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Donating Materials

The mission of the Archives and Records Management Department at the Georgia Institute of Technology is to collect and preserve the history of the campus, faculty, alumni, and students for future generations. The Archives collects both official university departmental or organization records and personal or family manuscript papers, in both physical and digital form.

What Can the Georgia Tech Archives Offer a Georgia Tech Organization?

The Georgia Tech Archives employs archivists trained in the care and preservation of historical materials. The Archives offers a safe, controlled storage and access to the materials they collect and provides a permanent record of your institution or department for future staff, faculty, and students.

Personal Papers:

The lives of the many people personally connected to Georgia Tech as alumni, employees, researchers, co-workers, are just as important to the history of Tech as the records of a department or organization. If your personal or family papers are deemed appropriate for the Georgia Tech Archives' collections, and you agree to donate those papers, the Archives can provide research access to the contents of the papers, both to you and to the scholarly public. In future years, researchers - including students, professors, genealogists, journalists and many others may thus find your papers both interesting and of value to their work.

What Documents Should Be Placed in the Georgia Tech Archives?

Items donated to the Archives should not be those continuously used in the daily operation of the department or in your daily business. It is important in archival work to preserve the original organization of records so it is always a good idea to have the archivist visit the records you wish to donate prior to boxing them and sending them to the archives. The archivist will talk with you about the papers and which the archives wishes to collect.

Some of the types of items in organizational records the archives may be interested in are:

  • Architectural records
  • Articles of incorporation, bylaws, charters, constitutions, etc.
  • Audio and visual records
  • Clippings
  • Correspondence of officers
  • Directories
  • Financial records
  • Handbooks
  • Legal documents
  • Minutes of meetings
  • Membership lists
  • Organizational charts
  • Photographs and scrapbooks
  • Printed Materials (newsletter, brochures, fliers, etc.)
  • Press releases
  • Reports (annual, committee, etc.)
  • Speeches
  • Subject files

Among the types of materials in personal and family papers of interest to researchers are:

  • Letters
  • Memoirs and reminiscences
  • Diaries
  • Scrapbooks and photographs
  • Professional papers
  • Genealogical information
  • Speeches and lectures
  • Subject files
  • Legal documents
  • Films, videos, and audio tapes

Also of interest are files relating to the individual's civic, business, religious, political, and social activities.

In some cases, the materials you wish to donate may be better suited for Georgia Tech's digital repository, SMARTech. In that instance, the archivist will make a recommendation and put you in touch with the appropriate person to discuss adding the records to SMARTech.

How to Donate:

When donating a collection, it's best to contact the Archives. The archivist will meet with you and go over how to prepare a collection for donation. Access to a collection will be determined by discussion between the archivists and the donor.

 Collection Development Policy

 Deed of Gift Form

 Donor Survey

Contact the Archives:

If your organization is interested in donating collections to the Archives, please contact:

Jody Thompson
Department Head
(404) 894-9626

A portion of this content was borrowed from SAA's "Guide to Donating Your Personal or Family Papers to a Repository" and "Guide to Donating Your Organizational Records to A Repository," © 1994 and 1995 Society of American Archivists.