Why should you donate your records?
- To make a lasting contribution to the historical narrative of your Hospital
- To preserve your records in a controlled environment
- To be recognized as a part of our history
- To ensure access to your records by internal and external researchers (with restrictions if applicable)
What do we collect?
The JGH Archives collect historical records relating to the JGH, its departments and personnel. We will take the utmost care in processing and preserving your donation and are available to answer your questions throughout the process. The types of records we are collecting include, but are not limited to the following:
With the emergence of new technologies, more and more documents are born digital, e.g. Word, PDF, PowerPoint, Excel, etc. They are also welcome in the Archives. Contact us and we will be happy to facilitate a successful data transfer for you.
When should you donate your records?
The sooner the records are donated the better so that they can be preserved properly. If you or your department are still using the records—for instance, recent minutes—we can coordinate a schedule of regular transfers. Otherwise, we can negotiate a transfer of all of the records at a later date, or as a bequest from your estate.
What about copyright?
We prefer to obtain legal ownership of the donation. For donations in digital formats, we will accept on the condition that they are the unique and master set and same files are not available or accessible from another repository. Unless specified otherwise in the Deed of Gift, donors of digital materials agree that, after the transfer of legal ownership, the donated materials may be reformatted for the purpose of preservation or the provision of services offered at the Archives.
Donors are encouraged to transfer all rights they possess concerning the donated materials, including but not limited to copyright. If donors wish to retain all or a part of the copyright they own, they may specify such in the Deed of Gift. However, they will be encouraged to agree on a date for the full transfer. A separate license for digital content may also be signed in order to help the Archives manage the preservation and use of that content. Such a transfer cannot be made for works of others, such as letters written to you by others.
Note: Content predominantly derived from "A Guide to Deeds of Gift". Society of American Archivists. https://www2.archivists.org/publications/brochures/deeds-of-gift, accessed on Dec. 21, 2020.
What about access?
It is possible to restrict access to all or some records for a period of time. During the record transfer we negotiate the placement of restrictions on sensitive material.
How should you prepare them for the donation?
Records may be reordered as you see fit if you are the creator, accumulator or curator of the collection, otherwise left as is. Repairing or cleaning your records is not required, as our staff can conserve the materials if necessary. As well, we would welcome a biography or curriculum vitae of the creator of the records, be it a department or individual. This is especially helpful when establishing a context, as well as applying historical significance to the newly acquired materials.
Looking for more information?
Before you decide to make an archival material donation to us, we ask you to carefully read the terms on the Deed of Gifts and specify your donation by filling out the form. The form should be signed by the sole owner of the gift or the department representative of the JGH and be sent to us by mail or fax. The JGH Archives will contact you within 5 business days upon the receipt of the form.