Policies

Collection Donation Policy

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 Housed in the LRC, the primary collection interest is unpublished materials such as photographs, scrapbooks, letters and business papers, and a small collection of objects and other published materials.

The published materials fit into two distinct classes: rare books and books with a connection to the college. The rare books are stored mainly for preservation purposes. The other category includes books on local history and books which were published by Georgetown College faculty or by the school itself. Other college publications include runs of the Georgetonian (campus newspaper 1897-present) and the Belle of the Blue (college annual published until 2007).

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

Loan
The loan of items from the Archives and Special Collections is prohibited except in circumstances where the condition and protection of the materials is assured (such as exhibitions, with appropriate insurance agreements). These circumstances are to be determined by the Archives and Special Collections coordinator.

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

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

Tax Status
All material gifts to the LRC are considered non-cash charitable donations. The library and archives are unable to provide appraisals. Persons wishing to take their donation as a tax deduction should have a private appraisal done prior to donating the materials. Donors should consult their tax advisor in all cases, as the tax code regarding charitable donations is revised frequently.

Monetary Gifts
The LRC archives also welcome monetary gifts to support its collection and preservation efforts. Potential gifts should be referred to the Library Director. Additionally, the Archives Coordinator, and/or the Head of Technical Services are able to provide a list of specific needs of the Archives.