Donations

The University Archives actively seeks additions to the collections. The following types of materials are a sampling of what are welcome and are of archival interest -- 

  • Artifacts (on a case by case basis)
  • Diaries
  • Directories
  • Membership records
  • Memoirs
  • Newsletters
  • Organizational records
  • Professional files
  • Research files
  • Scrapbooks
  • Speeches/lectures
  • Media
  • Unpublished personal papers, etc.

If interested in donating University papers and records, please contact the archives at: ndsu.archives@ndsu.edu or 701-231-8914.

Accordion: 
Monetary Donations and Endowments

The NDSU Archives encourages its patrons and friends to consider making a financial donation. All financial gifts are much needed and gladly welcomed, and play a crucial role in supporting the Archives and its archival collections. Financial donations can now be made using your credit card via our secure online donation site. For questions regarding making an online donation contact us at 701-231-8914 or via e-mail at ndsu.archives@ndsu.edu. We invite you to become a partner with the Archives in helping preserving, protecting, and promoting North Dakota and NDSU history. All financial donations are greatly appreciated, and each donation will be formally acknowledged.

Endowment Donations

Endowments can also be made to our Library Special Collections Endowment established at the NDSU Development Foundation, which is used to support the work of the Archives. Donations to the Endowment are most welcome and should be made directly to the NDSU Development Foundation. For information about establishing a separate named endowment, please contact the NDSU Development Foundation. If the preservation of our past is important to you, please consider a contribution to the Special Collections endowment or establishing an endowment to further that important endeavor.

Library Special Collections Endowment
This endowment was established to provide an ongoing source of funding for the Archives. The funds generated will enable the archives to move forward with special projects and other needs. Uses will vary but may include book and equipment purchases, use as local match on grant proposals, acquisition of unique materials, or hire temporary employees for specific projects.

Richard & Audrey Kloubec Endowment
NDSU alum Richard Kloubec and wife Audrey have established this endowment to support the work of the archives at NDSU. Through their generosity the interest generated from this endowment has provided support in purchasing publications and equipment for the Archives.

Personal Papers, Photographs and Organization Records

What to Donate

We work closely with donors to identify those materials of research interest that should be preserved. Although not all papers, photographs and records fall within the collecting scope of the Institute, the types of materials listed below are often valuable. These lists are suggestive but not definitive.

  • Personal and Family Papers The personal papers of individuals and families are essential documents in telling the story of our past. This means not just the papers of the well-known or prominent, but also the farmer, laborer, and housewife. Types of desired documents include letters, diaries, speeches/lectures, albums, scrapbooks, memoirs/reminiscences, photographs, professional files, and genealogical information.
  • Organization Records The records of our many and varied organizations are vital in documenting the social, religious, political and business involvement of North Dakotans. Types of desired documents include articles of incorporation, constitutions, bylaws, correspondence, planning documents, architecture records, legal documents, minutes of meetings, reports, memoranda, newsletters, directories, press releases, membership records, and research and subject files.
  • Photographs Photographs and the artistic work of photographers add a new dimension to the historical record and have become an important historical resource in their own right. Types of desired images include visual images of social life, farming, town scenes including buildings, people and activities, people at work, postcards, original negatives and family albums.
  • Publications The Institute attempts to collect all historical publications concerning North Dakota. Types of desired publications include county, community, church, and business histories, family histories and genealogies, works of fiction and poetry by North Dakota authors and native North Dakotans, county atlases, business gazetteers, music recordings, and magazines and organization newsletters.

Because the research value of papers and records may be diminished if items are removed or rearranged, donors are encouraged to contact the Institute staff before discarding or rearranging materials.

Collecting Exclusions

It is not possible for the Institute to accept all materials that are offered. This may be due to duplication, condition, format, or subject areas in which we do not collect. Among the materials not accepted:

  • Non-North Dakota publications and photographs.
  • Newspaper issues, if already on microfilm
  • Items in poor physical condition.
  • Artifacts are on a case by case basis.

Transfer of Materials

After working with donors to identify materials appropriate for preservation, staff will make arrangements to have the papers or records transported to the Institute. Legal transfer of the materials from the donor to the Institute occurs when the donor reviews and signs a deed of gift that formally makes the gift property of the Institute. The Institute generally does not accept materials on deposit or on loan.

Copyright

Copyright generally belongs to the creator of writings, photographs, music, etc. and can be legally transferred. To allow researchers ready access to material and to be able to quote readily in publications, the Institute encourages donors to transfer any copyright which they possess in the donated papers to the Institute for Regional Studies. Please consult your attorney regarding copyright issues.

After working with donors to identify materials appropriate for preservation, staff will make arrangements to have the papers or records transported to the Institute. Legal transfer of the materials from the donor to the Institute occurs when the donor reviews and signs a deed of gift that formally makes the gift property of the Institute. The Institute generally does not accept materials on deposit or on loan.

Appraisals

In certain circumstances, it may be possible for a donor to take a tax deduction for the donation of a collection to the Institute. Donors are encouraged to speak with their attorney about this matter. By law, Institute staff cannot give tax advice or appraise the monetary value of a collection. Please consult an appraiser for assistance. It is the donor's responsibility to arrange for and bear the cost of any appraisal.

Restrictions

Sensitive material may, at times, be found within collections. The Institute staff will discuss with a donor the possibility of restricting parts of a collection to protect the privacy of the donor or of others. Although we want to make all papers and records freely accessible to researchers, the Institute will normally agree to reasonable and equitable restrictions for a limited period of time.

University Transfers

General Information

As per NDSU Policy 713, within the approved Records Retention Schedule, there are University records that need to be transferred to the NDSU Archives for final disposition. Please follow the respective instructions below for either Hard Copy Records or Electronic Records.

To transfer hard copy University Records

  • First, please fill out the Records Transmittal Form
  • Secondly, once you have completed the form, please print a copy for your records and place another copy on top of the folders in the first box of records (if there is more than one box). Please fill out the form with as much detail as possible.
  • Thirdly, bring the records to the Archives. If more than one box, it is possible to have facilities bring them. If you do this, please let the Archives know that you are sending over records

For sending over: Use only cubic foot boxes (like these here) (if it’s small enough to fit in a folder, then that’s fine). If you are sending more than one box, please number the boxes accordingly to what's on the transmittal form.

To transfer electronic University Records

  • First, please fill out the Records Transmittal Form
  • Secondly, save a copy onto the records if possible. Please fill out the form with as much information as possible. 
  • Acceptable forms of transfer: Email (please put the subject line as Records Transfer), CDs, DVDs, Flash drives. 
  • Please list names of individual files if possible.
  • Formats of files:
    • Documents: Microsoft files, PDFs, Plain Text (.txt), and Rich Text (.rtf)
    • Photographs
    • Audio files: .wav, .mp3
    • Video files: .mp4 (others may be accepted, contact staff for information)
  • Please include date ranges on the files
  • Please include Volume of files and number of files