Members' Acquisition Policies
Listed here are the Acquisition Policies for all current CNSA Institutional Members who were signatories to the Strategy. They are found here in alphabetical order by institutional name.
Permission to Publish
Only policies of members providing permission to publish are included here.
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.
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.
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.
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.
COLLECTION POLICY
Prepared by Peter Latta, June 30, 1980 Revision - December 3, 1980
2nd Revision, February 7, 1989
3rd Revision, March 12, 2001
CUMBERLAND COUNTY MUSEUM COLLECTION POLICY
1. According to the Memorandum of Association of the Amherst Township Historical Society as prepared in 1973, the Objects of the Society include the establishment and operation of a museum (2a), the promotion, encouragement of public interest in and the study and writing of the history of old Amherst Township and Cumberland County (2b) and the collection of documents, plans, papers, objects, chattels and items of historical interest and significance (2c).
2. The following policy on collections for the Cumberland County Museum, while interpreting those initial guidelines widely, have tried to adhere to the principles they express.
3. There are several reasons why a museum may or may not wish to establish a collection. The principle involved when an institution like a museum decides to collect is that it desires to preserve, conserve, study and display artifacts for public enjoyment and edification.
4. According to the Memorandum of Association (2c) there is no specified geographic or political area from which artifacts (which is taken to mean documents, photographs, three dimensional objects, sound recordings and works of art) must be collected. Knowing that the governing society is the Amherst Township Historical Society, that the name of the museum is the Cumberland County Museum and given the suggested restrictions of clause (2b) in the Society’s constitution, this paper will assume that Cumberland County, as defined by its present boundaries, is the geographic area of concentration for collection, and that artifacts being offered the museum or considered for purchase should relate in some way to Cumberland County. It can also be assumed from the Memorandum ( c ) though, that the museum has a responsibility to protect and preserve items of historical significance to any time and place.Artifacts not from or specifically related to Cumberland should only be considered for the collection after careful consultation between the museum curator and the acquisitions committee, and if the item is in danger of being lost to all.
5. Notwithstanding these limitations though, the museum ought to give serious consideration to the collection of artifacts from other parts of Nova Scotia and elsewhere for comparative purposes.
6. It must also be recognized that prior to 1784, Cumberland County extended into the present Province of New Brunswick.This cannot be an argument to collect artifacts belonging to that province prior to 1784, but the Cumberland County Museum should be aware of the county’s historical relationship with New Brunswick, and in that respect should accept artifacts from there only if there is a strong relationship between the artifact and Cumberland County. Such artifacts should not be actively sought and no conflict of interest should be entered into with the New Brunswick Museum or any other museum in New Brunswick.In other words, the Cumberland County Museum may accept artifacts, which pertain to both Cumberland County and New Brunswick only if they are offered, but that no effort should be made to subvert any historical preservation group in New Brunswick in their attempt to attain the same object.
7. Artifacts, as property, may, according to the Memorandum of Association (2e) be acquired by either gift or purchase. The museum should accept items into its permanent collection by these methods only. Loans may be made to the museum for restricted and defined periods of time, for the purpose of display, or study, and the same care and protection given the museum’s collection will extend to those loaned items.
Long term loans will be accepted by the Museum only as a necessity for display or study of important items. No item may be loaned to the museum for longer than ten years with-out renewed consent of the owner. No item may be loaned to the Museum for a long term (any period greater than two years) without provision being made for the object in the event of a change of ownership of the object during that time. Artifacts offered for donation to the permanent collection with conditions attached to their acquisition(i.e. how, when and where they are to be displayed, stored, etc.) will very rarely be accepted by the museum and only at the discretion of the Board.
8. Artifacts being considered for the permanent collection by gift shall be accepted or rejected by the Museum Curator on behalf of the Museum. Artifacts being considered for the permanent collection by purchase should be presented to a committee of three persons, which should include the Museum Curator, and this Acquisitions Committee shall accept or reject artifacts on behalf of the Museum. Artifacts that the donor or other member of the public disputes acceptance or rejection shall be referred to the Acquisitions Committee for decision.
9. The Cumberland County Museum may make loans of artifacts to other institutions, provided that the receiving institution can give the artifact appropriate care, and that that the Acquisitions Committee agrees that the artifact can leave the Museum for a specified period.
10. During the initial planning of the Museum it was agreed that the theme or specialty of the Museum would be the industrial history of the County. It would be wrong and neglectful to concentrate solely on that aspect of the County’s history. Therefore, the Museum shall have three (3) interconnecting areas of concentration for collecting, preservation, study and display. These will be the subject of the LAND, the PEOPLE and the INDUSTRY of Cumberland County. Each of these broad subjects is undeniably necessary for the full understanding of the others. 11. THE LAND
The geographic and natural history of Cumberland has determined to a large extent the settlement patterns and industrial activities of the people there. Around the location of certain minerals, fertile lands and forested areas, many prominent communities and industries have been established. It will be important, therefore, to interpret the variety of land forms and geographic features in Cumberland, but so too should the Museum give consideration to the interpretation of other types of natural history.
12. The shape of the land also determines the sort of animals, plants, reptiles and fish which live in the county. The accurate description of these beings and how their lives are affected by the land and man, and vice versa, should also be a part of the Museum’s concern. These forms of life must be recognized as an integral part of our heritage.
13. Natural history is a wide and complex scientific study, and a heightened awareness and understanding of it should be among the goals of the Museum. By interpreting the land through the collection, study, preservation and display of specimens, both organic and inorganic, a more complete understanding of the history of the inhabitants of that land may then be achieved.
14. The Cumberland County Museum recognizes the splendid collection of minerals and semi-precious stones of the collections of the Fundy Geological Museum and should not attempt to duplicate the efforts of that museum.
15. ARTIFACTS TO BE ENTERED IN THE CLASSIFICATION OF NATURAL HISTORY A. Examples of animals common to Cumberland in modern or other times. Unless proper and humane arrangements are name for the well being of the animal(s), specimens in this group should only be accepted if in a state of preservation, or if the animal is represented by its skeletal remains. All examples of birds and bird’s eggs or skeletons, provided they are properly preserved or can be cared for, which are or have been common to the area of Cumberland County. C.All examples of reptiles and reptile eggs or skeletons, provided they are properly preserved or can be cared for, which are or have been common at some time to the area of Cumberland County. D. All examples of fish, shellfish and crustaceans, or their skeletons, provided they are properly preserved or can be cared for, which can or have been found in the inland and coastal waters of Cumberland County. E. All examples of plant life, provided they are properly preserved or can be cared for, which can be found in Cumberland County, or in its waters. F. All examples of minerals, ores, precious and semi-precious stones found in Cumberland County. G. Fossils of plant, animal and other life forms, discovered in Cumberland. H. Models and photographs, maps and other representations of the various life forms, especially of early times, and geographic features of Cumberland County.
16. THE PEOPLE Essentially, this part of the Museum should be anthropological in approach - that is understanding anthropology to be the study of man and culture. To be more specific, this section of the Museum would have two principle concerns - the genealogical and ethnographic description of the inhabitants of Cumberland. The Museum will be concerned with portraying the normal">genealogy or modern origins and inter-relatedness of the inhabitants of the area, while the ethnographic study of these peoples would describe various aspects of their culture in the defined area of Cumberland County.
17. Human life is exceedingly complicated and this becomes especially apparent when dealing with more than one cultural group. In Cumberland there are four main groups - NATIVE INDIANS, ACADIANS, BRITISH IMMIGRANTS and BLACKS - and many other groups represented by smaller populations. While the Museum ought not to ignore any group of people resident in Cumberland, the larger groups should be the focus of the Museum’s attention.
18. To collect items which help others understand the inhabitants of a specific region is a never ending task and must be undertaken with great care. The identification of material as valuable, for the Museum’s purposes, may run directly against a donor’s point of view. An item of great wealth and beauty for example, may be of less significance to the Museum than an implement made from scraps of wood and metal less than fifty years ago. The difficulty lies in recognizing each for their specific importance to the people who made or used them. It may be assumed that the Museum will receive artifacts which belonged to persons of wealth and importance to the county. These should not be discouraged, however, the Museum has a distinct responsibility to try to bring into its collection items representing the life of the greater majority of the population and of the various cultural groups in the county. Therefore, some effort should be made to acquire items which come from those cultures, at all levels of social standing. This will include those artifacts described as folklore or folk life articles. While it is difficult to define those terms exactly, they should not be misinterpreted as being specifically primitive.
19. ARTIFACTS TO BE ENTERED IN THE CLASSIFICATION OF HUMAN HISTORY A. All documents, books, photographs, pictures, sound recordings, works of art and maps which pertain to the description of the life and settlement of the people of Cumberland or specific families or persons, produced by residents of the County. B. Artifacts made or used by the four principle groups of Cumberland from all periods. These may or may not have been made in the County. These will include clothing, personal embellishments and jewelry, household items (i.e. kitchen utensils, tools, glass and furniture) and toys. C. Artifacts similar to the above, which pertain to other cultural groups who lived or do live in the County. D. Models and genuine architectural details of buildings of specific styles and types common or unique to Cumberland. This may include the acquisition of the entire structure, provided that arrangements can be made for its proper care. E. Money and other items used as currency in Cumberland. F. Items of a military nature which are related to Cumberland generally or to residents of Cumberland. G. Artifacts of the major cultural groups found in Cumberland, but which were not made or originated in Cumberland. These artifacts are intended mainly for comparison.
20. THE INDUSTRY One of the dominant historical characteristics of Cumberland is the number and variety of human industry which have operated here. By “industrial operations” is meant not only the usual types of regularized manufacturing associated with the term, but also small cottage or informal productions and agriculture, fishing and lumbering.
21. Many industries are directly related to the previous two sections discussed, since they have obviously affected community behavior and yet depend themselves upon geography for their location. Because of their influences and proliferation, they deserve a separate section.
22. The industries which interest the Museum are those which were located in Cumberland. Artifacts connected with these industries are those items produced by them and the tools associated with their manufacturing process. In many cases this will include large machinery which ought to be accepted for reasons of historical preservation. These will present special problems that the Museum should resolve.
23. No industry operates unless it has a supply of labour. Consequently, no industrial history can be complete without a full study of labour. This study should include the conditions under which labour has operated in the County, and the organizations that have developed on behalf of labour, the goals they have sought, and the methods by which they have sought them. Because many of these organizations are Provincial or National or International in jurisdiction a record of these organizations ought to try to be as complete as possible.
24. ARTIFACTS TO BE ENTERED IN THE CLASSIFICATION OF INDUSTRIAL HISTORY A. All those items made through a manufacturing process in Cumberland County. B. All those items (tools, machinery, raw materials) which were necessary for the manufacture of the above. C. All those items associated with the transportation modes used in Cumberland. D. Documents, photographs, drawings and models that are connected with or portray industrial activity in Cumberland. E. Documents, photographs and other items related to labour and labour organizations in Cumberland. F. Items similar to those described above but which were not connected specifically with Cumberland. These artifacts are intended mainly for comparison.
25. When items cannot be collected for the Museum, every effort should be made to document or copy those items.
26. The Museum will not provide appraisals of items for tax-deduction or other purposes. The Museum will, though, assist donors in obtaining appraisals for tax-deduction.
27. Items can only be deaccessioned according to the separate Deaccession Policy.
28. The Curator of the Museum shall be responsible for the general implementation and interpretation of this policy. This policy may be changed in whole or in part at any time with the consent of the Museum Committee.
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.
Cooperative Acquisitions Strategy - Appendices
Halifax Regional Municipality Archives
Mandate
The Halifax Regional Municipality Archives acquires, preserves and provides access to municipal government and non-government records documenting the history of the Halifax Regional Municipality. It is the official repository for all inactive Municipal records of enduring administrative, legal, fiscal, historical, or informational value. These records are preserved as evidence of the Municipality’s functions, policies, decisions, operations and citizen interactions.
The municipal record is complemented by the archival records of individuals, businesses and organizations active in the municipal sphere. The Archives preserves this documentary heritage and makes its holdings accessible and meaningful for today’s needs and for future generations.
Preliminary Acquisition Policy
Proviso
The Halifax Regional Municipality Archives (HRM Archives) is in the process of establishing itself within the corporate structure of the Municipality and within the Nova Scotian archival community. Its Acquisition Policy must reflect the Archives’ mandate and role within both of those spheres. This Preliminary Acquisition Policy will apply until the following developments occur:
- Council passes an Administrative Order to establish the HRM Archives as the official repository for archival records of the Halifax Regional Municipality and formalizes the scheduled transfer of archival records, as identified by the HRM Archives, to the HRM Archives.
- A meeting is held with representatives from the Council of Nova Scotia Archives and from repositories of archival records within the geographic boundaries of the Halifax Regional Municipality, to situate the new HRM Archives within the CNSA’s Cooperative Acquisition Strategy, in terms of acquiring non-government records.
Policy Statement
In accordance with its mandate the HRM Archives acquires archival records, created by the Halifax Regional Municipality or its predecessor governments, as well as archival records created by individuals, families, businesses or non-governmental organizations active within the sphere of the municipality.
The HRM Archives is committed to supporting the Nova Scotian archival community through the Council of Nova Scotia Archives’ Cooperative Acquisition Strategy and so will not acquire records that are within the acquisition mandate of an established archives.
The HRM Archives is committed to the principle of respect de fonds .
Objective
This policy delineates the sphere of acquisition for the Halifax Regional Municipality Archives and provides guidelines for acquiring additions to its holdings.
Scope
This policy applies to all potential acquisitions to the Halifax Regional Municipality Archives, and to all staff and volunteers working at the archives.
Definitions
Archival records - records appraised for archival disposition, which are no longer required for current administrative, legal or financial needs (ie. their required retention period has expired.
Appraisal - 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.
Records - recorded information, regardless of physical format or characteristics, created in the regular course of activity.
Respect de fonds - principle that the archival records of a single creator will be preserved together, not split between archival repositories.
General Acquisition Policy Statements
The HRM Archives may add to its holdings through direct transfers, deeds of gift or purchase agreements. Temporary deposits of material will not be accepted.
The HRM Archives may acquire records in any media format.
The HRM Archives will not acquire records if it cannot resource the responsibility to preserve and provide access to the records.
The HRM Archives will not acquire non-record material (published material or artifacts) unless it is inextricably integral to records being acquired. The HRM Archives will refer to the HRM Corporate Library regarding the acquisition of published material, and to area museums regarding the acquisition of artifacts.
The HRM Archives may select among records acquired in order to preserve the best, most succinct archival record.
Policy Statements for the Acquisition of Municipal Government Records
The HRM Archives will acquire inactive archival records created and/or acquired by all offices and departments of the Halifax Regional Municipality.
Municipal government records will be transferred to the Archives through scheduled archival dispositions in the Association of Municipal Administrator’s Records Management Manual; however direct transfer of unscheduled inactive records will be accepted if they are appraised as archival. The business unit will be encouraged to implement regular records scheduling in the future.
The HRM Archives, will recommend to the Information Resource Management Committee changes to records dispositions as currently set out in the Association of Municipal Administrator’s Records Management Manual, based on appraisal of the value of the records as evidence of functions, policies, decisions, procedures and operations of the HRM.
Policy Statements for the Acquisition of Non-Government Records
The HRM Archives may acquire and actively solicit the donation of records of individuals, families, businesses or non-governmental organizations active within the municipality.
HRM Archives will refer potential donors to the appropriate institution if the material offered falls within the acquisition mandate of another institution.
HRM Archives will encourage donor organizations of any significant size to establish their own archives, but if this is not possible, HRM Archives will pursue a partnership in which the organization transfers funds to assist in processing its records in return for having its records cared for by the HRM Archives.
HRM Archives will not accept donations of records for which the donor wishes to impose impracticable or lengthy access or use restrictions.
HRM Archives will explain options available to donors in deciding the terms of the deeds of gift, especially regarding decisions about tax receipts, monetary appraisal, transfer/waiving of intellectual property rights, and imposing restrictions on access and use.
HRM Archives will create an appraisal report for each donation, which must be approved by the Archivist.
Roles and Responsibilities
Information Resource Management Committee - promotes the implementation of the Association of Municipal Administrator’s Records Management Manual, and specifically, the regular transfer to HRM Archives of municipal records with an archival disposition. Considers recommendations to change the disposition of records series.
Manager, Information Resource Management - will ensure that this Acquisition Policy is implemented, and that the prerequisite developments towards a more formal Acquisition Policy, as outlined in the Proviso above are pursued.
Archivist - will pursue the prerequisite developments towards a more formal Acquisition Policy. The Archivist will appraise and acquire archival records according to professional archival best practices. The Archivist will maintain current and adequate Acquisition Policies and Procedures.
Review
This policy will be reviewed in the coming year. Comments or concerns should be directed to the Archivist.
CNSA Revised Draft for Acceptance at the 2001 AGM
Cooperative Acquisitions Strategy - Appendices
HISTORIC RESTORATION SOCIETY OF ANNAPOLIS COUNTY
MANDATE
HRS will collect, preserve and make accessible library, archival and genealogical resources that document the history of the Annapolis Royal area (defined as consisting of the original townships of Annapolis, Clements and Granville) and will include:
- Aboriginal presence in the area
- European explorations of the area
- Acadian settlement of the area
- French and British occupation of the area
- Black experience in the area
- genealogical history of the area
- social and cultural history of the area
- industrial and economic history of the area
- church and religious history of the area
- political history and municipal governing of the area
- educational history of the area
- preservation, restoration and promotion of built heritage
- artifacts held by the society
- with particular focus on costumes, ship-building, and Victorianna; the general history of Nova Scotia.
ACQUISITIONS
Reference material, library publications, genealogies, or archival material relating directly to the above mandate, and within the HRS capacity to incorporate such material, can be provisionally accepted by the Executive Director, his/her/designate, any HRS staff member, or a member of the library, archives or genealogy sub-committees. At this point of provisional acceptance the name of the donor, the circumstances of who created/collected the material being offered, the quantity of material, the date of the acceptance, and any explicit expectations on the part of the donor should be noted.
Limitations on access or further use of material will be accepted for the lifetime of the donor but not beyond.
Confirmation of routine provisional donations, within the HRS mandate, will be done by consultation with the head of the appropriate sub-committee and with the Executive Director. Donations that may not be within the HRS mandate, or might not be within HRS capacity to handle, or with unusual conditions, should be brought to a full committee meeting of the Archives Committee for confirmation. Any donations requiring substantial investment of HRS time, resources, or space should be brought to the HRS Board for confirmation.
Donors should be encouraged to deposit their original materials with HRS absorbing costs for copies, if requested by donors. Copying original material and returning original materials to the donor will be considered if the material is of high interest to HRS and the donor requests such arrangements.
Donors should be thanked in writing by the HRS Executive Director with donors asked to sign an itemized gift form for all publications and archival material. Reference material or unpublished genealogies may be acknowledged in a letter or a gift agreement whichever is most appropriate.
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
MUSÉE ACADIEN DE PUBNICO-OUEST - ARCHIVES PÈRE CLARENCE J. D’ENTREM0NT
POLITIQUE D’ACQUISITION
INTRODUCTION
Ce document est désigné pour décrire la politique d'acquisition de « Les archives Père Clarence d’Entremont », décrire les principes, les buts, les endroits de spécialisation et à définir les rôles and les responsabilités des personnes impliqués dans le processus d'acquisitions.
DÉFINITIONS
Acquisition
Processus qui permet au centre de recherche, « Les archives Père Clarence d'Entremont » d'accroître ses fonds et collections d'archives. Les principales modes d'acquisition sont le don, le legs, le dépôt, et l’achat.
Archives
Documents, quel que soit leur date ou leur nature, conservés pour leur valeur d'information permanente.
Centre de recherche
Lieu physique où le public peut faire de la recherche dans les documents qui sont placés à l'annexe du Musée acadien de Pubnico-Ouest
Document
Tout support d'information y compris les données qui y sont consignées.
Dons
Mode d’acquisition où les objets sont donnés, cédés et qui deviennent la propriété de « Les archives Père Clarence d’Entremont ».
Les archives Père Clarence d'Entremont
Lieu physique où les documents sont placés à l'annexe du Musée acadien de Pubnico-Ouest
Provenance
Principes d’archives qui stipule que le fonds d’une personne, organisation, ou institution, doit être laissé ensemble dans l’ordre originale de création.
MANDAT
La mission étant d'appuyer les trois grandes fonctions du centre de recherche « Les archives Père Clarence d'Entremont » - l'enseignement, la recherche et l'administration. C'est aussi la mission de faire des efforts extraordinaires pour promouvoir la langue française.
ÉTENDU DU MANDAT
C'est une partie de la mission de collectionner, d'évaluer, d'arranger, de décrire, de préserver et de mettre disponible au public les matériaux d'archives de toutes sortes pour raconter l'histoire des Acadiens et leurs institutions de la communauté acadienne du sud-ouest de la Nouvelle-Écosse (surtout la région de Pubnico)
« Les archives Père Clarence d’Entremont » préservent les documents quelle que soit leur nature ou leur support. Sont susceptibles d'être préservés les documents architecturaux, cartographiques, informatiques, filmiques, sonores, iconographiques - tels que dessins, affiches et photographies - et textuels - tels que correspondance, rapports,
registres, index, imprimés, manuscrits littéraires ou partitions musicales, à moins de raisons spéciales ou contraignantes.
OBJECTIFS ET PRINCIPES
Objectifs
« Les archives Père Clarence d’Entremont » se donnent, quant à l’acquisition des documents d'archives, les objectifs suivants :
Préserver les matériaux d’archives de toutes sortes pour raconter l’histoire des Acadiens et leurs institutions du sud-ouest de la Nouvelle-Écosse (surtout la région de Pubnico).
Encourager la conscience des Acadiens du sud-ouest de la Nouvelle-Écosse (surtout la région de Pubnico).
Principes
Des objectifs de « Les archives Père Clarence d’Entremont » en matière d’acquisition découlent un certain nombre de principes. Ces principes sont les suivants :
Préserver tous les documents d’archives de mérite qui ont à faire avec les Acadiens du sud-ouest de la Nouvelle-Écosse (surtout la région de Pubnico).
Réévaluer périodiquement toutes acquisitions soit à les préserver ou à les déaccessioner, quoi que soit les résultats. Matériel déaccessioné peut être disposer de la façon qui, selon la discrétion entière du comité d’archives, soit dans son meilleur intérêt.
Tous matériels seraient acquis en conformité avec les principes d’archives reconnus, comme provenance et territorialité, pour ne pas mutiler un fonds.
Tout matériel est acquis avec considération des mandats d’acquisition d’autres archives de la région du sud-ouest de la Nouvelle-Écosse.
Toutes acquisitions sont faites avec conformité de la capacité de « Les archives Père Clarence d’Entremont » pour ménager les matériels acquis; cette capacité dépend sur la condition physique et le volume des documents sous considération, la mode d’acquisition, et les ressources financières, humaines, et matérielle disponible pour l’arrangement, description, préservation, et accès.
PARTIES DE SPÉCIALISATIONS ET PRIORITÉS
« Les archives Père Clarence d’Entremont » spécialisent dans des documents d’archives qui racontent l’histoire des membres de la communauté, des institutions, etc., du sud-ouest de la Nouvelle-Écosse (surtout la région de Pubnico)
Exceptions
« Les archives Père Clarence d’Entremont » peuvent accepter des documents d’archives (qui n’ont pas de liens avec la région du sud-ouest de la Nouvelle-Écosse) des personnes qui lèguent ou donnent spécialement à « Les archives Père Clarence d’Entremont ».
MODES ET MÉCANISMES D'ACQUISITIONS
Les modes principales d'acquisitions sont : le don, le legs, le dépôt, et l’achat.
RÉVISION DE CETTE POLITIQUE
Cette politique sera modifiée périodiquement par le comité d’archives.
juin, 1999
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
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.
CNSA Revised Draft for Acceptance at the 2001 AGM
Cooperative Acquisitions Strategy - Appendices
PICTOU COUNTY GENEALOGICAL & HERITAGE SOCIETY
ARCHIVES POLICY STATEMENT AND PROCEDURES
The Hector Centre Archives exists to:
1. Collect and preserve archival materials which illustrate the growth and development of, Pictou County past, present and future.
2. 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.
3. Provide adequate and appropriate conditions for the storage, protection, and preservation of archival material.
4. Provide regular reference services to individuals, organizations, municipal governments within Pictou County or other groups interested in the activities and holdings of the Archives.
5. Provide educational and outreach programming whenever possible to increase public awareness and appreciation of Pictou County’s history and development.
Material acquired via the merger of the Pictou County Genealogy Society and the Hector Centre Trust is the permanent property of the Pictou County Genealogy & Heritage Society.
Material donated to the Hector Centre Archives shall become the permanent property of the Pictou County Genealogy & Heritage Society until such time as the Board of Trustees deems it no longer relevant to the Archives, in which case the material may be deaccessioned.
All information pertaining to the deaccessioning and disposition of material will be retained in the Archives' records.
The Pictou County Genealogy & Heritage Society retains the right to reproduce materials by mechanical, electronic, or photographic means for security, conservation or research purposes.
The Pictou County Genealogy & Heritage Society may accept historical material of any medium, including: textual records; photographs and other visual records; maps, plans, and architectural records; and sound recordings and oral history tapes. The Society may accept books, printed material, artifacts, and electronically stored data at the discretion of the Archivist/Site Manager.
The Pictou County Genealogy & Heritage Society retains the right to charge for any reproduction or other research services. A schedule of fees will be made available to the general public on a regular basis.
The Pictou County Genealogy & Heritage Society will only accept material on a permanent basis, except when borrowing material for short-term loans to reproduce or to include in displays and exhibits.
2. ACQUISITIONS PLAN
2.1 On a permanent and temporary basis the Archives collects materials pertaining to the history of Pictou County for the purpose of documentation, preservation, research, exhibition and interpretation.
2.2 On a temporary basis the Museum/Archives acquire materials, on a wide variety of topics, which are used in exhibition and or/education programs for the general benefit, edification and entertainment of the Museum/Archives audience.
2.3 The Archives emphasizes the collection of documents which:
2.3.1 Have previously been undocumented or have been an inadequately recorded aspect of Pictou County heritage and culture.
2.3.2 Are in danger of loss or destruction.
2.3.3 Are directly or indirectly relevant to current research, exhibit or interpretation programs.
2.3.4 Are directly or indirectly related to Pictou County heritage and culture.
3. ACQUISITION POLICY
Standards
3.1 The Archives will acquire collections if it has adequate resources and procedures to document, preserve, research, exhibit and interpret those collections, as applicable, in accordance with the highest professional standards.
Compliance with Laws
3.2 The Archives will acquire collections in accordance with the laws of the provincial and federal governments of Canada and international agreements between Canada and other countries (eg. UNESCO Convention of 1970, Cultural Property Export and Import Act)
Pedigree
3.3 The Archives will only acquire collections having a legal and ethical pedigree.
Heritage Preservation
3.4 To be the centre for the pride, traditions and achievements of Pictou County people, past, present and future.
Permanent Loans
3.5 Permanent loans will be accepted.
Documentation in Lieu of Collection
3.6 If for any reason materials which are important to the purposes of the Archives cannot be collected, the Archives will endeavor to make a complete documentary record of those materials using printed visual and audio media.
Maximum Use Consistent with Goals
3.7 The Archives will encourage maximum utilization of its collections to the extent that the integrity of the collection is not compromised and the use remains consistent with the overall goals and ethics of the Archives. It recognized that deterioration and destruction of some materials may occur within the course of normal archives/museum programming. In this regard the Archives encourages the acquisition of supplemental materials, such as photocopies and microfilmed material to ensure the protection of original material.
Cooperation with Other Institutions
3.8 The Archives will cooperate with other archives, museum, institutions and agencies, in order to avoid duplication and achieve an integrated plan for preservation and interpretation.
Legal Document
3.9 All acquisitions involving transfer of ownership and/or responsibility must be accompanied by a legal document.
Loan Conditions
3.10 The Archives will respect the conditions of a loan agreement and will give to loaned materials the same care and treatment it provides for its own collection.
Index/Record
3.11 The Archives will make a record of items acquired for its collections.
CNSA Revised Draft for Acceptance at the 2001 AGM
Cooperative Acquisitions Strategy - Appendices
ROMAN CATHOLIC ARCHDIOCESE OF HALIFAX ARCHIVES
1. PURPOSE
This document is designed to articulate the policy on acquisition of archival materials by the Archives of the Roman Catholic Church in the Archdiocese of Halifax.
2. NORMATIVE AND PRESCRIPTIVE CONTEXT
The Archives operates under Canons 486 to 491 of the Code of Canon Law 1983 ed.
3. DEFINITION OF TERMS
Acquisition
An addition to the holdings of the Archdiocesan Archives. The commonest modes of acquisition are the transfer, the gift, and the deposit. Less common ones are the purchase, the bequest, and the loan.
Archives
Documents, regardless of date, physical form, or characteristics, preserved because of their enduring value.
Associate fonds and collections
Records of an individual or corporate body whose activities were carried out at or for the Archdiocese of Halifax, or relate to it.
Bequest
The transfer of custody and title to documents by will.
Collection
An artificial accumulation of documents.
Deposit
Mode of acquisition by which an individual or corporate body temporarily places records in the custody of the Archdiocesan Archives without transfer of ownership rights and titles.
Document
Recorded information regardless of medium, physical form, or characteristics.
Fonds
The whole of the documents accumulated/created by individuals or corporate bodies in the conduct of personal or corporate activities.
Gift
Mode of acquisition by which an individual or corporate body transfers, freely and without charge, the full ownership of records to the Archdiocesan Archives.
Institutional Archives
Records produced by the pastoral and administrative units composing the Archdiocese of Halifax.
Loan
Temporary acquisition that can be renewed or converted into a gift.
Private Papers
Non-institutional records.
Provenance
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.
Purchase
Mode of acquisition by which the Archdiocesan Archives obtains, for a price in money, the full ownership and rights to records.
Respect des fonds
Archival principle which states that the records of a person, family or corporate body must be kept together in their original order, if it exists or has been maintained, and not be mixed or combined with the records of another individual or corporate body.
Territoriality
Archival principle which stipulates that archives should be preserved within the territory in which they were created.
MANDATE
The fundamental mandate of the Archdiocesan Archives is to constitute and preserve the institutional memory of the Roman Catholic Church in the Archdiocese of Halifax.
To achieve this mission, the Archives will identify, acquire, organize, preserve and make available archival materials which document the mission, characteristics, rights and obligations, decisions, and activities of the Archdiocese of Halifax and its component parts.
In addition, the Archdiocesan Archives will select, through time and space, archival material of significant importance accumulated by priests, lay leaders, and Catholic institutions whose activities were or are related to the Archdiocese of Halifax. This is provided that sufficient resources are available to properly preserve and disseminate these materials.
SCOPE OF MANDATE
The Archdiocesan Archives will acquire institutional archival records, regardless of type or format, including textual materials such as correspondence, statistics, reports, registers, indexes, manuscripts, and bound volumes as well as architectural drawings, maps, microforms, electronic records, videos, sound recordings, and photographs.
Books and other published materials are generally not acquired by the Archives unless there are special or compelling reasons for them to accompany acquired archival records. Materials published by the Archdiocese of Halifax or its unites are acquired by the Diocesan Resource Centre. Publications by the creator of a fonds and significantly dedicated or annotated documents are exceptions to this rule and may be preserved.
Artifacts are generally not acquired unless there are special or compelling reasons for doing so. Items such as medals, plaques, sacramental items, rosary beads and other memorabilia may be preserved if they bear significant relevance to the work or activities of the creator of a fonds. Artifacts that are not acquired are returned to the donor or transferred to institutions that specialize in the preservation of such material.
Non-institutional archival materials may be acquired if they are of significant importance to the history of the Catholic Church in the Archdiocese of Halifax. Materials which do not fall in this category will be transferred to an appropriate cultural institution.
6. GOALS AND PRINCIPLES
6.1 GOALS
In order to achieve its mandate, the Archdiocesan Archives has set the following goals:
1. Make the documentary history of the Catholic Church in the Archdiocese of Halifax as complete as possible so that the Archdiocese’s mission, characteristics, decisions, and activities are accurately portrayed for all levels of the institution.
2. Provide access to the historical documents of the Archdiocese for members of the Church and outside researchers.
6.2 PRINCIPLES
The following principles derived from the Archive’s goals govern its acquisition priorities, areas of specialization, and modes and mechanisms of acquisition.
1. Acquisition justification is primarily based on significance and relevance to the stated goals.
2. All acquisitions may be re-evaluated periodically to verify their contribution to the stated goals; irrelevant material may be deaccessioned depending on the conditions that governed its acquisition.
3. All material is acquired in conformity with recognized archival principles such as provenance, territoriality and respect des fonds.
4. All material is acquired with consideration for the acquisition mandates of other archival repositories, namely those of other (arch) dioceses and those located in the Halifax Regional Municipality.
5. Acquisitions are made in conformity with the Archdiocese’s capabilities of managing the 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.
7. Areas of specialization and Priorities
Areas of Specialization
1. Institutional archival material of the Archdiocese of Halifax.
2. Archival material relating to the history of the Roman Catholic Church within the geographical area known as the Archdiocese of Halifax.
Priorities
The Archives has set the following acquisition priorities:
1. Institutional records
a) records which document the role of the laity in the Church
b) records which document the changes that have occurred since the Second Vatican Council (1962-1965)
c) records which document parish life
2. Associate fonds of individuals (priests and laity) or corporate bodies (Catholic institutions under management of the Archdiocese) whose activities relate to the history of the Archdiocese.
Modes of Mechanisms of Acquisition
For institutional records, the preferred mode of acquisition is the transfer of archival records, in a timely and systematic fashion, according to a mutually agreed upon records retention schedule.
For associate fonds, the preferred modes of acquisition are the gift and bequest. However, the Archives may, under special circumstances, accept deposits or loans. In all cases, ownership title must be verified.
All acquisitions must include a written agreement or an exchange of correspondence specifying the rights and obligations of each party.
Procedures
When a gift is presented an acquisition form must be filled out and an inventory of the documents conducted. If the gift is to be acquired, a written agreement granting ownership title and noting restrictions on access and copying must be signed by the donor and the Archivist. The copy is given to the donor and the original is kept in the acquisition file, along with the inventory. All documentation relative to the acquisition must be kept in the acquisition file.
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
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.
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.
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
The Shelburne County Genealogical Society Resource Centre Acquisition Policy
Purpose
This document is designed to articulate the acquisition policy of the Shelburne County Genealogical Society Resource Center (SCGS-RC) 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 Shelburne County Genealogical Society Resource Center (SCGS-RC). The commonest modes of acquisition are through purchase, gift, bequest, loan and/or transfer.
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 Shelburne County Genealogical Society-Resource Center.
Loan - Temporary acquisition that can be renewed or converted into a gift.
Provenance - 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.
Territoriality - Archival principle which stipulates that archives should be preserved within the territory in which they were created.
Mission Statement
The mission of the Shelburne County Genealogical Society Resource Center is:
To collect, to preserve, to protect, to promote, and to make available to the public, records that pertain in some way to the history of the people of Shelburne County.
To create finding aids, indexes, databases which provide easy access to these records.
Mandate
The mandate of the Shelburne County Genealogical Society Library and Archives is:
To gather all the records produced by the Society or those relating to it.
To acquire and to provide access to the library and the several records and collections held in the Shelburne County Genealogical Society Research Center which are a first hand documentary resource for the county population and outside researchers.
Scope of the mandate
The Archives acquires records in the following forms:
*textual
*graphic
*cartographic
*architectural
*photographs
*electronic records
*books
The archives does not acquire:
*artifacts unless they complement the acquired archival records, for example, war medals which accompanied related certificates and family history.
Goals
In order to achieve its mandate, the Shelburne County Genealogical Society has set the following goals as found in By-laws Article 1:
1. To promote and encourage the study of genealogy and family history in the Shelburne County area, by providing educational opportunities for students and adults, through meetings, workshops, seminars, publications and other educational programs.
2. To assist persons with the research of Shelburne County family genealogy.
3. To promote standards of accuracy, responsibility, and scholarly excellence among genealogists.
4. To contribute to the genealogical holdings of the Shelburne County Genealogical Society through volunteer activities and donations in a manner compatible with the aims of the Society.
5. To encourage and assist in the publication of genealogical source material about Shelburne County.
Principles
1. Preserve all records of significant value that document the history of Shelburne County families from 1700 to the present giving preference to genealogies, genealogical data bases and periodicals, correspondence, photographs, reports, bibles, registers, maps, manuscripts, periodicals, postcards.
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 to other repositories in Shelburne County.
3. All material acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the mutilation of fonds.
4. Acquisitions are made in conformity with the capabilities of Shelburne County Genealogical Society Resource Center 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
Records of the Shelburne County People from 1700's to the present.
Records related to the functions of the Shelburne County Genealogical Society.
Records generated from other sources such as: members and non-members data and photographs collections, manuscripts, correspondence and record books. Books related to research interests, to be made available in library section.
Priorities: Records relating to the family history of Shelburne County People and their community.
Library to support researchers interests. Nova Scotia records which provide documentation such as census, school, cemetery, church and newspaper records.
Modes and mechanisms of acquisition
The preferred modes of acquisition are by:
*gift
All acquisitions must include a written legal agreement or an exchange of correspondence specifying the rights and obligations of each party. See attached acquisition form.
At the request of a 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.
Procedures, standards, criteria and other records relative to acquisition
Criteria - Will it be a used asset that is an active acquisition, and one which will complement the collection.
Acquisition chairperson will complete designated form and designate a number. Acquisition will be entered according to Rules for Archival Description, into data base inventory. Acquisition will be filed - conservation policy will be consulted.
Bylaw #7.5 states: a. The ACQUISITIONS COMMITTEE - shall record all items donated to the Society, and acknowledge the receipt of these to the donor, and report these to the general membership. With the approval of the membership, the committee shall have the authority to politely reject any gift, which shall have unacceptable conditions.
b. Items, on temporary loan to the Society, shall also be acknowledged, on the special receipt form, and reported to the general membership of the Society.
c. Gifts to the Society shall be recorded as outright or conditional gifts. In the case of conditional gifts, the specific conditions shall be recorded.
Conflict of interest guidelines
Members of the staff and/or volunteer workers of the Shelburne County Genealogical Society wishing to acquire archival material which falls within the acquisition policy through trade or purchase for their own personal or related use, enjoyment or profit, require written permission from the executive of the Shelburne County Genealogical Society.
Any material collected or received as a result of contact through the society is to be placed in the files of the Shelburne County Genealogical Society Library and Archives.
CNSA Revised Draft for Acceptance at the 2001 AGM
Cooperative Acquisitions Strategy - Appendices
The Shelburne County Genealogical Society Resource Centre Acquisition Policy
Purpose
This document is designed to articulate the acquisition policy of the Shelburne County Genealogical Society Resource Center (SCGS-RC) 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 Shelburne County Genealogical Society Resource Center (SCGS-RC). The commonest modes of acquisition are through purchase, gift, bequest, loan and/or transfer.
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 Shelburne County Genealogical Society-Resource Center.
Loan - Temporary acquisition that can be renewed or converted into a gift.
Provenance - 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.
Territoriality - Archival principle which stipulates that archives should be preserved within the territory in which they were created.
Mission Statement
The mission of the Shelburne County Genealogical Society Resource Center is:
To collect, to preserve, to protect, to promote, and to make available to the public, records that pertain in some way to the history of the people of Shelburne County.
To create finding aids, indexes, databases which provide easy access to these records.
Mandate
The mandate of the Shelburne County Genealogical Society Library and Archives is:
To gather all the records produced by the Society or those relating to it.
To acquire and to provide access to the library and the several records and collections held in the Shelburne County Genealogical Society Research Center which are a first hand documentary resource for the county population and outside researchers.
Scope of the mandate
The Archives acquires records in the following forms:
*textual
*graphic
*cartographic
*architectural
*photographs
*electronic records
*books
The archives does not acquire:
*artifacts unless they complement the acquired archival records, for example, war medals which accompanied related certificates and family history.
Goals
In order to achieve its mandate, the Shelburne County Genealogical Society has set the following goals as found in By-laws Article 1:
1. To promote and encourage the study of genealogy and family history in the Shelburne County area, by providing educational opportunities for students and adults, through meetings, workshops, seminars, publications and other educational programs.
2. To assist persons with the research of Shelburne County family genealogy.
3. To promote standards of accuracy, responsibility, and scholarly excellence among genealogists.
4. To contribute to the genealogical holdings of the Shelburne County Genealogical Society through volunteer activities and donations in a manner compatible with the aims of the Society.
5. To encourage and assist in the publication of genealogical source material about Shelburne County.
Principles
1. Preserve all records of significant value that document the history of Shelburne County families from 1700 to the present giving preference to genealogies, genealogical data bases and periodicals, correspondence, photographs, reports, bibles, registers, maps, manuscripts, periodicals, postcards.
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 to other repositories in Shelburne County.
3. All material acquired in conformity with recognized archival principles such as provenance and territoriality in order to avoid the mutilation of fonds.
4. Acquisitions are made in conformity with the capabilities of Shelburne County Genealogical Society Resource Center 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
Records of the Shelburne County People from 1700's to the present.
Records related to the functions of the Shelburne County Genealogical Society.
Records generated from other sources such as: members and non-members data and photographs collections, manuscripts, correspondence and record books. Books related to research interests, to be made available in library section.
Priorities: Records relating to the family history of Shelburne County People and their community.
Library to support researchers interests. Nova Scotia records which provide documentation such as census, school, cemetery, church and newspaper records.
Modes and mechanisms of acquisition
The preferred modes of acquisition are by:
*gift
All acquisitions must include a written legal agreement or an exchange of correspondence specifying the rights and obligations of each party. See attached acquisition form.
At the request of a 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.
Procedures, standards, criteria and other records relative to acquisition
Criteria - Will it be a used asset that is an active acquisition, and one which will complement the collection.
Acquisition chairperson will complete designated form and designate a number. Acquisition will be entered according to Rules for Archival Description, into data base inventory. Acquisition will be filed - conservation policy will be consulted.
Bylaw #7.5 states: a. The ACQUISITIONS COMMITTEE - shall record all items donated to the Society, and acknowledge the receipt of these to the donor, and report these to the general membership. With the approval of the membership, the committee shall have the authority to politely reject any gift, which shall have unacceptable conditions.
b. Items, on temporary loan to the Society, shall also be acknowledged, on the special receipt form, and reported to the general membership of the Society.
c. Gifts to the Society shall be recorded as outright or conditional gifts. In the case of conditional gifts, the specific conditions shall be recorded.
Conflict of interest guidelines
Members of the staff and/or volunteer workers of the Shelburne County Genealogical Society wishing to acquire archival material which falls within the acquisition policy through trade or purchase for their own personal or related use, enjoyment or profit, require written permission from the executive of the Shelburne County Genealogical Society.
Any material collected or received as a result of contact through the society is to be placed in the files of the Shelburne County Genealogical Society Library and Archives.
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.
CNSA Revised Draft for Acceptance at the 2001 AGM
Cooperative Acquisitions Strategy - Appendices
VICTORIA GENERAL HOSPITAL NURSES ALUMNI ARCHIVES
MANDATE
Responsible for the acquisition and preservation of memorabilia pertaining to the Victoria General Hospital, the Victoria General Hospital Nursing school and its graduates.
POLICIES
Acquisitions Policy: Acquire and accept records, documents, pictures, certificates, photos, letters and tapes of historical value pertaining to the Victoria General hospital, the Victoria General hospital school of nursing and its graduates.
CNSA Revised Draft for Acceptance at the 2001 AGM
Cooperative Acquisitions Strategy - Appendices
YARMOUTH COUNTY MUSEUM ARCHIVES
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 contents 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.
LIBRARY POLICY COMMITTEE
This committee shall consist of the Librarian/Archivist as Chairman, the Curator and two other members. They shall meet as required by the Chairman and shall make final judgements on questionable or 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 Library Policy Committee for their judgement regarding questionable donations. In routine donations or purchases the Librarian/Archivist shall continue to make daily decisions. Deaccessioning will be a decision of the Library Policy Committee.
GUIDELINES FOR ACQUISITIONS
To facilitate decisions made by the Librarian/Archivist and Library Policy 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 in to 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 cannot be accepted unless they are identified family Bibles, presentation Bibles to Yarmouth people, or contain relevant family history.
4. History books should contain an element of Yarmouth County history, also ONE very 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 papers 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 in to 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.