Acadia University Records

1. Determine if it’s time to donate your records

Only inactive files should be donated in the Archives. Inactive files are those currently not used by the donor. Contact the archives if you are unsure if a record is active or inactive.

2. Determine which records should be deposited in the archives

What records are we collecting?

Private Records:

• Select faculty papers
  • Speeches and addresses
  • Research notes and manuscript drafts
  • Interview transcripts
  • Surveys
  • Letters and correspondence
  • Maps, charts, and diagrams
  • Digital photographs
  • Audio and video recordings
• Records of student clubs
  • Minutes
  • Photographs and other images, digital or analogue
  • Video recordings
  • Select ephemera
• Student records
  • Letters and correspondence
  • Diaries and journals
  • Photographs and other images, digital or analogue
  • Video recordings
  • Scrapbooks comprised of photographs
  • Select ephemera

Institutional Records:

• Records of governing bodies (i.e., Board of Governors, Senate, etc.)
  • Minutes and unpublished reports
  • Legal papers like wills or land documents
  • Architectural plans and blueprints
  • By-laws and constitutions
  • Ledgers and account books
• Office of the President, Alumni Affairs, Athletics
  • Minutes and unpublished reports
  • Legal papers like wills or land documents
  • Architectural plans and blueprints
  • By-laws and constitutions
  • Ledgers and account books
  • Emails
  • Electronic textual documents
  • Photographs and other images, digital or analogue
• Academic Departments
  • Minutes
  • Published and unpublished reports
  • Digital photographs
  • Electronic textual documents
  • Audio and video recordings

What records are we not collecting?

• Personal financial records
• Newspaper clippings or scrapbooks comprised of newspaper clippings
• Published items like books and newspapers (Special Collections)
• Objects and artefacts (the Office of Advancement or the Office of Alumni Affairs)
• Works of art (Acadia Art Gallery)
• Picture frames
• Personnel records
• Low-level financial records from Departments
• Any materials that are currently required for any outstanding FOIPOP requests, claims, litigation, investigations, legal holds, or audits.

3. Inspect the records carefully for mold and/or mildew

This is especially important if they have been stored in a basement or attic. If either is present, please contact the archives before proceeding.

Private Records

Fill out information about the donor, contact information, and records information. Attach your own file listing or complete the file listing template attached to the information form. Include box numbers as applicable, file dates/date ranges, and record types*. Attach additional pages as needed. If personal information is present in the files (addresses, phone numbers, etc.) please flag it for archives staff.

Be sure to include information on related digital records that you have to donate.

Institutional Records

Fill out information about the department, contact information, and records information. Please read the transfer agreement carefully. Attach your own file listing or complete the file listing template attached to the information form. Include box numbers as applicable, file dates/date ranges, and record types*. Attach additional pages as needed. If personal information is present in the files (addresses, phone numbers, etc.) please flag it for archives staff.

Be sure to include information on related digital records that you have to donate.

5. Send form to archives staff and arrange a donation/transfer consultation if necessary.

Once completed, send this form to the Acadia Archives at archives@acadiau.ca. Archives staff will review your form and return a copy for you to retain in your records. Do not transport or send material to the Archives until Archives staff have returned the form to you and scheduled the donation/transfer. If necessary, a staff member will follow up with a donation/transfer consultation request through email, telephone, video call, or in person.

If you have indicated you have born-digital records to donate, a staff member will schedule a digital records donation consultation and you will be asked to complete a born-digital records survey.

6. Prepare the records for donation

Package the records in a clean, standard-sized banker’s style box, or sturdy envelope (if depositing a smaller number of records). Clearly label the box/envelope with the name of the donor and enclose the file list you have created. Please note we will not accept records housed in grocery/reusable bags, or boxes that appear to be dirty or structurally unsound. Please ensure that digital media is clearly labelled.

7. Deliver your records to the Acadia University Archives

We accept material year-round. Donors must complete step 5 prior to delivery of records or records may be refused. Hand-delivery of records is preferred. Please contact a staff member to explore alternate arrangements for delivery if hand delivery is not possible.

8. If making a private donation, complete the Donor Agreement

Upon receipt and review of the donation, an archives staff member will mail the Donor Agreement to the address indicated on the Donation Information Form. This form is to be filled out by the donor and returned to the archives. The archives will return a copy for you to retain for your records.