How do I prepare records for donation?
Individuals and families
The records of individuals and families are a powerful way of preserving local history.
Please get in touch with us at archivists@suffolk.gov.uk for an initial discussion. If you have material which we cannot take in, we will make alternative recommendations wherever possible.
Do you only have a few records (i.e. up to 1 cardboard box worth)? Please just describe them as best you can when you email us and we will do the rest.
If you have a lot of records, it would help us greatly if you could write a brief overview. This will ensure our archivists have the correct information to make decisions about where the records should be placed. We recommend you use the Listing form for donors or depositors. It will help you capture the information we need, most efficiently. A copy of the form can also be obtained by emailing archivists@suffolk.gov.uk
Are your records fragile or damaged? Please be sure to let us know so we can make the right arrangements to care for them.
Schools
We collect a wide variety of records from schools in Suffolk.
We have a robust data protection policy. This enables us to take in certain records containing personal data. There are some types of record we are not able to take in.
For more information please get in touch with us at archivists@suffolk.gov.uk for an initial discussion. If you have material which we cannot take in, we will make alternative recommendations wherever possible.
Charities and grassroots organisations
Please get in touch with us at archivists@suffolk.gov.uk for an initial discussion. If you have material which we cannot take in, we will make alternative recommendations wherever possible.
If you’re concerned about losing ownership of records, we can arrange for a long-term loan. Please see ‘Who will own the records?’ We normally ask for a contribution to our costs if you loan material to us. However, this cost is negotiable if you are a grassroots or community organisation with limited finances.
Only have a few records (i.e. up to 1 cardboard box worth)? Please just describe them as best you can when you email us and we will do the rest.
If you have a lot of records, it would help us greatly if you could write a brief overview. This will ensure our archivists have the correct information to make decisions about where the records should be placed. We recommend you use the Listing form for donors or depositors. It will help you capture the information we need, most efficiently. A copy of the form can also be obtained by emailing archivists@suffolk.gov.uk
Is there confidential or sensitive material amongst your records? Please make sure to highlight this in your list. Under the Data Protection Act (2018) we can take in records containing personal data. But we will have to close the records to the public for a set period of time.
Businesses
Please get in touch with us at archivists@suffolk.gov.uk for an initial discussion. If you have material which we cannot take in, we will make alternative recommendations wherever possible.
If you are concerned about losing ownership of their records, we can arrange for a long-term loan. Please see ‘Who will own the records?’ We ask for a contribution to our costs if you loan material to us.
Only have a few records (i.e. up to 1 cardboard box worth)? Please just describe them as best you can when you email us and we will do the rest.
If you have a lot of records, it would help us greatly if you could write a brief overview. This will ensure our archivists have the correct information to make decisions about where the records should be placed. We recommend you use the Listing form for donors or depositors. It will help you capture the information we need, most efficiently. A copy of the form can also be obtained by emailing archivists@suffolk.gov.uk
Is there confidential or sensitive material amongst your records? Please make sure to highlight this in your list. Under the Data Protection Act (2018) we can take in records containing personal data. But we will have to close the records to the public for a set period of time.
We are not able to take in records which are still in use by your organisation, unless in exceptional circumstances.