Guideline For Use of Acquisition Agreements

Unsolicited Donation Form

• An appraisal report is never prepared
• Donor does not want a tax receipt
• Donor is prepared to transfer copyright ownership to the City insofar as the donor owns it
• Donor agrees that Archival Services may dispose of unwanted items in any way that the Archival Services sees fit
• Usually the donation is not negotiated – donor mails items or drops them off at the Archives

Characteristics of the donation:

• Small donation, usually just a few items
• Donated items are often random. That is, they are not a cohesive group or records from an identifiable creator

Deed of Gift

• An appraisal report is sometimes prepared
• Usually the donor does not want a tax receipt
• Donor is prepared to transfer copyright ownership to the City insofar as the donor owns it
• Ownership of the proposed donation is clear and straightforward
• The proposed donation is negotiated and agreement is signed before records acquired
• Agreement executed by donor and City Archivist
• Unwanted or culled materials are offered back to donor first

Characteristics of the donation:

• Can be any extent, but usually small to medium
• Donated items usually have some unifying quality, even if not a fonds

Records Donation Agreement (Legal Services involved)

• An appraisal report is always prepared
• Usually the donor wants a tax receipt
• Copyright – sometimes the donor is prepared to transfer copyright ownership to the City insofar as the donor owns it, but often the donor wants to retain copyright ownership
• Donor may retain copyright, but still allow Archival Services to make low-resolution digital copies available to public
• Ownership of the proposed donation can be complex: for example, the donor is not the creator of the records; the donor is a corporate body
• The proposed donation is negotiated and agreement is executed before records acquired
• Agreement executed by donor, Deputy City Manager, City Clerk and approved as to form by the City Solicitor
• Unwanted or culled materials are offered back to donor first

Characteristics of the donation:

• Can be any extent
• Donated items usually can be described as a fonds

Related Policies

• Acquisition Policy for the City of Toronto Archives
• Acquisition Priorities
• Acquisition Procedure