Donating Materials
Introduction
Many of the collections in the Norwich University Archives and Special Collections came to us through the generosity of alumni, students, former faculty and staff members, and their families. Our archivists are available to work with potential donors to identify and make accessible historically valuable records. Donated materials add to the breadth of our collections and provide additional learning and research opportunities to students and other researchers.
If you have papers that you are interested in donating, please feel free to contact us to discuss your specific materials.
We are also available to provide general guidance and advice to any members of the community interested in ensuring the historical preservation of their records.
What To Donate
The following general information about the types of materials we collect is not meant to be an exhaustive list. Donors are encouraged to contact us with any questions prior to sending us materials.
The Norwich University Archives collects records documenting the history and development of the university and related organizations. Personal papers of students, alumni, faculty and staff that document the individual lives and contributions of our community members are especially welcome. More detailed information about the kinds of materials we collect can be found in our Archives Accessions and Acquisitions Policy.
Additionally, our Special Collections department collects rare books and other published material related to Norwich University and military history. For more information on what kinds of books we collect, see our Special Collections Acquisitions Policy.
The following list includes a few suggestions of historically valuable materials:
- Letters
- Diaries
- Albums/scrapbooks
- Memoirs/reminiscences
- Military records
- Photographs
- Publications, newsletters or booklets distributed in the name of Norwich University including: catalogs, special bulletins, yearbooks, student newspapers, university directories and faculty/staff rosters, faculty and university newsletters, alumni magazines and ephemeral materials
- Student organization articles of incorporation/constitution/bylaws
- Meeting minutes
The Sullivan Museum and History Center collects art, artifacts, maps, architectural prints and plans, and audiovisual materials related to the history of Norwich University.
How To Donate
Donations of materials can be dropped off during our regular open hours or by appointment. Materials can also be mailed to the archives at the following address:
Norwich University Archives
Kreitzberg Library
158 Harmon Drive
Northfield, VT 05663 USA
The archivists are happy to work with donors to make arrangements for the physical transfer of materials.
Before donated materials can be added to our collections, donors will be asked to review and sign a deed of gift agreement transferring ownership of their gift to the Norwich University Archives.
Restricting Access
We prefer to provide the public with unrestricted access to as many of our collections as possible. In cases where a donor wishes to restrict access to a collection or specific materials within a collection, archives staff will work with the donor to determine a reasonable set of restrictions for both parties.
Monetary Appraisal for Tax Deductions
It may be possible for donors to take a tax deduction for their donation of rare books or archival materials to the Norwich University Archives and Special Collections. Interested donors should speak with their tax consultant or attorney to learn more about this possibility. Archives staff are prohibited from providing monetary appraisals of gifts. Any appraisal of donated materials for tax purposes should be completed by the donor prior to making a gift of the materials. If donors experience difficulty finding qualified appraisers in their area, we recommend consulting the Association of American Antiquarian Book Sellers or Appraisers Association of America websites.
It is our understanding that the Internal Revenue Services requires a formal appraisal from a qualified appraiser if you plan to claim a deduction of more than $5000. For contributions of less than $5000, a formal appraisal may not be necessary although a statement of the method used to determine the fair market value is still required. Please contact your tax consultant for guidance.
eBay
Archives staff do not currently monitor eBay for manuscripts and other archival materials related to the history of Norwich University. If you would like to bring our attention to Norwich-related items on eBay, please contact Archives friend and volunteer, Robert Guptill, at rgup91427@aol.com.
Transfers of Records
Offices on campus may want to transfer noncurrent administrative records to the university archives. Interested parties may refer to the Archives and Records Transfer Guidelines for more information.
