For organizations unable to devote the resources necessary to establish and operate an in-house archives, an alternative is to donate archival records to a local archives repository. Many institutions operate repositories, including colleges and universities, historical societies, museums, libraries, religious orders, hospitals, businesses, and professional associations. Repositories actively collect the archives of other entities and welcome donations from local organizations (see Appendix E for a partial list of archival repositories in the Chicago area).

Organizations interested in donating their records to a repository should take the following steps:

.Interview: Contact local repositories and interview archivists from several institutions before selecting a suitable repository.

.Negotiate: Meet with archivists from the chosen repository to negotiate and finalize transfer of the records.

.Follow-up: Maintain an ongoing relationship with the repository after the transfer is complete.

Interview

The organization should contact several local repositories to request an informational meeting with each to discuss the possible donation of their records. The initial contact can be by letter or by phone.

The organization selects one or more members to serve as its representatives. The meeting should take place at the archives repository so that the organization's representatives can have a tour of the facility. The representatives should be prepared to describe the history of their organization as well as its purpose and current activities. They should also be able to discuss the contents and condition of their records.

Based on information obtained in this meeting, the archivists may conclude that their repository is not an appropriate home for the records; they may suggest other potential repositories. The organization should follow up on any such recommendations, as archivists are often quite knowledgeable about other area repositories. Most repositories have a particular collection focus, and organizational archives not appropriate for a given repository may be welcomed enthusiastically by another.

Since the initial meeting is informational, the organization need not present a detailed explanation of its expectations or requirements for an eventual donation. However, it is appropriate to inquire about any of the repository's policies, practices, or services of particular concern or interest.

A series of follow-up interviews may transpire after the initial meeting, each one exploring issues in greater detail as the parties come closer to an agreement.

Negotiate

After choosing a repository, the organization should come to an agreement with the institution about when, how, and under what conditions the archives will be transferred to their new home.

This meeting is an opportunity to receive definitive answers to any lingering questions about the repository's policies and practices. Any concerns, problems, or potential conflicts should be aired and resolved. Any special requirements for access, confidentiality, etc. should be negotiated and agreements put in writing.

The repository will, in all probability, require that the organization make its donation official by signing a deed of gift. This document transfers ownership of the archives to the repository, and also formalizes any special conditions attached to the transfer.

Follow-up

After the transfer of ownership is formalized via the deed of gift, and even after the physical transfer of the records is complete, the transaction between the repository receiving the records and the organization donating them is still not complete. The two parties now establish an ongoing relationship to work together over the coming years to provide for the orderly transfer of additional archival records. It is a symbiotic relationship in which both parties benefit, each in its own way. The success of the partnership will depend on continuing dialogue and consultation.