Deed of Gift Outline
Transfer of Collection
This deed of gift transfers ownership of the [name of collection] (hereinafter the Collection) from [name of donor] (referred to hereafter as the Donor) to the [University at Buffalo Foundation, Inc., or the University Libraries]. It is intended that the Collection be deposited in the [Special Collections division of the University Libraries at the State University of New York at Buffalo or some other location] (referred to hereafter as the Repository)
Description of Collection
[description and extent of collection]
Ownership of Copyright
Donor gives and grants to Repository any and all rights and/or copyrights Donor may have in all items retained in the Archive. Or Donor retains all or some copyrights.
Access to the Archive
It is the Donor’s wish that the Collection be made available for research as soon as possible following its transfer to the Repository.
Materials in the Collection will be available for use by all patrons who come to the Repository during normal service hours subject to the general rules and regulations which the Repository has in place regarding the use of other collections. These rules and regulations include the use of pencils when taking notes; the number of boxes which a user is allowed to have at one time; papers and personal items of user being subject to inspection on entering and leaving the reading room; and the prohibition of food or drink in the research area.
[any restrictions on access should be described here]
Processing the Collection
The Repository will create an archival finding aid for the Collection which will include an itemization of the content of the Collection at the folder level.
Transfer to Another Format
The Repository reserves the right to transfer material to other formats, which in the opinion of Repository staff and according to national archival standards, will prolong the life of the material and/or facilitate access and use. In all instances the original items will also be retained. The Repository also reserves the right, within the limit of copyright provisions, to reproduce material from the collection for physical and electronic exhibits.
Promoting Awareness of the Archive
The Repository will create a catalog record for the Collection. That record will be included in the online public access catalog maintained by the University Libraries at the State University of New York at Buffalo and in any regional, state, national, or international bibliographic and archival databases to which the University Libraries contribute records.
The Repository will list the Collection and include the finding aid for the Archive on its website which is accessible worldwide.
Standards Maintained by the Repository
The Repository will follow standards established by the Society of American Archivists related to housing, processing, and maintaining collections.
Additions to the Archive
[acknowledgement that the donor may make additions to the collection, if that is the case]
[any stipulations related to disposal of collection or any parts of it not wanted by repository or stipulations related to access to all or part of the collection]