OVERVIEW: The objective of this session is to provide archivists with clear, empathetic, and professional strategies for refusing donations of obsolete format materials that do not align with institutional capabilities or collection policies, while maintaining positive relationships with donors.
The key points that will be covered in this session are:
1. Introduction:
- Overview of why some obsolete formats may not be suitable for archival collections (e.g., lack of playback equipment, high digitization costs, misalignment with collection scope).
- Importance of balancing preservation priorities with resource limitations.
- The role of transparency in building trust with donors.
2. Crafting Clear Policies:
- Developing a written policy on accepting materials, including specific guidelines for obsolete formats.
- Ensuring policies are accessible and easy to understand for potential donors.
- Using policy documents as tools for explaining refusals.
3. Communicating with Donors:
- Approaching refusals with empathy and appreciation for the donor’s intent to preserve history.
- Offering clear explanations of why certain materials cannot be accepted (e.g., preservation challenges, resource constraints, alignment with institutional mission).
- Suggesting alternative options, such as directing donors to organizations or institutions better equipped to handle the materials.
- Providing guidance on how donors might digitize or preserve the materials themselves.
4. Maintaining Relationships:
- Emphasizing the value of the donor's effort and their interest in contributing to historical preservation.
- Offering to accept related materials that fit the institution's scope or format capabilities.
- Encouraging donors to stay engaged with the institution for future opportunities.
5. Practical Examples:
- Sharing real-life scenarios where refusals were handled effectively and led to positive outcomes.
- Highlighting the importance of consistency in applying policies to avoid misunderstandings.
6. Call to Action:
- Encouraging archivists to regularly review and update their collection policies to address emerging challenges with obsolete formats.
- Advocating for ongoing training in donor communication and negotiation skills.
- Promoting the importance of documenting refusal decisions for transparency and future reference.
Attendees will leave with actionable strategies for declining obsolete format materials in a professional and empathetic manner, ensuring that institutional priorities are upheld while maintaining positive donor relationships..
GARA CERTIFICATE CORE COMPETENCY AREAS: "Training, Advocacy and Outreach" OR "Archives and Long-term Preservation"
TARGET AUDIENCE: State, Local
FOCUS AREAS: Archives, Records Management
PRESENTER: Robert Perret, Branch Manager, Washington State Archives