How to Decide Which Acquisition Agreement to Use

Terms used in this Guideline are as defined in the Acquisition Policy for the City of Toronto Archives.

  • 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

  • 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