Maritime Provinces ports from 1817 to the 1920's and for some ports 1787 to the 1920's. Microfilm copies of the shipping registers of a number of British ports including Liverpool, England, 1820 to 1889. Microfilm copies of Naval Office Returns for Canadian, American and West Indies ports from the early 18th century to ca. 1825. Copies of ports lists of Maritime Provinces ports, either originals or on microfilm. Copies of commercial shipping registers and the British Mercantile Navy Lists. A card index of Canadian masters who appear in Lloyd's Captains Registers, 1851-1911. The archives has these records on microfilm and they give information on the masters and lists of vessels they were on. A card index of masters and mates who received Canadian certificates, 1871-1910, for both the foreign trade and the coastal and West Indies trades. Several years ago the Archives acquired a shipwreck database containing information on ca. 65,000 wrecks. After the Maritime History Archives at Memorial, we have the next largest collection of material relating to Maritime shipping in the Atlantic Provinces. A year ago we began our own database for the ship registers. Another one, which has just been started, will include the names of masters and mates who received Canadian certificates, 1871-1921.

MEDICAL ARCHIVES:
Private papers of graduates of the Dalhousie Faculty of Medicine and members of the academic staff of the Medical School.
Papers of individuals doing research on the Medical School or the hisitory of medicine in Nova Scotia. These records include the papers of Dr. Robert Jones and Dr. Chester Stewart.

CITIZENS ACTIONS GROUP:
Papers of MOVE and a few otehr community groups in the Halifax area. No soliciting for papers in this group is now being done, but the Archives will continue to collect papers from those groups whose papers are already held in the Archives.
Photographs which are included in the papers of private individuals, theatres, businesses, labour unions, etc.
Single prints or collections of photographs relating to Dalhousie as well as theatre, costumes, mnusic, business, labour and shipping history.
Negatives and prints of professional photographers including two very large collections: Waldren Photographic of New Glasgo, ca 1877 - `849 (ca 25,000 glass plate negatives and 10,000 film negatives) and Wamboldt-Waterfield/Clark Photographic of Halifax, 1963 - 1995 (147,000 negatives)
REFERENCE MATERIAL
DALHOUSIE:
Copies of all university publications, newsletters, annual reports, programs, flyers, calendars, year books, convocation programs, student publications, etc.

PERFORMING ARTS:
Copies of theatre, music, concert, recital, opera programs not only of productions done in Nova Scotia but anywhere in Canada, the United States or Great Britain.
Collections of programs from private individuals.
Costume prints.

BUSINESS:
Company catalogues, price lists, annual reports, flyers, financial statements, etc.
Copies of Dunn and Bradstreet, "The Mercantine Agency", Reference.

LABOUR:
Newsletters, histories, flyers, reports, collective agreements, etc. of labour unions.

SHIPPING
Copies of following shipping registers:
American Lloyd's
British Mercantile Navy Lists
Bureau Veritas
Canada, List of Shipping
Lloyd's, Register of British and Foreign Shipping
Merchant Vessels of the United States
Record of American Shipping
Copies of Lloyd's Lists, 1988 to the present.
General books on shipping, shipping company histories, rigging, fishing, etc.
Flyers, brochures

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

DARTMOUTH HERITAGE MUSEUM SOCIETY

PURPOSE

This document is designed to articulate the archival acquisition policy of the Dartmouth Heritage Museum Society, to outline its principles, goals and areas of specialization and to define the roles and responsibilities of those involved in the acquisition process.

This document deals solely with the acquisition of archival records.  Other materials are covered by the Collection Management Policy of the Dartmouth Heritage Museum Society, hereinafter referred to as the Society.

MANDATE

The Society operates a museum complex which acquires, preserves and interprets, displays and makes accessible material related to the cultural heritage of the Dartmouth area.

OBJECTS

In order to achieve its mandate, the Society has defined its objects in section A2 of the Collection Management Policy.

PRINCIPLES

• preserve all records of significant value that document the human experience in the Dartmouth area

• re-evaluate periodically all acquisitions to ensure that they reflect the mandate and the objects of the Society

• all material is acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the mutilation of fonds

• all material is acquired with consideration for the acquisition mandates of other archival repositories

• acquisitions are made in conformity with the capabilities of the Dartmouth Heritage Museum Society to manage acquired material; these capabilities depend on the physical condition and volume of documents under consideration, the mode of acquisition and the financial, human and material resources available for arrangement, description, preservation of, and access to the records

ACQUISITION

The Society acquires records in the following broad classes of material: textual records, graphic materials, cartographic materials, architectural and technical drawings, moving images, sound recordings and records in electronic form.

The preferred modes of acquisition are by: gift, bequest, purchase and/or exchange as specified in Section D of the Collection Management Policy.  The Society shall not acquire archival records by deposit.

Acquisition procedures relating to archival records will follow the methods and standards in the Collection Management Policy.

Section A.2 from the Collection Management Policy

OBJECTS OF THE SOCIETY

The object of the Dartmouth Heritage Museum Society, hereinafter referred to as the Society, are:

• to operate a museum which, through its displays, publications and events, informs and educates people about the cultural heritage of the Dartmouth area;

• to maintain the museum’s collection of objects, including two historic houses, which reflect the human experience in the Dartmouth area;

• to make accessible to the public a repository for papers, books, photographs, film, video and electronic media which relate to personal, business and municipal records of the Dartmouth area;

• to acquire by way of grant, gift, purchase, bequest, devise or otherwise, real and personal property and to use and apply such property to the realization of the objects of the Society;

• to buy, own, hold, lease, mortgage, sell and convey such real and personal property as may be necessary or desirable in the carrying out of the objects of the Society.

Section D.1 from the Collection Management Policy

CRITERIA

Material acquired for the permanent collection will normally be complete, in good condition, and as fully documented, as possible.  The decision to acquire material is based upon a number of factors considered individually and collectively.  These factors include:

• consistency with the objects of the Society;

• significance, such as association with an event, person, historical period or geographic area;

• representativeness of other material of its kind;

• physical condition;

• availability of human and financial resources to acquire, document, preserve and store the material;

• opportunities for use within the collection;

• restrictions on use or disposition of the material;

• availability of documentation to support its study and use;

• attributes that make material a threat to users or to other elements of the collection.

D.2

ACQUISITION APPROVAL PROCESS

Acquisitions, including loans, exchanges and transfers, are ultimately the responsibility of the Board.  The decision to acquire material shall be made by the collection management committee which will consist of at least three people appointed by the Board, and which shall include the curator and at least one member of the Board.

Eastern Shore Archives Acquisition Policy
Original:March 21, 2003
Revision:May 5, 2008
Purpose
This document is designed to articulate the acquisition policy of the Eastern Shore Archives, hereinafter referred to as the Archives, to outline its principles, goals, and areas of specialization, and to define the roles and responsibilities of those involved in the acquisition process.

Definition of terms
Accessioning: The formal act of accepting and recording an addition to the collection.
 
De-accessioning: The formal act of recording the removal of items from the collection that no-longer fit the mandate of the Eastern Shore Archives.
 
Acquisition: An addition to the holdings of the Archives. The commonest modes of acquisition are through purchase, deposit, gift, bequest, loan and/or transfer.

Artifact: An object showing human workmanship or modification as distinguished from a natural object.

Bequest: The transfer of custody and title to documents by last will and testament.

Deposit: The mode of acquisition by which an individual or corporate body temporarily places records in the custody of the EasternShore Archives without transfer of ownership rights and titles.

ESA: The acronym for the EasternShore Archives.
 
Fonds: The whole of the documents, regardless of form or medium, automatically or organically created and/or accumulated and used by a particular individual, family or corporate body in the course of that creator’s activities or functions.

Gift: The mode of acquisition by which an individual or corporate body transfers, freely and without charge, the full ownership and copyright of records to the EasternShore Archives.

LCAHS: The acronym for theLake Charlotte Area HeritageSociety.
 
Loan: A temporary acquisition that can be renewed, converted into a gift, or returned to the owner.
 
Provenance: The person or agency that created, accumulated, and used the records in the conduct of business or personal life. The archival principle which stipulates that the records of a person or corporate body should be kept together in their original order in the fonds in which they were created.

Normative and Prescriptive Context

TheMemorandum of Association of theLake Charlotte Area HeritageSociety(LCAHS) states:
The objects of theSociety are:
(a)  To research, conserve, acquire, interpret, exhibit and publicize, for the purpose of study, understanding and enjoyment, the material evidence of the human and natural history of the Lake Charlotte Area on a self-sustaining basis.
(b)  To acquire by way of grant, gift, purchase, bequest, devise or otherwise, real and personal property and to use and apply such property to the realization of theSociety.
(c)  To buy, own, hold, lease, mortgage, sell and convey such real and personal property as may be necessary or desirable in the carrying out of its objects.
OnMay 5, 2008 the membership of theLake Charlotte Area HeritageSociety formally recognized and supported the change in name, mission and broadening of the mandate from the of Genealogy and Archives ResearchCentre to the EasternShore Archives. The new mission is:
“ To research, acquire, conserve and make available to the public, information of genealogical and/or archival significance from the EasternShoreof Nova Scotia.”

Mandate
The mandate of the EasternShoreArchives is:
1.  To acquire primary and secondary records which will aid in the research of the genealogical, social, business, and natural history of theEasternShore.
2.  To preserve and organize archival materials and published materials using the most current standards.
3.  To provide members and the general public with efficient access to the Archives’ holdings through finding aids and other search tools.
4. To respond to reference questions and aid researchers in their objective.

Scope of the mandate
The Archives acquires records in the following forms:
_ electronic/digital                              _ photographic_ graphic                                           _ audio visual (tapes etc.)_ cartographic (maps etc.)                   _ textual_ architectural (plans etc.)                   _ books and periodicals

The Archives does not acquire:
_ artifacts (all artifacts fall under theSociety’s CollectionsManagement Policy, maintained by the Artifacts, Acquisition and Cataloging Subcommittee.)

Goals
In order to fulfill its mandate, the EasternShoreArchives has set the following goals:
1.  To provide a secure, environmentally controlled storage area that will ensure long term preservation of material and instill confidence in donors and users of the Archives.
2.  To create and maintain a database that will allow the public to search the entire collection through one system. All entries in the database will be indexed according to the Nova Scotia Subject Headings index.
3.  To amass a digital images database made up of high resolution scans that document the social, business, and natural history of theEasternShore.
4.  To acquire records that will assist in the research of the time period 1940-1950, which is the focus of theMemoryLaneHeritageVillage.
5.  To acquire and preserve the documents of the LCAHS and its committees.
6.  To encourage awareness of theSociety, the Archives and theMemoryLaneHeritageVillage.

Principles
1.  Preserve all records of significant value that document theSociety’s and the Archives’ activities and programmes.
2.  Re-evaluate periodically all acquisitions in order to either preserve or deaccession them as the case may be. Deaccessioned material may be returned to its owner or transferred to other repositories.
3.  All material is acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the mutilation of fonds.
4.  All material is acquired with consideration for the acquisition mandates of other archival repositories, namely those of other historical societies and museums on theEasternShore. The Archives adheres to the principles of the Council of Nova Scotia Archive’sCooperative Acquisition Strategy.
5.  Acquisitions are made in conformity with the capabilities of the Archives to manage acquired material; these capabilities depend on the physical condition and volume of documents under consideration, the mode of acquisition and the financial, human, and material resources available for arrangement, description, preservation, and access.

Areas of specialization and priorities
The Archives gives top priority to the original records of individuals who lived, and businesses that operated on theEasternShore. The Archives has a special interest in store records that predate 1950 from the area or adjacent areas. The Archives also has a special interest in the records related to lighthouses, their keepers, and the preservation of these historic buildings and sites. Priority is also given to records that span the 1940 to 1950 period, and records which give evidence of names and demographics of the area, such as registers. The Archives is responsible for records related to the functions of the LCAHS andMemoryLaneHeritageVillage.

Modes and mechanisms of acquisition
The preferred mode of acquisition is by gift through a signed Provisional Gift Agreement which includes a written legal statement specifying the rights and obligations of each party and giving clear title to the Archives.

All other modes of acquisition (purchase, deposit or loan) are not preferred, and must be carefully considered by the Archives Committee and recommended to the LCAHS Board of Directors before approval.

The procedure for acquisition is as follows:

1.  All material for consideration must be accompanied by a signed Provisional Gift Agreement.

2.  At the request of the donor, a receipt for income tax purposes may be issued after a monetary appraisal of the fonds or collection. The receipt cannot be issued prior to the signing of a written agreement respecting the gift.

3.  If materials are not accepted, or if clear title can not be transferred, they will be returned to the donor or if the donor refuses to accept them, they will be disposed of by theSocietyin accordance with its established policies.

4.  All documentation relative to the acquisition is recorded in the Acquisition Ledger and also filed by donor name in the Gift Agreement binder.

Procedures, standards, criteria and other records relative to acquisition
For each acquisition, a Provisional Gift Agreement and Acquisition Ledger serve as hard copy documentation of the acquisition. The Virtual Archives database contains the full description of the acquisition with detailed RAD compliant descriptions where possible.

Roles and responsibilities
Archivist: The Archivist oversees and directs all functions of the archives, including recommendations for acquisition, and the process of accessioning, arrangement and description, and preservation and housing of the acquisition. The Archivist supervises the activities of the Archives Committee who are volunteers and any staff hired specifically for archival work. The Archivist represents the Archives provincially as a liaison and regularly attends the CNSA Annual Conference as well any professional development opportunities.
Eastern Shore Archives Committee: Reviews recommendations of material for acquisition.
Reviews recommendations of material for deaccessioning and appropriate means of disposal.
Arranges and oversees the cataloguing, maintenance of a searchable database, and housing of the collection under the Archivist’s direction.
Provides advice and guidance to the Archivist when necessary.

Conflict of Interest Guidelines
Members and staff of the LCAHS,Memory Lane Heritage Village and the EasternShoreArchives wishing to acquire archival material which falls within the acquisition policy of the archives through trade or purchase for their own personal use, enjoyment or profit, should seek permission from the Archives Committee.

Distribution of policy
This policy will be distributed in the following ways:
_ In the Volunteer Manual housed at the Archives
_ Posted on the bulletin board of the Archives for patrons to review.
_ Posted on the website of Memory Lane Heritage Village under the Archives tab.
_ Posted on the website of the Council of Nova Scotia Archives under policies of members
_Made available to any one who requests a copy

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

FORT SACKVILLE FOUNDATION

MANDATE

The Scott Manor House Museum Archives is mandated to collect, preserve, describe and make available records which relate directly to the community of Bedford.  The Scott Manor House Museum Archives serves scholarship and research by providing facilities for the storage, use and care of these records.  By making available and encouraging use of the collections, the Scott Manor House Museum Archives promotes a greater understanding of the history of Bedford.

GOALS

To achieve its mandate, the Scott Manor House Archives has set the following goals:

• to acquire documentation related to the Scott Manor House or Fort Sackville site;
• to acquire the collections of individuals and/or organizations significant to the history of Bedford;
• to maintain within the Scott Manor House a complete collection of both primary and secondary sources which relate to the history of Bedford and the surrounding area;
• to maintain within the Scott Manor House an environment suitable for the storage of archival documents;
• to assess the usage of space as the archival collection expands and, if necessary, to increase the amount of space within the house which is suitable for storage;
• to make available information and training sessions for all volunteer and staff on the use and care of archival materials.

GENERAL OVERALL ARCHIVES POLICY

The Scott Manor House Museum Archives will accept new material either by donation or loan.  The archives and acquisitions committee will process all new material.  All records related to the community of Bedford, organizations or individuals, will be sought for the purpose of acquisition. Material unrelated to the community of Bedford will be accepted when it is determined that the items in question complement existing collections.  Some materials will be accepted under conditions of restricted access.

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

Girl Guides of Canada Nova Scotia Council Archives

PURPOSE

The Archives Committee collects and preserves archival materials and artifacts that illustrate the origin, growth, and evolution of the Girl Guide Movement in Nova Scotia.  These materials include:

1.  Records, reports, publications, and some correspondence of the Provincial Commissioner, Executive Committee, and Provincial Council, including its officers and committees.  A regular transfer of non-active records to be established.

2.  Some records of Commissioners, Guiders, Companies, Packs, Camps, Training sessions and correspondence from different parts of the province.

3.  Any materials related to Guiding in Nova Scotia, including slides, photographs, audio tapes, film, etc.

4.  Selected newspaper clippings related to Guiding activities that appear in various Nova Scotian publications.

Selected publications and other materials created by the National Council, Girl Guides of Canada, the World Association of Girl Guides and Scouts, and Guide/Girl Scout Associations in other countries (e.g. United States, United Kingdom) are collected for reference or general interest.  In addition a limited number of publications or other materials created by non-Movement sources are also included.

Collections of artifacts from all branches of Guiding include uniforms, pins, badges, and other insignia, commemorative china, handcrafts, awards, flags, games, programme aids, posters, framed photographs, unclassified memorabilia.

Arrangements made with the Provincial Archives of Nova Scotia to microfilm for their Archives the most important records of the Nova Scotia Council.

ACQUISITION POLICY

Textual records, photographs and other visual records, tapes, discs, records, oral history, and those artifacts and memorabilia that have a direct connection with the activities of the membership in Nova Scotia are accepted.  Artifacts, and electronically stored data will be accepted at the discretion of the Archives Committee, as will material with restricted access provisions.

The following criteria will be used in determining the acceptance of publications and other materials created by non-Nova Scotian Guide sources:

1.  The item influenced the development of an important aspect of Guiding in the province.

2.  The item was widely disseminated when books and other training materials were scarce (primarily before 1965).

3.  The item was especially important to a leader active in the Movement for many years.

4.  The item is deemed significant as a reflection of society and its relation to members of the Guide Movement at a particular time.

Materials acquired by the Archives shall become the permanent property of the Archives and, therefore, the Nova Scotia Council, Girl Guides of Canada.  If, at any time, the Archives Committee deems some material no longer relevant to the Archives, it may be deaccessioned.  All information pertaining to the deaccessioning and deposition of material will be retained in the Archives records.

LIMITATIONS

As space is limited, and is used for various other purposes, it may be necessary to limit some collections or suggest other archives within the Guide family as recipients of archival gifts to the Nova Scotia Council Archives.  The Committee endeavours to improve the conditions for storage, protection, and preservation of the collections insofar as is compatible with the requirements of the Provincial Council.

Halifax Municipal Archives Acquisition Policy 

1  - Policy Name

Halifax Municipal Archives Acquisition Policy

2  - Purpose

As authorized under Administrative Order 2023-009-ADM Respecting Information Management and Archives, the Halifax Municipal Archives (Municipal Archives) is the permanent repository for archival records of the Municipality and its former municipal units. The Municipal Archives may also consider the acquisition of community records which document the history of the Halifax region and are not within the acquisition mandate of another repository. This policy delineates the sphere of acquisition for the Municipal Archives and provides policy statements for acquiring additions to its holdings.

3  - Objectives

The objectives of this Policy are:

• To clarify the scope of materials acquired by the Municipal Archives, and;
• To provide guidance to Municipal Archives staff and donors when acquiring, appraising, accessioning and deaccessioning.

4  - Scope

This policy applies to all potential acquisitions to the Municipal Archives, and to all staff and volunteers working at the Archives or with the collection.

5  - Definitions

In the context of this document:

• “Accessioning” means the process by which the Municipal Archives gains administrative and physical control over newly acquired material.
• “Appraisal” means the act of determining the disposition of records based on their current administrative, legal, or financial value, their historical, informational, evidential or research value, as well as their physical condition and accessibility.
• “Archival record” means a record or information asset that has been appraised as having enduring historical, informational, evidential, legal, research or other value.
• “Artifacts” are objects appraised as having enduring historical, informational, evidential, research, cultural, or other value.
• “Civic Collection” means the grouping of artifacts acquired by the Municipality through the ‘Heritage Inventory Project’ and artifacts collected by the Municipality for their direct association with Municipal use, history and ownership.
• “Community records” are those created by individuals, families, businesses, or non-governmental organizations active within the sphere of the municipality.
• “Culling” means the removal of exact duplicates, empty forms, reference material, non-record material.
• “Deaccessioning” means the formal removal of archival records or material of archival value from the holdings of the Municipal Archives.
• “Deposit” means to transfer records or other materials without transfer of title.
• “Disposition” means that a record has been destroyed, transferred to the Municipal Archives or transferred to another entity as a result of organizational changes or new legislative requirements.
• “Government record” means a record created or received in the performance of business activities, and which serve as the most complete, accurate, and authentic record of the Municipality and best source of evidence of a business transaction, action, decision, obligation or right of the Municipality.
• “Original format” means the format in which the material was originally created and used.
• “Preliminary Receipt” means the document provided to owners of material the Archives is temporarily holding in order to consider it for acquisition (see Municipal Archives External Records Acquisition Procedures).
• “Published material” means works that were created for distribution.
• “Record” means a record of information in any form including:
  • books, documents, maps, plans, machine readable records, drawings, photographs, letters, vouchers and papers, sound recordings, videotapes, microfilm, electronic files, electronic mail transmissions, databases and spreadsheets, and
  • any other information that is written, photographed, recorded or stored in any manner and that is produced or received by the Municipality, such as official records, non-government records, copies, duplicates, and transitory records.
• “Records Retention Plan” means a system for classifying and identifying the retention and disposition method of records.
• “Size of acquisitions” determines the level of authorization required:
  • “large acquisitions” are those that will require significant additional resources to preserve and make accessible;
  • “small acquisitions” are those that can be acquired without considerable additional resources for storage or accessibility.

6  - Roles and Responsibilities

The Manager, Corporate Information Management will recommend the final disposition of official records, and authorize large acquisitions or deaccessions of community records and artifacts. The Manager will determine whether legal and financial review of an acquisition or deaccession is required. The Manager will ensure that this Acquisition Policy is implemented.

The Municipal Archivist will appraise and recommend the acquisition and deaccessioning of records, and will authorize small acquisitions or deaccessions of community records. The Municipal Archivist will acquire approved material according to institutional procedures and professional best practices. The Municipal Archivist will maintain current and adequate Acquisition Procedures in support of this policy.

The Cultural Asset Manager will appraise and recommend acquisition and deaccessioning of artifacts and authorize small acquisitions or deaccessions of artifacts. The Cultural Asset Manager will acquire approved material according to this policy and professional best practices.

The Municipal Acquisitions Working Group is a group of staff from Corporate Information Management (CIM) and Culture and Events who will consider and make recommendations for the acquisition or deaccessioning of artifacts and community records.

Donors give donations to the Municipal Archives with no expectation of gain, but can request a receipt for the fair market value of their donation as a tax benefit. Donors will provide a detailed listing of the contents of their donation. Donors may be asked to cover the cost of a monetary appraisal.

The Senior Information Analyst will liaise with the Municipal Archivist to arrange scheduled transfers of government records through the Records Retention Plan and determine when government records may be acquired through direct transfer.

7  - Policy Regulations General

The Municipal Archives:

1. Will add to its holdings through transfers, deeds of gift and purchase. Deposits of material will not be accepted.
2. May take temporary custody of material for appraisal. The Preliminary Receipt does not transfer title or responsibility beyond the terms of the Receipt.
3. Will acquire material in any media format, though it is preferable to acquire material in its original format.
4. Will use established criteria (see Appendix A: Appraisal Criteria) to guide acquisition recommendations.
5. May select among records acquired in order to preserve the best, most succinct archival record.
6. Will make a reasonable attempt to contact the owner or creator of any material found or sent anonymously to the Municipality. If no owner can be found, the Municipal Archives will assume ownership and evaluate the material for acquisition according to this policy.
7. Will accession all acquisitions as soon as they are under its custody and control.

Government Records

1. The Municipal Archives is the permanent repository for archival records of the Municipality and its former municipal units.
2. The Municipal Archives may acquire government records by:
   • scheduled transfers according to the Records Retention Plan; or
   • direct transfers:
   • a. when material is not identified in the Records Retention Plan, or
   • b. material would be better preserved or accessed through the Municipal Archives
3. The Manager, CIM will authorize direct transfers recommended by the Senior Information Analyst and Municipal Archivist.
4. In the event government records are alienated from a municipal business unit (e.g., in the custody of a former employee), the Municipal Archives may acquire them by Deed of Gift. Acquisitions of this type are ineligible for receiving tax receipts.

External / Community Records

1. The Municipal Archives may acquire records and other material of archival value from community sources which document the history of the Halifax region.
2. As an active participant in the Council of Nova Scotia Archives’ Cooperative Acquisition Strategy, the Municipal Archives will not acquire material which is within the acquisition mandate of another institutional member of the Council of Nova Scotia Archives. Donors of material outside the Municipal Archives’ acquisition mandate will be referred to other appropriate memory institutions.
3. The Municipal Archives will encourage donor organizations of significant size to establish their own archives. If this is not possible, the Municipal Archives may pursue a partnership in which the organization provides funds to assist in processing and storing its records in return for having its records cared for by the Municipal Archives.
4. The Municipal Archives will not acquire records for which the donor wishes to impose impracticable or lengthy access or use restrictions.
5. The Municipal Archivist will recommend acquisition of community records.
6. The Municipal Acquisitions Working Group will review acquisitions of community records, and determine if manager review of large acquisitions is required.
7. Municipal Archivist will authorize small acquisitions.
8. The Manager of CIM will authorize large acquisitions of community records and determine whether legal and financial review of the acquisition is required.

Artifacts

1. The Municipal Archives may acquire artifacts when the objects have an integral connection with the Municipality or with records in the holdings of the Archives. The Cultural Asset Manager will otherwise refer donors to other memory institutions.
2. The Cultural Asset Manager will recommend acquisition of large acquisitions and authorize small acquisitions of artifacts.
3. The Municipal Acquisitions Working Group will review recommendations for the acquisitions of artifacts and recommend if managerial review of large acquisitions is required.
4. The Manager of CIM will authorize large acquisitions of artifacts and determine whether legal and financial review of the acquisition is required.
5. The Business Unit Executive Director or delegate may authorize the transfer of municipal artifacts to the Municipal Archives.

Published Material

1. The Municipal Archives may acquire for its Reference Collection material published by or on behalf of the Municipality, as well as published material directly related to the region's history, geography, governance, and services.

Monetary Appraisals

1. The Municipality will facilitate government tax incentives that encourage taxpayers to donate cultural property to recognized public institutions. When requested by the donor of material gifted to the Municipal Archives, the Municipality will, in a timely and equitable manner, issue tax receipts based on monetary appraisals of donations that meet government regulations and guidelines.
2. The Municipality will not issue tax receipts for private donations of government records or artifacts, or for any donation estimated to be valued less than $100.
3. The Municipal Archives will arrange for professional external appraisal of a donation estimated at more than $5000 in value. Municipal Archives staff or the Cultural Asset Manager will conduct the monetary appraisal of donations less than $5000 in value.
4. The cost of external appraisals, including all fees and expenses, may be covered by the Municipality, or the donor may be requested to make a cash donation to cover the cost. The Municipal Archives or the Cultural Asset Manager will arrange the appraisal and issue a separate receipt for the cash donation.
5. When a donation is appraised at more than $15,000 in value, an application will be submitted to the Canadian Cultural Property Expert Review Board (CCPERB) for certification as cultural property. CCPERB will assess whether the donation meets the criteria of “outstanding significance and national importance.”

Reappraisal and Deaccessioning

1. The Municipal Archives may, with careful deliberation, reconsider material in its holdings that may no longer merit preservation.
2. The Municipal Archivist and the Cultural Assets Manager may authorize small deaccessions, and make recommendations for large deaccessions.
3. The Municipal Acquisitions Working Group will review and recommend large deaccessions.
4. The Manager of CIM may authorize large deaccessions.
5. The Municipal Archives will appropriately, and per a donor’s instructions laid out in the Deed of Gift, dispose of deaccessioned and culled material by destruction; repatriation to its original owner; transfer to another organization; or selling, with the proceeds going to an appropriate revenue account of the Municipality.
6. The Municipal Archives will document de-selection or deaccessioning. Routine culling does not require documentation.

8  - Effective Date

The effective date of this policy is October 7, 2022.

9  - Related Policies and Practices

1. Administrative Order 2022-009-ADM Respecting Information Management and Archives
2. HRM Public Art Policy
3. HRM Tangible Capital Assets Policy (excludes works of arts and historical treasures 4.2)
4. HRM Surplus Asset process
5. CIM Records Disposition Procedure
6. Municipal Archives Monetary Appraisal Administration Procedures
7. Accessioning Procedures
8. Deaccessioning Procedures
9. External/Community Records and Artifacts Acquisitions Procedures
10. Government Records Acquisitions Procedures

10  - Policy Review

This policy will be reviewed every three years.

11  - Contact

For more information, contact the Halifax Municipal Archives at archives@halifax.ca.

Kings County Museum

Acquisition Policy – Archives

INTRODUCTION 

This chapter deals with the following subject

• Purpose
• Mandate
• Objects
• Principal Procedures
• Conflict of interest guidelines
• Roles and responsibilities
• Policy review schedule
• Glossary

PURPOSE

This document is designed to articulate the archival acquisition policy of the Kings County Museum, to outline its principles, goals and areas of specialization and to define the roles and responsibilities of those involved in the acquisition process.

This document deals solely with the acquisition of archival records. Other material is covered by the Collection Management Policy of the Kings County Museum, here in after referred to as the KCM.

MANDATE

The KCM operates a museum complex which acquires, preserves, interprets, displays and makes accessible material related to the cultural and historical heritage of the Kings County

OBJECTS

In order to achieve its mandate, the KCM has defined its objects in section 1.2.2of the Collection Management

PRINCIPLES 

Preserve all records of significant value that document the human experience in the Kings County area with an emphasis on primary material

Re-evaluate periodically all acquisitions to ensure that they reflect the mandate and the objects of the KCM;

All material is acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the multiplication of fonds;

All material is acquired with consideration for the acquisition mandates of other archival repositories.

At the November 19, 2003 Executive Meeting of the Kings Historical Society, an archival co-operative acquisition strategy was adopted. This strategy will see archival-fonds offered to participating repositories and will be referred to the nearest archives existing within the closest geographic proximity to the creator or subject of the forms for donation. The strategy can be found at: https://www.councilofnsarchives.ca/cooperative-acquisition-strategy/

Acquisitions are made in conformity with the capabilities of the Kings County Museum to manage acquired material; these capabilities depend on the physical condition and volume of documents under consideration, the mode of acquisition and the financial, human and material resources available for arrangement, description, preservation or, and access to the records.

ACQUISITION

The KCM acquires records in the following broad classes of material: textual records, graphic materials, cartographic materials, architectural and technical drawings, moving images, sound recordings and records in electronic

The preferred modes of acquisition are by: gift, bequest, purchase and/or exchange as specified in the Collection Management Policy. The Society shall not acquire archival records by deposit or indefinite loan.

Acquisition procedures relating to archival records will follow the methods and standards in the Collection Management Policy. (see V2-1)

CONFLICT OF INTEREST GUIDELINES

These shall be followed as specified in the Collection Management Policy. (See V2-1)

ROLES AND RESPONSIBILITIES

These are defined within the Collection Management Policy. (See V2-1)

POLICY REVIEW SCHEDULE

The acquisition policy – archives shall be reviewed regularly by the KCM, at least once every five

GLOSSARY

See the Collection Management Policy. (V2-1)

(Approved: September 2005; Reviewed October 2012; Revised 2021)

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

MAHONE BAY SETTLERS MUSEUM

MANDATE

The Mahone Bay Settlers Museum and Cultural Centre’s Archives is mandated to collect, preserve, describe, and make available records of historical value which relate directly to the community of the town of Mahone Bay and the immediate surrounding areas.  The Museum Archives has the responsibility to properly store and protect these records, as well as to make these records available for academic and personal research whenever possible. The Museum Archives will also become the future repository of the records produced by the Mahone Bay Founders Society, the governing body of the Mahone Bay Settlers Museum and Cultural Centre.

ACQUISITION POLICY

General

Materials which relate directly to the social history of the town of Mahone Bay and its immediate surrounding areas is the primary focus of the Museum Archives Collection.  Other material that relates to the permanent collection of the Mahone Bay Settlers Museum and Cultural Centre will also be accepted, as well as the records of the Mahone Bay Founders Society.  Materials which do not relate directly to Mahone Bay and surrounding areas, or to the mandate of the Mahone Bay Settlers Museum and Cultural Centre may be referred to other archives or museums.

Material acquired by the Mahone Bay Settlers Museum and Cultural Centre Archives comes into the permanent care of the Museum Archives, and becomes the property of the Mahone Bay Settlers Museum and Cultural Centre.  The Curator and Museum staff will accept new material that is historically significant to the town of Mahone Bay and surrounding areas, including related individuals and the records produced by the Mahone Bay Founders Society.

Printed material, including textual records, photographs, and maps, is the preferred media of the Museum Archives. Non-printed material, including audio and visual records, oral history tapes, books, microfilm, artifacts and electronically stored data, should be referred to the Mahone Bay Settlers Museum and Cultural Centre for its permanent collection, but may be accepted by the Museum Archives at the discretion of the Curator.

Collection

Due to storage space constraints, the Museum Archives will not actively seek out potential archival records to acquire, but will accept donations on a case-by-case basis. However, in cases where there is threat of destruction or removal of important and relevant materials from the town of Mahone bay and surrounding areas, the Mahone Bay Founders Society and the Mahone Bay Settlers Museum will endeavour to provide the Museum Archives with the resources necessary to attempt to acquire these materials and prevent their loss from the community. The Museum Archives will also accept materials on a temporary loan in order to reproduce copies for its records through electronic, mechanical or photographic means with the permission of the creator/donor.

Acquisition

The Curator and/or the Museum staff will examine all items before the donation is accepted, and will fill out an initial condition report for the accession records.  Before any material is accepted, it must be determined if the material falls within the Museum Archives’ mandate.  Any information relating to the material should be gathered and investigated.  Materials which are determined to be important to the town of Mahone Bay and its surrounding communities or to the Mahone Bay Settlers Museum will be accepted, based on the following criteria:  relationship of the material to the town of Mahone Bay and its immediate surrounding areas, relationship of the material to the permanent collection of the Mahone Bay Settlers Museum and Cultural Centre, the value of the material to the research community, and the creator/donor’s relationship to the town of Mahone Bay and the Mahone Bay Settlers Museum.

A written record must be maintained throughout the acquisition process to track material and its creator/donor, to provide information about the materials for description purposes, and to establish legal title in the event of a dispute.  For all donations, a Gift Agreement form must be completed and signed by the donor and Curator.  This is a legal document containing a voluntary transfer of title to real or personal property without monetary consideration.  Potential donors must be informed about the process of donating to the Museum Archives, including donation requirements, potential restrictions, etc.  A copy of the Gift Agreement form must be given to the donor.

All materials in the Museum Archives will be reappraised every five years to determine whether they should continue to be maintained as part of the collection.  Deaccession decision will remain as the final decision of the Curator.  If material is to be removed from the Museum Archives Collection, the creator or depositor or their heirs will be given opportunity to repossess the material.

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

Mount Saint Vincent University Archives Policy

On January 18, 1974, The President’s administrative committee determined that university archives should be established at Mount Saint Vincent University, referred to in this policy document as the University Archives, and that a trained archivist be appointed to establish and maintain these archives as an integral part of the University Library. Since that time, an archives section has been established under the direction of  the University Librarian.

MANDATE

To appraise, collect, organize, describe, make available, and preserve records of historical, legal, fiscal and/or administrative value to Mount Saint Vincent University.

To provide adequate and appropriate facilities for the retention and preservation of such records.

To provide information services that will assist  the operation of  Mount Saint Vincent University.

To serve research by making available and encouraging the use of its collections by members of Mount Saint University and the community at large.

To promote knowledge and understanding of the origins, aims, programs, and goals of Mount Saint Vincent University and of the development of these aims, goals, and programs.

ACQUISITION  POLICY

The University Archives, under the direction of the University Librarian, is the repository for records which document the history of  Mount Saint Vincent University,  its administration, faculty, staff, and alumnae.   For historical purposes, this collection must be complete.  The University administration and faculty are asked to co-operate with the University Archivist in seeing that all University records, that are of  historical, legal, fiscal and/or administrative value, are ultimately given to the University Archives and that no records are destroyed before the University Archivist has had an opportunity to determine their long term value in relation to history of  Mount Saint Vincent University.

PRESERVATION POLICY

Mount Saint Vincent University is committed to the preservation, according to current preservation standards, of its archival material.

Records are defined as all documents, regardless of form, produced or received by any agency, officer, or employee of the University in the conduct of its business. Records include all forms of recorded information, such as correspondence, computer data, subject files, financial statements, manuscripts, moving images, publications, photographs,  sound recordings, drawings or other material bearing upon the activities and functions of the University, its officers, and employees.  The University Archives also includes professional and personal manuscripts of members of  the academic and administrative staffs.  Records of  faculty, staff, alumnae and student organizations may be transferred to the Archives for preservation and use.

Records produced or received by any agency or employee of the University in the transaction of University business  become University  property.  Staff leaving the University are expected to leave all University records for their successor.

University records are transferred to the University Archives when they have become inactive. It is suggested that records should be retained for ten years as active records before transferring to Archives.

The University Archives has an official function; it is a University service and should not be considered for the storage of  unwanted material.

GENERAL POLICIES

A department or office is entitled to have any of its records temporarily returned to its keeping for administrative purposes.

The University Archivist or her designate has the option of  transferring material donated to the University Archives to more appropriate repositories if the material falls outside the mandate of, or cannot be utilized by the University Archives.

Reproduction - Material may be photocopied or reproduced in accordance with the limits of the Copyright Act.  The researcher is responsible for obtaining permission from the copyright holder to reproduce material covered by copyright legislation. The Archives may set restrictions to protect fragile or damaged materials. The Archives may copy material for patrons depending on the amount and category of material requested. Photocopying and photograph reproduction will be charged on a cost recovery basis.

Restricted Material - Official University Records transferred to the Archives will be regarded as available for reference except in cases where specific restrictions are imposed by the originating office. The degree of restriction will be arranged with the originating office and agreed upon at the time of acceptance into the Archives.  For the protection of its holdings,  the Archives also reserves the right to restrict the use of material which is in process, material of exceptional value, and fragile materials.

Access to the Archives - No persons shall be prevented from using archival material, unless it is determined the material may be physically damaged or where special restrictions apply.   If at anytime the Archivist determines that archival material is not being cared for adequately, the Archivist may deny further access.   Archival material does not circulate and must be used in the Archives and/or the Library.  Records made available to researchers will not be marked or interfered with in any way and will be returned upon completion of use in their original order and condition to the Archivist.

Hours of Operation - The University Archives is open 20 hours per week.  Monday to Wednesday  9:00 am to 1:00 pm and  Thursdays 9:00 am to 5:00 pm, or upon prior notification.  These hours are subject to change, therefore, it is best to call for an appointment.

INFORMATIONAL GUIDES AVAILABLE FROM THE ARCHIVES

Guidelines for the Transfer of University Records for the Permanent Retention in the Archives

A Guide for Determining Archival Value

A Checklist of appropriate records for a university archives

Your co-operation will be necessary to ensure that all records belonging to the University and of  historical/long term value, are  preserved in one centralized, climate-controlled, easily-accessible place.  The Archives can only become valuable to the University through everyone's co-operation.

Revised April 2001

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

NORTH HIGHLANDS COMMUNITY MUSEUM

MANDATE

The North Highlands Community Museum Archives, established by the North Highlands Community Organization, shall

• collect and preserve material of historical significance to Cape North and vicinity.

• classify, index, catalogue and safe keep all material collected.

• make that material accessible to the public for reference and research.

• increase public knowledge, understanding and awareness of the community's heritage.

• prevent loss of historically significant material in order to provide an adequate and accurate documentation of the Cape North area.

ACQUISITION POLICY

The North Highlands Community Museum Archives will collect material which relates to Cape North and surrounding areas.  The decision to accept archival material shall be made by the Board Executive in consultation with the Director.

This material will include:

• public papers: schools, businesses.

• private papers: personal letters, diaries, memoirs and documents.

• visual records: photographs, paintings, drawings, maps.

Some material, although of historical interest, will not be accepted by the North Highlands Community Museum Archives. This includes:

• artifacts more suitable for the museum.

• any material deemed unsuitable for reasons of size, condition, relevancy, duplication or incompleteness of date.

The North Highlands Community Museum Archives will accept archival material only by gift or bequest.  Loans of archival material will not be accepted.

All archival material shall become the property of North Highlands Community Organization.  Therefore, it shall be the responsibility of the staff to ensure the donor fully understands that the transfer is permanent.

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

NORTH SHORE ARCHIVES SOCIETY

The North Shore Archives is located on the second floor of the Fraser Cultural Centre, Main Street, Tatamagouche.  It is governed by a board of 12 directors chosen from the area;  encompassing Wallace to River John, thence to Denmark, Earltown and New Annan with all the areas between.

1.  Mandate

a)      To collect and preserve material of historical significance to the area.

b)      To classify, index, catalogue and safe keep all materials deposited.

c)      To make materials accessible to the public for reference and research.

d)      To prevent loss of historically significant material.

e)      To provide resource material for the students of the area.

Collections

a)      The North Shore Archives will collect material which relates to the area, both past and present.

b)      Records kept by organizations which are not in current use and all records and papers concerning the activities in the area.

c)      Private papers – including original records of individuals memoirs, letters, diaries, documents, correspondence etc.

d)      Visual:  photographs, drawings, maps, blueprints, and tapes.

e)      The North Shore archives will accept archival material by gifts or bequests.  Loans are not acceptable.

f)        Materials which have no relevance to the area will not be accepted.

g)      Artifacts which are more suitable for the Sunrise Trail Museum will not be accepted.

h)      Articles which we are unable to house  properly shall not be accepted.  Such as those which require repairs beyond our capability.

i)        The decision to accept or reject material shall be made by the Archivist in consultation with the board.

j)        All archival material accepted shall become the property of the North Shore Archives Society and it shall be the responsibility of the staff to:

1)      Ensure the donor understands that the transfer is permanent

2)      Ensure by the all reasonable means that the donor has legal title to the archival material offered.

3)      Keep records of all transactions.

TABLE OF CONTENTS
1.0       POLICY STATEMENT
2.0       POLICY OBJECTIVE
3.0       APPLICATION
4.0       POLICY DIRECTIVES
5.0       POLICY GUIDELINES
6.0       ACCOUNTABILITY
7.0       REFERENCES
8.0       APPENDICES (Glossary; Acquisition Criteria)

1.0       POLICY STATEMENT
The acquisition of archival materials shall proceed according to the Acquisition Criteria set forth in 8.2.

2.0       POLICY OBJECTIVE
The objective of this policy is to provide a framework for applying the Acquisition Criteria to appraisal.

3.0       APPLICATION
This policy applies to the Manager, Archival Holdings Management, and all archivists in the Archival Holdings Management Division.

4.0       POLICY DIRECTIVES
4.1       The ruling principle of acquisition shall always be provenance, not medium, genre, form or subject matter.

4.2       Acquisition proceeds from, depends upon and is determined by appraisal; no material shall be acquired except further to an authorized appraisal.

4.3       No prospective acquisition which does not meet the Acquisition Criteria shall be eligible for appraisal.

4.4       The records of a corporate body shall not be acquired if that corporate body, or its   successor, either maintains or has designated an institutional archival repository other than Nova Scotia Archives. If the records of any such corporate body are currently held, then they may be subject to replevin.

5.0    POLICY GUIDELINE

5.1    Archival materials may be acquired in any medium except three-dimensional artifacts and realia.

6.0       ACCOUNTABILITY

6.1       Archivists are responsible for deciding whether to appraise with a view to prospective acquisition.

6.2       The Manager, Archival Holdings Management, is responsible for ensuring that no material is appraised which does not conform to the Acquisition Criteria.

7.0       REFERENCES

Public Archives Act
Government Records Act
NSA Archival Appraisal Policy
NSA Archival Appraisal Scheduling Policy and Guidelines

8.0       APPENDICES

8.1       Glossary

Acquisition. The process of adding to the holdings of an archival repository.
Appraisal. The process of determining whether records are archival. See also Reappraisal.

Corporate body. An organization or association of persons that is identified by a particular name  and that acts, or may act, as an entity. Typical examples of corporate bodies are societies, institutions, business firms, non-profit enterprises, governments, government agencies, religious bodies, local churches, and conferences.

Fonds. The whole of the documents, regardless of form or medium, automatically and organically created and/or accumulated and used by a particular individual, family, or corporate body in the course of that creator’s activities or functions.

Reappraisal. The process of evaluating archival holdings to determine which units should be retained and which should be disposed of; functionally the same asAppraisal.

8.2       Acquisition Criteria

8.2.1    In general, archival records created either by the Government of Nova Scotia or by Nova Scotian corporate bodies, families or persons provincial in scope or significance.

8.2.2    The records of any public body within the meaning of the Government Records Act or the  Government Records Regulations.

8.2.3    Records excluded from the purview of the Government Records Act by Sections 3(f)(ii) and 4(2) of the Act.

8.2.4    Records of band councils or aboriginal governments in Nova Scotia.

8.2.5    Records of the predecessor and/or successor bodies of all agencies, boards, commissions    and departments of the Government of the Province of Nova Scotia.

8.2.6    Records of crown corporations constituted by authority of Part VIII of theProvincial Finance Act.

8.2.7    The alienated records of any former public body which has been privatized.

8.2.8    In general, the records of any private or semipublic body which operates in Nova Scotia independently and is provincial in scope.

8.2.9    The personal fonds of any native-born or resident Nova Scotian whose activities are provincial or national in scope.

8.2.10  The fonds of any Nova Scotian family whose activities are provincial in scope.

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

ST. FRANCIS XAVIER UNIVERSITY ARCHIVES

ACQUISITION POLICY

The St. Francis Xavier University Archives collects only that material, regardless of medium, which records the history of the University and its faculty, staff, alumni and chancellor.

The Archivist is responsible for seeking out records within the University, as well as accepting donations of personal papers.  Through the University records management program the Archivist has the authority to negotiate the transfer of records from all University offices.  The Archivist is responsible for the appraisal of all material received and the selection of material which serves research and scholarship, as described in the Mandate & Policies document.  All materials obtained by the Archives become the property of St. Francis Xavier University and any rights - including copyrights vested in the depositor - shall pass to the University.  Materials which do not relate directly to the University may be referred to other archives or other suitable repositories.  According to the Procedures for Depositing Corporate & Quasi-Corporate Records into the St. F.X. Archives an acknowledgement and description of records received into the Archives will be forwarded to the office of origin.

A donor of personal papers may, under agreement with the Archivist, restrict access to records for a designated period of time.  According to the Mandate & Policies document some corporate records (ie. personnel, student, and sensitive records) will be restricted for a specific period of time.

The Archivist will be responsible for bringing acquisition issues, including the development of plans and strategies, to the attention of the University Librarian and the University Archives & Records Management Committee (hereafter UARMC).

Recommendations for deaccession will be referred to the UARMC by the Archivist for decision.  As material is removed from the collection, the creator or the depositor/heir will be normally given the opportunity of resuming possession.  After deaccessioning, a Deaccession Record is to be completed and filed with the Accession Record.

Personal papers of faculty, staff, alumni and the chancellor may be accepted at the discretion of the Archivist.  Non-University related material may be referred to a more appropriate repository.  University records donated with personal papers will be accessed according to the Mandates & Policies document.

MANDATE

The St. Francis Xavier University Archives is institutional and private.

The University Archives is the central repository for the collecting, arranging, describing, and preserving of material which documents the history of the St. Francis Xavier University and its chancellor, faculty, staff, and alumni.

Policies

1.  General policies.

1.1 Definitions:

1.1.1Closed material is that which is unavailable for public viewing.

1.1.2 Open material is available for public viewing.

1.2 Policies:

1.2.1  The University Archivist and/or the University Archives and Records Management Committee (UARMC) has the option of transferring material donated to the University Archives to other, more appropriate, archives if the material falls outside the mandate of, or cannot be utilized, by the University Archives.

1.2.2  Material donated to the University Archives will become the exclusive and absolute property of the University Archives.

1.2.3  When material is deemed open for any researcher, it shall be deemed open to any member of the public and equal viewing access will be provided.

1.2.4  Published material and photographs are open. Other media not dealing with confidential matters are considered open to research use.

1.2.5  It is the responsibility of the researcher to obtain copyright permission to copy or publish any material.

1.2.6  The University Archivist and/or archives staff will spend no more than one (1) hour of research time on each request for information from outside the University. If the request takes more than one hour of staff time, the University Archivist will provide the requester with a list of names of individuals who will conduct research for a fee.

1.2.7  Photocopying and photograph reproduction will be charged on a cost recovery basis.

2.  University Corporate Record Policies.

2.1 Definitions:

2.1.1  Corporate records include both administrative and operational records. Corporate records are defined as those records regardless of medium that are created, received, or accumulated by University officials, offices, and the various governing bodies of the University. They pertain to the operations, functions, policies, procedures, decisions, structure, activities, organization, and history of the University. They include personnel records, student records, and other records. Corporate records are the sole property of the University. Staff leaving the University or relinquishing office must leave all corporate records for their successors. Corporate records do not include records produced in a private capacity.

2.1.2  Personnel records are corporate records that record information regardless of medium regarding the hiring, discipline, remuneration, and/or evaluation of an employee, or former employee, of the University.

2.1.3  Student records are corporate records that record information regardless of medium regarding students and/or former students of the University. A student of the University is defined as a person registered in one or more credit or non-credit courses at the University.

2.1.4  Quasi-corporate records are records regardless of medium created, received, or accumulated by University officials, offices, and the various governing bodies or groups of the University that do not pertain to the functions, policies, or operations of the University. They usually are the records of sponsored groups, clubs, associations, students, alumni, staff and faculty groups, editorial boards, societies, institutes, and organizations which relate to some aspect of University life, programs and schedules of University events.

2.1.5  Sensitive corporate and quasi corporate records are those that are protected and tightly controlled in order to adequately perform confidential administrative, financial, and legal duties; research activities; and provide continuity of policies, actions, and the organization and procedural patterns for the sound administration of the University. Release of information from these records may cause detriment or harm to the University or individuals mentioned in the records.

2.2  Policies:

2.2.1  The confidential character of University corporate records requires that these not be made available to the public for a minimum of twenty-five (25) years from the date of creation of the record.

2.2.2  As a minimum, personnel records shall be closed for eighty-five (85) years from the date of commencement of employment or twenty-five (25) years after death; whichever comes first.

2.2.3  As a minimum, student records shall be closed for eighty-five (85) years from initial registration or earliest determined record of entry, or twenty-five (25) years after death; whichever comes first.

2.2.4  Closure on quasi-corporate records will be the same as on corporate records unless otherwise stated, and will be determined by the donor at the time of donation, but will not be subject to longer closure than corporate records.

2.2.5  The University Archivist has the authority to impose longer closure on sensitive corporate and quasi-corporate records. Appeals can be made to the President. The UARMC will act as an advisor to the President on appeals. If longer closure is imposed, a reason for this decision will be provided.

2.2.6  Current administrative officers will be granted access to records created by former holders of the office with the written approval of the current senior administrative officer. For the purposes of this document, for corporate records, the senior administrative officer is defined as one who is either a president, vice president, or reports directly to the same.

2.2.7  For quasi-corporate records, a senior administrative officer is defined as the current president, or equivalent, of the organization.

2.2.8  Corporate and quasi corporate records may be removed from the University Archives but only with the approval of the University Archivist and for a specific period of time; these records must remain on the University property.

3.  Personal Paper Policies.

3.1  Definitions:

3.1.1  Personal papers are defined as those records regardless of medium that record information regarding the personal activities of an individual. They do not record the activities and/or decisions undertaken while performing University duties, functions, or activities but those which are distinct and separate from University business. Personal papers are usually those of faculty, staff, and alumni.

3.2  Policies:

3.2.1  The University Archivist will obtain the signature of the donor on a "donor agreement" before accepting personal papers. The donor agreement will specify access restrictions, closure time, record copying, and copyright holder.

3.2.2  The University Archivist and/or the UARMC retain the right to refuse material if it is deemed the restriction requests are too stringent or too lenient. Normally, access restrictions for personal papers will not exceed those of University corporate records.

3.2.3  Material in personal papers pertaining to the University will be administered under the same rules as the University corporate records. The University Archivist will deem what material is sensitive, hence subject to longer closure, and appeals can be made to the President in an unusual or difficult situation.

3.2.4  Personal papers may not be removed from the University Archives.

Approved by Library Committee - June 24, 1996

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

Shearwater Aviation Museum Library and Archives

ACQUISITION POLICY AND PROCEDURES

Purpose:

This document is designed to articulate the acquisition policy of the Shearwater Aviation Museum Library and Archives to outline its principles, goals, and areas of specialization and to define the roles and responsibilities of those involved in the acquisition process.

Definition of terms:

Acquisition - An addition to the holdings of the Shearwater Aviation Museum Library & Archives. The most common modes of acquisition are through gift, bequest, purchase, loan and/or transfer from the Bissett Memorial Library or 12 Wing Shearwater squadrons.

Bequest - Transfer of custody and title to documents by last will and testament.

Gift - The mode of acquisition by which an individual or corporate body transfers, freely and without charge, the full ownership of records to the Shearwater Aviation Museum Library & Archives.

Loan - Temporary acquisition that may be renewed or converted into a gift.

Provenance - Archival principles which stipulates that the records of a person or corporate body should be kept together in their original order in the fonds in which they were created.

Territoriality - Archival principle that stipulates that archives should be preserved within the territory in which they were created.

Mandate:

( To acquire through gift, purchase, loan, bequest, or transfer, archival material and library books, which document the history of Canadian Maritime Military Aviation. The archivist gives priority to documents that record the history of Shearwater, Nova Scotia and its role in Canadian Maritime Military Aviation.

( To preserve, and organize library books and archival materials in the Library and Archives' holdings in keeping with current standards.

( To provide all members of the general public access to its holdings through finding aids and other search tools.

( To answer reference questions and aid researchers in selecting documents appropriate to their research objectives.

( To aid Museum staff in identifying Museum artifacts by providing documents which describe and classify those artifacts.

( To obtain through inter-institutional loan, materials for researchers, which the SAM Library and Archives does not have, but which deal specifically with Shearwater, Nova Scotia and Canadian Maritime Military Aviation.

Scope of Mandate:

The Shearwater Aviation Museum Library & Archives acquires textual records, photographs and other graphic records, cartographic records, moving images, sound recordings, and electronic records. The Library & Archives does not acquire artifacts. Such items are acquired and held by the Museum.

Principles:

( Preserve all records of significant value that document the history of Canadian Maritime Military Aviation.

( Re-evaluate periodically all acquisitions in order to either preserve or deaccession them as the case may be. Deaccessioned material may be returned to its owner or to other repositories. The curator has the final say as to whether or not something should be deaccessioned.

( All material is acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the mutilation of fonds.

( All material is acquired with consideration for the acquisition mandates of other archival repositories namely those of the National Archives of Canada, other Canadian military archives, and other Canadian aviation archives.

( Acquisitions are made in conformity with the capabilities of the Shearwater Aviation Museum Library & Archives to manage acquired material; these capabilities depend on the physical condition and volume of documents under consideration, the mode of acquisition and the financial, human, and material resources available for arrangement, description, preservation, and access.

Areas of specialization and priorities:

The archivist gives highest priority to documents that record the history of Shearwater, Nova Scotia and its role in Canadian Maritime Military Aviation. Priority is given to records generated by the squadrons that have operated out of Shearwater, and to documents pertaining to Canadian Maritime Military Aviation as a whole. Low priority is given to nonfiction general military history and science books.

Modes and mechanisms of acquisition:

The preferred modes of acquisition are by gift, purchase, loan, transfer, and bequest. All acquisitions include donor agreements generated by the museum's collections management program (SAM2000).

Each agreement is signed by the donor and the museum's director, and specifies the rights and obligations of each party. Receipts for income tax purposes may also be generated by the museum's collections management program (SAM2000) after a monetary appraisal of the records has been made. The receipt cannot be issued prior to the signing of the donor agreement.

All records pertaining to acquisitions are kept either in the museum's collections management program (SAM2000) or in hardcopy format in an acquisitions file.

After being acquired, archival records are accessioned by the Shearwater Aviation Museum's registrar in the Museum's collections management program (SAM2000). The registrar issues donation agreements and tax receipts. Items then go to the Museum's Library and Archives.

Roles and responsibilities:

Archivist: Oversees the Library & Archives, arranges archival material, creates descriptions and catalogue records in the Library & Archives' catalogue, manages the museum's collections management database, and manages the Library and Archives' catalogue.

Museum Registrar: Accessions items acquired by the Shearwater Aviation Museum.

Curator: Oversees the day-to-day operations of the Shearwater Aviation Museum and its Library & Archives.

Conflict of interest guidelines:

Shearwater Aviation Museum staff wishing to acquire archival material that falls within the acquisition policy through trade or purchase for their own personal use, enjoyment or profit, require permission from the Museum's curator.

Approval of policy:

This policy was approved on October 19, 2000.

Distribution of policy:

This policy will be distributed to staff and members of the Council of Nova Scotia Archives .

Review of policy:

This policy will be reviewed every five years by the archivist.

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

SAINT MARY’S UNIVERSITY ARCHIVES

MANDATE

The Saint Mary’s University Archives is mandated to collect, preserve, describe, and make available records of historical and/or administrative value, which relate directly to the community of Saint Mary’s University.  The University Archives provides facilities for the storage, use, and care of these records, serves scholarship and research by making available and encouraging the use of the collection, and in so doing promotes an understanding of the origins, programmes and goals of Saint Mary’s University, and the development of these programmes and goals.

ORGANIZATION

The Archives falls within the responsibility of the Patrick Power Library and reports, through the Head of Access Services, to the University Librarian.  The Library will endeavour to provide the Archives with the authority and resources to pursue and maintain the mandate of the University Archives.

COLLECTIONS

Collection Policy

Material acquired by the Saint Mary’s University Archives comes into the permanent care of the University Archives, and becomes the property of Saint Mary’s University.  The University Librarian and the archival staff will accept new material.  All historically-significant records of the University, and its related associations or individuals, will be sought and accepted.  Material not directly related to the University individuals, will be sought and accepted.  Material not directly related to the University may be accepted on a case-by-case basis.  As arranged by archival staff and the University Librarian, some materials may be accepted under conditions of restricted access.

ACQUISITIONS

Acquisition POLICY

Materials which relate directly to the Saint Mary’s community (meaning the University’s administrative and governing offices, bodies and departments; academic departments and faculties; student, faculty, staff and alumni societies and associations; and, other groups and individuals directly related to the University) is the principal focus of the University Archives collection.  Other material which concerns the history of the University is also accepted.

Archival staff are responsible for seeking out records within the University and, in conjunction with the University Librarian, accepting donations.  Archival staff have the authority to negotiate the transfer of records from all University offices, and may accept custody of confidential University records.  Archival staff, under the direction of the Head of Access Services and the University Librarian, are responsible for the appraisal of all material received and the selection of material which serves research and scholarship, as described in the mandate of the University Archives.  Materials which do not relate directly to Saint Mary’s University may be referred to other archives or other suitable repositories.

All material deposited in the University Archives shall become the property of Saint Mary’s University, and any rights - including copyrights vested in the depositor - shall pass to Saint Mary’s University.  A donor may, under agreement with archival staff and the University Librarian, restrict access to an item or a group of items for a designated period of time.  The University Archives may also restrict access to some materials.

Printed material - textual records, photographs, maps, plans, and architectural records - is the preferred media of the University Archives.  Non-printed material - audio and visual records, oral history tapes, books, microfilm, artifacts, and electronically stored data - will be accepted at the discretion of archival staff.  No more than three copies of records that are received in multiple numbers, such as University calendars and yearbooks, will be retained.

Archival staff will be responsible for bringing acquisition issues, including the development of plans and strategies, to the attention of the Head of Access Services and the University Librarian.

A written record must be maintained throughout the acquisition process, to track material and its creator/donor.

Deaccession decisions will be taken in consultation with the Head of Access Services and the University Librarian.  As material is removed from the collection, the creator or the depositor (or heir) will be given the opportunity of resuming possession.

Accessioning/Deaccessioning

Material must be actively sought out by the archival staff through inquiries to the office of creation.  Few University publications arrive automatically from offices around the University.  After materials are inventoried, bi-annual inquiries should be made to the office of creation in order to keep the holdings current.

Materials may be acquired by the University Archives via transfer or donation.  In each case, an Accession Record must be completed after the material has been appraised and accepted.  (Examples of the forms can be found in the appendix).

During reappraisal, staff may find materials which no longer fit the University Archives criteria.  Staff must determine what is to be deaccessioned, justify the deaccession, suggest a method of disposal, and discuss the matter with the Head of Access Services and University Librarian before any action is to be taken. After deaccessioning, a Deaccession Record is to be completed and filed with the Accession Record.

Donations/Agreements

Materials offered as donations will be considered on an individual basis.  Archival staff or the University Librarian will examine all items before the donation is accepted.  The decision will be based on the following criteria: relationship of the material to Saint Mary’s University, the value of the material to the research community, and the donor’s relationship to Saint Mary’s University.

For all donations, a Donation Record must be completed.  This is a legal document containing a voluntary transfer of title to real or personal property without monetary consideration.

When meeting with a potential donor, archives staff need to go over the Donation Record in detail.  The concept of the transfer of ownership from the donor to the University Archives is explained as are any donation conditions and potential restrictions on sensitive material.  A copy of the Record must be given to the donor and a Letter of Thanks reiterating the decisions made during the meeting must be sent to the donor after the material is accepted and accessioned.  (If a donor gives several donations, the process must be repeated for each group).

Transfer

Materials which are transferred to the University Archives from within the University must be recorded on the Transfer Record.  During negotiations, the transmitting office and the archival staff can discuss potential restrictions.  (A new Transfer Record must be completed for each group received in this manner).

Loan Requests

The University Archives may request a temporary loan of material from other archives or individuals to reproduce for the purpose of supplementing the collection.  This may occur when the archival staff locate materials in other institutes or private collections which may contribute to the Saint Mary’s University Archives collection.  Under these circumstances, materials may be requested along with permission for reproduction and deposition in the University Archives.  All forms must be completed properly, and loan conditions must be adhered to strictly.  Material acquired on permanent loan will be appraised by the usual criteria to determine if the loan is necessary.  Donations will be favoured over permanent loans.

Appraisal

Before any material is accepted, it must be appraised to determine if the material falls within the University Archives mandate.  Any information relating to the material must be investigated.  Archival staff will examine the material according to a number of criteria (outlined in the Notes section of the appendix) and complete an Appraisal Record.  The staff, Head of Access Services, and University Librarian will then examine the material and decide upon the action to be taken.

Materials which are deemed important to the University will be accepted.  Periodically, all materials must be reappraised to determine whether they should continue to be maintained in the collection.

The Archives mandate is to identify, collect, organize, preserve, and make available records which pertain to the original, history, spirit, ministry, and growth of the SCH from 1849 to the present day.  These include not only the official papers of past administrative officers but also material reflective of the life and work of the Sisters as individuals.

The Constitutions of the Congregation provides principles upon which the Archives' policies are based:

•                   Respect for the dignity and rights of each person (C. 74)

•                   Protection of the common good (C. 74)

•                   Accountability (C. 74)

•                   Responsibility for the goods of the Community (C. 36)

•                   Relationships of  mutual trust and support (C. 73)

•                   Fidelity to our mission in the Church (C. 73)

•                   Mindfulness of the gifts and limitations of our human condition (C. 10)

SCOPE OF ACQUISITION

The Archives collect material relating to:

•                   St. Vincent de Paul, founder of the Daughters of Charity in France (1633)

•                   St. Elizabeth Ann Seton, foundress of the American sisters at Emmitsburg, Maryland (1809)

•                   Mission from New York (1849)

•                   The founding of the Halifax Congregation (1856)

•                   The functions of the Congregation from 1849 to present day

•                  Membership

The Archives identifies administrative records with archival value and cooperates with the Congregational Administration to arrange scheduled transfers to the Archives.  The Archives also identifies records created by individual Sisters with archival value, and encourages Sisters to donate these to the Archives.  When materials that do not satisfy the requirements of the Archives' mandate are offered, the Archivist suggests more suitable means of disposition.

GOALS OF ACQUISITION

The Archives collects materials that document the origin, history, spirit, ministry, and growth of the Sisters of Charity, Halifax. Our goal is to preserve records for those who wish to know the congregation and for the women who have answered the call of God to join the Congregation.

ADMINISTRATIVE RECORDS

Because the integrity of the record is best preserved by the body of origin, each unit of the congregation is responsible for preserving the records they generate until they are turned over to the Archives according to approved procedures.  (For example, the records of the Congregational Administration Team are kept in the office of origin for one additional administration as reference,  and then sent to the Office of the Congregational Secretary at the beginning of the next Administration.  From there they are transferred, after review by the Secretary, to the Archives.)  Due to the wide geographical area the Sisters of Charity are present in (various Provinces, United States, Peru, the Dominican Republic), transfers of records created outside the Motherhouse are not strictly scheduled.

OWNERSHIP OF RECORDS

All records transferred to the Archives becomes the property of the Archives.  The Archivist has authority to make decisions regarding acquisition and selection of materials, and on the disposition of materials not selected for continued preservation. This authority is exercised within the parameters set by Congregational policy and authority, and in the light of professional procedures.  In cases of deaccessioning, consultation with the Congregational Secretary is necessary.

CNSA Revised Draft  for Acceptance at the 2001 AGM

Cooperative Acquisitions Strategy - Appendices

UNIVERSITY OF KING’S COLLEGE ARCHIVES

1) The Archives shall consist of internally and externally generated and acquired material of permanent value which documents the purpose, structure, and activity of the University of King’s College and affiliated bodies.

2) The Archives shall be limited to inactive textual, graphic, audio, and video material.

3) Internally generated and acquired material which meets the criteria set out in (1) and (2) shall be deposited in the Archives with the approval of the Library and Archives Committee on the recommendation of the Librarian and the head of the unit which hitherto held it.

4) Externally generated and acquired material which meets the criteria set out in (1) and (2) shall be deposited in the Archives with the approval of the Library and Archives Committee on the recommendations of the Librarian.

5) All material deposited in the Archives shall become the exclusive and absolute property of the University of King’s College.  Any rights, including copyrights, vested in the depositor shall pass to the University of King’s College.  The University of King’s College may make material in its collection available for publication but shall require that the Archives be credited and that the creator, where known, be identified.

6) The Librarian shall be responsible for overseeing the arrangement and description of material deposited in the Archives.

7) The Librarian shall be responsible for overseeing the conservation and protection of material deposited in the Archives.

8) The Librarian shall be responsible for regulating access to the Archives.  Anyone with a legitimate reason to use it shall be granted the facility to do so unless the material under consideration is (a) judged by the depositor or, where no instructions have been given, by the Librarian to be of a sensitive and, thus, restricted nature, (b) judged by the Librarian to be insufficiently processed to admit of easy access, or (c) judged by the Librarian to be too fragile to handle safely.

9) Material deposited in the Archives shall not be allowed to leave the Library.  The Librarian may waive this rule in the event that it is necessary to reproduce, conserve, consult, or display material off-site.

10) The destruction or alienation of material deposited in the Archives shall be effected with the approval of the Library and Archives Committee on the recommendation of the Librarian.  Circumspection shall be exercised in this matter.  Before any material is destroyed, moreover, the depositor or his heir or successor shall, if available, be given the option of resuming possession of it.

Yarmouth County Museum Archives

ACQUISITION & DISPOSAL POLICY

POLICY STATEMENT

It is the mandate of the Yarmouth County Museum Archives to actively
collect, preserve, organize and make available to the public, the
documentary records of the people of Yarmouth Town and County,
focusing on their daily activities, from the region’s inception, to current
day.

AIMS

The Articles of Establishment of the Yarmouth County Historical Society state
that one of the objectives of the Society shall be “to collect and preserve
historical data, records and objects of all kinds, primarily of Yarmouth County, or
relating to the history thereof”. A Library Acquisitions Policy will deal with the
aforementioned historical data and records.

This very general statement has been interpreted and practiced in various ways
since the year of establishment in 1935. In some ways the collection policy of the
Research Library and Archives has reflected the interests and talents of the
librarians who have so admirably preserved the contexts of the Library. However,
the collection has grown to such an extent that space no longer permits the
acceptance and preservation of all offered materials; hence this Acquisition and
Disposal Policy. Within the general aims of the Yarmouth County Historical Society it is necessary
to further define the objectives of the Research Library and Archives. These are
perceived to be:

1. To supplement the work and interests of the Society and its members.
2. To collect and preserve documents, books, photographs, newspapers and
   audio-visual material that pertain to Yarmouth County in general, and The
   Yarmouth County Historical Society in particular.
3. To catalogue and make material available to researchers.
4. To supplement artifacts in the museum, by use of supportive documents
   and reference books.
5. To stress the marine element of our history.

COLLECTIONS COMMITTEE

This committee shall consist of the Librarian/Archivist, the Curator, and two other
members. They shall meet as required by the Chairman and shall make final
judgments on questionable and debatable acquisitions to the Library/Archives.
This committee will also make decisions on the proper disposal of irrelevant
material in the Library/Archives, with the general approval of the Board of
Directors – this to conform to Section 9, Paragraph 2 of the Society’s By-Laws.

METHODS OF ACQUISITION

The preferred method of acquisition is by gift and bequest. Only under
compelling, special circumstances will loans be accepted. In rare instances
important materials, available only by purchase, will be considered, budget
permitting.

PROCEDURE OF DISPOSAL

In practice the Librarian/Archivist has made all decisions on donations and
purchases, up to this time. In future, the Librarian/Archivist will call upon the
Collections Committee for their judgment regarding questionable donations. In
routine donations or purchases the Librarian/Archivist shall continue to make
daily decisions. Deaccessioning will be a decision of the Collections Committee
upon the recommendation of the Librarian/Archivist.

GUIDELINES FOR ACQUISITIONS

To facilitate decisions made by the Librarian/Archivist and Collections Committee
the following specifics will be considered:

A. Yarmouth County Historical Society Records

The Archives will maintain records created by the parent society.

B. Documentary Records

Private, business and government records that meet the mandate will be
accepted into the collection.

C. Books

1. Works of fiction will not be accepted, unless they pertain to Yarmouth
   County or are written by Yarmouth County authors.
2. Rare books or First Editions have no place in a research library unless
   they can be used by researchers. They could be treated as artifacts and
   offered to the museum.
3. Bibles, as is, will not be accepted into the collection, rather the family
   information will be photocopied and added to the collection.
4. History books should contain an element of Yarmouth County history, also
   ONE good series of Canadian, British and American history should be
   collected – all others are superfluous.
5. Marine books – almost all registers, lists, histories and books of
   technology will be relevant – excluding works of fiction.
6. School textbooks – a random sampling of texts used in Nova Scotia
   schools will be collected; preferably identified by person and/or school.

D. Magazines

1. Present and ongoing journals such as those of the Nova Scotia Historical
   Society, Nova Scotia Museum and Mariner’s Museum will be preserved.
2. London Illustrated News may be useful to researchers, so will be
   preserved.

E. Photographs

1. Any photographs that meet the requirements of the policy statement,
   whether it be an original or a copy.

F. Newspapers

1. All newspapers printed and/or circulated in Yarmouth Town and County.
2. Papers and supplements that deal with the history or people of Yarmouth
   County.

G. Multi Media
Audio, videotapes and electronic media, which conform to the mandate, will
be accepted into the collection.

NOT TO BE ACCEPTED

The Archives of the Yarmouth County Museum will not accept the following:
Artifacts, works of fiction, Bibles not containing family information, dictionaries,
works of art, materials that do not conform to the policy statement.

Dated: July 25, 2024