Offer private papers or photographs to Library and Archives Canada

Describe the collection and its provenance before sending anything; the institution assesses offers and sets transfer conditions.

Family papers, photographs, recordings and organizational records may have lasting research value. An offer does not guarantee that an institution can accept a collection: relevance, condition, duplication, storage needs and legal rights all matter.

Prepare a clear description

• List the creator, approximate dates, places and types of records.
• Explain how the collection came into your possession and whether it is complete or selective.
• Describe physical condition, formats, volume and any known hazards or preservation needs.
• Flag personal, confidential or sensitive information, copyright questions and restrictions requested by the donor.
• Do not discard, reorganize or write on original material while waiting for advice.

Make an offer, not an unsolicited shipment

Contact the institution using its current acquisition procedure and provide an inventory or representative sample as requested. Wait for written instructions before arranging transport or transfer. Clarify ownership, copyright, access restrictions, digitization, costs and whether the transfer is a gift or deposit. Keep your own record of the agreement and the material transferred.

Local or family history collections may be a better fit for a provincial, municipal, university or community archive. The institution can help identify the appropriate repository if it cannot accept the offer.

Library and Archives Canada: donors

Sources and limits

Source: Library and Archives Canada’s donor information. Contact the institution before shipping records; acceptance, restrictions and transfer terms are assessed collection by collection.

General information based on federal and national rules; provincial rules may differ. Confirm with the official body before acting.