We have created the following frequently asked questions to help guide your donation of archival material.
The State Library welcomes offers from all potential donors. The first step is to check our Collections Policy and What We Collect, for information about what we collect. Please also read our Archival Collections Flyer.
You can offer archival material to the Library by completing an Archive Offer form.
All offers of archival material are assessed against our Collection Policy and priorities, also read What We Collect.
The appraisal process can take up to three months, or longer for large and complex offers. This involves our team researching the material on offer and making a recommendation to acquire it for the Library’s collection.
If your offer is accepted you will be asked to complete and sign a Deed of Gift, which transfers legal title to the Library
If the volume of material is large, you may be asked to arrange and list items in a box list template.
Guidelines with a box list template are available for download:
For specific guidelines on offering oral history and digital photography material to the State Library, please refer to these toolkits:
If you are considering making an offer of archival collection material, please contact us at SLSA.ArchivalCollections@sa.gov.au.
The State Library considers all offers of digital photography that align with our Collections Policy and priorities.
For active photographers, the Library has developed the following Digital Photography Toolkit to guide you in planning a photography project, technical specification, file naming and steps for offering photographs to the Library.
If you are considering making an offer of digital photography, please contact us at SLSA.ArchivalCollections@sa.gov.au.
The State Library considers all offers of oral history interviews that align with our Collections Policy and priorities.
The Library has developed an Oral History Toolkit to guide you in planning an oral history project, recording successful interviews, and the steps involved in offering recorded interviews to the State Library.
If you are considering making an offer of oral history interviews, please contact us before you commence recording at SLSA.ArchivalCollections@sa.gov.au.
No, the State Library might not take everything you offer.
When assessing material for the collection we make intentional decisions about what we collect and what we can care for long term.
If all or part of your offer is not suitable for the State Library we may be able to suggest another archive or cultural institution to which it could be referred.
Once a collection has been accepted, it will be accessioned and made available to the public within a month. Presuming there are no access restrictions. Requests to see the accessioned group can be made through the State Library catalogue.
The State Library recognises that sensitive material may, at times, be found within collections. Collection Development staff will discuss with the donor the possibility of restricting parts of a collection to protect the privacy of the donor or others. However, since our aim is to make records as accessible as possible to the public, we request a future date for releasing sensitive material be documented in the Deed.
The State Library does not usually accept copies or duplicates, unless the item is exceptionally significant and no other version is available. Donors who wish to keep copies are encouraged to make them before donating the original.
In the case of formats that are difficult to copy, please contact us at SLSA.ArchivalCollections@sa.gov.au for advice.
The State Library is able to accept all formats of records including electronic data and audio-visual material, as long as they meet our selection criteria and priorities.
The State Library encourages copyright holders (who may not always be the donor) to transfer copyright to the State Library because it allows us to assist researchers in their work by making it easier to provide permission to use material in the collection. It also allows us to grant permission for use of the records in publications, documentaries, exhibitions or on the Library's websites.
Donors are not required to transfer copyright as part of the donation process, and there is provision in the Deed of Gift to retain all or a portion of copyright.
Archival material is acquired by various methods, including purchase, donation, bequest and through the Cultural Gifts Program. Most material is donated by individuals, families, organisations, or businesses. Material is occasionally commissioned or purchased.