Digital records—such as emails, word processing documents, digital photographs, websites, and audio or video files—are essential components of the historical record. Just like traditional paper-based records, they provide critical documentary evidence of individuals, organizations, and events. However, the unique nature of digital formats introduces special challenges and requires distinct procedures to ensure their long-term preservation and accessibility.
To responsibly steward these materials, Special Collections follows carefully developed workflows that differ from those used for physical records. These workflows are designed to maintain the integrity, authenticity, and usability of digital records over time. Properly handling digital donations also helps prevent data loss, ensure accurate documentation, and preserve original file structures and metadata—all of which are vital for understanding context and provenance.
The link below provides detailed guidance for individuals or organizations considering a digital donation. It outlines the steps for preparing and transferring digital materials, including how to describe the records, gather technical information, and understand legal and privacy considerations. Following these steps will help maximize the historical value of your donation and support Special Collections in its mission to preserve and share our digital heritage.
Please contact the University Archives to determine if your digital collection is appropriate for donation. Our staff will work with you to assess your materials, answer questions about the process, and ensure a successful and sustainable transfer of your records.